How your club can be a part of the Clubs New Zealand National Database

5 April 2018

The Clubs New Zealand database project is now well and truly moving into the next phase as we look to increase member services put the National Database into action.

We are now able to start loading Club Databases into the Clubs New Zealand CRM (Customer Relationship Management System) which will enable us to produce the National Database.

The concept behind the National Database project was to utilise technology to bring together the network of clubs in a way that has never been possible before. From the outset of this project it has been our goal to add value to the membership offering so that your members can get even more out of their membership.

By implementing a National Database Clubs New Zealand will be in a far greater position to negotiate nation wide offers and promotions which not only benefit your club but also your members and we will be able to communicate those offers and promotions directly to your members.

Already we have been able to develop and introduce an App which offers features such as a digital membership card to assist with identifying members who are visiting your club, a newly developed Club Locator and push notifications. As mentioned in last weeks article “Hands on the Future – Clubs New Zealand App”, anyone can download and start using the app right away, however, the sign in function which provides the digital membership card is only available to those who have registered their membership details with Clubs New Zealand as this feature is powered by our CRM (customer relationship management system).

Sharing your Clubs Database with Clubs New Zealand

We are ready for clubs to begin sharing their databases with National Office. Currently this is done via an export – import process, meaning that your club will need to export specific data from your database and send this as a CSV file to Clubs New Zealand which they will be able to import into the CRM.

The data fields we are asking for are (those with an Asterix are required);

  • Salutation
  • Member First Name*
  • Member Surname*
  • Date of Birth*
  • Email*
  • Phone
  • Mobile
  • Membership Number*
  • Membership Expiry*
  • Membership Type*

We have produced an excel template so that you can see exactly what information we require and the format we require it in for the data import to be successful.

Download the Data Import Template here

Once you have exported your member data please send it through to lucy@clubsnz.com we will review the data file to ensure that it will be successfully loaded.

Once we are able to load your members data we will come back to you to confirm it is good to go and we will also be looking to collect some information about the systems and processes that your club is currently using. It is important that every club answer the questionnaire as this will allow us to explore options for automating the membership update process.

Protecting your members data

We are fully committed to ensuring that members data and privacy is protected at all times

Questions and Answers

Below are a few initial questions and answers, no doubt this list will grow;

How will we update our members information?

For now, you will go through the same process as when you first submitted your database. For clubs with an annual renewal date which aligns with your financial year end you will just need to do another export once your renewals have been completed and send this through to Clubs New Zealand.

What about new or resigned/un-financial members?

Obviously, we will want you to share details of new members so that they can also be a part of the National Database. How often you send through details of new members will largely depend on how many sign-ups you have per month. It may be that you decide a monthly update of new and/or inactive members might be appropriate. If it is a relatively small number to update each month, you may direct new members to fill in the form on our website.

Do we need members permission to send our Database to Clubs New Zealand?

Yes, most clubs already seek permission from members during the application process (the Clubs New Zealand template application form asks permission to send information to Clubs New Zealand). If you are unsure about whether your club has been asking permission, have a check of your application form. We encourage you to communicate with your members and direct them to Clubs New Zealand’s Privacy Policy if required.

A couple of our members don’t want us to share their data, what do we do?

If most of your members are happy to be involved but a couple do not want their data shared, don’t let them ruin it for everyone else. Simply exclude those who don’t want their data shared and send the rest through.

If you have any questions please contact lucy@clubsnz.com


Get your hands on the future

With the Clubs New Zealand App

Get your hands on the future with Clubs New Zealand's App which can be downloaded on both Apple and Android.  The Clubs New Zealand App is all about helping you get more out of your membership. As a member of a club you can access any of our network of 300 member clubs as a reciprocal visitor and visiting a club is a breeze with the new digital membership card.


Find out more