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    Club Hub Integration Details

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    For all of its particulars, Data Syncings can be a complex subject. ‘What’ will sync and ‘when’ can differ significantly between systems. The charts and tables contained within this article will aid in both visualizing and comprehending the Club OS/Club Hub integration process. Click each link to jump ahead to a specific syncing process.

    Real Time Sync • 2 Hour Sync • Club OS: Real Time Sync Breakdown
    Appointment Status Mapping • Translation Tables

    Real Time Sync

    Real Time Sync is an event that occurs immediately after a designated action has happened. It is a process performed by both Club Hub and Club OS simultaneously. Here is a visual representation of Real Time Sync in action, aided by an explanation, below.

     


    Explanation:
    The following Club Hub features are synced to Club OS automatically:

    • Members (both new and updated)
         -including profile photo and notification anytime a Member has transferred to a new location
    • Prospects (both new and updated)
         -including profile photo
    • Notes (both new and updated)

    Note: Submission of an AF web lead form creates the prospect in Club Hub, which then pushes it into Club OS. This process is expected to take less than 10 minutes.

    Meanwhile, simultaneously, Club OS syncs the following data to Club Hub:

    • Prospects
    • Members
    • Notes
    • Follow-Ups
    • Email Campaigns
    • Appointments

    2 Hour Sync

    This action is performed by Club Hub only. The 2 Hour Sync catches Members or Prospects that might have been missed in Real Time Sync. It also transfers events that are not designed to perpetually update (ex. Check-Ins). Here is a visual representation of 2 Hour Sync in action, aided by an explanation, below.

     

     

    Explanation: The following features are synced from Club Hub to Club OS every two hours:

    • Employees (new and updated)
    • Prospects (new and updated)
         -includes profile photo
    • Members with agreements (new and updated)
         -includes profile photo
    • Marketing Sources
    • Check-Ins/Usage (new only)
    • Club Visits

    Club OS: Real Time Sync Breakdown

    As demonstrated above, Club OS is constantly syncing a wide variety of data to Club Hub. What is not represented, however, are the details and conditions that each of Club OS’ data categories carry. Provided below are the specifics to each category’s syncing process -broken down and illustrated for easier presentation. Click each link to jump ahead to a specific syncing process. 

    Prospects • Members • Notes • Follow-Ups • Email Campaigns • Appointments

    1. Club OS: Prospects



    Explanation
    : Prospects inside Club OS will not sync with Club Hub if they exhibit the following:

    • If they are a deleted prospect
    • If they do not have ID

    2. Club OS: Members


    Explanation:
    Members inside Club OS will not sync with Club Hub if they exhibit the following:

    • If they are a deleted member
    • If they are a COMP member
    • If they do not have a contract
    • If they do not have ID

    3. Club OS: Notes


    Explanation
    : Any Lead Notes or Trainer Notes entered into Club OS will combine into a single Notes category that is then synced to Club Hub.

    4. Club OS: Follow-Ups

     

     


    Explanation
    : All Follow-Ups performed through Club OS are categorized and synced to Club Hub as either Email Activity or Call Activity, depending on the method used: email, text, or call.

     

    5. Club OS: Email Campaigns

     

     
     

    Explanation: Email Campaigns sent within Club OS will create an Email Activity record within Club Hub. (Note: The subject of this email will become the note attached to the Email Activity. This Activity counts towards its Member’s Retention Score.)

    6. Club OS: Appointments

     

      

    Explanation: Club OS gathers together all Walk-In’s, Tours, Orientations, Assessments, PT, Group Training and Group Classes and combines these features into a single Appointments category that then syncs into Club Hub. 

    Appointment Status Mapping

    Club Appointments can produce a multitude of outcomes. For this reason, Club OS has tailored their statuses to depict each occasion. Club Hub, however, uses their own statuses. Here is a table demonstrating the correlation that occurs between Club OS and Club Hub’s Appointment statuses during the syncing process.                                                                    

    Club OS Status

    Club Hub Status

    Active / Confirmed

    Schedule

    Canceled / Canceled Charge / Reschedule

    Cancel

    No Show / No Show Charge

    No Show

    Completed

    Completed

     

    Choosing the Prospect/Member's Follow-Up Stage

    Upon integration, Prospects and Members will require assigned placement inside the club’s new Club OS follow-up schedule. To assess which is a Prospect/Member’s most appropriate follow-up stage, Club OS takes two facts into account:

    First, Club OS takes note of the date in which either the Prospect’s account was created or the Member purchased their agreement. Next, Club OS configures the age (in days) of the Prospect/Member’s account. Club OS, then, takes that total and compares it against the club’s follow-up schedule to assess which stage the Prospect/Member qualifies for.

    Example: Upon integration, Club A syncs a two week old Prospect account to Club OS. Club OS, then, would configure where two weeks falls on Club A’s follow-up schedule and set the account at Stage 5.

     

    Translations 

    Lastly, presented below is a raw representation of the data that gets passed from Club OS to Club Hub and vice versa. If any assistance is needed in translating this data, feel free to reach out to Club OS’ support for clarification. Click each link to jump ahead to its corresponding table.

    From Club Hub:
    Member • Employee • Prospect • Appointment (Club Visit) • Call Activity • Check-In
    Email Activity • Note • Note from Appointment 

    To Club Hub:
    Prospect • Appointment • Call Activity • Email Activity 
    Email Activity for Campaign Emails • Note

     
    A. 
    Translation from Club Hub Member

    Club OS Field

    Club Hub Field

    Notes

    externalSystemId

    id

     

    firstName

    firstName

     

    lastName

    lastName

     

    email

    email

     

    dateOfBirth

    dateOfBirth

     

    gender

    gender

    if anytime gender is "female" club os gender is "F"

    otherwise club os gender is "M"

    homePhone

    homePhone

     

    workPhone

    workPhone

     

    mobilePhone

    mobilePhone

     

    marketingSource

    marketingSource

     

    occupation

    occupation

     

    employer

    employer

     

    barcode

    keyfob

     

    isWebLead

    isDigitalLead

     

    lastVisit

    lastVisitDate

     

    isOptOutEmail

    CommunicationPreferences.marketing

     

    addressLine1

    address

     

    addressLine2

    address2

     

    city

    city

     

    state

    stateProvince

     

    zip

    postCode

     

    country

    country

     

    createdDatetimeLocal

    created

     

    joinDate

    membershipSignDate

    if membershipSignDate is empty then createdDatetimeLocal

    Membership.systemId

    Contract.id

     

    Membership.agreementName

    Contract.type, Agreement.statusMessage

    If statusMessage is "Pay Per Visit", agreementName will be "Pay Per Visit"

    Otherwise it will be type

    Membership.agreementType

    Contract.type

     

    Membership.isPrimaryAgreement

     

    Membership is always primary agreement

    Membership.recurringPayment

    membershipMonthlyDues

     

    Membership.downPayment

    membershipDownPayment

     

    Membership.saleDate

    membershipSaleDate

    if membershipSaleDate is empty then membershipSignDate

    Membership.startDate

    membershipStartDate

     

    Membership.endDate

    membershipEndDate

     

    Membership.isAutoRenew

    Contract.isAutoRenew

     

    Membership.AgreementAlert

    Contract.status, Agreement.statusMessage

    if Contract.status is 2 AgreementAlert is canceled

    if Contract.status is 3 AgreementAlert is expired

    if Contract.status is 4 AgreementAlert is collections

    if Contract.status is 5 AgreementAlert is freeze

    if Agreement.statusMessage is "Member is pending cancel" AgreementAlert is pending_cancel

    Membership.pastDueBalance

    Agreement.statusMessage, Agreement.color

    If statusMessage contains "delinquent" or color is yellow and statusMessage is one of the following:

    "Member has a billing problem"

    "Invalid billing information"

    "Past due more than 30 days"

    "Invalid CCD Information"

     
    B. Translation from Club Hub Employee

    Club OS Field

    Club Hub Field

    Notes

    externalSystemId

    Id

     

    firstName

    firstName

     

    middleName

    middleInitial

     

    lastName

    lastName

     

    email

    email

     


    C. Translation from Club Hub Prospect

    Club OS Field

    Club Hub Field

    Notes

    externalSystemId

    id

     

    firstName

    firstName

     

    lastName

    lastName

     

    email

    email

     

    dateOfBirth

    dateOfBirth

     

    gender

    gender

    if "female" or "F" then Club OS gender is "F"

    otherwise Club OS gender is "M"

    homePhone

    homePhone

     

    workPhone

    workPhone

     

    mobilePhone

    mobilePhone

     

    marketingSource

    marketingSource

    if marketingSource is empty then default_marketing_source

    occupation

    occupation

     

    employer

    employer

     

    barcode

    keyfob

     

    isWebLead

    isDigitalLead

     

    addressLine1

    address

     

    addressLine2

    address2

     

    city

    city

     

    state

    stateProvince

     

    zip

    postCode

     

    country

    country

     

    createdDatetimeLocal

    created

     

    guestPassStart

    membershipStartDate

    only if prospect is trial member (isTrialMember)

    guestPassEnd

    membershipEndDate

    only if prospect is trial member (isTrialMember)

    archivedDatetimeLocal

    rating, created

    if rating is not interested, archivedDatetimeLocal is created date

    isOptOutEmail

    CommunicationPreferences.marketing

     

     
    D. Translation from Club Hub Appointment (Club Visit)

    Club OS Field

    Club Hub Field

    Notes

    systemId

    appointmentId

     

    assignedToSystemId

    staffId

     

    createdBySystemId

    createdByStaffId

     

    visitType

    isAppt, isClubTour

    if isAppt then visitType is APPT

    if isClubTour then visitType is WALKIN


    E. Translation from Club Hub Call Activity

    Club OS Field

    Club Hub Field

    Notes

    note

    note

     

    msgType

     

    Always Call

    noteType

     

    Always Lead

    createdBySystemId

    createdBy.id

     

    createdDatetime

    dateCompleted or dateCreated

    If dateCompleted exists createdDatetime is set to dateCompleted

    Otherwise dateCreated is used

    clubSystemId

    clubId

     

    userSystemId

    recipient.id

     


    F. Translation from Club Hub Check-In

    Club OS Field

    Club Hub Field

    Notes

    systemId

    id

     

    systemClubId

    Member.clubId

     

    checkInTimestamp

    date

     

     

    G. Translation from Club Hub Email Activity

    Club OS Field

    Club Hub Field

    Notes

    note

    note

     

    msgType

     

    Always set to Email

    noteType

     

    Always set to Lead

    createdBySystemId

    createdBy.id

     

    clubSystemId

    clubId

     

    userSystemId

    recipient.id

     


    H. Translation from Club Hub Note

    Club OS Field

    Club Hub Field

    Notes

    note

    text

     

    msgType

     

    Always set to General

    noteType

     

    Always set to Lead

    createdBySystemId

    createdBy

     

    createdDatetime

    dateCreated

     

    clubSystemId

    clubId

     

    userSystemId

    memberId

     


    I. Translation from Club Hub Note from Appointment

    (Note: This is used to create a note in Club OS that is attached to appointments from Club OS.)

    Club OS Field

    Club Hub Field

    Notes

    note

    note

     

    msgType

     

    Always set to General

    noteType

     

    Always set to Lead

    createdBySystemId

    assignedToId

     

    createdDatetime

    dateCompleted, dateScheduled

    If dateCompleted exists createdDatetime is set to dateCompleted

    Otherwise if dateScheduled exists createdDatetime is set to dateCompleted

    If neither exists createdDatetime is set to current time

    clubSystemId

    clubId

     

    userSystemId

    memberId

     


    J. Translation to Club Hub Prospect

    Club OS Field

    Club Hub Field

    Notes

    externalSystemId

    id

     

    clubSystemId

    clubId

     

    email

    email

     

    firstName

    firstName

     

    lastName

    lastName

     

    barcode

    keyfob

     

    gender

    gender

     

    dateOfBirth

    dateOfBirth

     

    employer

    employer

     

    homePhone

    PhoneResource

    PhoneResource label of "Home" and number of homePhone

    workPhone

    PhoneResource

    PhoneResource label of "Work" and number of workPhone

    mobilePhone

    PhoneResource

    PhoneResource label of "Mobile" and number of mobilePhone

    archivedDatetime

    rating

    Rating is set to Not Interested if archivedDatetime exists

    addressLine1

    address

     

    addressLine2

    address2

     

    city

    city

     

    state

    stateProvince

     

    country

    country

     

    zip

    postCode

     

    isOptOutEmail

    CommunicationPreferences.marketing

     


    K. Translation to Club Hub Appointment

    Club OS Field

    Club Hub Field

    Notes

    systemId

    id

     

    clubSystemId

    clubId

     

    note

    note

     

    eventType

    topic

    if eventType is LEAD TopicResource is 4

    if eventType is ASSESSMENT Topic Resource is 6

    if eventType is ORIENTATION TopicResource is 30

    if eventType is TRAINING_SESSION TopicResource is 7

    if eventType is GROUP_CLASS TopicResource is 29

    otherwise TopicResource is 32

    effectiveStatus

    outcome

    if effectiveStatus is ACTIVE or CONFIRMED OutcomeResource is 6

    if effectiveStatus is CANCELED, CANCELED_CHARGE, or RESCHEDULED OutcomeResource is 18

    if effectiveStatus is NO_SHOW or NO_SHOW_CHARGE OutcomeResource is 5

    if effectiveStatus is COMPLETED OutcomeResource is 7

    effectiveStatus

    status

    if effectiveStatus is ACTIVE or CONFIRMED status is 1

    otherwise status is 2

    effectiveStatus

    completed

    completed is true if effectiveStatus code is COMPLETED

    startDatetime

    dateScheduled

     

    startDatetime

    dueDate

     

    endDatetime

    endDate

     

    startDatetime, endDatetime

    lengthInMinutes

    endDatetime - startDatetime in minutes

    attendeeSystemId

    memberId

     

    assignedToSystemId

    assignedToId

     

    createdBySystemId

    createdById

     

    statusChangedDatetime

    confirmed

     

    statusChangedBySystemId

    confirmedBy

     


    L. Translation to Club Hub Call Activity

    Club OS Field

    Club Hub Field

    Notes

    userSystemId

    id

     

    createdBySystemId

    createdBy

     

    createdBySystemId

    assignedTo

     

    clubSystemId

    clubId

     

    userPhone

    phoneNumber

     

    note

    note

     

    createdDatetime

    dateCreated

     

    createdDatetime

    dateCompleted

     

    createdDatetime

    dueDate

     

    createdDatetime

    endDate

     
     

    allDay

    always true

     

    outcome

    OutcomeResource.id is always 7

     

    status

    status is always 2


    M. Translation to Club Hub Email Activity

    Club OS Field

    Club Hub Field

    Notes

    userSystemId

    id

     

    createdBySystemId, createdByRoleId

    createdBy, assignedTo

    If createdByRoleId is a Client, createdBy and assignedTo get set to a default member ID

    Otherwise if createdByRoleId points to staff member, createdBy and assignedTo get set to createdBySystemId

    If createdBySystemId is empty, createdBy and assignedTo get set to a default staff ID

    clubSystemId

    clubId

     

    userPhone

    emailAddress

    if msgType is SMS_MSG_TYPE

    userEmailAddress

    emailAddress

    if msgType is not SMS_MSG_TYPE

    note

    note

     

    createdDatetime

    dateCreated

     

    createdDatetime

    dueDate

     

    createdDatetime

    endDate

     
     

    allDay

    always true

     

    outcome

    OutcomeResource.id is always 7

     

    status

    status is always 2


    N. Translation to Club Hub Email Activity for Campaign Emails

    (Note: This is only used when translating a campaign email from Club OS.)

    Club OS Field

    Club Hub Field

    Notes

    recipientEmail

    emailAddress

     

    note

    subject

     

    sendDate

    dateCreated

     

    sendDate

    dueDate

     

    sendDate

    endDate

     
     

    allDay

    Always set to true

     

    Outcome.id

    Always set to 7

     

    status

    Always set to 2


    O. Translation to Club Hub Note

    Club OS Field

    Club Hub Field

    Notes

    userSystemId

    id

     

    createdBySystemId, createdByRoleId

    createdBy, assignedTo

    If createdByRoleId is a Client, createdBy and assignedTo get set to a default member ID

    Otherwise if createdByRoleId points to staff member, createdBy and assignedTo get set to createdBySystemId

    If createdBySystemId is empty, createdBy and assignedTo get set to a default staff ID

    clubSystemId

    clubId

     

    text

    note

     

    createdDatetime

    dateCreated

     
     

    status

    status is always 2

     

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