Clubward for Clubs moving from PoolPass
Your membership list carries more than names. It connects families, familiar passes and the information your front desk relies on. Plan a move from PoolPass around the records and routines that matter to your club. We will review the available exports, agree on the Clubward setup and rehearse the important journeys before the new system becomes the place your team works.
For swim clubs, community pools and resident amenity teams planning a poolpass transition.
Start with the work that matters
A household and the people beneath it should remain recognizable after the move. Review identifiers, contact details, membership categories, dates and status in an actual export sample. Identify records needing cleanup or a separate archive before agreeing on the import scope.
A guest visit or payment recorded during the transition can change the account you are trying to reconcile. Agree on the source records, the time of the final review and who confirms the result. Keep guest value, financial balances and membership eligibility as separate checks.
Staff need to find a family, understand its status and handle a normal exception. Members need the right portal and website links. Include equipment tests, role-based training and a named launch contact so the move is understandable to the people using it.
Follow the everyday
Identify your PoolPass account and the services you use, including applications, bookings or Marketplace where relevant. Review the available spreadsheet exports and any separate records. Map households, individual members, membership categories, guest balances and account information to the supported Clubward setup, with archive and cleanup responsibilities agreed.
Check representative households against the source, including a family with several members, a guest-pass question and an outstanding balance. Follow renewal, payment and arrival steps under your club’s rules. Test any required program or reservation workflow and the devices your team will use, then prepare staff for their roles.
Choose a launch window around your operating calendar. Agree on final updates, record counts, balance and pass reconciliation, website changes and member communication. Keep the required source archive and a recovery plan available. Confirm the first live journeys before treating the transition as complete or ending access to the records you still need.
Explore the details
Bring household profiles, member history, balances and everyday context together with Clubward member management software.
Explore Member & household recordsManage membership packages, eligibility, renewal windows and discounts with Clubward club membership software.
Explore Memberships & renewalsManage recurring dues, invoices, credits and member statements with connected Clubward club billing software.
Explore Billing & statementsManage guest products, sponsor households and redemption rules with Clubward guest pass software.
Explore Guest passesSet up Clubward with a guided wizard for data, memberships, billing and staff access, then review operational readiness before your next season.
Explore Guided onboarding wizardTrain seasonal staff and volunteers as they work with role-based guidance, club policies and step-by-step procedures built into Clubward.
Explore Staff training & proceduresChoose with confidence
A clear switch begins with the records you have and the work your team needs to continue. Bring your membership structure, current services and a list of must-have journeys. We will define the supported scope, validation and launch responsibilities with you.
Before you decide
PoolPass documents spreadsheet exports, which provide a useful starting point for a migration review. The available files, fields, relationships and Clubward import scope must be checked together. We will agree on what can be brought across, what needs cleanup and which records need another transfer or archive process before setting a launch date.
Do not assume one member spreadsheet contains every record from every service. Inventory those items separately and review the actual files and formats available from your setup. Confirm the required history, transfer scope and retention plan, including any records that will remain in a secure archive rather than the new operating workflow.
Record the source guest-pass counts and financial balances at an agreed cutoff, then review how each maps to the Clubward setup. Guest products, redemption history, open invoices and credits represent different information. Test representative households and reconcile the agreed values before your staff begin relying on the new accounts.
Saved payment methods and authorizations have requirements beyond a membership export. Review your payment provider and the supported destination setup with the people responsible for billing. Some transitions require members to complete a new payment setup. We will confirm the applicable steps before promising that an existing arrangement will continue.
Bring the pass or credential types, scanner models and any gate connection requirements to the review. Test the supported setup with a representative arrival and exception. Some equipment or credentials may need changes, so compatibility and any reissue work belong in the plan before members are asked to use the new system.
The scope depends on your data quality, services, payment arrangements, website work and staff preparation. After reviewing those requirements, we can agree on a timeline, responsibilities and any costs in the proposal. Choose a launch window that fits the club’s season and leave time for reconciliation and a working rehearsal.
Make your next step a useful one
Bring the tasks that take the most effort, the tools you use and the questions you need answered. We’ll shape the demo around them.
Find your fit
Explore the workflows, questions and setup choices that matter to your organization.
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