Individual Membership (englandboxing)
Target release |
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Document status |
DRAFT |
Document owner |
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QA |
Objective
To provide an overview of requirements for England Boxing to deliver its membership service, to individuals. Review of current membership process and any changes required before launch of the Sport:80 Platform, will be delivered and documented with a scope determined for delivery.
Items required for launch of the product will be highlighted as ‘MVP’ with ‘Future Phase’ clearly highlighting items that can be delivered beyond the initial delivery date.
Overview
England Boxing (EB) are aiming to use the transition from their current provider (4Global) as an opportunity to adjust the membership offering. The goal is to make the customer experience as streamlined as possible, while catering for the range of individuals that EB would like to become members of it’s organisation.
Due to the above, the initial scoping sessions have revolved around Sport:80 developing an understanding for what EB would like to achieve, how members currently engage with EB and what limitations (due to governance or other relevant reasons) exist in terms of how radical the changes to the scheme can be.
It is agreed the new membership scheme will be agreed and scoped (with assigned MVP statuses) with Sport:80 no later than the end of September 2023.
Summary
EB runs a direct to member, membership scheme where individuals that wish to participate within the sport (either as a competitor or as another interested party i.e. Coach, Official, Volunteer, Fan etc) is able to purchase a membership in exchange for a range of benefits.
At present there are are 7 membership categories (see below; legacy membership types) which EB are aiming to reduce down to a fewer number.
During discussions, the main points raised were around making it easy for individuals to pick the right membership option for them, and make payment. At present the membership types are broken out to clearly identify the role the people play within the sport;
Boxer
Recreational Boxer
Coach
Official
Volunteer
Doctor
Other (Welfare Officer)
The challenge at present is that many individuals will fall into multiple categories (based on the above list), and as a result it can be confusing as to which membership type to pick.
In addition, EB are keen to add a form of ‘tier’ process to their membership scheme in order to encourage progression through the sport. Sport:80 have suggested keeping membership categories simple (i.e. Bronze, Silver, Gold) to keep the acquisition/purchase process as straightforward as possible, and then utilising additional attributes to encourage progress through the sport (i.e. similar to belts in other combat sports, skills & reward can be used to encourage participation or certificates for coaches/officials).
By keeping membership sale simple, this should encourage higher volume of registrations. Encouraging return to the system to receive awards for progress/developing skills/experience will provide additional opportunity for EB to up-sell further services and collect more valuable data on it’s customers.
To note: the sport is moving towards supporting ‘one night only’ competition, for which there will need to be a membership offering to cater for.
Pre-Sales SOW - Individual Membership Requirements
Function |
Overview |
Notes |
Config/Dev Required. |
Minimum Viable Product Deliverable |
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| 1 | Digital Membership ID Card |
Coach, Official, Volunteer and Welfare Officer membership ID cards automatically created, which are phone and tablet friendly, and are printable. Realtime information is desirable, including the ability for credentials to disappear once expired (safeguarding, DBS, First Aid, Qualifications). |
The Platform’s e-pass functionality will cater for this requirement. E-passes can be configured for any credential purchased or applied to an individual’s profile, including memberships, qualifications, licenses etc. The digital card/pass will be issued via a link within a confirmation email, once the item has been purchased/approved. Each digital card will include a QR code which can be scanned to reveal more information about the individual including the status of related credentials. We would advise that credentials don’t disappear, rather than their status changes, as this could lead to confusion as to whether an individual has certain credentials or not. It is also important to note that the digital cards/passes will be issued alongside a PDF version for people without the relevant technology. Reports/exports will also be provided for use with printers to produce physical cards where required (coaches and officials for example). EB showed S80 how Membership cards are printed from individual profiles in the Vault on
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CONFIG - PDF and e-passes via digital wallet are all included.
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MVP Update : SCOPING EB to show S80 the way the cards are currently printed with a view to relevant options being presented by S80 |
| 2 | Digital Medical Card |
Boxers require an initial medical, as well as pre- and post-bout medicals which are recorded by a doctor. This determines whether they are fit to box or not. A medical suspension may be applied as a result of a medical, therefore preventing the individual from competing until cleared as fit to box. |
The digital medical card will be facilitated using an item against the individual boxer’s profile. The ability to add information to the medical card will only be available to registers medical doctors/officials, and specific NGB staff for administration purposes. Their ‘fit to box’ status will be recorded as part of this item, and the status will either allow or prevent the individual to register for events/compete. This item can also be issued as an e-pass as described above, with the QR code used to reveal more information about the status of their medical card. TBD by EB as to whether Medical Doctors or Officials should have NGB roles to enable them to add Medical Suspensions to ANY profile, or whether they send info to the NGB to upload.
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CONFIG - PDF and e-passes via digital wallet are all included. |
MVP Update : SCOPING
Decided as per decision in the Notes column IN TESTING now |
| 3 | Previous Combat Declaration |
Previous combat experience is provided at the point of membership registration, alongside a declaration (either the individual or club). The information submitted must be verified by England Boxing before the membership is approved and a letter is sent to the boxer, club and region. |
Collection of previous combat experience will be incorporated into the membership registration form. The membership will enter a ‘pending approval’ status once the registration has been submitted by either the individual or club for England Boxing to review. Should the previous combat experience be incorporated into the Membership Form if it requires approval for all anyway?
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CONFIG - Capture on membership form (using waiver functionality) |
MVP Update : SCOPING TBD where the Previous Combat Experience should be captured and whether/how it should be updated IN TESTING |
| 4 | Upload of own photograph |
Boxer, Coach, Official, Welfare Officer and Volunteers must upload photograph at start of each season. |
The Platform will mandate that these particular individuals will need to upload a profile photo as either part of their profile or during the membership registration process. |
CONFIG - Will make mandatory for all users to upload a profile picture. |
MVP Update : IN TESTING |
| 5 | Doctor Registrations with digital ID |
Doctors who wish to carry our medical related activity will need to register with England Boxing. They will provide standard profile/contact information as well as a profile photo and GMC number. Once the information has been submitted, EB will be notified to review and verify the information submitted before sending the relevant documentation to the doctor. Doctors will also require a digital ID card. If EB remove/suspend the doctor this will remove their ID card. |
The doctor registrations will be facilitated using the same method as membership registration, however no fee will be applied. It will collect the required information from the doctor, their registration will then enter a ‘pending approval' status while it is reviewed and verified by EB staff. Upon approval the doctor will be sent an email confirming their registration which also includes a link to download their digital ID card. This will utilise the same e-pass functionality as outlined above. The doctor registration item can expire to prompt individuals to update their information. It can also be suspended by England Boxing if the doctor loses their GMC status. It is important to note that the digital ID card will not disappear should the doctor’s registration expire or be suspended. Scanning the QR code on the card will display the status of the registration as of the date of scanning.
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CONFIG - Using Platform add ons to collect data required and track as an attribute against the users profile. |
MVP Update : SCOPING EB to confirm the specifics of the Doctor and Supervisor Licences and fields required Doctor’s Licence IN TESTING , detail around all Qualifications still in SCOPING |
| 6 | Direct Debit or annual subscription |
Option for clubs and members to select renewal via direct debit or take off designated card. |
The Platform will be configured to allow clubs to pay by BACS/Direct Debit and or credit/debit card. |
CONFIG |
MVP |
| 7 | Option for member to request club to pay |
When member affiliates they can request that the club can pay. |
Quite a commonly used feature. We do not have this capability within our current set of functions. Will need discussion around how to solve this. |
CUSTOM |
MVP Update : IN TESTING Clubs can pay for their Members' Memberships as part of Core Platform functionality |
| 8 | Welcome Letters |
Once payment has been made a welcome letter is sent, with what to do next and benefits of membership. |
The content of a welcome letter will be incorporated into the confirmation email that is distributed to individuals or clubs when they have completed purchase of their membership. |
CONFIG - Platform automated emails. |
MVP |
| 9 | Family Membership under one email |
When a parent is registering numerous siblings they can use the one email for all accounts. |
The Platform enables a single account holder to manage multiple profiles. This has been specifically designed for parents/guardians who have multiple children involved in a sport. This function will be utilised to enable England Boxing members to manage multiple profiles independently from one another within a single account. |
CONFIG - Discussion to avoid family memberships and simply have the ability for a family to manage all memberships from one login.
UPDATED FROM PRE-SALES SOW AFTER DISCUSSION IN DISCOVERY SESSIONS. |
MVP |
| 10 | Boxers Records |
Bouts need to be recorded at time or within 24 hours of bout. Date, venue, opponent, win or loss. The supervisor, recorder and NGB need to add the results. Registrar function to update each season. Previous Combat conversion should be visible. |
Does it make sense to include in the MVP? Ties to the match-maker. Collect wins and losses - could be collected as part of the BCR1. Needs further discussion as to the significance of this in Event Registrations |
CUSTOM |
PHASE 2ND Update : IN TESTING This has been scoped and built and could be delivered as part of Phase 1 if EB feed back on the options presented |
| 11 | Activity Tracker |
Interactions with members to be recorded, call or email. |
The Platform will automatically log all emails received by the individual, club, region etc. from the system or Campaign Manager (if used). Calls will be recorded manually by staff members using the notes feature as described above. |
CONFIG - Based on notes column. |
MVP |
| 12 | Reminder to Call Back |
Function to be able to set reminder for individual team member to call back with an alert. |
The notes feature described above includes an ‘alert’ feature which will display to staff members when they visit the individual’s profile. |
CONFIG - Based on notes column. |
MVP |
| 13 | Amendment of email |
Members will need the ability to change their email address. The member’s club and England Boxing will also require this function. |
Individual members will be able to access this function as a self-service from their profile. Both clubs and England Boxing will also have access to an admin function that will allow them to change the email address on behalf of the member, as and when required. User Email Addresses cannot be edited once submitted - only the NGB can amend this because of the way it is tied to User activity |
CONFIG - Based on notes column. |
MVP |
| 14 | Transfer Request |
[New Requirement] Options:
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Club to club - also inter-regional transfers. Region approves the transfer currently. Inter-regional - manual process. EB to have final approval on transfers.
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MVP Update : DETAIL UNKNOWN See below |
On-Boarding Discovery Sessions - Requirements
Function |
Overview |
Notes |
Config/Dev Req. |
Minimum Viable Product Deliverable |
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| 1 | Membership purchase |
England Boxing will be updating membership scheme and membership types as part of the transition to Sport:80. This section will highlight the process and new types, as well as the legacy types that can be used to migrate and map for existing members. Membership purchase process: Customers will navigate to the Sport:80 Platform (via links distributed or on EB website). Customer email address will be required to login and access membership form (all forms part of one journey). Customer will be required to select from a list of membership options:
Suggestions made by Sport:80 to simplify by not having a membership for every type of ‘individual’ and keep them more broad, with then other attributes to cater for identification - i.e. qualifications to identify coaches/officials etc. EB to confirm all new membership types NOTE: provision for a one night only white collar boxing membership option - requires more discussion to work through simplest solutions to facilitate this. EB to confirm what legacy membership types will map to which new membership types NOTE: Further discussion required to ensure we have a good solution for the one night only membership.
Validity Period:
Member IDs: New membership IDs to continue on from the latest ID in the sequence. Legacy membership information: Categories of membership: Current understanding that membership types fall into the below categories:
EB to provide a list of all existing membership types in order to migrate and map to new types. Validity Period: Legacy Memberships all expire May 31st. ID Numbers: Membership IDs are sequential and will be required to be retained. Where duplicates picked up on in the data migration, keep the oldest number. |
Possible options noted by Lynette: Bronze/Silver/Gold:
One-night only: Will insure boxers to compete in ‘white collar' ‘one night only’ competitions/events. Possible config option: Would be tied to an Event SubType which would be the definitive factor in getting the £24 payment rather than the £12 Annual Membership NOTE: Affiliates to a One-Night Only Gym/Club (may only be able to do this if separated out as a different membership. Needs further discussion.
Sport:80 recommends: that a detailed comms plan delivered ahead of launch to ensure members understand new membership scheme and what that means for them (if their membership has been mapped to a new type). |
CONFIG |
MVP - Ability to purchase membership, affiliate to a club, lock the changing of a club, retain membership ID sequence UNKNOWN - Transfer process, One-night only membership. Update : IN TESTING One-Night Only Membership Type has been created and Members can theoretically upgrade from this to another Membership Type |
| 2 | Membership form (data capture) |
EB to provide copy of membership form (lets map out exactly what EB would like to capture on a membership form rather than Sport:80 attempting to replicate from screenshots of the vault. |
Three versions of the form have been uploaded to Google Drive. |
CONFIG |
MVP Update : IN TESTING |
| 3 | Affiliating to a club |
Process to affiliate to a club: Members will pick the club they are a member of when purchasing membership. There will be an option for a member to pick ‘unaffiliated’ from the list of clubs. Note: Only clubs with a valid EB membership should appear in the list to pick from.
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There may be a notion of a ‘floating’ member who maybe trains in multiple locations and therefore is not attached to a specific club. Could we just have them be able to select ‘unaffiliated’? OR do we want them to select all the clubs they use…(which would enable members to all be attached to multiple clubs with a requirement to pick their ‘primary’).
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CONFIG |
MVP Update : SCOPING |
| 4 | Ability for a member to transfer between clubs |
Process to transfer to a new club: Once selected and membership purchased, the member cannot update or change their club without requesting a transfer. S80 to walk EB through how current transfer process works to establish if it can be used to support transfer of boxers between clubs. |
Transfers within Regions:
Inter-Regional Transfer
Registrar of outgoing Region gives the all-clear 7 day auto-approval for all EXCEPT Army Boxers for Inter-Regional (Region should sort the transfer within a Region within a similar timescale). Clubs currently use the paper copy of the BCR1 to hold some Members to ransom around the transfer process Other rules:
To be discussed as to whether Regions should remain a part of this process |
UNKNOWN - Need to confirm transfer process before confirming whether this is possible with current config tools. |
MVP Update : DETAIL UNKNOWN |
Legacy Membership Types
Amateur Coach |
Amateur Coach, Boxer |
Amateur Coach, Boxer, Official |
Amateur Coach, Official |
Amateur Coach, Official, Boxer |
Ampro Coach |
Boxer |
Boxer, Amateur Coach |
Boxer, Amateur Coach, Official |
Boxer, Boxing Leader |
Boxer, Official, Amateur Coach |
Boxing Leader |
Boxing Leader, Boxer |
Boxing Tutor |
Boxing Tutor, Boxer |
Boxing Tutor, Boxing Leader |
Life Vice President |
Official |
Official, Amateur Coach |
Official, Amateur Coach, Boxer |
Official, Boxer |
Official, Boxer, Amateur Coach |
Other |
Recreational Boxer |
Service Only Boxer |
Volunteer |
Open Questions
Question |
From |
To |
Answer |
Date Answered |
Action |
Resolved |
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| 1 | EB to confirm all legacy membership types |
S80 |
EB |
See table “Legacy Membership Types” |
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Table created to use for mapping purposes. |
✅ |
| 2 | EB confirm all new membership types |
S80 |
EB |
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✅ |
| 3 | EB to confirm mapping of legacy to new membership types |
S80 |
EB |
This will be confirmed when Membership Tiers are agreed. ITEM STILL REQUIRES CLOSING. OPTIONS TO BE DISCUSSED AND DECISION ADDED WHEN COMPLETE. |
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❌ |
| 4 | EB to provide a written version of membership form (fields required from a data capture perspective) |
S80 |
EB |
Three membership forms have been uploaded to 'supporting documents' on Google Drive that cover most of the information we ask for individual membership types - could you have a look and let us know if it covers the level of detail you need please? Specifically, if you could let us know whether you need drop down list options for demographic data (i.e. ethnicity, disability, religion etc...), but just for info, we are happy to be led by ONS standard options for these data points and options. We are also creating membership form documents for coaches, officials, clubs and other membership types so will upload these shortly too |
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S80 to review forms and discuss drop down menu options, including demographic data. *Still need final forms to be provided so will leave as unresolved for now. |
✅ |
| 5 | EB to confirm the best team members to involve in testing of membership purchase process |
S80 |
EB |
This should be the SLT team for now we can bring in other team members as we open up the channels of who is aware of the move. |
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SLT only to test until further notice. |
✅ |
| 6 | EB to confirm if want to have the ability for a member to affiliate to no specific club e.g. unaffiliated/no fixed club etc |
S80 |
EB |
Yes, we have confirmed with our insurers that members (specifically, recreational members) are allowed to train at any EB affiliated club. Members do not have to be registered to a specific club |
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Members will be able to pick any affiliated EB club OR an ‘unaffiliated’ option. |
✅ |
| 7 | EB confirm account codes used for membership |
S80 |
EB |
EB: Would want to know more about this question, we do not specifically use codes, we use membership types. It may be worth linking in with Finance in case this affects the financial reporting. S80: No problem, if we can have a call with finance we can understand what they need in their reports. Most organisations will have account codes assigned to different items being sold. We can work out with finance, please let us know the best people to have a call with. ITEM STILL REQUIRES CLOSING. OPTIONS TO BE DISCUSSED AND DECISION ADDED WHEN COMPLETE. |
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EB to provide contacts for finance team so a call can be had to discuss how they want to account for items on sale. |
❌ |
| 8 | Confirm solution for members requesting clubs to pay for their membership |
S80 |
EB |
EB: What have other NGB's in a similar position done in the past when faced with a similar issue? Is it possible to create a feature like this to be added to the system and if so, what would be the additional cost? Is it possible instead for clubs to select specific members they wish to pay for, instead of members opting for their clubs to pay for them? - As our members often have absent or unavailable parents, it will be very difficult for us to avoid having some form of similar function S80 Response: we don’t have any NGBs that currently work in this way. We have the ability for a member to pay their membership directly via the Platform, or the club can handle it on their behalf (either adding them manually or bulk importing many in one go). Let’s review on the call tomorrow, we do have the ability for clubs to pay on behalf of members that already exist within the club account (previously affiliated members) or create new ones and pay on their behalf. I would think we can cater for your needs without needing to build something bespoke and charge for it. EB: from the sounds of it, that's very similar to what we currently have and should work fine (i.e. clubs can pay on behalf of members and / or create new ones) - will be good to discuss in more detail soon and see demo, thanks |
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Clubs will set up new members if they need to, or the member can purchase themselves. |
✅ |
| 9 | EB to confirm if the list of clubs that a member can select from when purchasing a membership, should include ALL clubs (no matter if valid or not) or only currently active clubs? |
S80 |
EB |
Only those with a valid EB membership please |
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✅ |
| 10 |
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S80 |
S80 |
Nothing beyond what is in this doc |
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✅ |
| 11 | @EB (Avoen & Lynette) > confirm which parties - Regions or Clubs - should ideally be involved in the Club Transfer process for individuals > |
S80 |
EB |
This was not forthcoming so we are needing to repeat the demo and feedback cycle |
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❌ |
Action Items
- EB to respond to open questions as of Aug 23rd
Martin Hunt > walk through how current transfer process works and what rules are used by EB >
Out of Scope
Testing
Document link |
Date testing started |
Date signed off |
Signed off by |
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