Date:               October 14, 2011

Last Updated: May 24, 2012

Contributors:          

Objective/Purpose

The purpose of this document is to outline the requirements to integrate an ABC club with the InTouch Connector. The intended audience is the administrator or manager of the club that wants integration between InTouch and ABC.

About The Connector

The Connector is simply the piece of software that handles all the communication between the two systems. The primary use case is that when a lead is added to InTouch, that lead will automatically be sent to ABC DataTrak, preventing the need for duplicate entry.  Updates to the lead will also flow from InTouch to DataTrak via the Connector.  Please see the 'Connector Overview' document for more information

Understanding Data Integration

The InTouch/DataTrak integration allows for entry of new prospects only in InTouch.  The integration does not allow for the creation (or update) of members in DataTrak

In order for the data integration to fully work as expected, there are a few concepts that must be understood in regards to setting up staff and lead sources.

Sales Person

Due to limitations between the two systems, InTouch cannot create staff in DataTrak.  That is to say, a staff created in InTouch cannot then be sent to DataTrak and created there. Note that we also wouldn’t want to do this as eClub will probably already have a number of staff setup and then you would end up with duplicates.

In order to overcome this, the Connector uses a lookup method so that when a staff is saved in InTouch, it is sent to the Connector, and the Connector will fetch a list of staff from DataTrak and attempt to find a match based on the email address. So if ‘John Smith’ already exists as a staff in eClub with the email ‘jsmith@myclub.com’, then you must create ‘John Smith’ in InTouch and use the same email address, the Connector will then link the two ‘John Smith’ staff together.  This will then allow prospects that are created in InTouch and assigned to ‘John Smith’, to be sent to eClub and still be assigned to ‘John Smith’ as the 'Sales Person'

Limitations

• Only prospects are sent to DataTrak (including updates).  Members are not supported at this time
• Staff and lead source 'synchronization' is currently only done manually on an item by item basis. InTouch is working on a feature that will eliminate the need to manually save each staff and lead source.

Requirements

The following attributes are required to turn on the integration. All of these will probably have to be provided directly from ABC: -

• ABC has security per-club for DataTrack web services. In order to access the web services for your club, the “ABC Client Waiver” form must be filled out and signed. We will then pass that on to ABC who will in turn enable the access for us.  Please contact integration@intouchfollowup.com to get this process started.
  
  • Within the ABC waiver you can specify the list of your clubs.  For each club we need the InTouch club ID (available from us) and the DataTrack club ID (available from your administrator or DataTrak).  For example, if you have 3 clubs, you should have 3 ABC ClubID attributes, and three InTouch ‘ClubID’ attributes.