Synchronise Your Licence Holders with ADOC (FFT)

Upload the export of your licence holders downloaded from ADOC: OpenResa creates the new accounts, updates the existing records, assigns subscriptions and groups, and suggests the accounts to delete, all after a detailed preview.

Preparing the first synchronisation

Synchronisation is intended for organizations affiliated with the Fédération Française de Tennis. It is located in Administration›Users›Import / Export›ADOC Sync (FFT), a menu displayed for organizations located in France, including overseas territories. Your profile must hold the Import a File right on users.

Before the first upload:

1. Create the subscriptions matching your ADOC offers: adult membership, youth membership, tennis school, etc. Each licence holder will receive the subscription linked to their offer.
2. Check your organization's default profile and default subscription: new accounts receive this profile, and the default subscription applies to any licence holder whose offer is not linked to a subscription.

Downloading the export from ADOC

1. Log in to ADOC, menu Adhérents › Gestion.
2. Open the Résultats tab.
3. Click the Excel button, to the right of the results list: the export.xls file is downloaded.

Upload this file exactly as ADOC provides it. Columns are recognised by their heading: a column added or moved by the FFT does not prevent synchronisation.

Uploading the file

1. Go to Administration›Users›Import / Export›ADOC Sync (FFT).
2. Tick the box confirming that the individuals have given their consent, if it is displayed.
3. Click "Choisir le fichier export.xls", or drag the file into the upload area.

Only the .xls format is accepted, up to 8 MB. The reading result is displayed: recognised columns, export date, number of licence holders retained and synchronised seasons. At this stage, nothing is modified.

The next screen depends on the situation:

• the initial configuration, on the very first upload;
• the verification, when a setting requires your attention;
• the preview directly, when everything is already set.

Carrying out the initial configuration

On the first upload, a six-step wizard guides you: Scope, Subscriptions, Data, Groups, Balance and Login details. Move from one step to another with "Continuer" and "Précédent". Your settings are saved each time you change step: if you leave the wizard along the way, it resumes where you stopped at the next upload. The last step ends with "Prévisualiser".

All these settings are kept for the following synchronisations, and can then be changed from the configuration.

Scope

The criterion designates the column of the export that gives each licence holder's season:

• "Automatique": membership if the "Dernière Année Adhésion" column is filled in for at least half of the licence holders, otherwise the licence;
• "Adhésion": the last year of membership in your organization;
• "Licence": the year of the last licence.

In "Automatique" mode, the synchronised seasons are the current season and the previous one, switching over every 1 September. In "Sélection manuelle", you tick the seasons yourself among those present in the file.

Finally, untick the age categories to exclude. The number of licence holders is displayed for each season and each category.

Subscriptions

Link each ADOC offer to a subscription: this step is detailed in the following section.

Data

Choose the information copied from ADOC: title, date of birth, address, postcode, town, phone numbers, e-mail addresses, licence (number, year and dates) and ranking. The surname and first name are always synchronised. For each piece of data, the table indicates the export column used and an example taken from the file.

The ADOC padel ranking feeds the second ranking of the records, provided you have given it a label in the advanced user settings, section Rankings.

Groups

Enable the groups kept up to date by the synchronisation:

• "Cours": one group per class attended, as it appears in the export;
• "Enseignement": one group per teaching group, disabled by default;
• "Adhésion": one group per membership year, for example "Adhésion 2027 (ADOC)";
• "Licence": one group per licence year, for example "Licence 2027 (ADOC)".

Balance

Choose the actions to carry out depending on each licence holder's ADOC balance: they are detailed further down. None is enabled by default.

Login details

Each new user receives a username and a random password of 8 characters. With "Envoyer les identifiants par e-mail", enabled by default, those who have an e-mail address receive them at synchronisation. For the others, or if sending is disabled, reset the password from the record when the time comes.

The login details of existing accounts are never modified.

Linking ADOC offers to your subscriptions

In the export, each licence holder carries an offer made up of their membership, their ticket book and their classes. Each distinct combination forms a row of the table, with the number of licence holders concerned; the "Détails" button lists them.

1. For each offer, choose the subscription from the "Choisir un abonnement…" list.
2. If needed, click "Pré-remplir": a subscription is suggested for each offer still without one, based on your saved links, then on the name and price, and failing that on the default subscription. Your existing choices are not changed. Check each suggestion before continuing.
3. Untick the synchronisation box of an offer to leave its licence holders aside: they are neither created, nor modified, nor deleted.

Above the table, "Adhésion", "Carnet" and "Cours" designate the parts of the export that make up an offer. Remove "Cours", for example, to group together all the licence holders paying the same fee whatever their classes: there are then fewer rows to link. At least one part remains ticked.

The link is saved without the price: "Cotisation adulte (licence 33€)" stays linked to its subscription when the price changes the following season.

Responding to the verification screen

On subsequent uploads, the "Vérification avant synchronisation" screen only appears when a point requires it:

• "Colonnes obligatoires manquantes": the surname, first name, licence number or licence year was not found. Link each piece of data to a column of the file to continue.
• "Format de l'export modifié": the FFT has added or removed columns. The screen lists the changes and the features disabled for lack of a column; this new format is saved.
• "Critère de synchronisation": your setting no longer matches what the file indicates. Confirm it or change it.
• "Nouvelle saison détectée": in manual selection, the file contains a season that is not yet synchronised. Tick it to add it.
• "Aucune saison sélectionnée ne figure dans le fichier": tick at least one season present in order to continue.
• "Abonnements à lier": new offers have appeared in the export.

Respond to each point, then click "Prévisualiser": your answers are saved in the configuration.

Checking the preview

The preview presents one tile per result, which also acts as a tab to display the corresponding list: "Nouveaux", "Mis à jour", "Inchangés", "À supprimer", "Ignorés" and "Erreurs". Only the tiles with at least one row are displayed. Until you have started the synchronisation, nothing is modified.

Each row of the file is matched with an existing account by its licence number, otherwise by surname and first name, ignoring accents and capitals.

• "Nouveaux" and "Mis à jour": all rows are ticked. Untick the ones to leave aside; the tile indicates how many remain to be synchronised. For an update, the old value appears struck through before the new one.
• "Inchangés": accounts already up to date, for information.
• "À supprimer": no row is ticked, see below.
• "Ignorés": licence holders never modified or deleted, with the reason: excluded licence or offer, administrator profile, your own account, profile or subscription that your profile does not allow you to manage.
• "Erreurs": rows impossible to synchronise, with the reason: empty surname or first name, duplicate in the file, several accounts matching the same licence holder (merge them before synchronising).

"Afficher les groupes" adds below each row the groups gained and lost. "Avertissements seulement" isolates the flagged rows: unrecognised title, invalid date of birth or e-mail address, unlinked offer.

The button on a "Nouveaux" or "Mis à jour" row sets this licence holder aside from the following synchronisations: their licence joins the ignored licences.

If the user limit of your OpenResa subscription is reached, the excess new accounts are not added: a banner indicates it and these rows cannot be ticked.

Handling deletions safely

The "À supprimer" tab lists your organization's accounts missing from the file for the selected seasons and categories. It includes users who are not FFT licence holders: padel players, hourly bookings, guests, etc. Administrator profiles, your own account and accounts outside your scope never appear there.

For each account, the list displays the profile, the subscription, the last season known in the file, the upcoming bookings, the last login, and whether the subscription is paid or the account suspended.

1. Tick the accounts to delete. The header box ticks the whole list, except the rows flagged : upcoming booking, login within the last 30 days or paid subscription.
2. Click to never again suggest an account for deletion, typically a non-licensed user who must remain active.

Deleted accounts go to the trash: they remain restorable.

Synchronising and reading the report

1. Click "Synchroniser".
2. Check the summary: number of users added, updated and deleted, sending of login details.
3. Confirm with "Synchroniser".

The "Synchronisation effectuée" screen details the result: added, updated, deleted, login details sent, then each row with its changes. Click "Télécharger le rapport" to keep a full Excel copy.

A preview can only be synchronised once: to start again, upload the file once more. Only one synchronisation can run at a time for your organization; if another manager has carried one out in the meantime, reopen the preview to start again from the current state.

Automating the actions linked to the ADOC balance

Each licence holder's balance is read in euros, at the time of synchronisation. The actions are set at the Balance step of the initial configuration, then in the configuration.

If the balance is positive or zero:

• "Considérer l'abonnement comme payé" ticks the subscription as paid on the record, at the export issue date and for the price of the subscription. A subscription already paid keeps its date and amount.
• "Réactiver l'utilisateur s'il est suspendu", with an optional e-mail notification.

If the balance is negative:

• "Considérer l'abonnement comme impayé" unticks the paid subscription.
• "Ajouter dans un groupe « Solde négatif »" places the user in the "Solde négatif (ADOC)" group, which they leave as soon as their balance becomes positive or zero again.
• "Ajouter le solde dû dans les commentaires" replaces the comment on the record with the current ADOC balance.
• "Calculer les paiements partiels" deducts the amount paid from the price of the subscription and from the balance due. If it is positive, the user joins the "Paiements partiels (ADOC)" group and the amount paid is added to the comment.
• "Suspendre l'utilisateur", with an optional e-mail notification and a message explaining the reason for the suspension.

In the preview, the "Solde" column displays the amount and the expected effect: paid, unpaid, suspended or reactivated.

Understanding ADOC groups

ADOC groups are created at synchronisation and locked: their name and their members are driven by the synchronisation, only their colour remains editable. At each synchronisation, a user leaves the ADOC groups that no longer concern them (class dropped, past season) and joins the new ones. An emptied ADOC group is deleted, just like the "Solde négatif (ADOC)" or "Paiements partiels (ADOC)" group when you disable the corresponding option.

Changing the configuration

Once the file is uploaded, the "Configuration" button on the verification, preview and report screens opens the summary of your settings: criterion, seasons, age categories, subscriptions, groups, balance, login details, exclusions and synchronised data.

• The criterion, the groups and the sending of login details are set directly in the summary.
• The other sections open with "Modifier".

Each save recalculates the current screen with the uploaded file.

The "Exclusions" section brings together the users never suggested for deletion and the ignored licences. Remove an item from it so that it is processed again, or add a licence number to ignore by hand.

Finding the synchronisation history

The synchronisation home page displays the last synchronisation (date, author, number of additions, updates and deletions) and the history of the last ten. Click to reopen the report of a past synchronisation.