For a quick guided tour of this feature, click the 'Take a look' button to get started – click the icon in the top-right corner to enlarge.
How to select your gymnastics insurance provider:
- Navigate to Contact management > Gymnastics insurance
- Select your provider from the dropdown
- British Gymnastics (BG) and Independent Gymnastics Association (IGA) are currently supported
- Click ‘Save provider’
Importing your insurance data
Once you've selected your insurance provider, the next step is to import your insurance data into the system.
First, export your member insurance data from your provider. For BG and IGA, this is the Club Members report in JustGo. You'll find the report by navigating to Club Reports > Members > Club Members. You do not need to edit the file before uploading.
- Navigate to Contact management > Gymnastics insurance
- Click ‘Import insurance data’ and select your file
The system will then compare the information in your upload with your existing contact data. Records are matched using first/last name, date of birth, and postcode.
You will see your imported members grouped into three categories:
- Fully matched
- Partially matched
- Not matched
Tip: Good data helps improve matching. If you notice a high number of partial or unmatched records, it may help to review your contact data. Clean and consistent details make imports more accurate and reduce manual matching.
Learn more: How to keep your data tidy
Viewing and managing insurance data
Once imported, each person’s gymnastics membership ID and expiry date will appear in key areas across the system. These fields help you check whether a gymnast has active insurance and take action if anything is missing or expired.
Contact records
- Search in the top-right and click the contact’s name
- Expand the ‘[Provider] membership details’
- If required, you can click into the details to manually edit them
If insurance is missing or has expired, an alert will show on the contact record:
Contacts page
- Navigate to Contact management > Contacts
- Select ‘Manage columns’ in the bottom-right corner
- Add in the ‘[Provider] member number’ and ‘[Provider] expiry date’ columns and click ‘Save’
Tip: You can use the BG Member Number and BG Expiry Date column headers to quickly sort your data, for example by expiry date. You can also export if needed via the button in the bottom-right.
Timetable
- Navigate to Timetable and click into any session
- In the ‘Quick view’ and ‘Register groups’, any contacts with missing or expired membership are flagged with an icon – you can then just click their name to update their details or send a renewal reminder.
- The ‘Advanced view’ provides more detailed data – you can use the ‘[Provider] membership’ column to filter by Active/Expired/No membership.
Expired insurance reminder notifications
Expired insurance reminders can be sent manually from a gymnast’s contact record (simply click ‘Notify account owner’ on the membership alert), or you can set up automated notifications. By default, the automated notification will trigger as soon as a gymnast’s insurance expires. You can also configure it to send follow‑up reminders every x number of days after the expiry date.
Managing the email template
- Navigate to Communication > Email templates
- Search for the system templated titled ‘Insurance membership expired’
- Make edits as needed and ‘Save’
Important: The template includes a link to the insurance provider’s login page by default so members can update their details easily. We recommend leaving the placeholders as they are to ensure the correct information is pulled into the message.
Managing the notification timing
- Navigate to Communication > Notifications
- Select the ‘Contact information’ category from the left sidebar
- Update the timing as needed and click the ‘Save’ icon on the right hand side
Tip: We recommend setting the expired insurance notification to also post to the contact’s Timeline. This ensures parents using the Thrive4 member app receive a push notification, so the message isn’t missed in a busy inbox.