aac customer manager - affiliated acceptance

Chapter 9

Customer Manager

FrontDesk v4.1.25

Customer Manager

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General Tab

Toolbar Functions

Guest Tab

Contacts Ta

Attendance Ta

Customer Notes Ta

Menus

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Chapter 9: Customer Manager

ustomer Manager

The Front Desk software maintains your customer’s information in Customer Manager. To access the Customer Manager, open the AAC Check-In Application, click on Customer Customer Manager, as

he tool you will use to maintain vital information on prospects, guests, current

expired members, walk-in customers, etc. Changes made in Customer Manager are not

they have contracts attached to the customer record, you will need

to update their address in Customer Manager and you will need to call AAC (if the contract is send to AAC

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shown in Figure 9-1. Customer Manager is tmembers,transferred to the Contract Manager.

If a customer changes their address and

for billing) to get the address changed in Contract Manager. If the customer is an in-house customer, you will also need to make the change in Contract Manager. If the customer has no contracts, you will only need to change the customer record.

Figure 9-1.

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oolbar Functions

T

Figure 9-2.

toolbar contains button shortcuts for working in the customer manager. Use the right and left arrow

ugh the Customer Manager seeing only customers

formation from an existing customer record to a new customer

er record.

er record or saves a new customer record.

ges that

prior to printing it. You must have a record

print a paper copy of all records or

will also delete any and all contract records

he

The keys to navigate through individual records. See Figure 9-2.

Locate: Find a specific customer record.

Search: This function allows you to scroll throyou have selected via specific search criteria.

New: Add a new customer record.

Copy: Provides a way of copying inrecord. To use the copy button, first locate the record you want to copy. Then click the “Copy” button. Edit information as needed on the General tab section and then click the “Save” button. Your new customer record has been added. Any other information from the original record (contracts, attendance, notes, etc.) is cleared from the new record once the save button has beenpressed.

Edit: Edit an existing custom

Save: Saves changes to an existing custom

Undo: Reverse changes made to a customer record. The undo button will not undo chanhave been saved.

Preview: Allows you to preview a copy of the record selected to use the “Preview” button. To print an individual record, use the preview button and then click the “Print” button located on the preview toolbar.

Print: Displays a standard print dialog box and allows you to you can print a specific page if you know the page number of the record you want. The preview method is an easier way to print a single record.

Delete: Used to delete a customer record only, itfrom the Contract Manager. It is always better to make a customer inactive rather than delete tcustomer. This way all the customer’s history stays in the system and can be used as a reference. New contracts can always be attached to the customer record.

Close: Closes the customer manager.

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eneral Tab G

Figure 9-3.

he “Ge basic customer information. As seen in Figure 9-3. When entering a new e/MI

ntract status. These two statuses are not linked. To change the

window in various Front

T neral” tab containsrecord, any field name ending with an asterisk is a mandatory field. Only the Last Name and First Namfields are required in order to facilitate prospecting. The “Prospect” tab has been disabled and an “Active Prospect” checkbox has been added.

Status refers to customer status, not costatus of a customer record, you open “Customer Manager” and edit the customer record. To change the status of a member’s contract, on in house clients you may open “Contract Manager” and edit from there, call AAC Client Services at 1-800-233-8483 for customers sent to AAC.

The status of the customer can determine what customers are listed in the locateDesk applications. If the customer’s status is set to inactive, a filter can be set on the lookup window to only show active customers. This means anyone with an inactive status will not be listed in the customer look up window. See Figure 9-4 below.

Figure 9-4.

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The Customer Number is a unique number assigned to each customer. You have the option of letting the software assign this number or manually assigning the number yourself. If you choose to manually assign

r

the

n be assigned to your customers. This number is useful when

you have a keypad for members to use for “Check-In”. Like the customer number, pin numbers may not be

uest Tab

is purchased to increase memberships at the facility and from this list a flyer is sent out

offering a limited number of free visits and a discounted membership price. Activating the guest privileges of fore

er in the system, click on the “New”

the customer number, you can not use duplicate numbers (a customer number already assigned to anothecustomer). If you accidentally assign a duplicate customer number, the software will give you an error message and you will need to change the customer number before the software will allow you to add the new customer record. We recommend that you do not manually assign a customer number, instead usePIN number as a unique ID for the customer.

“PIN Number” is also a unique number that ca

duplicated.

GA mailing list

a customer record will allow a specific number of visits to the facility to be set up for each prospect bethey are required to sign a contract. This allows the promotion to be monitored by the software. When the guest has used the designated number of visits, they will not be allowed access to your facility until they sign up for a membership. If the person is not a custom Button. Begin by entering a new ustomer record and completing the prospect tab for a record of their interests. This is helpful when c

creating a package of specific interest to this prospect. Once this information has been gathered, the “Guest” tab will need to be completed. For an existing customer, click on the “Edit” Button locathe Customer Manager Toolbar and choose the “Guest” Tab, as seen in Figure 9-5 and 9-6.

ted on

Place a checkmark in the guest privileges check box to activate guest privileges.

These are the dates in which the guest’s visits start and end.

Enter the number of visits the guest may use

ed before they are requirto sign a contract. If a fee will be charged per visit, enter it in the Charge/Fee field.

Figure 9-5.

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If the Guest was referred by

Total Visits and Last

another customer, enter the referring customer’s name in the Guest of Customer box byclicking on the Locate Button.

Attended fields automatically update with eachguest check in.

Last Contact and Next Contact fields may be used to keep track of correspondence with the guest.

Figure 9-6.

ontracts Tab

tab to view the contracts attached to a single customer record. You will no longer need to enter a new customer record for each contract a member signs. Understand that the customer record is

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Use the “Contract”

not the same as the contract record. A customer may have multiple contracts but a member/prospect should only have one customer record, as seen in Figure 9-7.

Figure 9-7.

Last DNS – Date of no show. Last Gen – Last General Comments

week evaluation. Last 2-4-6 - Most recent 2-4-6

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o attach a new contract to an existing customer, open Customer Manager, locate the customer record,

Tselect the “Contracts” tab and click on the “New Contract” Button, as seen in Figure 9-8. This will cause Contract Wizard to open for contract entry. Make sure that “Attach” is selected at the top of the initial entry screen in Contract Wizard.

Figure 9-8.

After the new contract has been added for the customer, it will appear in the Customer Manager under the

“Contract” Tab, as seen in Figure 9-9.

Click on the “Edit Contract” Button to edit a contract record in the Member Information Application. This

Figure 9-9.

will automatically open the Contract Manager and will show the selected contract record.

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Click the “Edit PIN” b n to edit a member’s contract pin number, as seen in Figure 9-10. The Edit

utto

Contract PIN Number window opens, type the new Pin Number.

This is only applicable if you are checking members in by contract.

Figure 9-10.

Existing contracts may also be attached to customer records. For example, April Akers signs a new contract

to

s

and unknown to the employee she already had a customer record. Her contract has been entered as a brand new one instead of as an attached contract, creating a duplicate customer record. In this case, inorder to consolidate the customer records, you would probably want to move the contract to the most update customer record.

Navigate to the oldest customer record, (you can use the effective date of the contracts as a guide). Thiwill attach the contract to April’s most recent customer record.

Figure 9-11.

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Figure 9-12.

button

Click on the “Move Contract”

Figure 9-13.

d.

Select the new customer recor

Figure 9-14.

“Yes”

Click to move the contract to the customer record.

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Figure 9-15.

er record in which the contract was originally attached to or “No” to keep

the customer record. Click “Yes” to delete the custom

Figure 9-16.

Click “Yes” to verify you are sure you want to delete the record.

Figure 9-17.

ttendance Tab A

Figure 9-18.

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The “Attendance” tab provides attendance history for a customer without having to run a report, as seen in Figure 9-18. This tab provides the ability to print the attendance history for an individual customer and to

ll use the log maintenance function located in the

front desk menu. The new, copy, edit, and delete buttons apply to the entire customer record, not the

ttendance record, open customer manager, locate and select the desired customer

record and then click the print history button. This will open a print window. Choose the correct printer and

nce Reports” and “Personal Training Reports” buttons run the same as

going to the reports menu in Check-In or Point of Sale and selecting the attendance option. Please refer to

ustomer Notes

Use the “Customer Notes” tab to add notes to individual customer records. This tab may be used for any purpose that suits the facility.

run advanced attendance or personal training reports.

To add, edit or delete attendance records, you must sti

attendance tab log.

To print a customer a

click on the print button.

The “Advanced Attenda

the Report manual or Personal Training manual for more information on this.

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Figure 9-19.

Customer notes are only viewable in the Customer Manager. If the notes will need to be seen at time of check-in, attach them to the contract record in

Contract Manager or add a user-defined problem to the record through the check-in window.

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Figure 9-20. Figure 9-21.

enus

M

Figure 9-22.

Menu” to perform all the functions that are shown on the “Customer Manager”

Toolbar. In addition, it provides the ability to log and clock in employees.

File Menu: Use the “File

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Figure 9-23.

nu to locate and flip through customer records. Go To Menu: Use this me

Figure 9-24.

ontract information, sales, and maintain prospect information.

motion manager. See the “Marketing

and Promotion” section of the manual for more information.

.

ount. You must purchase the fingerprint equipment and pay the licensing fee for this option to be available.

Customer Menu: View customer c

Contract Manager: View customer contract information.

Marketing and Promotion: Customer marketing and Pro

Video Imaging: Attach a picture to the customer’s account

Enroll Fingerprint: Attach a fingerprint to the customer’s acc

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Transactions: View customer payments on contracts. If the customer has multiple contracts, a locate window will appear. Choose the appropriate contract to see the transaction information.

tracking employee prospecting and sales results. Choose the date range, location (if necessary),

Sales Activity: View prospect and non-prospect sales over a date range. This tool will help in

and employee. Then click on the “Process” Button. After the report has been run, click on

the “Preview” or “Print” Buttons to see the information.

Figure 9-25.

er point of sale history. If the customer has multiple contracts, a locate window will open. Choose the appropriate contract.

Sales History: View the custom

Reports Menu: View prospect reports.

Figure 9-26.

View various reports on prospects in the AAC Front Desk System. Set the Prospect Reports:date range by typing in the date or by clicking on the “Calendar” button. Then select the report type and any additional options by clicking on the box located to the left of the items. Aftall criteria have been selected, click on the “Process” Button. Then click the “Preview”

er

Button to view the report or the “Print” Button to print the report.

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Figure 9-27.

The Prospect Reports will be explained in greater detail through the Prospect Manager Documentation.

Prospect Menu: Document customer contacts.

Figure 9-28.

mer Contact: Document customer contacts for prospects and members.

Contact Type: Consists of E-mail Sent, ollow up, Mail Sent, Marketing Response, Personal

e staff member who was the point of contact. on the contact type.

contact.

Document Custo

m F

eetings, Phone Contacts, Tour Given, Tour Scheduled, and Walk-In. Promo Code: Use when a promotional code is assigned to a marketing campaign to track

advertising. Activity Area: The department or area for this contact. Examples are: Gym/Normal, Martial Arts,

or Tanning. Date / Time: Date and time of the contact.

Contact: Th Response: Context sensitive response based Notes: Any further notes you may wish to enter about this

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Figure 9-29.

aac customer manager - affiliated acceptance

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