club sentry

Club Sentry And You

An Introspective Look Into One of the World’s Most Ambitious Pieces of Software.

Part One of a Twelve Part Series

Table of Contents

Vienna Aquatic ClubClub Sentry

VACTable of Contents

I. Checking In and Out..........................................................................1

II. Adding A New Member.....................................................................3

III. Navigating the Main Page Taking A Member’s Photo.............................................................6 Guest Passes...................................................................................8 Reconcile Check-In.....................................................................10

IV. Random Things You Will Never Use (But Should Know Anyway) Prospects.......................................................................................11 Memberships................................................................................12 Reports..........................................................................................14 Employees.....................................................................................15 Club Info & Utilities.......................................................................16 Accessing Files..............................................................................17

V. F.A.Q ................................................................................................19

Vienna Aquatic Club

Note to the Reader

Club Sentry

A note to the reader:

The following informational booklet is written in a way so that even the most computer challenged person might be able to use Club Sentry. Much of the program is intuitive and easy to use, but this guide aims at giving as much detail as possible. For those with experience in using computers, at times certain over-explanations might come off as insulting. This is not the intention.

I never received official training in using this software, so the following guides are just ways in which I have discovered work the most efficient for me. Feel free to play around using other methods or do whatever works best for you.

Now sit back and enjoy your adventure through a problem-free, no hassle computer program, known as Club Sentry...


1 Checking In and Out

By clicking on the “Search” button, you can type in the name of the person you are trying to find. You may also use the scroll bars to locate a member.

A faster way to locate a member is to type their account number into the “Card Number” field.

The check in features are conveniently located under the “Check In” tab at the top of the program. There are a few ways in which you can check patrons into the system. If they remember their account number you can type it into the “Card Number” field or search for it from the far left list of names. If they have forgotten their number you can search by last name using the “Search” button.

Checking In and Out


2Checking In and Out

To check a patron out, select their name from the “Members Currently Checked In” menu, then click on the “Check This Member Out” button.

A faster way to check a pa-tron out, is to enter their num-ber into the “Card Number” field. Hitting “Enter” will au-tomatically check a person out if they are the only one on the account. If the account is shared, a menu screen will appear and you can select which members to check out.


3 Adding A New Member

Adding A New MemberUnder the “Members” tab, you will find a complete list of all patrons and their account information. This page includes many features available on the main page, such as adding guest passes, taking an account photo, and adding messages. This is also where new memberships are sold and added to the system.

To add a new member, click on the “Add New” tab. An empty “Personal Information” screen will open.

Fill in all available personal information. “Card Number” (highlighted above in yellow) will create the account number and should be just the number alone (the letters people have attached to their numbers is added later on). Once all information is added, click “Save Changes.”

!You will notice that the new member does not appear on the “Check In” list on the main page. This is because they have not had their membership sold to their account.


4Adding A New Member

Make sure the recently created account is selected and click on the “Sell Membership” button. On the screen that appears, select the membership plan they are a part of.

After choosing the membership plan, a “Payment Plan” screen will open. There should only be one option.

Most likely there will be more people on the account. Click “Yes” to “Add an additional member.”


5 Adding A New Member

Fill in the name of the new member, then hit “Save & Continue.” The screen asking if there are more members will appear again, allowing you to add additional members to the account.

This is where the letters are added automatically to the account number.!

After all members are added, click “no” on the “Add an additional member” box. A payment screen will appear. Enter the amount due into the “Cash” box and click Con-tinue.

An option to print a receipt will appear. Click “NO” since there is no printer hooked up to the computer. After this, the membership is authorized and will appear on the Check-In list.


6Navigating the Main Page

Navigating the Main PageThe Check-In tab will be the page you spend most of your time in. On it are several important features that you must master if you ever want your life to have meaning. These essential Club Sentry skills include: taking a member’s photo, adding guest passes, and reconciling check-in.

Taking A Member’s Photo

To take a member’s photo, enter their account number into the “Card Number” filed (do not hit enter!). Click on “Take Member’s Picture.”

Make sure the webcam is hooked up and adjusted.!

At this confusing juncture, choose “Click” to take the photo.


7 Navigating the Main Page

Often times the patron will want to see the photo before it is saved.

The photo is now attached to the member and will show up whenever the account is accessed.

To add photos for other members on the account, type in their number followed by their corresponding letter (i.e. 700A, 700B), then click “Take Member’s Photo.”



Guest Passes

To sell guest passes, make sure to have the account selected, then click “Guest Check-in” on either the “Check In” or “Members” screen.

Click “Purchase Guest Units” on the “Guest Checkin” page.

Type in the number of guest passes the patron wishes to buy, then click “Purchase.”

Enter the amount owed in the “Cash” box (look at “Total Due” to figure out how much to type in).


9 Navigating the Main Page

When asked if you would like to print a receipt, click “No.”

Once back on the main “Guest Checkin” screen, click the drop down menu and select “Daily Pass” (each drop down menu represents one guest). Once done, click “Checkin Guests.”

A drop down menu



Reconcile Check-in

At some point in your time working at VAC, every patron will be forced to leave the pool, due to either inclement weather, a safety hazard in the pool, or a ninja attack. A quick way to clear the system is to Reconcile Check-in.

Under the “ACTIONS” box, click “Reconcile Check-in” once every patron has left.

Choose “Set All Checkout to Now” to clear the Checked-in list.


11Random Things You Will Never Use

Random Things You Will Never Use**(But Should Know Anyway)

Club Sentry has several features that help make it a versatile piece of soft-ware, suitable for use in several different kinds of businesses. However, VAC uses the program mainly as a check-in system, so many of the pages are not frequently utilized. Despite this, there are some occasions where you will need to know how to make changes to different parts of the program.

All of the following pages are located in the tabs at the top of the program.

Prospects

The “Prospects” page is meant for adding information for potential patrons. It is used primarily during the beginning stages of the summer when members are being added into the system.



Random Things You Will Never Use*Memberships

If for some reason there is a prob-lem with a current membership plan (for instance, if the dates are set incorrectly and people are not being permitted to check-in), the “Memberships” screen is where corrections are made.

Select the plan you wish to change

Choose “Edit Membership Plan”

Skip the next screen by hitting “Cancel.”



On the “Editing Membership Plan,” make all changes necessary to the membership.

Changing the start and end dates will affect the ability to check members in and out.!



Reports

As the name suggests, the “Reports” window contains collections of data that relate to the different features in the program.

That’s pretty much it.



Employees

The “Employees” window provides access to employee information. Don’t feel as though you have to create an account - this page is not used for anything official.



Club Info & Utilities

The “Club Info & Utilities” page allows you to change the business information of VAC (not that you ever would). It also contains “under-the-hood” features.

!

This determines where the program finds photo files from.

Create a backup of all Club Sentry information (saves to c-drive [local disk]).

You can alter different features of the check-in screen from here, such as how long in-formation stays open in the “Card Number” field.

If you change anything, make sure to hit “Save Changes” if you want them to save.



Accessing Files

Click “Local Disk (C:)”

From this screen you can access different folders of Club Sentry information. The main one is “ClubSentry.”

Select “My Computer” from the start menu.



You can now select the Club Sentry database, select patron’s pictures, and manage deleted members.


19F.A.Q.

F.A.Q.

Is there a faster way to search secondary members of an account, for instance those with numbers like 700A and 700B?Q.

Why is it that when I type some patron’s account number into the “Card Number” field the whole account pops up, but then with others they’re all separated?Q.

If adding a new member to an account means they will not come up together when I try to check them in, what should I do?Q.

Yes, in the “Card Number” field type in the full account number and letter (“700A” for instance). A.

The reason that some accounts are broken up, has to do with the way they were entered into the system. When a membership is sold to an account (as shown ear-lier), the members that are added in this phase attach themselves to the primary account number. This will result in the entire account appearing when you enter their number into “Card Number.” If the members are added separately (none being added when the primary member is sold their membership), the program recognizes them as separate accounts, even if they still follow the numbering convention (700, 700A, 700B, etc.).

A.

If you want the members to all come up on the same screen during check-in, first, delete all members except for the primary (done under the “Members” tab). Then, go to “Sell Membership” and follow the steps from “Adding a New Member” from earlier. Add all previous members and additional ones. When asked if you want this to be the new membership for the account, click “Yes.”

A.


20F.A.Q.

Two members of a family checked-in earlier during the day. Now when I try to check in the additional members, the entire account screen pops up, but it only allows me to “check-out” the first two. What’s going on?

Q.

Why do some accounts have people’s pictures that aren’t theirs?Q.

Why can’t I access certain parts of the program?Q.

Most likely you are entering the account number of one of the members already checked-in. If 700 and 700B are checked-in, type 700A or 700C into “Card Num-ber” to allow the additional members access.

A.

When you take a photo in Club Sentry, it attaches it to that account number/letter and stores it in a separate folder. When a new family buys an old family’s account, all the information is changed, but the software still has that photo at-tached to the account number. To fix this, just click “Take Member’s Photo” and save the new picture.

A.

You may be logged in under a user that doesn’t have permission. Most often, only those logged in under “admin” can access all parts of the program and make changes.

A.

Compiled and created by Nick [email protected]

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