datatrak 2.7 release notes...ware, datatrak. this release has a large number of improvements...

DataTrak 2.7 Release NotesMarch 22, 2010

ContentsIntroduction .......................................................................................................... 1What’s New! ......................................................................................................... 2

QuickBooks Integration ................................................................................. 2Improved Management of Secondary Members ........................................... 3Secondary Schedule Enhancements .............................................................. 4Improved Processing of Credit Cards ............................................................. 8User Defined Fields (UDF) .............................................................................. 8Deduct Service Access Codes ....................................................................... 12Background Check In ................................................................................... 15Multiple Camera Types and Document Scanners ........................................ 16Signature Management ............................................................................... 17Schedule Enhancements for Classes ............................................................ 18Windows 7 Compatibility ............................................................................. 25

Enhanced Areas .................................................................................................. 26Miscellaneous .............................................................................................. 26Check In ........................................................................................................ 27Electronic Entry ............................................................................................ 29Email & Text Messages ................................................................................ 33Employee ..................................................................................................... 34Inventory ...................................................................................................... 35Members ...................................................................................................... 36Point of Sale ................................................................................................. 40Recurring Services ........................................................................................ 44Reports ......................................................................................................... 45Schedule ....................................................................................................... 50Security ........................................................................................................ 54

Index ................................................................................................................... 56

IntroductionABC Financial Services is proud to introduce version 2.7 of our Club Management soft-ware, DataTrak. This release has a large number of improvements throughout the application. The What’s New! section describes new components for our software. In addition, a list of each existing module with New Features/Improvements and Fixed Issues is provided in the Enhanced Areas section.

This release is scheduled for a limited release on March 21, 2010; it will be released for general availability on March 28, 2010.

1© 2010 ABC Financial Services, Inc. All rights reserved.

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What’s New!This section provides highlights of several exciting new features and improvements.

QuickBooks IntegrationClubs will be able to upload Point of Sale information from DataTrak into QuickBooks. This is a turnkey solution for participating clubs.

QuickBooks ExportThe QuickBooks Export page allows authorized users to preview transactions and his-tory prior to export.

• The Preview tab allows users to preview data to be imported, create a printable report, and choose to upload to QuickBooks.

• The History tab provides a preview of previously imported data.


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Security Roles for QuickBooksThe following security roles will be added:

• QuickBooks Export – Access – allows the user to view the QuickBooks Export page.

• QuickBooks Export – Perform – allows the user to export to QuickBooks.

Known Issue with QuickBooksThe following QuickBooks issue has been identified; this issue will be addressed in a future release:

If Club Account is used with any other payment method on a split payment, the invoice and journal entry will be correct, and the DataTrak inventory will be correct; however, the inventory in QuickBooks will count the item twice (once for each payment method).

Improved Management of Secondary MembersManagement of secondary members will be significantly improved in this release. One major change is that DataTrak will no longer allow deletion of secondary members from the system. Therefore, instead of deleting secondary members, clubs will be able to inactivate an active secondary member.

The improvements for managing secondary members are described below.

Electronic EntryClubs will be able to inactivate or replace secondary members during a renewal or rewrite.

MembersClubs will be able to:

• View information about an inactivated secondary member.

• Inactivate an active secondary member.

• Reactivate an inactive secondary member.

• Replace either an inactive or active secondary member with a new secondary mem-ber.

ScheduleUsers will receive an error message if they attempt to create an event for inactive or replaced secondary members, or if they attempt to add inactive or deleted members to an event.


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Secondary Schedule EnhancementsTwo new features for secondary schedules, Auto-Renew and Schedule Status, are intro-duced in this release.

Auto-RenewIf a secondary schedule is assigned a number of payments, users will be able to assign an Auto Renew to Open flag of Yes or No (the default is No).

• Yes indicates that the payments become recurring (ongoing) following the initial term.

• No indicates that the payments stop after the initial term.


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The Auto Renew to Open column was added to the Dates and Schedules section of the Agreement Entry form.

Users can set the Auto Renew to Open flag in Agreement Entry, and they can edit an existing secondary schedule or create a secondary schedule for the member.


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Schedule StatusOn the member’s Invoices page in the Schedule view, the Status column was added to allow users to deactivate or cancel an active invoice schedule while on this page.

When the user clicks the Status link, the Invoice Schedule Status dialog box appears. The user has two options: Deactivate and Pending Cancel.


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Deactivate If the user selects Deactivate, the schedule is immediately deactivated but the member will still be responsible for any invoices that have already been generated. This infor-mation is provided in a confirmation message, and an example is below.

PendingCancel

The Pending Cancel status allows users to set a date in the future to indicate when the schedule should become inactive. All invoices that have already been generated and will become due after the pending cancel date will be deleted. This information is pro-vided in a confirmation message, and an example is below.


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Improved Processing of Credit CardsWhen processing refunds, clubs will be able to quickly find and view all original transac-tions/receipts for purchases tied to a swiped card, a card on file, or club account. The All Cards option was added to the Payment Method drop-down list. The Card Entry Method search option was added. Users can select All, Swiped, On File, or Manual. The Card Last Four option was added, which allows users to search on the last four digits of the credit card.

Clubs will be able to perform POS returns through ABC’s billing system when the origi-nal transaction was billed via club account.

Note: This only applies to payments by Credit Card (not EFT).

User Defined Fields (UDF)Clubs now have the ability to create special fields that they can use to track informa-tion about their members. These “User Defined Fields” can be used in Edit Payment Plan, New Agreement, Edit Member, Edit Club, and Reports.

Note: The current custom field functionality will be unaffected by the new user defined field option.

User Defined Fields can be created for the following data types:

Users can create two types of user defined fields: Agreement and Member.

• Agreement user defined fields are designed to contain agreement-specific informa-tion. Up to 50 Agreement user defined fields can be created per company.

• Currency

• Date

• Decimal Number

• Whole Number

• List

• Text


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• Up to 50 Member user defined fields can be created per company.

An example of the Edit User Defined Fields form (Setup > Fields > User Defined Fields) is shown below.


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Edit Payment PlanBoth Agreement User Defined Fields and Member User Defined Fields are available for Primary Fields on the Edit Payment Plan wizard (Display Fields Step 4 of 4). Available Settings are Shown (default), Hidden, and Required. (You can access the Edit Payment Plan wizard at Setup > Electronic Agreement Setup > Payment Plans. On the Manage Payment Plans page, click an existing payment plan to edit, or click Create to make a new one.)

Only Member user defined fields are available for selection on the Secondary Fields section on Edit Payment Plan page. Available Settings are Shown (default), Hidden, and Required.


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Member PagesA new tab has been added to the Member page where users can view and edit Mem-ber user defined fields and Agreement user defined fields.

Club DefaultsDefault settings can be applied to newly-created user defined fields. On the Edit Club > Agreement Layout tab, users can set the display order and view setting (Hidden, Shown, Required). This sets the default for new payment plans that are created. Users can reset these options for each payment plan in Edit Payment Plan.


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Security Roles for User Defined FieldsThe following security roles have been created for user defined fields (Members Secu-rity > Fields). The default value for these security roles is No.

• User Defined Fields – Access

• User Defined Fields – Create

• User Defined Fields – Edit

• User Defined Fields – Update

Deduct Service Access CodesThis new club-level option allows clubs to require member and employee Access Codes for member service deductions. For those clubs opting in, members can create their own access codes. When both are set to Require and the user deducts a service at check in, a prompt will require both the member and the employee to enter their access codes before the service can be successfully decremented. Clubs can enable access codes by changing the setting on the Edit Club > Check In tab.


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The default setting for Require Employee and Require Member is No. The default set-ting for Member Retries is 0. If the number of attempts exceeds the Member Retries setting, the member access code must be reset before it can be used again. Member access codes can be changed on the member’s Personal tab.

Member Access code can also be updated from the Deduct Service popup.


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Access Codes for Catalog ItemsThe Require Access Code flag has also been added to the Secondary tab on the Edit Catalog Item page for Services. This will allow clubs to use access codes at the catalog level.

Security Role for Access CodesThe Member Access Code – Edit security role has been created for access codes (it is under Members Security on the Edit Security Access Roles page). It allows the user to change a member’s access code.


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Background Check InWith background check in, as long as the computer is on and connected to the Internet, members can check-in whether or not DataTrak is open, if DataTrak is running in the background, or while the user is browsing another page in DataTrak. This feature applies to attended or unattended regular and remote check ins. (For more informa-tion, see Configuring Hardware Services.)

Note: Background Check In requires a serial scanner.


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Multiple Camera Types and Document ScannersIn addition to Background Check In, DataTrak will also support multiple camera types and document scanners. (For more information, see Configuring Hardware Services.)

Note: The Picture Save Path and the Scanner Save Path must be static; the folder name cannot change from day to day. For example, the Creative Camera, which creates a new image folder every day, cannot be used.


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Signature ManagementClubs can collect different signatures at different times. For example, a husband and wife with different schedules can both sign the agreement at their convenience. This also allows members to re-sign a contract without having to change the data in the contract.

• On the EAE page the user will be able to click a Manage Signatures button to access a list of signature fields.

All signature fields will appear in the list, whether the signature has already been cap-tured or not.

o The red indicates that the field does not have any previous signatures (just as the red is used in the holding queues to alert the user that the contract has not been signed).

o The Clear All button allows the user to collect new signatures for all fields without having to select each field individually.


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• If a member needs to resign a contract that was previously signed with ClipGem, the user can go to a computer with SignatureGem installed, pull up the agreement, and select the ClipGem signature on the pop-up. Instead of opening the signature pre-view box, the page will refresh so the member can resign the contract using the Sig-natureGem.

Schedule Enhancements for ClassesThe following enhancements have been made for classes. (For information about all schedule enhancements, see Schedule in the Enhanced Areas section.)

Event GroupsThe Event Groups menu option was added under the Schedule sub-menu to allow clubs to view the calendar by event groups (in “week” mode only). Event Groups allows users to group several events of the same type and level for quick viewing or mass editing.


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When the user clicks the Event Groups menu item the new Manage Event Groups page will appear. Click the Create link to open the Edit Event Group form.

Added the ability to set the event group for the current event from the Edit Event page.


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Event Group was added to the search criteria in the Events page.

Group was added as an option on the Calendar Search Options. Searching by Groups can only be performed when in “Week” mode. Other fields added to the search that go along with searching by Groups were Event Category, Event, and Level.


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Create EventsAn event quick create option is now available on the Calendar.

Repeat AppointmentsThe Create Events page mentioned above replaces the Repeat Appointments page, and the “repeat event” functionality has been enhanced. The following are the main fea-tures of the “repeat event” functionality:

• It allows repeating appointments for multiple members.

• Users can select a different club to repeat the appointments for that club.

• Users can select a Session Count of Unlimited to schedule out through the end of the Calendar.


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• It allows independent handling of conflicts for Location and Employee. The options for conflict handling for Location and Employee are now:

o Do Not Assign

o Assign to Unbooked

o Do Not Create (this is like Skip Conflicts in production)

• Users can to change the Event and Level.

• Users can assign an existing Event Group or create a new Event Group at the time of creation.


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• Users can select individual days and times using a grid view. This page has three view-ing options:

o Week – Allows users to pick individual dates and times.

o Month – Allows users to pick days and times based on the week of the month. For example, users can select every First and Third Tuesday of the month at 3:00 p.m. along with every Second Thursday at 4:00 p.m.


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o Alternate – Allows users to Add Days and Times with a Start Employee and Alternating Employee. For example, if users select a date/time of 02/02/2010 at 4:00 p.m., the Start Employee will be the trainer for Tuesday 02/02/2010 and every other Tuesday after that. The Alternate Employee will be the trainer for Tuesday 02/09/2010 and every other Tuesday after that.

• Users can edit the generated appointments using a new Review page.

o This page allows users to view events without conflicts, events with conflicts, and events that were not created due to conflicts. If an event has a conflict (Unbooked employee or Location) a yellow question mark is displayed in front of the event. For events that are not going to be created (due to conflicts) a red X is displayed.


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o Users can click the links for the Day, Date, Time, Employee, or Location to view the new Edit Event Details pop-up. This page allows the user to edit the event. This is most useful for handling conflicts. For example, if the Employee or Location is booked at the specified time, this pop-up allows the user to view available times for all employees and locations.

Windows 7 CompatibilityDataTrak is certified to function with the Windows 7 operating system.


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Enhanced AreasThis section describes more new features and improvements as well as any issues that have been resolved in this release.

MiscellaneousThe following are some general enhancements and fixed issues.

New Features and ImprovementsMember

SearchFields

The Find Member search fields will now only allow letters, numbers, spaces, and aster-isks.

Fixed Menus Now the main Menu and the Setup menu will remain open until the user clicks either a menu item or the Hide button in the lower right-hand corner of the menu.


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Fixed IssuesDevice Setup On the Edit Workstation page, the Signature Gem (No LCD Buttons) option has been

removed. The remaining options are SignatureGem LCD 4X3, ClipGem Standard, and ClipGem Legal.

CosmeticIssues

Various display issues including column alignment, page and pop-up displays, and warning formatting have been corrected.

Check In

New Features and ImprovementsMember

NotesIf notes are available in the Member Details section, the View link now uses the emphasized color selected for the assigned color scheme to increase visibility.


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Club Namefor Remote

Check Ins

When a member checks in remotely, that member’s active club name will be displayed beside the Club Number on the Member Details section of the Check In page.

The club name also appears under the club number on the Manage Remote Check Ins page.

MemberCancelled

Alert

On the Edit Club > Check In tab, the Display Cancel Reason flag (Yes/No) was added to the Check In section. The default setting is No.


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When the Display Cancel Reason flag is set to Yes, the Cancelled Reason will display at the end of the Member Cancelled Alert.

Fixed IssuesMember

EventsAfter checking in members who had events on their calendars, if the user entered a barcode or name that could not be found, the events information for the previously checked in member was not being cleared from the page. This has been resolved.

Electronic Entry

New Features and ImprovementsMinors

WarningMessage

The Warn on Minors option has been added to the Default EAE Options section of the Edit Club > New Agreement tab (Setup > Clubs). The default value is No. This option can be used to warn users if the person signing an agreement is under 18 years of age.


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New/Updated

Default EAEOptions

The Payment Plan option has been changed to Data Entry Payment Plan. Also, the Web Service Payment Plan and Web Service Card Terminal fields have been added.

MappingFields

Users will now be able to map the following fields in agreement entry:

• Master Agreement

• Children

Default SortOrder

For new clubs, the default sort order will have Payment Plans listed first.

ManagedType Default

On the first page of the Edit Payment Plan wizard (General – Step 1 of 4), the Managed Type option was added. Users can select Club Managed or ABC Managed to set the default value for a New Agreement. The value can be changed while in New Agree-ment.


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AttachingPackages to

Payments

On the second page of the Edit Payment Plan wizard (Payments – Step 2 of 4), users can now attach packages to payment Items.

AdditionalPayment

Schedules

The template (Setup > Electronic Agreement Setup > Templates) was enhanced to allow up to seven (7) additional payment schedules (previously it allowed five (5)).

MasterAgreement

NumberOptions

On the fourth page of the Edit Payment Plan wizard (Display Fields – Step 4 of 4), the Master Agreement field can now be set to Required.


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AgreementHold Queue

Clubs will be able to show or hide Hold queues from being included in the ALL search criteria. The default setting is Yes.

ScheduleTypes

The Schedule Type is now spelled out:

• The abbreviated letter P was changed to Primary.

• The abbreviated letter A was changed to Additional.

MemberEmail

Management

If the member does not have an email address, the user can set a flag to indicate None. This prevents the NEED EMAIL alert from being displayed when the member checks in. If the email field is required, an error will NOT appear if the None flag is selected. This flag can also be set on the Member > Personal page (edit Demographics).

SecurityFunctions

New security functions for approving agreements and moving agreements between queues have been added.


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Fixed IssuesRenew/

Rewrite forSecondary

Members

During a renewal or rewrite, the membership types for secondary members will be handled in the same way as primary membership types. The secondary member’s membership type will be set based on the member’s plan.

ProspectConvert Date

When a Prospect is converted to a Member via EAE, and then is placed in a Hold queue before completion, the Convert Date will now be populated.

SpecialCharacters

Special characters are no longer allowed in the Add Child Emergency First Name text box.

CustomizedPhone

Numbers

If a customized phone number format is used, the signatures will remain (previously the customized format caused the signatures to disappear).

Changing toClub

Managed

If an agreement is changed from ABC Managed to Club Managed, the payment sched-ules will no longer appear on the PDF.

Email & Text Messages

New Features and ImprovementsSpecial

CharactersUsers can now enter some special characters in the email editor including periods, commas, question marks, and exclamation marks. (This only applies to the Mail Out feature.)


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Employee

New Features and ImprovementsPrinting

NotesClubs can print DataTrak and ABC notes for employees (Edit Employee page > Notes tab).

EmployeeCertification

Spaces can be used in the Certification Name field in the Update Certification pop-up on the Edit Employee > Certification tab.

Show inCalendar

For new clubs, the Show in Calendar option is set to No except for the Trainers depart-ment.


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Inventory

New Features and EnhancementsEdit Catalog

Items(Services)

The Secondary tab on the Edit Catalog Item page has been updated for Services. A new Check In Deduction section has been added:

• The Allow Check In Deduction option has been moved into this section, and is now simply called “Allow.”

• The Require Deduct Employee option has been moved into this section, and is now simply called “Require Employee.”

• The Require Access Code option has been added.


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Members

New Features and ImprovementsMembership

TypeDescription

The description limit has been reduced to 50 characters to match ABC’s billing system.

DefaultAccess

Schedules

Two default access schedules were added: No Access and All Access.

MemberEmail

Management

If the member does not have an email address, users can set a flag on the Update Demographics section to prevent the NEED EMAIL alert from being displayed when the member checks in.


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This flag can also be set in the agreement entry form. This applies to Primary/Second-ary members and Prospects.

MemberManagement

TypeWarning

If a user changes a member’s managed type from ABC Managed to Club Managed (edit Agreement Status), the following warning will appear.

Add InvoiceSchedule

For ABC Managed members, users will not be able to add an invoice schedule if the member is not yet synched with ABC’s billing system.


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Check InService

Deduction

On the Services > Usage History page and on the Check In History page, a User Name field that corresponds with the employee performing a service deduction at check in has been added.

StatusReason

A Status Reason is now displayed on the manage members page.


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Fast AddAgreement

Term

The Agreement Term field was added to the Member Options section of the Edit Club > Fast Add tab. Selection values are Cash (default), Cash Open, Installment, and Open. This field sets the default Agreement Term for Fast Add.

PrintingNotes

Clubs can print DataTrak and ABC notes for members (Member page > Notes tab) and prospects from within DataTrak.

SecondaryInvoice

Schedules

Users will be able to set an effective date when inactivating secondary invoice sched-ules.

Fixed IssuesInactivating

MembersUsers will not be able to inactivate a member who has active recurring services.

ChangingBilling

Methods

Users will now be able to change the billing method from EFT to Credit Card for existing ABC Managed members.


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Point of Sale

New Features and ImprovementsCategories The Display in POS column was added to the Manage Categories page.

VoidComment

On the Receipts page and the Last Sale page, the Void Transaction pop-up now contains a Comment field to allow users to type a reason for the voided transaction. The com-ment will print on the receipt.


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ClubAccount

Usability

The Requires Active Member option was added to the Edit Club > POS tab. The default is No.

If set to Yes, and the member is inactive, the Club Account option will be disabled in POS.

OpenPackageReturns

A warning will appear when a POS return will create the repurchase of Open Packages. (For example, if a user performs a return of 20 services, the Open Package recurring service will immediately buy 20 back. The user should be aware of this before proceed-ing with the return.)


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ReceiptSignatures

The Prepay Usage option was removed from the Receipt Signatures section of the Edit Club > Receipts tab.


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The option to require a signature line on the receipt for a payment method was added on the Edit Payment Method page (Setup > POS Setup > Payment Method). The default is No except for credit cards. If the payment method is a credit card, this option is set to Yes and is locked to prevent editing.


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Recurring Services

New Features and ImprovementsBilling Quick

LinkA Billing quick link was added to the Edit Recurring Services page.

EstimatedBilling

Amount

For Open Monthly and Open Package recurring services, DataTrak will calculate and

display the Estimated Billing Amount in the information menu alongside the existing forecasted values for Next Billing Date and Estimated Billing Quantity.

New DisplayFields

The following new display fields have been added:

• Remaining Invoice Count – Calculates and displays the number of remaining invoices for current recurring services.

• Agreement #

• Barcode

• Auto Disabled – A red check mark will appear in this field if the Recurring Service has been Auto Disabled.

• Final Billing Date - Calculates and displays an estimate of the final invoice due date.

• The Last Billing Date has been renamed Previous Billed Date.


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SearchCriteria

Filters

A filter was added to the recurring services search criteria to allow clubs to identify only services where auto-disabled is set to Yes. Filter options are All, Yes, and No

A Last Billing Date filter was also added. This filter will behave just as the existing Cre-ated Date filter.

Fixed IssuesNumber ofMonths to

Bill

Users can no longer set the number of months to less than what has already been billed.

Users can no longer select zero (0) months for the Months to Bill.

Reports

New Features and ImprovementsDefaultSystem

Reports

Default system reports can now be inactivated and activated.

NewReports/

Fields

The following reports and fields have been added:

• A Barcode Export report was added.

• Check In:

o New sub-categories were added to the Check In category to count both normal and remote check ins.


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o The Ordinal ID field was added to the Check In category/Check In Member Detail sub-category.

• Employee:

o Added the Birth Date Month field to the Employee category/sub-category.

o Added the Returned field to the Employee category/Employee Commissions sub-category.

• Members:

o The Birth Date Month field was added to the Members category/Children sub-category.

o The Ordinal Identifier field was added to the Members category/Deleted Members sub-category. This field allows users to report on inactive or replaced secondary members.


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o The Refused Email (Yes/No) field was added to member reports.

o The Agreement Fees sub-category was added to the Members category.


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• POS:

o The Member Since Date field was added to the following subcategories: POS Items, POS Payments, POS Profit Center, and POS Item Voids.

• Schedule:

o The Ordinal ID field was added to the Schedule category/Events sub-category.

o The Department field was added to all Schedule categories.

o The Event Completed Date field was added to the following sub-categories.

The Completed Date and Time will be populated for Completed and Canceled events.

- Schedule/Event Commissions

- Schedule/Event Summary

- Schedule/Events


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o The Events 2 sub-category was replaced by the existing Events category.

Fixed IssuesNext Due The Dues column has been changed to Next Due in the reporting module.

Set In ReportFilter

Now reports with the Set In Report filter cannot be saved unless the Default Used box is checked.

ItemDiscount

Percent

The Item Discount Percent now shows the correct percentage, whereas before it had two extra zeroes (for example, 20% appeared as 2000%).

Create Link The Create link on the Manage Reports page now works properly when navigating from Queue.

MemberTransaction

Reports

New Agreement transactions are now being displayed on the Member Transaction reports.


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Schedule

New Features and ImprovementsDefault toLogged InEmployee

If the user logged into DataTrak is configured to display on the calendar, and that employee belongs to the default calendar department, then that employee will auto-matically be selected when opening the calendar.

Mapped toServices

The Mapped to Services column was added to the Schedule Configuration page.

Event SetupOptions

The Employee, Location, and Member fields have been moved into two new sections:

• Required to Create - The Employee and Location fields are new, and the default set-ting for each is No. The default setting for Member is Yes.

• Required to Complete - The default is Yes for all three options.

The Overbooking, Cancel-NC, and Cancel-C fields have been moved into a new section (Allow). The default is Yes for all three options. The following is an example of the new Edit Event Setup page.


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DefaultDepartment

View

The default department was added to the Scheduling section of the Edit Workstation page.

ChangingEvents to

Internal Use

When services are mapped to an event, if the user changes the event to Internal Use and then clicks Save, the following warning will appear:

EmployeeAssignment

Users no longer have the ability to assign more than one employee to an event.

MaxAttendees

The max attendees limit has been increased to 200 (previously the limit was 100).

OverdueClub

AccountCharges

The member list in the Edit Event pop-up will contain the red text Club Account Over-due if the member is overdue on club account. This warning is based on the days set for the Club Account Overdue Alert under Alert Types. Therefore, it will only show this message if the number of days delinquent is equal to or greater than the days flag set on the Club Overdue Alert.

This information will not be displayed if the Club Account Overdue Alert is inactive for the club.

ImprovedManage

Events Page

This page is now designed as a search page with the exception that users will not be able to select fields to display.

• Default favorites for the Schedule > Close Out pages (Attended, Unbooked Employee, Unbooked Location, and Unfunded Events) were added. These defaults cannot be edited.

• Users can no longer delete non-pending events from this page.

• The update Date/Time functionality has been replaced with Time only.


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• Can now mass edit the Status of Events.

• Improved many search capabilities including the ability to search for all combinations of Employee, Location, and Member including Unbooked and None.

Search for Employees:

Search for Members:

Search for Location:

ScheduleClose Out

The Attendance page has been removed. The Attendance menu item now takes users to the Manage Events – Appointment Attendance Favorite.

The Unbooked Events page has been removed and the menu item has been split into two menu items: Unbooked Employee Events and Unbooked Location Events. These menu items now take users to the Manage Events – Unbooked Employee and Unbooked Location Favorites.


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The Unfunded Events page has been removed. The Unfunded Events menu item now takes users to the Manage Events – Unfunded Favorite.

Fixed IssuesFundedEvents

In some cases events would show as Unfunded if an unfunded member was removed from a series of events using the Remove All Forward and there was a funded member left in the events. These now show correctly as funded.

Remove AllForward

Due to issues with functionality the Remove All Forward link for members will only be displayed if the Edit Event pop-up is opened from the Calendar.

UnbookedEmployee

Display

The “Unbooked” employee has been removed from all departments. Therefore, when viewing the calendar in “day” view, the unbooked employee will show “No Depart-ment.”


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Security

New Features and ImprovementsSecurity

FunctionDescriptions

Click the Security Function name on the Edit Security Access Roles page and a message appears at the bottom left hand corner of the page with a description of the function.

NewSecurity

Roles

The following new security roles have been added.

Note: For information on security roles for QuickBooks, User Defined Fields, and Deduct Service Access Codes, see those topics in the What’s New! section.

• Members Security

o Advanced Member Search Options – Perform: allows the user to use the advanced search options on the manage members page.


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o Delete Prospect – Perform: allows the user to delete a prospect but does not allow users to delete a member.

o Member Documents – Delete: prevents users from deleting scanned documents that are attached to member records in DataTrak.

• Employee Security

o Marketing Messages – Receive: allows the user to receive marketing messages.

• Inventory Security

o Rapid Override – Access: allows the user to access the Rapid Override page.

o Rapid Restock – Access: allows the user to access the Rapid Restock page.

• POS

o Club Account Adjust – Perform: allows the user to use the POS Club Account Adjust payment method.

o Write Off – Perform: allows the user to use the Write off payment method.

DefaultSecurity

Roles

For new clubs, default security roles will have the Quick Cash Exact Change – Perform set to Yes.

DeletedSecurity

Roles

The following security roles have been deleted.

• Attendance – Edit

• Unbooked Events – Access

• Unfunded Events – Access

• Sounds – Create

• Sounds – Edit

• Sounds – Access


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Index

AAccess Codes 12

security role 14

BBackground Check In 15

CCamera Types 16Card Reader 27Check In 27

member cancelled alert 28member events 29member notes 27remote 28

Credit Card Processing 8

DDeduct Service

access codes 12Document Scanners 16

EElectronic Entry 29

additional payment schedules 31agreement hold queue 32attaching packages to payments 31changing to club managed 33customized phone numbers 33default sort order 30managed type default 30mapping fields 30master agreement number options 31member email management 32minors warning message 29prospect convert date 33renew/rewrite for secondary members 33schedule types 32security functions 32special characters 33

Email & Text Messages 33special characters 33

Employee 34employee certification 34printing notes 34show in calendar 34

Eventscreate 21groups 18repeat appointments 21

HHardware Services

background check in 15camera types 16document scanners 16

IInventory 35

edit catalog items 35

MMembers 36

access schedules 36add invoice schedule 37changing billing methods 39check in service deduction 38email management 36fast add agreement term 39inactivating members 39management type warning 37membership type description 36printing notes 39secondary invoice schedules 39status reason 38

Menus 26Miscellaneous Enhancements 26

card reader options 26cosmetic issues 27fixed menus 26member search fields 26

PPoint of Sale 40

categories 40club account usability 41open package returns 41receipt signatures 42void comment 40


CONFIDENTIAL


QQuickBooks 2

export 2known issue 3security roles 3

RRecurring Services 44

billing quick link 44estimated billing amount 44new display fields 44number of months to bill 45search criteria filters 45

Reports 45create link 49default system reports 45item discount percent 49member transaction reports 49new reports/fields 45next due 49set in report filter 49

SScanners 16Schedule 50

changing events to internal use 51default department view 51default to logged in employee 50employee assignment 51event setup options 50funded events 53improved manage events page 51mapped to services 50max attendees 51new/updated default EAE options 30overdue club account charges 51remove all forward 53schedule close out 52unbooked employee display 53

Schedule Enhancements for Classes 18create events 21event groups 18repeat appointments 21

Secondary Member Enhancements 3electronic entry 3members 3schedule 3

Secondary Schedule Enhancements 4auto-renew 4schedule status 6

deactivate 7pending cancel 7

Security 54default roles 55deleted roles 55function descriptions 54new security roles 54

Signature Management 17

UUser Defined Fields 8

club defaults 11edit payment plan 10member pages 11security roles 12

WWindows 7 25


CONFIDENTIAL