managing member facing event enrollment - abc financial...to return to the event enrollment page,...

Managing Member Facing Event EnrollmentFebruary 21, 2012

ContentsAbout Member Facing Event Enrollment ..............................................................1Member Facing Event Enrollment ........................................................................1

Member Facing Workstation ..........................................................................2Member Facing Event Enrollment Options ....................................................3Security Roles ................................................................................................5

Employee Mode ....................................................................................................6Log On ...........................................................................................................6Clock In and Clock Out ..................................................................................8Class Roster ...................................................................................................9Complete an Event .......................................................................................11

Event Enrollment ................................................................................................13Event Selection ............................................................................................13Enrollment Confirmation ...............................................................................14Error Messages and Notifications ................................................................15

About Member Facing Event EnrollmentWith DataTrak, you can set up a member-facing computer that displays the Event Enrollment page where members can see a list of upcoming events, select an event, and then quickly scan their barcode or enter their telephone number to enroll in the event.

The member facing event enrollment page also has an employee mode that you can use to clock in or clock out, view and print a class roster, and complete a event.

The member facing event enrollment page is designed with large buttons that are suitable for use with a touch screen monitor.

Member Facing Event EnrollmentTo display the member facing event enrollment page on a standalone workstation or kiosk, you must set up the Workstation accordingly. You can also set Member Facing Event Enrollment options for events that are displayed on the event enrollment page.

Note: You must have the appropriate security roles to view or override items on the event enrollment page.

For step-by-step instructions, see the following topics:

• Member Facing Workstation

• Member Facing Event Enrollment Options

• Security Roles

1© 2012 ABC Financial Services, Inc. All rights reserved.

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DataTrakManaging Member Facing Event Enrollment

February 21, 2012

Member Facing WorkstationYou can set Member Facing Event Enroll as the default page for the member facing workstation and hide the DataTrak menus from view. You can also adjust workstation settings to determine how events are displayed on the page. For example, you can choose to only display classes for a specific location or you can display classes for all locations. You can select the event type to only display classes or appointments, or you can display all events.

To set up the member facing workstation

1. Click Setup.

2. In the Settings submenu, click Workstation.

3. On the Edit Workstation page, set the Default Page to Member Facing Event Enroll.

4. In the Member Facing Event Enroll section

o Select the Location.

- When you select a location, only events set at that location are displayed on the member facing event enrollment page.

- To show events for all locations, select None.

o To print a receipt, set Print Receipt to Yes.

A receipt printer must be attached to the workstation to print receipts.

o To print a coupon, set Print Coupons to Yes.

A receipt printer must be attached to the workstation to print coupons.


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o Select the Default Display: All, Classes Only, Appointments Only.

5. In the Menu Options section, select Yes in the Hide Member Facing Pages list.

Important! When this option is set to Yes, the next time you log in to this workstation the DataTrak menus will be hidden. You must go to another workstation to use DataTrak.

6. When finished, click Save.

Member Facing Event Enrollment OptionsDepending on the default display that you chose on the Edit Workstation page, you can display classes, appointments or both on the member facing event enrollment page. You can use the event’s member facing event enrollment option to set the amount of time before and after an event begins that a member can enroll. This time frame also determines when the event appears on the event enrollment page.

For example, if the event is set to begin at 1:00 p.m., and you set the time before start to allow entry option to 6 hours, then the event will appear on the member facing event enrollment page at 7:00 a.m. and members can begin enrolling at that time.

You must set member facing event enrollment options for each event.

To set member facing event enrollment options for event

1. Click Setup.

2. In the Schedule Setup submenu, click Configuration.

3. On the Schedule Configuration page, select the event you want to modify on the Event Setups tab or click Create to make a new event.


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4. On the Edit Event Setup page

o Select the Time Before Start to Allow Entry.

This determines when the event will appear on the event enrollment page and how far in advance members can enroll.

o Select the Time After Start to Allow Entry.

This determines how long after an event has begun that a member can enroll in the event. For example, if a member dropped in to a class without enrolling, this allows the member to officially enroll even after the class is over.


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Security RolesThe following security roles control who can view or override the member facing event enrollment features.

• Member Facing – Access: Allows you to view the event enrollment page.

• Member Facing Override – Perform: Allows you to override items on the event enrollment page.

To set member facing security roles

1. Click Setup.

2. In the Employee submenu, click Security Roles.

3. On the Manage Security Roles page, select a security role to edit or click Create to make a new security role.

4. On the Edit Security Access Roles page

o To allow employees to view the event enrollment page, set Member Facing – Access to Yes.

o To allow employees to override items on the event enrollment page, set Member Facing Override – Perform to Yes.

5. Click Save.


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Employee ModeEmployee Mode allows you to perform some basic tasks on the member facing event enrollment workstation.

For step-by-step instructions, see the following topics:

• Log on

• Clock In and Clock Out

• Class Roster

• Complete an Event

Log OnTo log on to Employee Mode

1. Click the Employee Mode icon in the upper right-hand corner of the page.


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2. In the Employee Logon dialog box, scan or enter your employee barcode and then click OK.

3. To return to the event enrollment page, you can click Cancel or the system will automatically return to the event enrollment page after 15 seconds of inactivity.


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Clock In and Clock OutUse the Employee Mode dialog box to clock in or clock out, depending on your status. For example, if you are clocked out it will display the Clock In button, and vice versa.


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Class RosterWhen you open the Employee Mode dialog box, the default view is set to My Classes so you will only see the classes you are scheduled to teach for today. However, you can click the All Classes radio button to see every scheduled class for today.

Note: The list of classes is determined by the location and event type that were selected on the Edit Workstation page.

The Employee Mode dialog box lets you view a class roster. If the workstation has an attached printer or is connected to a network printer, you can also print the class roster.

To view or print a class roster

1. Click the button in the Enrollment column.


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2. Click the Print button to print the class roster.

3. When finished, click Close.


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Complete an EventYou can complete an event in Employee Mode. However, to make any other changes you must go to another DataTrak workstation and use the Edit Event or Manage Events page.

Note: If Employee or Member verification is set to Yes, then you cannot complete the event from the member facing event enrollment page.

To complete an event

1. Click the Complete button in the Status column.

2. The status will change to Completed and the button will no longer be available.


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3. If a class cannot be completed, an error message will be displayed. The following are some of the reasons a class cannot be completed:

o A class is cancelled or pending.

o Unfunded members are enrolled.

o An event is being edited.

o Members were added or removed.


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Event EnrollmentThe member facing event enrollment page makes it easy for members to enroll themselves in an event. The page displays class details at the touch of a button. DataTrak displays instant enrollment confirmation, error messages for incorrect barcode or telephone entry, and notification if the event is full or the member has already enrolled in an event.

For more information, see the following topics:

• Event Selection

• Enrollment Confirmation

• Error Messages and Notifications

Event SelectionWhen the member clicks or touches a class button, DataTrak displays event details and prompts the member to scan their barcode or enter their phone number.


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Enrollment ConfirmationAfter the member enrolls, a confirmation message appears indicating successful enrollment and the class list is refreshed.

If the member is already enrolled, DataTrak displays an enrollment confirmation message.


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Error Messages and NotificationsDataTrak displays error message should a problem occur and notifies members if the class is full. The following are common error messages and notifications.

• If the barcode or phone number is not found or is invalid, an error message is displayed.

The following is an example of the invalid phone number error message.


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• If the maximum enrollment has been reached, the button is disabled and a Event Full message appears next to the event title.

• If the member lacks a service to fund the event, an error message is displayed. The message instructs the member to contact a club employee for assistance.


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managing member facing event enrollment - abc financial...to return to the event enrollment page,...

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