Member Profile


				

Contents

Overview

A completed Member Profile page is below. The tabs and other features (Manage menu) within the Member Profile, with the exception of the Member tab, display alphabetically. The features are also listed ALPHABETICALLY in this documentation, NOT how they display in the User Interface.

Completed Profile Page

Member Profile Toolbar

There are five (5) options in the top right corner of the Member Profile page that either open menus, or direct you to different functional area within the application:

The Planner button opens a menu where you can select either Opportunities or Tasks. This will direct you to any Opportunities or Tasks that are directly related to that Member in My Planner.

Keyboard Data Entry

To enter data quickly and avoid switching between devices, you can use keyboard options throughout the entire process of entering Member information:

  • When the Profile displays, the cursor automatically displays in the first field (typically First Name) in the Member tab.
  • You can Tab through every field, including sub-tabs, completely through to the Update button.
  • When the Update button is highlighted, the Enter key can submit and save the form.

Saving Information

If you attempt to close the Member Profile without saving any new or updated information, the following warning message displays.

  • If you click Yes, the page will close without saving the changes.
  • If you select No, the page remains open.
Warning Message when attempting to close Member Profile page without saving the new data.

Member Information

This is the default tab when you search for and find a Member. This is also where you add the basic demographic information when Adding a New Member.

Adding a Member Profile Photo

You can upload an image from your hard drive or capture it using the Picture Perfect tool that is available in the application. The date the member's profile picture is uploaded will be saved and displayed below the image. Simply hover over the image to expand and view the date it was saved.

Member's Image on Profile with Saved Date

Accounts

Member Accounts are created for the purpose of charging items and tracking those charges (invoices) amongst multiple parties within the Account.

Agreements

The Agreements tab is where all of the Member's Agreements are displayed and stored. The list is sorted with the oldest active Agreement listed first. This is also the only place in the application where you can Edit, Delete, or Cancel a Member's Agreement. You can also view and print the PDF version of the Agreement and view projected billing dates in this tab. The same functionality is also used for Organizations/Corporations.

Appointments

The Appointments tab is a listing of all current and cancelled Activities. When any appointment is booked through the Scheduler, it is tracked on this static page, including the status. The information includes:

  • Description - The actual name of the Service that was scheduled.
  • Attendee - This will either be "Self" or, if a Child or other Party on your account was the actual attendee, their name will display. This also works in conjunction with Activity Sharing.
  • Location - The Business Unit or facility where the appointment was scheduled to be redeemed.
  • Employee - The staff member or Service Provider with whom the appointment was scheduled or redeemed.
  • Status - Active, Cancelled, Completed.
  • Appointment Time - The date and time of the Appointment
  • Payment Method - Prepaid Activity, Pay at Location (not redeemed), or Paid at Location (redeemed).
  • Redeemed by Check-In - This will be either Yes or blank. If the Auto Redeem at Check-In feature is activated and applicable to this Activity, then this field will be Yes. Otherwise it will be blank.
  • Member Authorization - This displays how the Member completed the Activity Authorization process. Currently, MyClubPassword is the only option.
  • Member Authorization Date - This displays the date and time of the Member Authorization.
  • Manager Authorization - This displays which Manager, or other Employee, completed the Activity Authorization process.
  • Manager Authorization Date - This displays the date and time of the Manager Authorization.
    Appointment Records for a Member.

If there is only one (1) Activity listed in this tab, the Activity will be automatically highlighted (gray shade).

Permissions

There are two permissions needed for the Appointments tab, that are located in the Member Management folder within the permission tree: 'View Appointments' and 'Change Appointments.' The 'View Appointments' permission allows you to view appointments but you are unable to change anything about them. Without the permission, the Appointments tab is hidden altogether. The 'Change Appointments' permission allows you to view and update the appointments as needed. The permissions are also available within the Operation Security Settings (accessible via right click) on the Appointments tab.

Permissions - View and Change Appointments

Pay and Redeem

The Pay and Redeem button Pay And Redeem Button.png which gives you the ability to redeem a Service or Event in Activity Management and pay for it in POS in a single step. The button is ONLY active for Activities with a Pay at Location Payment Method.

To Redeem and Pay For an Activity:

  1. Select (click) an Activity in the list with a Pay at Location Payment Method. The Pay and Redeem button will activate. If required, enter any date parameters required to filter the list.
  2. Click the Pay and Redeem button. This will open POS in a different tab with the Transaction preloaded.
  3. Select a Tender, Finalize the Transaction, and return to the Appointments tab. The Payment Method will update to Paid at Location.
Listing of Appointments for a Member

Cancel

The Cancel button Cancel Button.png activates only when you select an Appointment that can be cancelled i.e a future date and time. There are three (3) cancellation options:

  • Cancel Appointment - This will be the ONLY available option if the Service has a Pay at Location Payment Type i.e NOT prepaid. Remember...an Activity that has only been booked in Scheduler but not prepaid does NOT display in the Activity Management.
  • Cancel and Reinstate - This cancels the current Appointment but the Service remains in Activity Management as a "Credit" for future use, regardless of the Payment Type.
  • Cancel and Refund - This cancels the Appointment, removes it from Activity Management, and a refund is issued. This option only applies to a prepaid Activity. When you select this option, you are immediately directed to POS to finalize the refund.

Authorize

To Authorize an Activity Redemption, select a record and click the Authorize button. This displays the Authorization prompt.


Click this link for the steps on How to Authorize an Activity.


After you complete the Member Authorization, the Authorization information displays in the Member Verified and Member Verified Date columns. Since there can still be an Employee Authorization, the Authorize button remains active.

Member Authorization information in the Agreements tab.

After you complete the Employee Authorization, the Authorization information displays in the Manager Verified and Manager Verified Date columns. In the screen shot below, since BOTH Authorizations have been completed, the Authorize button is disabled. If the Employee Authorization was done prior to the Member Authorization, this button would remain active.

Completed Member and Manager Authorization information in the Agreements tab.

ARM

Cards

You can add a Card (ID) to a Member Profile. The Card ID and Member ID are separate numbers and CANNOT be the same. Also, if you add a Barcode during the Agreement Writer process, that code will display in this tab and must also be different than the original Member ID Number. The numbering convention or sequencing of these Card Numbers is determined internally within each Business Unit.

The Member ID is application-generated based on the rules you have established in the ID Structure section of the Member Configuration. The Card ID is dependent on the specific card scanning system that you use at your facility.


Why you may need two card numbers???...If specific areas or units within your facility require a different membership level e.g. The VIP spa, tennis facility, pool, etc., each area may require a different "set" of card numbers for check-in.

Where the Card and ID numbers may be the same???...If you used a card printing system that allowed you to select specific numbers as you did the printing.


To Assign a Membership Card ID Number:

  1. Click the Usage tab on the Member Profile.
  2. Enter a number in the Card ID field.
  3. Select a Status from the drop-down list. These are hard-coded values and can not be altered. At this point, the Update button will activate.
  4. If the data is correct, click the Update button.
    The Cards tab information

NOTE: The Date Last Used and the Date Status Changed fields update themselves automatically each time you check in or your status changes respectively.

Children

Children are non-member add-ons that are added to the primary Member's (or Guardian's) Profile exclusively in this tab and can subsequently, use any Childcare services that you may have available at your facility.

Documents

The Documents tab stores any documents related to that Party, including Agreements. This same functionality is also used on the Employee Profile page.

The documents are stored in two (2) file folders by default but may contain more depending on your setup within Enterprise Configuration (left navigation tree):

  • Agreements - All Agreements on this Party's Account auto-populate into this folder.
  • Documents - All other documents are stored in this folder.

These two folders are system generated and can be renamed or hidden within the Document Management settings within Enterprise Configuration. You can also add sub-folders at your discretion within the member’s individual profile. You can upload multiple files from your hard drive or use the drag-and-drop feature to upload documents directly into any folders (NOTE: the drag-and-drop feature is NOT operable if you are using Internet Explorer as your web browser).

The Toolbar icons:

  • Folders icon - Click this icon to remove or display the left navigation tree from the user interface.
  • View - This drop-down list is where you can refresh the page, alter how the documents display in the right panel (Thumbnail View or Detailed View) and you can add this window to your Favorites in your browser.
  • Search - This searches for files only (not folders) within the system.
  • File - This is the standard Operating System file functionality.
  • Upload - Click this icon to upload your documents. The Uploading of Multiple Files pop-up window displays.
    The Documents tab

The four (4) tabs represent the methods in which you can upload documents:

  • Simple - This is the standard upload method from your hard drive.
  • Google Docs
  • SkyDrive - For this method you would need a Windows Live ID Username and Password.
  • From URL - This gives the ability to upload using the URL of the file at a global file server or form a file sharing service (Dropbox, Picasa, Flickr, Facebook, etc)
    Available methods of uploading multiple files

Guests

History

The History tab is simply a change log. When Member Information is changed or added e.g. address, phone numbers, etc., the changes are logged on this static page by:

  • What Field in the application
  • The Old and New Values of the field
  • The Date and Time of the change
  • The Change Type
  • Who Created the field and who Changed the field (Username).
  • The Workstation where the change was made

When a Member's Home Facility is added to their Profile after you run a Member Update, that change will also be noted in the 'History tab.

Invoices

The Invoices tab is a listing of all current Invoices (previously created) for that Member within the listed search parameters. It is from here that you can view Invoice Details and Make Payments one or multiple Invoices or multiple payments against the same Invoice. Examples of invoices that will display:

  • POS transactions that were put on your account.
  • Any unpaid portion of an original Agreement.
  • Any current Installment on an Agreement that has already been created.

Future Installment Invoices on an Agreement however, will NOT display and can not be paid through this functionality. You would have to go through POS to make those payments directly to an Invoice.


The Toolbar includes the search parameters and the Make Payments button. After selecting the Invoices you want to make payments against, click this button to display the Payment {Member/Member ID} pop-up window. This is where you make your payments.

There are three (3) search parameters in the Toolbar:

  1. Search by # - If you know the Invoice Number, enter that number in the field and click the Load button.
  2. Search by Date Range - Enter a From and To date and click the Load button.
  3. Quick Search - Select a parameter (Today, Last 7,30,90 Days) from the drop-down list. The Invoices that fall within that parameter will automatically display.

After you have completed your search, the Invoice List displays which includes the following information:

  • Invoice Number
  • What the transaction was For (typically this will display as Agreement or POS)
  • Transaction Date
  • Business Unit where the Invoice was generated
  • Total Balance of the Invoice
  • Amount Due on that Invoice
  • Make Payment check box (See Below)
  • Total Amount of the original Invoice

To view the Invoice Details, click anywhere in the record of that Invoice and the receipt details will display in the bottom panel.

Make Payments

This functionality is for Payment Requests that have already been created and an Invoice has been generated e.g. standard POS Transactions, payments on Account. This will also be referred to as "Back Office" Payments. To make Payments against future Billings, use the Make Payment feature in POS. This feature on the Member Profile gives you the ability to select and:

  • Make Payments against multiple Invoices.
  • Make multiple Payments against the same Invoice.

If the Payment amount you enter is over the amount of the invoices, the remaining amount will be credited to your Account balance.

To Make Payments Against an Invoice(s):

  1. Select the Make Payment check box of the Invoices you want to make payments against.
  2. Click the Make Payments button in the toolbar. The Payment {Member/Member ID} pop-up window displays.
  3. Click in the Amount field and enter the dollar amount you want to put toward the selected Invoices.
    • You are 'REQUIRED to enter an amount above zero (0).
    • The dollar figure you entered in the Amount field will populate the Amount Applied To Credit field in the Summary section. This field is NOT editable.
    • This is the amount that will be TENDERED, which does not have to equal the Invoice amounts.
  4. Select an Account from the drop-down list. If the member has only one account, that account will auto-populate the field and the field will be read-only.
  5. Select a Tender from the drop-down list.
    • If you select Credit Card the Merchant Code drop-down list activates.
    • Select a Business Unit - Merchant Code. This applies it to the proper Business Unit e.g if this transaction is physically being done at a different location or Business Unit, it can then be credited back to the correct Business Unit during reconciliation.
  6. Click in the Payment Amt field (salmon color) and enter the amount you want to put against that invoice. Repeat this for all Invoices.
    • As you enter the amounts for each invoice and click out of the field, the Amount Applied to Invoices field in the Summary section will update accordingly.
    • The TOTAL AMOUNT you enter for all of the Invoices will be the final total for that field. In the screen shot below, $115 is being applied to the first Invoice and $60 to the second Invoice (Total = $175).
    • The Total Amount you enter for the Invoices can NOT exceed the amount you entered in the Amount field.
    • As the Amount Applied to Invoices field accumulates with the totals, the Amount Applied To Credit field will update accordingly. This field equals the Amount field minus the Amount Applied to Invoices.
      1. If the payment amount you enter is OVER the amount of the invoices, the remaining amount will be credited to your account.
      2. If the Amount Applied to Invoices is LESS THAN the Tender Amount, the number will be positive and that amount will be credited to the Member's Account. In the screen shot below, the Tender Amount entered ($200) is great than the the total for the Invoices ($175), which leaves a balance ($25) that will be credited to the Member's Account.
  7. Click the Finalize button. The Invoice record will update accordingly.

Lockers

The Lockers tab is where all pertinent information regarding any Locker Rentals is stored:

  • The Rental Item that you purchased.
  • The locker Number and Combination.
  • The locker Values.
  • The Expiration Date of your rental purchase.
    The Lockers tab on the Member Profile.

Notes

You can add Notes and Check-In Alerts to a member's profile here. Some examples could include: past dues, VIP member status, sales inquiries such as call a particular friend or wife to get them to join, etc.

To Add Notes to a Member Profile:

  1. Click the Notes tab on the Member Profile and click the Add button.
  2. In the row editor, enter the body of the note in the Note text box.
  3. Select a Note Type from the drop-down list.
  4. Select a Contact Type from the drop-down list. At this point, the Update button will activate. Both of the these fields were set up in Membership Configuration.
  5. Select the Check-in Alert checkbox if you want the note to display as a message when the member checks in.
    Creating a Member Note.
  6. Click the Update button.
  7. The Created By and Created Date/Time fields will auto-populate.
    Completed Notes tab on the Member Profile.

Preferences

The Preferences tab is where you search for, select, and prioritize your Preferred Locations, select your Notification settings (email and text), and add your specific Interests i.e. activities or features you may be interested in at the club:

Portal Login

Portal Login
Password update verification notice
Web Login pop-up window to update account status
Account creation verification notice

Permissions

There are two permissions needed for Portal Login, that are located in the Member Management folder within the permission tree: 'View Portal Login' and 'Change Portal Login.' The 'View Portal Login' permission allows you to view the portal login information but you are unable to change anything about it. Without the permission, the View Portal link is hidden altogether. The 'Change Portal Login' permission allows you to view and update the portal login information as needed. The permissions are also available within the Operation Security Settings (accessible via right click) on the Portal Login tab.

Portal Login Permissions

Rewards

The Rewards tab tracks all Loyalty Rewards] activity. has been added to the Member Profile page. Here you can:

  • Manually add points (click link or see below)
  • Delete points (ONLY MANUAL POINT ENTRIES CAN BE DELETED!)
  • View point qualifying transactions
  • View your monthly point History for the current calendar year
  • View your current Reward Level and how many points are needed to reach the next level and when the points expire.
  • Recalculate your points

To view your qualifying transactions, click the Calendar icons in the From and To fields and select (or enter) a date range. Click the Refresh button and the transactions within that date range display. Each record includes the Date and Description of the transactions, the Points earned, and the Category that was used.

In the History section, click the Load History button to display a monthly breakdown of points earned during the current calendar year.

To recalculate your points, click the Recalculate button in the Reward Level section. It is recommended that you do this immediately after you have manually added points or as a quick refresh to view points earned earlier in the day.

The Rewards tab.

Manually Adding Points

To Manually Add Points:

  1. Click the Add New button. The Manual Rewards Points Details Entry pop-up window displays.
  2. Enter a Description (required). This is the description that displays in the point record on your profile.
  3. Enter the amount of Points you are adding.
  4. Select a Category from the drop-down list (required).
    1. ONLY Categories in which you selected a Manual Type during setup will display in this list.
  5. Each selection in the list displays the Name of the Category AND the Multiplier you selected.
  6. The Visible check box defaults to selected (recommended). Selecting this check box will automatically display the point record in transaction list.
  7. Click the Save button.
    Adding points manually.
  8. A transaction will automatically be created and the points added to your record. Comparing the screen shot below to the first screen shot in this section above, the 100 points (50 points x Multiplier of 2) were manually added and a transaction record was created, these were the first points earned in December in the History section, and the 100 points were added in the Reward Level section (now 629 total points, 371 more points needed to reach the next level)
    Adding points manually.


To delete a manual record, select a record from the list. The Delete button will activate. Click the Delete button and select Yes in the Confirmation pop-up window. The record will automatically be deleted and the amounts will be updated. Remember...ONLY MANUAL POINT ENTRIES CAN BE DELETED!

(NOTE: If any deletion or addition of points results in a change of Level, Recalculating will only immediately change the figures and level in the Reward Level section. To update the badge color on their profile picture, close and then reopen the Member Profile.)

Suspensions

The Suspensions tab is where you Suspend (Freeze or Hold) a Member, Agreement, or Account. The tab is also where the subsequently created records are stored but lists Suspensions with an Active Status only.

Usage

The Usage tab is where you can search and display a member's check-ins during a specific time period. The form tracks three (3) types of check-ins:

  • Manually Typed i.e. the member's Name (or number) was manually typed into the Member field during check-in
  • Scanned the Member's Number.
  • Scanned the Member's Card.

View Usage

To view a member's Usage:

  1. Click the Usage tab on a Member Profile. The page will be empty.
  2. Enter (or select) date parameters in the From and To fields and click the Refresh button. The check-ins within those parameters will display in the top panel.
    Display of Check-Ins for a specific date parameter.
  3. Click the Load History button.
  4. A Monthly breakdown of visits displays in the lower left panel and the Average Visits Per Month for the date parameters displays in the Statistics panel (right).
    Display of Statistics for the same date parameters.

Print Usage Report

The Print button on the Usage tab of the Member Profile allows you to print a detailed check-in report for the selected member.

After clicking Print, you will have the option to export the report as a PDF or Excel file.

Important Notes

The date range and any other parameters specified on the Usage tab are applied to the report, so only check-in records that are within the date range displayed will be on the report once you click the Print button. You will not have the option to adjust these dates once in the Print screen.

To print a member's usage/check-in report:

  1. Search for the member you wish to view.
  2. Switch to the Usage tab, and set your desired date range in the top panel.
  3. Click the Print button in the top panel.
    The Print button within the Usage tab.
  4. Once the report has been generated, you can also export it to PDF or Excel using the buttons in the upper-right:
    Export the report to PDF or Excel using the buttons in the upper right.

Technical Information

Related Information

Members

Member Profile
Agreements
Agreement Writer
Agreement Rewrites
Member Accounts
Point of Sale


Activity Management
Members
Statuses
General Configuration
Member Configuration
Moso myClub


System Configuration
The MosoMRM User Interface
The MosoMRM Glossary
Setting Up Your MosoMRM System
The MosoMRM Modules
Operation Security
Feature Security