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The Statuses configuration defines and distinguishes the different Party Roles within each functional area of the application. Certain Statuses, specifically the Members, Agreements, and Accounts statuses and the corresponding Action you select, are critical factors in the Check-In process.
The Statuses are categorized by Type based on functionality:
Editing a Status
To Edit a Status:
- From the Launch Pad, click the System Configuration icon in the left navigation panel.
- In the Enterprise & Business Unit Setup section, select Statuses.
- Select a Status Type in the left panel. The Status Definitions specific to that Status Type will display in the right panel.
- To edit an optional Status Definition, double-click anywhere in the appropriate row to activate the row editor.
- Enter the name of your choice for that Definition in the Edited Name text box.
- Enter a brief Description in the text box.
- Select a Color from the drop-down list. (NOTE: It is recommended that you select a color based on the specific action e.g. a Cancelled or Inactive status can be assigned the color "Red", very similar to a traffic light, as a signal to deny access to the facility. )
- Select an Action (None, Alert, Deny) from the drop-down list.
- Click the Update button. To activate the updated Status information if you are in the Agreements tab on the Member Profile, click the Refresh button or simply refresh your browser.
The Status Definitions within each of these categories are specific to each Status Type functionality. These are what display as statuses for each Member in the header of their Member Profile. Both the Types and Definitions are system defined and come pre-configured with your application. The System Name can not be edited. However, you can edit the name (Edited Name field), the Color Code that display throughout the application, and the Check-In Action (Action drop-down list).
These Actions are the critical element in determining which Check-In Action Boxes display at the Check-In Workstation and what options are provided.
- None - If this is selected for a Status Definition, there will be no Alerts at Check-In and the member will be granted access if they have an active Access Item in one (1) of their Agreements.
- Alert - If this is selected for a Status Definition, there is an Alert at Check-In that any or all of the Statuses have a potential issue e.g. Account is Past Due, Agreement is on Hold or Expired, Member is Inactive, etc. The Alert Bar will display in the designated color and All three (3) Check-In Action boxes will display. There will always be an option and a reason available to Override the recommended.
- Deny - If this is selected for ANY Status Definition, the Member will be denied access with NO option to override e.g. past due account, expired Agreement, etc. The Alert Bar will display in the color that was selected for that Status Definition in that particular Status Type and "Access Denied" or "NO Access Items for Check-In" will display in the header of the top right panel.
The Agreement Statuses also populate the Status column in the Agreements tab on the Member Profile.
The Member Status Definitions include:
- Active: The Member has a Pending, Active, Hold, or Freeze status with an Agreement Classification linked to an Agreement e.g. if a Member has at least one active and up-to-date Agreement, they are considered an "Active" Member.
- Inactive: The Member does NOT have the criteria stated in the Active Status.
- Hold: This is generated by the facility or business unit to put the Member's Account on a temporary hold or suspension e.g. billing not up to date. This Status can be changed to:
- Active at end of a Hold period.
- Expired from a Hold period.
- Freeze: This is Member requested to put a temporary freeze or temporary stop on the Membership e.g. extended military deployment. The status changes that apply to a Hold also apply to a Freeze.
Many of the Agreement Status Definitions listed are back end processes that identify the phases or steps of the Agreements life cycle. Most of these Statuses are temporary as you go through the process and will never display on any page in the user interface.
The Agreement Status Definitions include:
- Invalid: There has been a technical issue in the Agreement Writer process and it needs to be terminated. The best option in this situation is to start the process over. This will rarely, if ever, be seen in any of the Status areas of the user interface.
- Not Finalized: This is a temporary Status that is used when going through the steps of the Agreement Writer but the sale is not complete (or has not been saved).
- Processing: The Agreement is in the last phase of the Agreement Writer, you have selected the Payment button and are awaiting payment in POS.
- Requires Payment: The Agreement is in the last phase of the Agreement Writer and you have selected the Done button. This saves but does not have a payment associated with the Agreement e.g. the member would like to pay in cash.
- Pending Start: The sale process is complete but the Agreement has a future Start Date.
- Active: The Agreement process is complete and the Start Date is in the past, hence making the member eligible to use the facilities.
- Expired: Key Item on the agreement is a fixed term, time based service that has reached its end date. Key item is the primary item in the agreement's main bundle.
- Cancelled: The Agreement has been Cancelled and can not be reactivated.
- Delinquent: This applies if you are past due on a billing payment. This status can be changed back to Active or be put on Hold or be Terminated.
- Depleted: This applies if the Key Item in the Agreement is unit based and all of those units have been used. This Status can be changed back to Active if units in the Key Item are reinstated.
- Hold: This is the same as the Member Status Definition.
- Freeze: This is the same, including the status change options, as the Member Status Definition.
- Terminated: Cancelled by the Business Unit.
- Invalid: This invalidates the Funding Source on the account and works in conjunction with the Funding Source settings in the Decline & Reversal Reasons configuration.
- Active: The default Status for an Account is Active.
- Inactive: If you clear the Active check box on the Account it sets the Status to Inactive. This prevents the use of this Account for:
- New Agreement sales
- Adding other Parties to the Account
- Past Due: This status is linked to a Payment Request Due Date. If any of the Payment Requests are past due without a Payment on or before that date, the Account is automatically changed to this Status.
- Hold: If you select the Hold check box, the Account will be changed to this Status.
Users & Vendors
- Active: The default Status for a User or Vendor is Active.
- Inactive: If you clear the Active check box on the Account it sets the Status to Inactive. (NOTE: this is future functionality and not currently enabled)
All of the Task Status Definitions listed are automatically updated as you complete specific actions regarding that Task and will never display on any page in the user interface.
The Task Status Definitions include:
- Invalid: There has been a technical issue as you were adding or editing your Task.
- Pending: The Task has a future start date.
- Due: The Task is due on that day or a Task has been Reopened.
- Past Due: The Due date has passed and the Task has not been Completed.
- Completed: The Task has been Completed.
- Rescheduled: The Due date has been edited to a future date.
The Member Stages chronicle each stage of the membership life cycle for all Members and Customers. The key consideration when flowing through the life cycle is:
Does the Member have at least one Active, Pending, or Suspended Agreement WITH the Owner Qualifies as Member check box (Member flag) selected for that Agreement.
On the Member Profile, the Member Stage will precede the Member Status and automatically change as you proceed through Membership process.
The Stages include:
- Prospect - This is the default stage for every new Member/Customer entered into the application. The Member:
- Does NOT have any Agreements
- Does NOT have any Activities
- Has NOT made any purchases from any location in your Enterprise.
- The Member has an Active, Pending, or Suspended (Freeze or Hold) Agreement without the Member flag e.g. a PT Agreement that does not qualify you as a Member with full access to a club.
- The Member has active Activities e.g. swimming lessons without an Agreement.
- The Member does not have any Active, Pending, or Suspended Agreements with the Member flag.
- The individual has the characteristics above and has made a purchase within the XX number of months noted in the Months field (see below).
- Member - Member has at least one Active, Pending, or Suspended Agreement with the "Member" flag.
- Recent Member - The Member had an active Agreement (with the Member flag) within the last XX number of months.
- Inactive Member/Customer
- The Member does not have any Active, Pending, or Suspended Agreements
- The Member does not have any active Activities.
- The Member has not made a purchase within XX number of months from any location.
The Months field is active for the Customer and Recent Member Stages only. This sets how long you can be in that specific stage.
With this feature you will also have the ability to:
- Set up specific business rules and demographic information requirements based on each of these Stages of the Membership life cycle.
- Filter reports by Stages
(IMPORTANT NOTE: These two (2) features are currently inactive and will be available in a future MosoMRM release.)
This step is OPTIONAL in the configuration process since the values come preconfigured with your application.
And remember to set your Screen Security when you get to the next page!
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