Lesson 1: Introduction to Profiles
Club Automation TrainingObjectives
This lesson will outline how to access profiles and provide an overview of the profile layout.
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1
Introduction to Profiles
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2
Accessing Existing Profiles
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3
Creating a New Profile
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4
Profile Layout
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5
Settings
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6
Taking a Picture
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7
User Status
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8
Payment Icon
Introduction to Profiles
Profiles in Club Automation help the system answer the question, “Who is this user?” so that it can answer additional core questions, such as, “What is this user allowed to do? What should this user be billed? Should this user be included in this report?” Profiles store essential demographic, billing and club usage information as well as define users as members, guests, or staff. Profiles integrate key functions of the system, including membership billing, schedules, and reports.
In Club Automation, all profiles are stored in a single database, and all users have one profile that can hold many statuses. For example, users who are both staff and members at a facility only need one profile. Additionally, profiles can be linked regardless of their statuses, which means non-member children can be linked to parents who are members or even staff. Finally, profiles are maintained even as membership statuses change. The history of changed statuses can always be accessed on the profile itself.
How to Access a Profile
Profiles can be accessed by searching for an existing profile or by creating a new one.
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Accessing Existing Profiles
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Creating a New Profile
Accessing Existing Profiles
Existing profiles can be accessed by searching for an existing user’s name, email, or phone number in the search box in the top right of the screen.
The profile search field is located in the blue navigation bar at the top of the screen.
Profile Search Best Practices
Below are best practices to use when searching for a profile.
Avoid entering a user's full first name to avoid creating duplicate profiles for users who may go by different names.
First Letter of First Name and Last Name: By typing the first letter of the first name followed by the last name, club staff can efficiently search for a profile while considering any variations of first names that a user might go by. For example, a user may have a profile set up as Dave instead of David. Searching for the user’s full name, David, would not yield Dave in the search results.
Colors: The different colors displayed on users’ names in the search results denote different statuses in relation to the club.
- Green: This user is an active member of the club.
- Blue: This user is a staff member of the club.
- Red: This user is a cancelled or expired member of the club.
- Yellow: This user is a guest or on-hold member of the club.
Sort Order: Club Automation sorts users in search first according to the entered information, then in the following order (top to bottom): Members, Staff, Cancelled/ Expired Members, and Guests.
Demographic info will be listed directly under the user's name when searching.
Demographic Info Preview: Club Automation will display some basic demographic information in the search results. This can assist in differentiating between two users with identical names and differing demographic information.
Creating a New Profile
A new profile can be created by clicking on the “Create New Client” button at the bottom of the search results.
Use the profile search best practices to reduce the chance of creating duplicate profiles.
Open the following tabs to learn more about create a new profile.
After clicking the Create New Client button, a Create Client form will appear. Many fields on this form can be added, removed, or edited to be required or optional. Required fields are denoted by the asterisk (*).
Profile Layout
Every profile in Club Automation is laid out in the following way. Click on the numbers in the screenshot below for a description of each item.
Settings
Within the Settings button on each profile is a list of adjustable settings. The number of options that appear in this list depends on the status and permissions of the user (member, guest or staff). For newly-created guest or member profiles, the available settings are shown below.
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1
Notifications: The email and SMS notifications the user receives can be customized here.
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2
Change Password: A user’s password can be changed directly from this setting, or a password reset email can be sent to the email on file.
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3
Profile Options: A profile can be archived, or the profile picture of the user can be deleted.
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4
Allowed Clubs: These settings are pertinent to clubs that have multiple sites. Access to each site can be controlled here.
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Check-in Settings: Check-in access can be controlled on this page. Default check-in rules can be overridden from this page, including restricting access for a given time period.
Taking a Picture
Click through the tabs below to learn how to take a new profile picture.
Clicking on the Profile Picture opens the option to take a new picture. Importing saved pictures from the computer’s files is not supported.
1. On most browsers, a pop-up window will appear when the profile picture is selected requesting access to the computer’s camera.
2. Once the desired image is in frame, click Take.
User Status
The red or green text under the user’s name shows the status of the user in relation to the club: active, staff, non-member, canceled, expired or on-hold. This directly relates to the user group and corresponding status assigned on the User Groups & Packages tab.
Payment Icon
This icon appears immediately above the Settings button and beneath the User Status. It is a quick way to know if a user has a valid payment method listed as their EFT Payment Method.
While the icon looks like a credit card, it can mean the user has a valid credit card or bank account selected for their EFT Payment Method.
Let's pause for a minute and test your knowledge!
Select all possible ways to search for an existing user.
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By Last Name
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By Phone Number
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By Home Address
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By Email Address