Lesson 2: Profile Tab

Introduction to the Profile Tab

Lesson 1 of 6

Objectives 

This lesson will cover how to access the Profile tab and provide an overview of its contents.

  • Profile Tab Overview

  • How to Access the Profile Tab

Profile Tab Overview

The Profile tab stores key user information and is broken down into the following sections.

Personal Information

User Defined Fields

 

Billing Information

 

Gift Cards

 

How to Access the Profile Tab

After searching for an existing profile or creating a new profile, click on the Profile tab. Scroll down to review the four sections outlined below.

When opening an existing user profile, the profile will open to the Profile Tab by default. 

When opening an existing user profile, the profile will open to the Profile Tab by default.

Personal Information

Lesson 2 of 6

Objectives 

This lesson will outline how to edit Personal Information on a profile and explain the available Personal Information fields.

  • Introduction to Personal Information

  • How to Edit Personal Information

  • Explanation of Available Personal Information Fields

Introduction to Personal Information 

The Personal Information section houses a user’s essential demographic information. Several fields in this section communicate with and automate features in other parts of the system.

How to Edit Personal Information 

Hover over the far-right side of the Personal Information header and select Edit to update a user’s personal information. Next to the Edit button is the View History button. Selecting View History opens a new window that lists all changes made to a user’s Personal Information, when they were made, and by whom.

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Explanation of Personal Information Fields

The following fields are available to edit.

  1. Name: A user’s first and last name must be entered in order to save personal information. Entering a middle name is optional.
  2. Access Card: Manually enter a user’s access card number or select the field and scan their card to auto-populate the field.
  3. Email: Enter a valid email address. The account holder will use this email to access their account when logging into the member portal for the first time.
  4. Phone Numbers: Enter a home, work, cell, or other phone number here.
In Edit mode, the Personal Information section expands to reveal additional fields to edit. 

In Edit mode, the Personal Information section expands to reveal additional fields to edit.

 

6. Gender: Select Male, Female, Unspecified or Other from the drop-down menu.

6. Date of Birth: Select the calendar to generate a date picker. Select the month and year to zoom out in order to switch years. Select the year again to zoom out to select between decades.

7. Emergency Name, Phone, and Relation: Enter the name of an emergency contact along with their phone number and relationship to the user. The Emergency Name and Relation will only display if a phone number is also entered. When an Emergency Phone is entered, the number will display under Phone Number.

8. Login: The system will create a default login ID when an account profile is created. After using this login to access Club Automation for the first time, the system will automatically switch the user’s login to the email they have on file. A user’s login can be customized after their initial login.

9. Authorized Guardians: Use this field to designate who is authorized to drop off this user at the club’s childcare facility. More than one user can be designated and those designated do not need to be linked to the dependent by membership or billing. Once a dependent has Authorized Guardians indicated, they cannot be marked as another user's Authorized Guardian.

10. Employer: Use this field to designate an employer to automate corporate discounts and/or dues mapping for a membership. The employer must already have a corporate account in the system and must be entered in this field before the membership is sold in order to properly automate the discount and/or dues mapping.

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Snapshot

Corporate Accounts: A corporate account in Club Automation allows clubs to automate discounts for membership dues. Examples of corporate accounts include employers, insurance plans, and community or military affiliations.

11. Address: Enter the user’s street address, city, state, and zip code.

12. Liability Waiver: This field defaults to No for newly created profiles, and the unchecked box indicates the user does not have a signed waiver on file. To manually update this field to Yes, clubs can check the box to indicate which users have signed a liability waiver. This field can be automatically updated to Yes in the following ways.

  • A missing liability waiver flag can be enabled to show at the check-in screen, allowing staff to send a waiver directly to users. Once signed, the field will automatically update to Yes.
  • Staff can send a link to the liability waiver through a user's profile, which the user signs electronically. Once signed, the Liability Waiver field on the user's profile will automatically update to Yes.
  • When a user accesses their account for the first time, they will be prompted to agree to the liability waiver terms, which will automatically update the Liability Waiver field to Yes.
  • When a user signs electronic paperwork when purchasing a membership, the field will automatically update to Yes.

 

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13. Special Needs: Use this field to note special medical needs for a user. Text entered here will pull through to the program roster and is visible to the user on the member portal.

14. Referral Source: Select the drop-down menu to designate the user’s referral source. Referral sources can be configured in the membership prospecting tool.

15. Membership Goals: Select the drop-down menu to designate the user’s membership goals. Membership goals can be configured in the membership prospecting tool.

16. Member Since: The member since field will auto-populate to the date the user purchases their first membership. It can also be manually set by selecting the calendar icon.

User Defined Fields

Lesson 3 of 6

Objectives 

This lesson will walk through how to edit User Defined Fields and the types available.

  • Introduction to User Defined Fields

  • How to Edit User Defined Fields

  • Types of User Defined Fields

Introduction to User Defined Fields 

Clubs can create and utilize custom fields under this section of the Profile tab. The number of fields that can be created is not limited to what is pictured below, and they can be reorganized as needed. User defined fields will display on all profiles and can be updated per linked profile, with unique information stored on each profile.

How to Edit User Defined Fields

Hover over the far-right side for the User Defined Fields header and select Edit to update custom fields. Next to the Edit button is the View History button. Selecting View History opens a new window that lists all changes made to a user’s User Defined Fields, when they were made, and by whom.

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Types of User Defined Fields

There are five types of user defined fields. Each is described below.

Currency

Only numbers can be entered in the field. A $ sign will display by default and does not need to be keyed in. The field will not save if anything other than numbers are keyed in.

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Date

A calendar, where a date can be selected, will automatically generate when entering information into a date field. Click on the calendar icon to enter a date.

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List

A predetermined list will display when opening the menu for these fields. Click on the arrow to open the menu and select from the list provided.

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Numeric

Only numbers can be entered in the field. Letters and special characters will not save in these fields.

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Text

Any text can be entered in these fields, and there are no restrictions for numbers or characters.

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Billing Information

Lesson 4 of 6

Objectives 

This lesson will walk through how to add a payment method to a user's profile, enroll them in the monthly EFT, as well as various additional billing settings.

  • Introduction to Billing Information

  • Managing Payment Methods

  • EFT Payment Type

  • Statement Delivery

  • Tax Exempt Status

  • Late Fee Exempt Status

  • Credit Limits

  • Linked by Membership

  • Linked by Billing

  • House Charging

Introduction to Billing Information 

Watch the following video for an overview of essential features within the Billing Information section.

Managing Payment Methods

This section is used to add payment methods on file, either credit card or bank accounts. Multiple payment types can be added to the primary user’s account.

How to Add Payment Methods

To add a payment, begin by selecting Manage Payment Methods.

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Adding a Credit Card

From the Payment Method menu, select Credit Card.

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Click on the plus sign to expand each description below.

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Snapshot

Payment Name: Clubs will name the credit card or bank account based on the accounts primary use. For example, if a credit card is added for PT and packages and a bank account for monthly collections, the credit card can be named PT and bank account EFT.

Adding a Bank Account

After selecting Bank Account, complete the following fields. Note that the bank account setup does not ask if a bank account should be available at the POS because bank accounts are only available as an EFT payment method.

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Required Fields

All of the fields below are required when entering a bank account.

  • Account Type: Select either Checkings or Savings based on information provided by the club’s user.
  • Bank Account: From this menu, you can review existing bank accounts or enter a new bank account.
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After selecting the Account Type and Bank Account, complete the following fields to finish the bank account setup.

  1. Bank Account Name: Account “nickname” used to identify primary use of the payment. Entering a descriptive name for the payment type is very helpful when multiple payments are stored on file.
  2. Checking Account Number: Enter information provided by the club's user.
  3. Routing Number: Enter information provided by the club’s user.
  4. Bank Name: Enter information provided by the club’s user.
  5. Bank State: Enter information provided by the club’s user.
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EFT Payment Type

The EFT Payment menu determines the default payment method and corresponding default House Charge permissions for the primary user and all linked users.

Watch the following video for an overview of how EFT settings work in Club Automation.

From the EFT Payment menu, select one of the following options to configure a user's EFT Payment method.

  • No: Default status selected when an account is created. The primary user, and all linked accounts, are not opted into the EFT and, by default, do not have house charging privileges.
    • Note: See the section on House Charge for more information on how to customize this setting per family and user.
  • Payment Type: Once a credit card or bank account has been added under the Payment Method section, it will be available as an option in the EFT Payment Method drop-down menu. When an account has opted into the recurring EFT billing, select the appropriate payment type. Only one payment type can be selected to run with the recurring EFT, i.e. one credit card or one bank account will collect the full EFT balance. The balance cannot be split between multiple payment methods. After selecting an EFT Payment method, the House Charge setting will switch to Yes for the primary user and all linked accounts.
  • Mail Bill: Select when the primary user, and all linked accounts, are not opting into the recurring EFT billing but are allowed to house charge. When Mail Bill is selected, the House Charge status defaults to yes for the primary user and all linked accounts.
  • Trade: This is typically used when the user has a barter or trade agreement with the club. Select when the primary user, and all linked accounts, are not opting into the recurring EFT billing but are allowed to house charge. When Trade is selected, the House Charge status defaults to yes for the primary user and all linked accounts.
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EFT Payment: Simply adding a credit card or bank account under Payment Methods does not opt the user into the recurring EFT billing. The payment type must be selected under EFT Payment in order for the user to be opted into the EFT billing. Think of opting a user into the EFT as a two-step process. Step one, add the credit card or bank account under Payment Method. Step two, select the credit card or bank account under EFT Payment.

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Snapshot

House Charge: To house charge in Club Automation means to leave a charge unpaid on a user’s account. The charge will be paid for when the user’s next EFT runs if the user has an EFT Payment method set and the charge type is included in the EFT setup.

Statement Delivery

Statement Delivery defines how a user prefers to receive their monthly statements and will opt users into automated emails when this feature is enabled. A user’s statement delivery preference is also used when printing or emailing statements through the Member Statement tool. To configure the user’s delivery preferences, select one of the following three options. All three statuses are available on user reports and as a filtering status in the Member Statement Tool.

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  • None: Selected by default when a profile is created. Identifies no delivery method preference.
  • Email Statement: Selected manually when a user prefers to receive statements by email. When sending automatic statement emails, Email Statement must be selected to opt the user into automatic statement emails.
  • Print Statement: Selected manually when a user prefers a paper copy of their statement. Typically used on the Member Statement Tool to identify what statements need to be printed and mailed to users.

Tax Exempt Status

Use this to determine if tax rates should apply to the primary and all linked users’ charges. Select one of the following options.

  • No: Selected by default when an account is created. All tax rates will apply to the user(s).
  • Yes: Manually selected when tax rates should not apply to the user(s) charges, i.e. non-profit or university account generates rental or event fees and should not be charged tax.
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Late Fee Exempt

Late Fee Exempt allows clubs to opt users out of automatic late fees that post to an account when they have unpaid charges that are past due. Late fees and past due time frames can be customized to match club policy. Select one of the following options.

  • Yes: When automatic late fees are enabled and a user has a qualifying past due balance, no late fee will apply.
  • No: When automatic late fees are enabled and a user has a qualifying past due balance, i.e., 30 days past due, the late fee will apply to their account.
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Credit Limits

Used to enter a limit for house charges (i.e. charges that remain unpaid on an account) generated through the POS, i.e. café or pro shop items. This credit limit does not limit charges created and house charged outside the POS, i.e. lesson fees generated on the schedule or program registration fees generated through the roster or profile. Key in a credit limit, i.e. 100, or leave as 0 for an unlimited credit balance.

Note: See the section on House Charge for more information on how to customize this setting per user.

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Linked by Membership

Display field listing all family members linked to or sharing the same membership, i.e. parents sharing a Couple Membership or parents and children sharing a Family Membership. This field is display only. Users are linked to a membership under the User Groups & Packages tab.

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Linked by Billing

Interactive field used to link users to a primary account. Linked By Billing is used when accounts will not share a membership. For example, parents share a Couple Membership and want to link their child, who will remain a guest, to their account. This ensures all of the child’s charges are mapped to the family statement and EFT.  In this field, key in the child’s name and either select an existing profile or create a new account. Multiple accounts can be added and linked through billing.

Note: If users are linked by a membership, there is no need to link them by billing as well. When linked by a membership, all charges are mapped to the family statement and EFT.

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House Charge

Used to confirm default house charge permissions based on what is selected under EFT Payment. House charge settings can be updated per linked users as needed.

  • Yes: Select when primary and linked users are allowed to house charge, i.e. leave charges unpaid on their account.
  • No: Select when primary and linked users are not allowed to house charge.
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House Charge - No: When set to No, the user is not able to house charge items generated through the POS, i.e. café or pro shop items. Charges generated through user groups, schedules, or rosters are automatically added to the user’s account regardless of their house charge permissions. For example, users with house charge set to No will have monthly membership dues automatically added to their account as well and program registration fees when they are added to a roster.

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  • Edit: Select to customize house charging permissions per linked user. This option is available when users are linked to the primary account through either membership or billing.

After selecting Edit, update the house charge permissions and credit limit total per linked account.

House Charge: Click on the name of each linked account that should have house charging privileges, e.g. for one family, the second parent is allowed to house charge items in the POS but the children are not. Once selected, a green checkmark will display next to the user’s name to confirm they are able to house charge items through the POS.

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Credit Limit

Use this filter to limit the amount each account can house charge through the POS. Add a credit limit next to each user, entering “0” when no credit limit should apply to a user. For example, a family allows all linked users to house charge, but wants to limit how much the kids can house charge through the POS. The second parent has no credit limit, i.e. 0, but the children have a limit of $20 each.

Gift Cards

Lesson 5 of 6

Objectives 

This lesson will walk through how to locate existing gift cards on a user's profile as well as how to add a new gift card to a user's profile.

  • Introduction to Gift Cards

  • How to Sell a Gift Card

  • Active Gift Cards

  • Gift Card History

Introduction to Gift Cards

Gift cards offer a flexible form of payment for club members and guests. At time of sale, gift cards can be assigned a recipient, so the gift card is readily available in the recipient’s POS. The sale and redemption history are tracked in the system, and cards can easily be reloaded as needed. Watch the video below for an overview of how to sell and manage gift cards in Club Automation.

After completing the video, continue reading for a step-by-step breakdown of the sales process.

How to Add a New Gift Card from the Profile

When selling a new gift card from a user's profile, club staff should navigate to the seller's Profile tab. The recipient of the gift card can be changed before completing the sale. After completing the sales process, the charge for the gift card will automatically be added to the seller's account and payment can be collected. To begin the sales process, select the Add a Gift Card button.

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This pop-up window appears after selecting Add a Gift Card.

This pop-up window appears after selecting Add a Gift Card.

Scan or Enter Gift Card Code

In the pop-up window, enter or scan the gift card's code. If the gift certificate is a card with a magnetic strip, place the cursor in the empty code box and swipe the card through your credit card terminal. When the code has been entered, click Next.

Click through the numbers below to learn how to finish adding a new gift card to a user's profile.

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Buy Gift Card: Click once all necessary information has been entered.

Taking Payment

After selecting Buy Gift Card, the lite POS will populate. From this window, select the payment type, determine if a receipt should be printed and/or emailed, and select Pay.

If the user wants to pay with a credit card on file, select credit card. The card will appear as a payment method at the bottom of the lite POS next to the Pay button.

If the user wants to pay with a credit card on file, select credit card. The card will appear as a payment method at the bottom of the lite POS next to the Pay button.

Active Gift Cards

When a user has been assigned as the Receiver of a gift card, cards available for use will be listed under Active Gift Cards.

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Gift Card Information

The following information will display for active gift cards.

  • Date Purchased: Date gift card was sold.

  • Code: Unique gift card number entered at time of sale.

  • Type: Gift card type. Multiple gift card types can be created, and this will reflect the type selected at time of sale.

  • Remaining Amount: Remaining, unused value on the gift card.

  • Original Amount: Full value added at time of sale.

  • Expiration Date: Date the gift card will no longer be active or available for use. If no date is listed, the gift card will not expire and remain active indefinitely.

Take an Action

Hover the cursor under Action to view these available actions.

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  • Edit: Select to update Expiration Date, Receiver, and Notes.

  • Reload: Select to add value to the gift card, i.e. to add $50 to the gift card, complete the steps used to sell a gift card using the existing gift card code.

  • View History: Select to view the transaction history of the gift card, i.e., date of sale, gift card redemptions, and gift card reloads.

Gift Card History

When a user has been assigned as the Receiver of a gift card, cards unavailable for use (because they have been used in full or have expired) will be listed under Gift Card History. The same gift card information that is visible for active gift cards is visible for cards listed in Gift Card History.

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Reloading an Expired or Used Gift Card

Use the Edit button to push out the expiration date of an expired card. Use the Reload button to add value to an expired card and push out the expiration date. After changing the expiration date or adding value, the card will move back to the Active Gift Cards tab.

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