Lesson 3: User Groups & Packages Tab

Introduction to the User Groups & Packages Tab
Club Automation Training

Objectives 

This lesson will give a broad overview of the User Groups & Packages Tab and walk through how to access it on a user's profile.

  • 1

    Introduction to the User Groups & Packages Tab

  • 2

    How to Access the User Groups & Packages Tab

Introduction to the User Groups & Packages Tab

The User Groups & Packages tab stores a user’s user groups, packages, and check-in history.

  • User Groups: Control account status, generate default fees, and much more.
  • Packages: Allow users to prepay for a set number of sessions and control revenue recognition within a department.
  • Check-in History: Provides visibility to the time and location of user check-ins.

How to Access the User Groups & Packages Tab

Once on a user’s profile, select the User Groups & Packages tab.

User Groups Section
Club Automation Training

Objectives 

This lesson will give a broad overview of how user groups function in Club Automation, which user group data displays on the User Groups & Packages Tab, and where to add a new user group to an account profile.

  • 1

    Introduction to User Groups

  • 2

    Layout of the User Groups Section

  • 3

    User Group History

  • 4

    Where to Add a User Group

Introduction to User Groups

The first section of the User Groups & Packages tab controls user groups. User groups make up a core functionality of the system by facilitating monthly and interval billing, controlling account status, generating default reservation, session, and event fees, and much more. These groups define who a user is and how they should be billed, what system access they are allowed, if they qualify for program or class registration, and various other billing and scheduling qualifiers.

Four Types of User Groups

User groups are broken into four categories in Club Automation. Click through to read a brief overview of each one.

Type 1

Memberships

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Type 2

Guests

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Type 3

Staff

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Type 4

Add-Ons

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Summary

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START AGAIN

Layout of the User Groups Section

The user groups panel provides an overview of essential information for user groups associated with an account.

  • Item Name: The name of the user group.
  • Type: The specific type of user group: Membership, Add-On, Guest, or Staff.
  • Member: This identifies the user group’s primary account.
  • Status: There are four main statuses of a user group: active, on hold, canceled, or expired.
  • Billing: There are three billing types available in Club Automation: monthly, interval, or trial.
  • Next Bill Date: The next date user group fees will post to a user’s account. A date will only be listed for user groups that bill on a monthly, recurring basis. No date is listed for interval, pre-paid memberships, e.g. annual or 3-month prepaid memberships.
  • Expiration Date: The expiration date of the user group. A date will only be listed for interval, prepaid memberships. No date is listed for groups that bill on a monthly, recurring basis.
  • Amount: The price of the user group.
  • Action: Hover the cursor under the action column to edit a user group or view the history of that specific user group.

All Active Items

When on the primary user’s profile, this tab lists all active user groups for any account linked to the primary. When on a linked user’s profile, this tab lists only the linked account's active user groups.

Your Active Items

This tab lists any active user groups associated with the current user being viewed.

Other Active Items

When viewing the primary user’s profile, this tab lists all active user groups for any linked accounts, excluding the primary user’s profile. When viewing a linked user’s profile, no other user groups will display.

User Group History

When viewing the primary user’s profile, this tab lists any expired or cancelled user groups from any linked profile. Any user groups with a future start date will also display here. When viewing a linked user’s profile, only the current user’s history will display.

Where to Add a User Group

To add a user group to an account, click on the Add User Group button in the User Groups section.

Packages Section
Club Automation Training

Objectives 

This lesson will give a broad overview of how packages work in Club Automation as well as walk through the information displayed in the Active Packages and Package History sections of the profile. Finally, this section will point out where to add a package to a user's account when on an account profile.

  • 1

    Introduction to Packages

  • 2

    Active Packages

  • 3

    Package History

  • 4

    Where to Add a Package

Introduction to Packages

Packages allow users to pre-pay for a set number of sessions for a specific service, i.e. swimming, tennis, or personal training. Clubs can set up unique rates for different user groups, i.e. members and non-members, as well as rates based on the number of participants, i.e. private, semi-private, length of sessions, and activity type. Packages help a club manage revenue recognition by only recognizing revenue when a session is redeemed.

Active Packages

The Active Packages tab displays the user’s purchased packages that are still available for redemption. Active packages have sessions remaining and, if they have an expiration date, have not yet expired.

  • Package Name: The name of the package.
  • Type: The specific department the package is associated with and where the package can be redeemed.
  • Status: The number of sessions remaining out of the total number of sessions purchased.
  • Start Date: The day the package could begin applying to qualifying sessions or classes. If the package has a future start date, there will be an indicator showing Inactive.
  • Expiration Date: The date the package is set to expire, if applicable. Once a package expires, it is no longer available for use.
  • Amount: The total cost of the package.
  • Action: To edit the package, click the edit option. To view the history of the package, including past usage, click view history.

Package History

The Package History tab displays packages that do not have any sessions left to redeem or have expired. An expired package will be listed in the Package History tab even if it has un-redeemed sessions.

  • Package Name: The name of the package.
  • Type: The specific department the package is associated with and where the package can be redeemed.
  • Status: The number of sessions remaining out of the total number of sessions purchased.
  • Start Date: The day the package originally could begin applying to qualifying sessions or classes
  • Expiration Date: The date the package expired, if applicable.
  • Amount: The original cost of the package.
  • Action: To view the history of the package, click View History under Action. A pop-up box will display detailed history of the sessions used from the package.

Where to Add a Package

To add a package to a profile, click on Add a Package.

Check-In History
Club Automation Training

Objectives 

This lesson will give a broad overview of how to access, generate, and export a user's check-in history.

  • 1

    Accessing Check-In History

  • 2

    Generating Check-In History

  • 3

    Exporting Check-In History

Accessing Check-In History

The last section of the User Groups & Packages tab displays a user’s check-in history. By default, all of a user's check-ins from the current month will display when navigating to this section of the profile.

Generating Check-In History

To generate customized check-in history for a user, first use the date range and location filters to adjust what information will display. Once filters are selected, click Generate to display the information.

  • Date Range: Select a specific date range of check-ins to display.
  • Check-in Location: If there are multiple check-in locations within the club, select a specific location or locations to display. If none are selected, all will display.

Exporting Check-In History

Once the check-in report is generated, use the Export drop-down menu to select the appropriate export method.

There are two ways to export check-in data:

  • Export: Print: This will generate a PDF document of the user’s check in history. This document can be printed or attached to an email.
  • Export: CSV: This will generate a CSV file that can be opened in Excel.