10 THINGS CLASS SYSTEM ADMINISTRATORS NEED TO KNOW. Andrew Chau

Transcription

1 10 THINGS CLASS SYSTEM ADMINISTRATORS NEED TO KNOW Andrew Chau 1

2 ABOUT ME MY ACTIVE IS Dodgeball Volleyball Golf Cooking 2

3 AGENDA 1) MAINTAIN INTERNET SETTINGS 2) SYSTEM MAINTENANCE SYSTEM OPTIONS VIEW CLASS USER LOGS COMMAND LINE PASSWORD ENCRYPTION TOOLS OPTIONS 3) MAINTAIN ADJUSTMENTS 4) FUNCTIONALITY 5) DUPLICATE CLIENTS 6) CREDIT CARD SECURITY 7) CUSTOM HELP 8) CUSTOMER ACCOUNT ADJUSTMENT 9) LINK/UNLINK ACCOUNTS CREDITS 10) PAYMENT PROCESSING 3

4 1) MAINTAIN INTERNET SETTINGS Prevent Duplicate Clients/Accounts Default Option is None Option for Account (main contact) Option for Any Client 4

5 1) MAINTAIN INTERNET SETTINGS Maintain Internet Duplicate Client Criteria Last Name set to check first 10 characters First Name set to check first 5 characters Best Practice? Birth Date, Gender, Address, etc 5

6 2) SYSTEM MAINTENANCE System Options > Enforce Unique Client Each account will need a unique address Each client will also need a unique address, if using address field otherwise, inherit from main account holder 6

7 2) SYSTEM MAINTENACE View CLASS User Log Authorization Attempt find by process name which permissions are missing Login/Logout Timecard 7

8 2) SYSTEM MAINTENANCE Command Line Password Encryption UCAB should be automated Security conscious admins may want to use a tool to generate an encryped XML file to run scheduled tasks Benefits? 8

9 2) TOOLS > OPTIONS Membership Sound Events For staff that perform multiple tasks at front counter If machine is unattended, you can have computer workstation play a sound when scanning 9

10 2) TOOLS > OPTIONS Membership Sound Events Special sound can play for Active passes, Inactive passes, punch cards that are on their last pass They can even have a special sound play for birthdays 10

11 2) TOOLS > OPTIONS Registration Defaults Registration defaults are controlled in the user options Each individual can choose their own defaults but typically, admins set this for all users This would include which session is defaulted for front desk registrations and coordinators that are setting up classes 11

12 2) TOOLS > OPTIONS Registration Defaults For sites that do any late registrations, we recommend removing Use Current Date in Default Course Search as it will only search for courses that start in the future Administrator checkbox lock down to be controlled only by administrators 12

13 2) TOOLS > OPTIONS Reports - Online Certain documents at certain locations should be set to not print At a pool, if we do drop ins, very few people want their receipts 13

14 3) MAINTAIN ADJUSTMENTS Adjustments are typically discounts that exist in your database Can be tied to Program Registration, Facility Booking and Memberships Special GL Account set to track all these adjustments 14

15 3) MAINTAIN ADJUSTMENTS FOR ONLINE Adjustment can also be used for online For example, you can make all courses receive a discount for moving online to drive up online registrations 15

16 4) FUNCTIONALITY System Options directly from CLASS can be setup Generally, sites that do not directly from CLASS either don t know about the setting or the IT departments security prevents them from using this feature Setup however, is quite easy Can have authentication for IT that have concerns 16

17 4) FUNCTIONALITY Maintain Configuration We can choose which specific documents can be ed directly from CLASS and which documents can via the internet We can personalize the message that is sent to all customers good idea to include link to online registration here 17

18 4) FUNCTIONALITY Maintain Terminals The admin can also control which computer terminals are setup for inside of CLASS Good idea for hyperlink so that we see this on main client screen 18

19 5) DUPLICATE CLIENTS Duplicate Clients Report Duplicate clients report should be run on a regular basis to minimize the amount of duplicate clients in your system For the criteria, start with Last Name and First Name. Report can be customized to filter out no Organization accounts as those still show up 19

20 5) DUPLICATE CLIENTS Merge/Move Client Accounts from different families can be combined People with mistyped names can be merged into the same person Once merged, there is no way to unmerged, so make sure! Why can t we take one person out of the family and move to another family? 20

21 6) CREDIT CARD SECURITY SETTINGS If credit cards are being taken in to CLASS, credit card security should be evaluated Trade off between security and convenience 5 options on what to do with credit card numbers Hosted Payment Server solution allows for no credit cards to be stored 21

22 7) F12 - CUSTOM HELP Customer help screen exists for most section in CLASS System administrator can give key business practices to staff via Custom Help Can lock down maintain Custom Help through security permissions 22

23 8) CUSTOMER ACCOUNT ADJUSTMENTS Customer account adjustments should be used sparingly, in cases where amounts on the customers account is inaccurate, right off balances for collection agency Credit customer balance gives money to lower balances and debit customer balance takes money to raise balances GL Account will be credited/debited as the offset to Accounts Recievable 23

24 9) LINK AND UNLINK ACCOUNT CREDITS When a client makes a payment, if the money is not linked, it will post to the most outstanding due This may not necessarily be what is wanted Link/Unlink allows you to unlink a dollar amount from something we ve paid, and reallocate to another entity. Examples? 2 different refunds owing to same customers 24

25 10) CREDIT CARD PROCESSING Manual Payment Authorization VS Batch Authorize Two main ways that credit cards fail to process in organizations that use self hosted payment server Firstly, if you log into a Terminal and Credit Card Processing is not even setup 25

26 10) CREDIT CARD PROCESSING Manual Payment Authorization VS Batch Authorize This causes transactions to go into a place called Manual Payment Authorization 26

27 10) CREDIT CARD PROCESSING Manual Payment Authorization VS Batch Authorize Transactions sitting in this area are NOT processed at all CLASS has assumed that you are taking these payments offline through some external means It will show the customers accounts as paid, but are they truly paid? Look into this quarterly and details on transaction (which staff, which terminal) can be found 27

28 10) CREDIT CARD PROCESSING Manual Payment Authorization VS Batch Authorize Secondly, if you log into a Terminal and Credit Card Processing is setup as the screenshot shows on the left 28

29 10) CREDIT CARD PROCESSING Manual Payment Authorization VS Batch Authorize but the CSPEPublic Interface is not installed, you will get a message on the left when credit cards are processed Other reasons: Network down, payment server service down 29

30 10) CREDIT CARD PROCESSING Manual Payment Authorization VS Batch Authorize These ones are different from the previous example in that it s waiting for you reprocess them They are accessed in the Batch Authorize screen and can be sent through the payment server from a machine that does have that interface installed This should be monitors much more frequently than the previous section 30

31 SUMMARY 1) MAINTAIN INTERNET SETTINGS 2) SYSTEM MAINTENANCE SYSTEM OPTIONS VIEW CLASS USER LOGS COMMAND LINE PASSWORD ENCRYPTION TOOLS OPTIONS 3) MAINTAIN ADJUSTMENTS 4) FUNCTIONALITY 5) DUPLICATE CLIENTS 6) CREDIT CARD SECURITY 7) CUSTOM HELP 8) CUSTOMER ACCOUNT ADJUSTMENT 9) LINK/UNLINK ACCOUNTS CREDITS 10) PAYMENT PROCESSING 31

32 32 CLASS TASK LIST

33 33 CLASS TASK LIST

34 34 CLASS TASK LIST

35 LEARN. CONNECT. GROW. 3 CLOSING THOUGHTS 1. Ask us questions 2. Schedule a 1:1 3. Let us know what you think! 35

36 36 THANK YOU!