efinesstri: Navigating and Understanding the System

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1 efinesstri: Navigating and Understanding the System Slide 1: efinesstri Areas There are 4 basic areas f efinesstri: Membership The main area yu will be wrking frm. This is where yu will lk up accunts, edit, add new accunts and transfer t the ther parts f efinesstri where yu will sell/schedule services. Transactin All functins relating t selling services, checking/paying balances. This des nt include scheduling persnal training. Registratin Where yu create fee fr service classes but nt sell (that s in transactins) and lk up registratin rsters. Staff - Persnal Training, Cycling and any ther service we decide that shuld be set up thrugh Staff. Als where yu will adjust persnal trainers availability (Prvided yu have access t d s.) 90% f the time yu will start in membership then transfer t the ther functins f efinesstri. Slide 2: Membership Area MIM Shrt fr Membership Infrmatin Manager. This is where yu edit any infrmatin n an Accunt such as address, cards n file, etc Yu will als transfer frm MIM t ther parts f efinesstri t sell services and schedule sessins. Membership Reprts - Basic Canned Reprts that cme with the sftware. Membership Type Cde Statics reprt that will give yu the activity f yur memberships within a start and end date. Activity such as: New members Cancellatins Renewals Etc Future Membership Reprt Prvides a rster f all yur members that have a future start date Reprt Writer Creates custm reprts(crystal Reprts Lite.) This functin can be a little advance fr sme users and shuldn t be used until yu fully understand the system Facility Access Lg Reprt Gives yu an access reprt lg f all members wh swiped int efinesstri. Allws yu t search by: Date/Time Gender Age Membership Type Plus mre Slide 3: Transactin Area

2 Transactin Master Where yu wuld g if yu are selling a service. Des nt include Scheduling persnal Training. Yu nrmally wn t be clicking here because yu can transfer t this area frm MIM The cmputer that will be set-up as the access machine fr swiping int the fitness facility has t be defaulted t this screen t accept swipes. Transactin Reprts Invice Aging Get balances n all members with in a transactin perid Find ut yur Current/Pass due balances End f Shift This functin must be dne daily (depends.) This is similar t batching ut a register if yu are familiar with cashier peratins. T be discussed later End f Day Similar t End f Shift except it bundles all End Of Shifts int 1 reprt(must als be dne) T be discusses later End f Shift Finder If yu need t search a shift that has been clsed t reprint End f Day Finder Same as end f shift Finder GL Distributin In my pinin, the best reprt t find ut where MCC Membership is at in terms f Revenue. This reprt is what gets sent t Finance. This reprt is the standard reprt that is upladed t the financials and will be assumed crrect abve ANY reprt when it cmes t financials. Slide 4: Registratin Area Registratin Master Where yu create any kind f class fferings that require a registratin (Depends.) There are multiple tls available in efinesstri n hw yu want registratins t be set up. This is the g t tl when it cmes t basic seasnal classes. Registratin Reprts Basic Rster f peple enrlled in a class that has been set up via Reg Master Slide 5: Staff Mnarch Where all persnal training and cycling scheduling ccurs. Mnarch is ne f registratin tls mentined in Slide 4 that are available in efinesstri. This is the best tl available when it cmes t scheduling fr Persnal Training (and Cycling.) Staff Schedule Set up fr Trainer Availability We als use this t set up the availability fr the individual Cycling bikes lcated in the cycling rm. Trainer Attendance Allws yu t view wh Is scheduled fr what between a start and end date Allws yu t search by trainer r by scheduling type(ie all persnal training clients) r bth Slide 6: MIM There is a lt f infrmatin in MIM but yu d nt have t knw all f it because we d nt use it.

3 Starting with the side bar. What yu will need t knw(all discussed later) General Membership Registratin Transactin Messages Access Credit Card Bank Draft In the future: Attachment Generate Frms The side bar nly wrks AFTER yu has an accunt up. At the tp f the screen, with in the circle are the fllwing that yu need t knw: - Mnarch This transfer yu directly t mnarch t schedule a client - Add new member Add a new accunt r add smene t an existing accunt - TM Transactin Master This transfer yu directly t TM t sell services r get detail n balances. - Reversal Where yu cancel memberships, reverse transactins, and make certain changes t accunts that are nt available in MIM (discussed later.) - MIM When yu are n ther parts f efin this will take yu back t MIM. Slide 7: MIM -> General Once yu have an accunt up, There are als tabs fr each side bar that will take yu t different parts f a persn s accunt(circled is an example) Yu d nt need t knw all f them but fr this General page, knw the fllwing: Name The default screen that has basic accunt inf Address Allws yu t put different address such as billing wrk etc Phne Allws yu t setup different cntact numbers AND UPDATE Family See wh else is n the accunt (spuse, kids, etc ) Slide 8: MIM -> Membership Here is where yu can view basic membership infrmatin such as: Jin Date Date they were entered in the system Date Renewed Membership Renewal Date(Annuals) Membership Beg Date

4 Membership Type Categry There are 3 categries Nn Member MCC Member 14Y Member Each categry crrelates t the Membership Type: IE a 14Y Member cannt have a membership ffered at MCC Branch: 1 = 14Y 2 = MCC Mem State: what is the status f this membership Active, New, r Expired? Perid: what perid was this membership sld? This crrelates t hw they are charged. ie: Yur phase 1 memberships are while yur phase 4 memberships are Als there are the tp tabs: Suspensin Where all yur freezes will be recrded. T be discussed later Any ther type f suspensins relating t vilatin f plicy, etc.. Financial Hld Where all declined mnthly payments will g. If they decline n their mnthly due, the accunt will immediately be put n a financial hld and will be flagged when they attempt t swipe int the system. Slide 9: MIM -> Registratin View what they r anyne in their family is registered fr. This relates t nly classes set up in registratin master. Remember there are multiple tls we use fr registering. Slide 10-11: MIM -> Transactin View transactin listings, print receipts, receipts. Allws yu t see the fllwing: Wh did the transactin Hw did they pay(r if it was just charged t their accunt) When Amunt The transactins change clr frm blue t black when it is a new transactin. Basic example, if there are mnth t mnth charges fr membership, January s charge is black and February s charge is blue then black when the next transactin ccurs. This desn t mean that January s will always be black. The clr change will nly tell yu it was a different transactins actin.

5 I wuld nt every view this in reprt frmat r send this t a client when they need a transactin listing (It is nt user friendly in the reprt frmat and smetimes we make edits t client accunts that wuld nly add cnfusin t smene lking at their Trans listing.) Slide 12: MIM -> Messages Slide 13: MIM -> Access Messages allws yu t put ntes n a persn s accunt r message that will pp up when they swipe int the system as an alert. Ex. Tell X Member t Call his wife when he gets in r Please stp by the membership ffice t sign yur cntract. View their access All dates default t 1 year frm current date but can be changed as needed Slide 14: MIM -> Credit Card Add/Remve/Change Credit Cards There is n limit t the amunt f cards that will g n an accunt Slide 15: MIM-> Bank Draft Slide 16-17: TM Add ACH infrmatin Activate Credit t be charged There are 2 tabs yu need t knw in this sectin(circled) General Transactin: Allws yu t view what is ging t be charged and when Als allws yu t split charges n 2 different cards(later discussed) The upcming charge will charge t the credit card activate r ACH inf activate. Slide 16 is just the screen that cnfirms yu are ging t TM with the selected accunt(if yu transfer frm MIM, it will be whatever accunt yu had up in MIM) This is the screen that must be pen t the machine that will be recrding swipes int the system. Fr slide 17: This the POS screen. Sme things t nte: Red AB = Accunt balance. They have a balance n their accunt. If yu click n it and press tab until yu get t the next screen, it will give yu detail n what makes up the balance.(discussed later) Transactin Type: Each type means what yu are selling. The types yu will utilize the mst are: TTY#1 = Membership Sales TTY#3 = Registering fr a Prgram

6 There are ther misc. Trans Types but they are nt up yet. But types t cme in the future Pre-paying next mnth s membership charge Day Pass Slide 18-19: Mnarch Slide 18 is just the screen that cnfirms yu are ging t Mnarch with the selected accunt(if yu transfer frm MIM, it will be whatever accunt yu had up in MIM) Slide 19 is the Mnarch Scheduler. Things t nte: Side Bar: - Shw all members in the family - Filter fr different categries f scheduler fferings When clicked, yu are lking fr fferings with the wrds MCC in the text t filter. - refresh refresh list Tp Buttns: Purchase Package: Allws yu t purchase packages(discussed later) Schedule Reprt: Allws yu t view tday s schedule based n trainer Preferences: View between specific times. Nt really used.. Trainers: Are the trainers available t be scheduled. With als call each f the cycling bikes a trainer s that we can easily track hw many bikes are available. Rms: Available rms. We currently are nt using this. Black White Space n the Right side: Unscheduled Sessins if they were charged fr a package but have nt scheduled it yet, it will appear here. Understanding hw t read the schedule: Clumns are the times and each blck represents 30mins. Ie:[ 6 ][30am] = 1 st blck is 6a 2 nd blck is 6:30a Rws are yur available trainers(r cycling bikes)

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