FrontDesk Installation And Configuration

Chapter 2 FrontDesk Installation And Configuration FrontDesk v4.1.25 FrontDesk Software Install Online Software Activation Installing State Related Databases Setting up a Workstation Internet Transfer Settings Configuration/Setup 6 7 8 9 10 10 18 18 20 20 33 Revised on: 05/07/2009

Front Desk Software Installation Figure 2-1. Put the Front Desk CD into your CD ROM drive and close the door. The installation program should start automatically. If it doesn t, click on your Start menu then select Run. Type d:\sysinstl.exe ( d represents your CDROM drive letter) then click the OK button. Once the installation program has started click the large button in the center of the window to start the Installation, Upgrade, or Reload as shown above. You may also do a Workstation Setup as explained below. DEMO New Install Upgrade If you are trying out the software as a Demo there are no further steps to completing the installation. When the software installation has completed, you may close the window and begin using the software, or click the Run Demo button to see and hear a demonstration of the Check In portion of the software. The Front Desk Demo comes with sample membership data and allows you to use all parts of the software. You are, however, limited to 15 members in the system. If you are installing a Live version for the first time, you will need to install the software as a demo version and then activate it online. See the section labeled Online Software Activation to learn how to activate the software. You will need to call Technical Support to obtain the password used to activate the software online. If you are upgrading from a previous version, insert the software CD and left click on the Upgrade or Reload button located in the center of the install screen. The software will be automatically upgrade and will remain Live. If necessary, you may download the Software Key from the internet after installation. This will be explained below.!!!attention, THIS VERSION OF FRONT DESK NO LONGER INCLUDES THE DOS VERSION OF THE SOFTWARE, IF YOU PREFER TO USE DOS, DO NOT INSTALL THIS UPDATE!!! 1. Insert the installation CD. 2. Click on the Upgrade System button when the install screen opens. 6

Figure 2-2. 3. After the installation is complete, a backup and verification of the data files will occur. 4. A re index of the data will also be run. You may be prompted to convert data files. Click Yes if a prompt window opens. 5. After the re index, member records will be used to create customer records. Let this process run. If it does not run, contact AAC Software Support. Figure 2-3. 6. When the process complete window opens. Click on the Okay button. 7. The installation window can now be closed. Click on the Quit Button to do so. Figure 2-4. Reload If you need to do a reload please contact Technical Support for assistance. 7

Online Software Activation To activate the software online, open the AAC Check In application from the AAC Front Desk System folder located on the computer desktop. Click on the Configuration drop down menu, and choose Front Desk Configuration. Drop down menus in other applications may be used as well to access the Front Desk Configuration Program. Figure 2-5. Click on the Installed Modules tab in Front Desk Configuration and then click on the Software Key button located at the top of the Front Desk Configuration window, as shown in Figure 2-8. Figure 2-6. Once the screen in Figure 2-9 opens, you will click on the side arrow and choose Internet Download. Then you will click Okay. If it prompts you for a password, please call AAC Technical Support at (800) 233-8483 and we will assist you promptly. If this is a workstation set up, you will not need the diskette. Figure 2-7. 8

State Related Databases If the software is being installed for the first time, you will need to install state related banking and zip code databases. This will speed up data entry, as well as reduce data entry errors. To open the zip code and bank install screens, open AAC Check-in and click on Configuration Menu References Banks or Zip Codes. Figure 2-8. Once the Bank Manager has been opened, click on the Install tab. After opening the install screen, choose each state that you do business with by either double clicking on the state individually or by highlighting each state in blue and clicking on >. This will list them in the right window labeled Selected States to Install. Once all the needed states have been selected, click on the Install button. Figure 2-9. Follow the same steps for installing zip codes as shown above for bank routing numbers. 9

Figure 2-10. The bank routing number and zip code installation is now complete. The application may be exited by clicking on the Open Door Icon. Setting up a Workstation The first step in setting up a workstation is to network the workstation with the server. You may need to contact a computer technician to do so. Before the workstation setup can be completed, you must share the proper drive on your server and map a drive from the workstation to the server (main computer holding the data). If you do not know how to map a network drive, you may look on www.microsoft.com for assistance, or you may consult a network technician to assist you with the process. The basic steps for sharing drives and mapping network drives on a Windows XP Machine are shown below. I. Instructions for Sharing the C: Drive on a Windows XP Machine: The C: drive (or the drive in which the software was installed) needs to be shared on the server (computer holding the data). Do not share the AACIH folder!! It must be the physical drive in which the software was installed or a subfolder above the AACIH folder on that physical drive. 1. Open My Computer either through the start menu or by clicking on the desktop icon. 10

Figure 2-11. 2. Right click on the C: drive and choose Sharing and Security as shown in Figure 2-14. Figure 2-12. 3. On the Sharing tab, choose Share this Folder and then choose Maximum Allowed. Afterwards, click on the OK button, as shown in Figure 2-15. 11

Figure 2-13. 4. The properties screen will close and you will return to the My Computer Screen. The C: drive should now have a hand symbol underneath it to show that the drive has been shared, as shown in Figure 2-16. Figure 2-14. II. Instructions for Mapping a Network Drive from the Workstation to the Server on a machine running Windows XP: Remember to use the same mapped drive letter when using multiple workstations with the AAC Software. 12

1. Open My Computer either through the start menu or by clicking on the desktop icon. 2. Click on the Tools drop-down menu and choose Map Network Drive as shown in Figure 2-17. Figure 2-15. 3. A new window will appear as below. Choose a free drive letter that will be used for the mapped drive. Figure 2-16. 4. If you know the path to the server, it may be typed in the folder section. If you do not know the path, click on the Browse button to find it. Figure 2-17. 13

5. To browse for your proper network path, click on Browse and then find the shared drive on the server. Locate your server over the network, and then find the C: drive on the networked computer (or the drive on the server where the software is installed). Figure 2-18. 6. After the proper path has been located for the shared drive on the server, highlight the C: drive and then click Ok. Figure 2-19. 7. After the OK button has been selected. You will see the drive letter chosen and the path of the mapped drive in the folder section, as shown in Figure 2-20. Make sure the Reconnect at Login located at the bottom of the Map Network Drive screen is checked and then click the Finish button. Figure 2-20. 14

8. Once the finish button has been selected, the window will close and a new window will open showing all folders and files on the server drive. If the mapped drive is correct, you should see an AACIH folder in the mapped drive window as shown below. Figure 2-21. 9. Follow the steps below to run the workstation setup for the AAC Front Desk System software. III. Steps for AAC Front Desk System workstation setup: 1. First and most important, your mapped drives to all workstations should be the same drive letter. 2. Insert CD and software key diskette. 3. Go to File >> Install >> Workstation Setup. Figure 2-22. 15

4. After clicking on workstation setup, you will see the screens below. Figure 2-23. This message below tells you that only shortcuts to the server will be set on your computer. These shortcuts will point to the alternate data path in the AAC Configuration Program on the computer that holds all of the data. Figure 2-24. The next screen as shown above, allows you to set your mapped drive path through the software so the shortcuts know where to point to. Here, you will click on the browse button and set the path to the AACIH folder on your mapped drive. The browse window is shown to the right. Figure 2-25. The screen shown at the left will be seen after the correct mapped drive has been chosen. It should show the mapped drive letter and then AACIH afterward. Figure 2-26. 5. Once the path has been set, you will click on accept and the install will begin. You will see the bytes, files, and process bars fill up. 16

Figure 2-27. 6. As the process bar fills up, you will see the prompts as shown above. These prompts inform you that your alternate data paths will be set to match the location chosen as the mapped drive. Click yes on each of them. 7. The screen below will appear when the installation is complete. You may click on the quit button to finish installation and close the screen. Figure 2-28. 8. After you have closed the above screens, you will want to go into the configuration program and make sure your data paths are properly set. Open the AAC Front Desk System shortcut folder that has been installed on your computer desktop, and double click on the AAC Check-In Icon. 17

Figure 2-29. 9. The left hand side of the screen (in red) should be set to C. The alternate data, resource, and picture paths in green on the right hand side should be set to the mapped drive letter. Figure 2-30. Figure 2-31. 10. After this is done, all application shortcuts can be opened and view your data. If you cannot do this, something went wrong during installation. You may want to try the workstation setup again, or you may call AAC for technical support at (800) 233-8483. Internet Transfer Settings The Front Desk software system allows you to easily update your member s information with AAC. This process uses the InetDL application to transfer data through your Internet connection. The InetDL Application can be accessed by opening the AAC Front Desk System shortcut folder. Once opened, click on the Front Desk Utilities Folder and click on the INetDL icon. 18

Figure 2-32. Click on the Config button to open the configuration window. The Get and the Put buttons are used for troubleshooting purposes. Use Quit when exiting the INetDL Application. When installing the software for the first time you might need to modify a few areas. Otherwise, you will not need to make any changes here unless your Internet service has changed. Figure 2-33. The Service window will show your current connection while you are connected to the Internet. Use Dial-Up Networking: This should be checked if the Front Desk software will dial your Internet connection before transferring data to AAC. Assume Connection: This should be checked if the computer will already be connected to the Internet before transferring data to AAC, usually this option is used for clients with high speed internet *** Only one of the two above boxes should be checked. Do not check both. *** Disable PASV: This option should be checked unless otherwise specified by AAC Technical Support. Use Proxy: Check only if you are using a proxy server. If you check this box, type the IP address of the proxy server in the Proxy box. Password: This field will contain your password for completing a transfer, AAC Software Support will provide this for you. Verbose: This slider s position determines how much detail you will see in the Status window during a data transfer. Normal position is to have the slider on the 3 rd mark from the left. 19

Site: This window should always be set to ftp.affiliated.org unless otherwise specified by AAC Software Support. Proxy: If you are using a proxy server, enter the proxy server s name here. The Download, Upload, and Type information are set by the Front Desk software at the time of execution. No configuration is needed for normal operation. Figure 2-34. The Other tab is used for troubleshooting purposes. AAC Software Support will assist you if these values need to be changed. Figure 2-35. When finished making changes to this application, click the Config button. Then click the Quit button to close the application. Figure 2-36. Configuration / Setup The Front Desk Configuration program allows each business to customize the software according to individual needs. Start by opening AAC Front Desk System folder and opening the AAC Check-In Application. Click on the Configuration drop down menu, and then choose Front Desk Configuration. 20

Figure 2-37. Corporate and DBA Tabs Fill out the Corporate and DBA (Doing Business As) tabs to reflect your contact information. The DBA information will print out as your heading for receipts, contracts, and reports. Make sure that this information is correct for members to contact the location if necessary. When you are finished entering information, click the Save button on the bottom of the page. The Corporate Information page holds the general information about the club, such as the corporate name, address, and phone numbers. This is also where you can change or update your Federal Tax ID, corporate structure, language, and sales tax rates. Figure 2-38. Sales Tax: Rate 1: Used for Point of Sale invoices. Rate 2: If you use more than one sales tax rate for your Point of Sale items, you may enter a second sales tax rate here. When setting up your inventory items, you will be able to select which sales tax rate to apply to each individual item. If you use a sales tax rate for your contracts, only the Sales Tax - Rate 1 will be applied. 21

The DBA Information tab holds the Doing Business As information when the club has a separate corporate identity. If much or all of the DBA information is the same as the corporate information, you can copy the corporate information into this page by clicking the Default Corporate Information button. Data Tab Figure 2-39. Upon installation, make sure that the data paths are correct on the data tab. The Data tab displays the location of the data files and how they are backed up. On a single machine installation, only the data path requires information. Your data path should point to C. It is optional to point the alternate data path to C as well. If you are installing on a drive letter other than C, you will want the data path to point to that drive. Figure 2-40. If you are NOT running the software on a network: Leave these Paths set to their default location. If you are running the software on a network: Your data, resource, and picture paths should point to the C drive; and your alternate data, resource, and picture paths should point to the mapped drive you created for each workstation. You will see a sample of this setup below. 22

Figure 2-41. Backup: Check this box to set the default user path for backing up data. You may set the backup to send data to another hard drive, zip drive, or network drive other than where the software is currently installed. Type: Set the default location to User Path, and then enter the backup directory/location in the Backup Path field. Schedule: This function was in use for older version of the software. You will not be able to use it on the most current version. If you have any questions please contact AAC Technical Support at (800) 233-8483. Backup Path: When you choose User Path from the list of backup Types, set the backup path to the directory/location where you want to backup of your data to be stored. AAC does not store in house clients, log records, pos information, or any other information that does not pertain to AAC billed members billing information. It is a good idea to backup your data onto some type of removable storage (floppy disk, CDROM, tape drive) in case you have hardware problems and cannot restore the software from your hard drive. The Auto Backup, Time, and Archive after are features that were used on earlier versions with the DOS/text based application. If you are using the current version, you will not need these features. Instead, you can create a scheduled task through the AAC Software to run the backup process. 23

Settings Tab The Settings tab holds information for some of the internal system settings. Figure 2-42. Next Member #: This stores the next Club number that will be used for a member when entering a new contract. You do not have to change this number. The system will maintain your club numbers for you. If the next club number is a number that has already been used, the system will search for the next available club number that can be used and assigns that number to the current contract being entered in the Contract Wizard application. Pad with 0 s: This will place leading zeros before the Next Member #. Length: The number of leading zeros to place before the Next Member #. Child #: This stores the next Club number that will be used for a Non Responsible member when entering a new contract. You do not have to change this number. The system will maintain your club numbers for you. If the next club number is a number that has already been used, the system will search for the next available club number that can be used and assigns that number to the current non-responsible member being entered in the Contract Wizard application. Last Download: This field records the date of the last AAC data transfer performed on your system. Branch ID: The Branch ID is used as the first two characters of every membership Club number. It is used primarily for clubs that have multiple locations. Leave this blank unless otherwise specified by AAC technical support. Primary: The Primary number stores your 4-digit AAC Client Number for this location. Select it from the dropdown list. If you have multiple locations, choose the appropriate client number according to the location where the software is installed. Download Password: This section will be automatically filled in when during the software installation process. This number should not be changed unless otherwise specified by AAC. Fast Cash Password: is only used for Fast Cash clients. Communications Software: This option should always be set to via internet. 24

Hardware Ports: You may also configure ports for external hardware devices such as bar code readers, door control modules, and keypads. Most basic computers only have one com port installed. If you had multiple items that need ports, you may need to have someone install another com port for you. If you only have one item that requires a com port, you will most likely need to set that item to Com1. Barcode Reader: Choose the Port for your Barcode Reader. Door Control Module: Choose the Port for your Door Control Module. Keypad: Choose the Port for your Keypad. Mag Reader: Choose the Port for your Mag Reader. LCD Screen: Choose the Port for your LCD Screen. This option is not yet available in the software. Proximity Sensor: Choose the Port for your Proximity Sensor. EFT Banking Tab The EFT Banking tab holds the information for your electronic banking setup. Figure 2-43. Most of the information on this page is only used for In-House clients. Software Support will assist you in configuring this information if required. Fast Cash Minimum Transmit: Contains the minimum amount a Fast Cash account balance must reach before it will be drafted. Draft Days: These are the valid EFT draft days for your In-House members. All contracts sent to AAC for billing will allow any EFT draft date between 1 and 28. 25

Security Tab The Security tab allows you to assign a security level to each Front Desk software function. This tab lets you control which employees have access to the software s individual functions by using security levels. Figure 2-44. Configuring the security system is a 2-part process: 1) Minimum Security Levels must be set in the AAC Configuration Program. (This is described below.) 2) Security Levels for each employee must be set in the Employee Manager on the employee s individual records. To set minimum Security Levels for Front Desk functions, select a function from the list on the left, and then enter the minimum Security Level. Employees with a security level greater than or equal to what is set here will have access to that function. A 0 (zero) Security Level will allow all employees to have access to that function. After you have entered employees into the system, you will see a listing of them here. Employees highlighted in red have a security level below the selected item and will not have access to the selected software function. 26

Program Options Tab The Program Options tab allows you to turn on/off, or change features for various Front Desk programs. This lets you customize the software to your specific needs. The program options tab allows various program options to be set through the AAC Front Desk System. If there any questions about a particular program option, please contact AAC Technical Support for more assistance. Figure 2-45. Section: The area of the software in which the Program Option relates. Expand these to see the screens within each section. Description: A brief explanation of the Program Option. A more detailed description of the selected option is shown on the bottom of the page. Value: The current status or setting for the Program Option. These options will change with each screen. By scrolling through the list of options, you can view and edit their values. Select an option from the list and then set its new value in the Value field below the list. If you are unsure of an option, you can right-click on the option to reset the default value for that option. You may also click the RESET button to reset all program options to their default values. Click on this icon to set all program options back to their default settings. 27

Installed Modules Tab The Installed Modules tab allows you to view and edit the active modules chosen in your Front Desk software. Figure 2-46. To activate or deactivate a module, you will need to call AAC Technical Support to get an activation/deactivation code for each module. You can try out additional software modules by contacting AAC Business Development department at: 1-800-233-8483. Modules you are trying out will be highlighted in red. To end the trial before the trial time has elapsed, click on the NO TRIAL button. For more information about trying a module, please contact AAC Technical Support at (800) 233-8483. 28

Installing the Software Key The software key will turn the AAC Front Desk System live. If the software is installed without the software key, it will reside in demo mode. Software Key: The software key may be installed from the Installed Modules tab by clicking on the Software Key button located at the top of the screen. Once you have chosen the software key option, choose the format being used to load the software key and click the OK button. Figure 2-47. Figure 2-48. When finished making information and program changes through the Front Desk Configuration application, click the Save button located in the upper left hand corner of the Front Desk Configuration window. 29

Front Desk Configuration Menus File Menu: Log and clock in employees as well as exit the application. Figure 2-49. System Setup Menu: Set interface settings as well as create a scheduled task for transferring through the AAC Front Desk System. 1. System Display: Set up visual appearance of the AAC Front Desk System. Figure 2-50. a. Apply: Apply changes to the system display settings. 30

Figure 2-51. b. Menu Styles: Choose the menu type to be viewed throughout the AAC Front Desk System. Figure 2-52. c. Themes: Choose from a list of themes for the visual display of each application window in the AAC Front Desk System. Figure 2-53. d. Close: Close the Interface Settings window. Figure 2-54. 31

2. Scheduled Tasks: Set up a scheduled task through the AAC Front Desk System to run the AAC Data Transfer as well as other processes for database upkeep. The process will only run on the login in which it was created. Figure 2-55. a. Scheduled Time: Select exact time the scheduled task will begin. b. AAC Data Transfer: If checked, the scheduled task will run the AAC Data Transfer at the specified time. 1. Upload Only: Only the upload process of the AAC Data Transfer will run in the scheduled task. 2. Download Only: Only the download process of the AAC Data Transfer will run in the scheduled task. 3. Full Transfer: The AAC Data Transfer will be run in the scheduled task. c. Re-index: The scheduled task will run a re-index on the database. It can be run on everyday or on a particular day of the week. d. Credit Card Settlement: This feature is currently unavailable. e. End Of Day: The End of Day process will be run on a daily basis by the scheduled task. This process is very important and updates various aspects of your data. f. Restart Finger Print Service: Use this function to restart the fingerprint server for better performance. g. Backup Files: If checked, a backup of the data files will be created every time the scheduled task runs. You may also select how many current backup files to keep. Any backup files above that number will be deleted during the scheduled task. h. Problems: Problems are kept in the system until they are deleted. Use this option to delete check-in problems. Enter the number of months to keep and any month prior to the number entered will be deleted from the database. 32

3. Fingerprint Server: Enter IP Address for Fingerprint Server. Figure 2-56. Help Menu: Use the help menu to look up help topics about the software and access assistance online through documentation and live support as well. Figure 2-57. 33