Operate in multiple countries on the same system

Version 3.1 has been one of the biggest and most complex releases of ClubCentric for quite some time and has affected every single line of code in the system. The reason? ClubCentric is now completely international. Multi-currency operation has always been possible in the system but now you can:

• Run different countries and languages in the same system.
• Switch between languages by site and user.
• Setup and maintain localised names for all your sales and membership items e.g membership packages and POS items.
• Add payments methods based on the financial rules of each country.

More options for BACS processing

For UK operators, BACS is the principal method of collecting money owed from customers and members. Version 3.1 contains two new options for BACS processing:

• Hosted BACS - no software to purchase or install. You use the software on a hosted server and pay a small monthly fee and per-transaction charge.

• Albany Software Connector - For existing users of Albany BACS software you can now connect this to ClubCentric and perform integrated BACS processing.

 Go paperless with digital signature capture for membership contracts

If you want to reduce the paper in your organisation, then signature capture is the way to go. In version 3.1 you can complete the whole joining process electronically - saving the membership agreement and capturing a legally binding digital signature against the member record for future reference and retrieval.

Go cashless with improved handling of payment 'on account'

The existing 'on account' features in ClubCentric have been substantially improved to make it even easier and more efficient to offer 'cashless' payments for your members. Moving to 'cashless' transactions encourages greater spend per head and reduces the problems associated with cash handling. Because each transaction is associated with a member you can quickly see your highest value spenders. Using the new 'on account features in ClubCentric you can:

• Improved 'on account' setup for each member with more options and greater security for setting spending limits.
• Change spending limits for multiple members in one go.
• Advanced Find now contains search parameters for 'on account' to find members based on spend and payment status.

• When a POS terminal is in 'ClubSAFE' (disconnected) mode POS items can still be purchased 'on account'.

 POS enhanced for restaurant operations

As well as being able to handle FrontDesk POS, you can now run food and beverage restaurant operations from within ClubCentric. Without the need for a separate POS system you can track member spend and credit limits in 'real time' and do away with complicated and error-prone data import or synchronisation - everything is safe, secure and easy in one system. Using ClubCentric F&B POS you can:

• Create orders, complete with table numbers and multiple items.
• Switch between orders as new items are added to open orders (drinks, dessert etc).
• Set up and apply modifiers to an order (no mayo etc) and automatically send instructions to a kitchen printer.

• New and improved POS layout for F&B operations.

 WebAccess improvements

Members using WebAccess can make bookings, view their personal details  and track attendance online 24/7. The latest version now includes an area for members to view their financial statement for the current month, view previous months and print out statements for future reference. Allowing members to view their statements online will drastically reduce staff time dealing with queries and disputed transactions. 

Activities improvements

This release contains two useful enhancements to activities:

• Confirm appointments by SMS - when an appointment has been scheduled, there is now an option to confirm the appointment via SMS. This should help to increase show rates and allow you to capture accurate mobile phone numbers for future use.

• Delete activities - previous versions allowed activities to be deactivated but they remained in the database. If some activities have been made in error or ar no longer required they can now be deleted  from the database.

 Issues fixed

Over 37 issues have been fixed in this version.

Product/Module: Membership & Admissions
Product Area(s): Joining Wizard

If you want to reduce the paper in your organisation, then signature capture is the way to go. In version 3.1 you can complete the whole joining process electronically - saving the membership agreement and capturing a legally binding digital signature against the member record for future reference and retrieval.

Product/Module: WebAccess
Product Area(s): Statement View

Members can now view and print their OnAccount statements online using ClubCentric WebAccess. They can see all the charges to their account and look back in history at previous statements.

• Reduces number of calls to staff from members who query charges.
• Lets member keep track of their On Account usage.

Version 3.1 has been one of the biggest and most complex releases of ClubCentric for quite some time and has affected every single line of code in the system. The reason? ClubCentric is now completely international. Multi-currency operation has always been possible in the system but now you can:

• Run different countries and languages in the same system.
• Switch between languages by site and user.
• Setup and maintain localised names for all your sales and membership items e.g membership packages and POS items.
• Add payment methods based on the financial rules of each country.

This version has been localised for Belgium (French), Holland (Dutch) and Spanish (Castilian and Catalan). Other languages will follow in future versions.

Product/Module: Sales & Marketing; Membership & Admissions
Product Area(s): Activities

SMS activity confirmation

Users now have the option when creating an activity to send an SMS text message to confirm the appointment or other task. Confirming appointments via SMS should help to increase your show rates and it provides an opportunity to collect accurate mobile phone numbers for future SMS marketing.

Delete Activities

You can now delete activities if you want to remove old activities or have entered them with errors. Remember, once deleted you will not be able to retrieve them. If you are unsure it's safer to deactivate the activity rather than delete it.

Product/Module: Membership & Admissions
Product Area(s): FrontDesk POS

Many new features have been added to this release to expand the capabilities of the FrontDesk POS system. In previous versions the focus of POS was in handling reception 'retail' type transactions and small food items such as simple snacks and drinks. This functionality has now been extended to handle more complex restaurant/cafe food and beverage operations with multi-item orders, table numbers and kitchen printing.

Features include:

• The POS interface has improved ordering to support Food and Beverage, including parking orders and recalling existing orders.
• FrontDesk will remember the state of its receipts and orders between sessions.
• Receipts now include an Order number (table number) if it has been set.
• Kitchen printing has been automated as kitchen items are added or removed. A cancellation kitchen receipt will be printed if an item is removed.
• POS layout has been enhanced to show users as a set of horizontal tabs. The tillpad layout has also been improved to make use of higher screen resolutions.
• It is now possible to specify the sequence that Modifiers are requested when a kitchen item is added to an order.
• Discounts are shown on a separate line and are now always attached to an item.
• “No-sale” no longer clears the current receipt or order.
• The current receipt grid is now a lot easier to read. Items with modifiers and discounts are selected as a whole. A watermark clearly indicates that the receipt is an Order.
• Adding the same item multiple times is now simpler.
• Receipt and kitchen printouts now show the order reference if it is set.

Product/Module: Membership & Admissions
Product Area(s): WebClient

Improved member credit limit setup

It is now possible to enable and disable a Members credit limit and enter a reason for the change, along with the ability to add a new credit limit. Any changes are recording in the member's notes and history for audit tracking.

Update credit limits for multiple members

Updating multiple member credit limits can now be processed as an action in the Batch Administration Manager. Allowing bulk editing of credit limit and on account permission will save considerable time for the user who currently has to do it one member at a time. Users can now disable on account use, but leave the credit limit intact (previously Users had to set the limit to 0 to disable use). Finally, any changes are recorded in Notes/History so that credit limit history is tracked for the member.

Advanced Find on account enhancements

Advanced Find has been extended with a new ‘OnAccount’ section. Queries can be created to extract lists of members based on their OnAccount status and when they last performed an OnAccount transaction. Commonly used queries can be saved for future re-use without modification as a new search type is available where “This Month”, “Last Month” and “Days Old” (number of days since) can be selected, the dates used will always be relative to the current date and time.. For example you may want to find all the members with transactions for the previous month and send them an email to say their statement is available to view or print in their WebAccess area.

Simplified on account contributions

Primary members and organisations can pay for charges incurred by associate members. The setup screen has been simplified so that the choice is from 100% or 0%.

ClubSAFE and on account

ClubSAFE is SDA's technology that allows your FrontDesk to continue working even if connection to the remote database is lost. This ensures you can continue to operate check-in, POS and bookings until your connection is restored with no impact on your operations. ClubSAFE has been modified to allow 'on account' transactions to be carried out when in offline mode.

Issue      Description

D-02331 - Adding an associate to individual member causes joining wizard to hang.
D-02366 - Advanced Find date control not rendering correctly.
D-02330 - Annual member renewal not showing monthly payments until 'Calculate' button clicked.
D-02172 - BACS Submissions not marked as successful.
D-02309 - Bookings Occupancy Report - incorrect data.
D-02245 - Bookings queries using like with external ref.
D-02230 - Bookings layout not showing in FrontDesk if the first item is not available at the site.
D-02251 - Adding members from other sites to a class waiting list.
D-02183 - Bookings Configuration product categories role not working.
D-02182 - Bookings Configuration product category reset not working.
D-02252 - Cancelling a member shows incorrect name.
D-02353 - Cannot add Booking Organisations.
D-02334 - Cannot add User Defined Fields.
D-02294 - Cannot change package for lifetime memberships.
D-02354 - Cannot search for contacts with surname prefix (e.g. Dick van Dyke).
D-02254 - Cannot assign an activity with more than 25 users at a site.
D-02241 - Cannot change the primary member.
D-02346 - Cannot create Bookings resource templates.
D-02345 - Cannot edit user roles in Bookings Configuration.
D-02324 - Cannot remove folders from Bookings layout.
D-02176 - Conditional fields not saving.
D-02208 - Cannot select age band in creche.
D-02318 - Email address validation not working.
D-02255 - Site refresh error with more than 2000 other site members.
D-02265 - Frontdesk auto logs off if the same username is used for both FrontDesks.
D-02298 - Future rejoins cause daily renewals.
D-02336 - Holland BACS submission totals calculation incorrect.
D-02275 - Information not showing in WebAccess Live Timetable.
D-02321 - Phantom time slots added in WebAccess day view.
D-02196 - POS receipt upload creates duplicates centrally.
D-02282 - Printing the course sheets includes cancelled members.
D-02217 - Refunding one item from a receipt refunds all items.
D-02357 - Remove future status doesn't update database fully.
D-02312 - Searching packages in ClubCentric Configuration not working.
D-02290 - Unable to save notes on new activities.
D-02234 - Upload same receipt multiple times (unsynchronised receipts).
D-02285 - WebAccess does not persist selected site.
D-02320 - Webcam not working on some machines.

Product/Module: ClubCentric Membership & Admissions
Product Area(s): Collections Manager

ClubCentric Collections Manager contains integrated BACS approved software technology to enable you to submit and receive BACS collections files without leaving the ClubCentric interface. For customers who already have BACS software from Albany Software Limited, a connector is now available that will allow BACS processing to be completed in ClubCentric using Albany BACS software.

New Albany payment method

It is now possible to add a BACS direct debit instruction to a member from a UK site for the purposes of electronic funds transfer using the Albany payment system rather than ClubCentric's integrated BACS software. The method is added in the same way as for a UK BACS or Bank of Ireland account.

Once installed and configured the Albany BACS connector will operate in much the same way as the integrated BACS processing in ClubCentric. Using the connector you will be able to:

• Create and send payment submission files to the BACS service server.
• Filter submission files based on dates and processing status.
• Find and delete unprocessed submissions.
• Save and view error reports.
• Import and automatically process ADDACS, ARUCS, ARUDD and AUDDIS reports.
• Supports Direct Debit instructions and cancellations, payment refunds and credits, and re-presented files.

Please contact Sales if you would like to purchase the Albany Connector for ClubCentric.

Product/Module: ClubCentric Membership & Admissions
Product Area(s): Collections Manager

For customers who do not want to purchase or install BACS software, an option exists to run your BACS operation using the software on a secure hosted server. This new service connects to a secure online BACS server for you to submit and receive your files as normal. This provides you with a number of benefits:

• No upfront costs – you pay a low monthly fee and a small charge per transaction.
• Nothing to install – the software resides on a secure data centre server and is automatically updated. Fees also include support and maintenance.
• Existing BACS users – use the hosted service as a backup for your existing server installation. If your server fails you can easily switch over to your hosted service and complete your BACS submission with no interruption to your operations.