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10 THINGS CLASS SYSTEM
ADMINISTRATORS NEED
TO KNOW
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MY ACTIVE IS…
—
Dodgeball
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Volleyball
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Golf
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Cooking
ABOUT ME
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AGENDA
1) M
AINTAIN INTERNET SETTINGS2) S
YSTEMM
AINTENANCE•
S
YSTEMO
PTIONS•
V
IEW CLASS USER LOGS•
C
OMMANDL
INEP
ASSWORDE
NCRYPTION•
T
OOLSO
PTIONS3) M
AINTAIN ADJUSTMENTS4) E
MAIL FUNCTIONALITY5) D
UPLICATE CLIENTS6) C
REDIT CARD SECURITY7) C
USTOM HELP8)
CUSTOMER ACCOUNT ADJUSTMENT9) L
INK/
UNLINK ACCOUNTS CREDITS4
1) MAINTAIN INTERNET SETTINGS
• Default Option is None
• Option for Account (main contact)
• Option for Any Client
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1) MAINTAIN INTERNET SETTINGS
• Last Name set to check first 10 characters
• First Name set to check first 5 characters
• Best Practice? Birth Date, Gender, Address, etc
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2) SYSTEM MAINTENANCE
• Each account will need a unique email address
• Each client will also need a unique email address, if using email
address field – otherwise, inherit from main account holder
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2) SYSTEM MAINTENACE
• Authorization Attempt – find by process name which permissions are missing
• Login/Logout – “Timecard”
View CLASS User Log
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2) SYSTEM MAINTENANCE
• UCAB should be automated
• Security conscious admins may want to use a tool to generate an encryped XML file to run scheduled tasks
• Benefits?
Command Line Password Encryption
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• For staff that perform multiple tasks at front counter
• If machine is unattended, you can have computer workstation play a sound when scanning
2) TOOLS > OPTIONS
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• 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
2) TOOLS > OPTIONS
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• 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
2) TOOLS > OPTIONS
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• 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
2) TOOLS > OPTIONS
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• 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
2) TOOLS > OPTIONS
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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
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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
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• Email directly from CLASS can be setup
• Generally, sites that do not email 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
4) EMAIL FUNCTIONALITY
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• We can choose which specific documents can be emailed directly from CLASS and which documents can email via the internet
• We can personalize the message that is sent to all customers – good idea to include link to online registration here
4) EMAIL FUNCTIONALITY
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• The admin can also control which
computer terminals are setup for email inside of CLASS
• Good idea for hyperlink so that we see this on main client screen
4) EMAIL FUNCTIONALITY
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• 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
5) DUPLICATE CLIENTS
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• 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?
5) DUPLICATE CLIENTS
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• 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
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• 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
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• 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
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• 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
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• 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
10) CREDIT CARD PROCESSING
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• This causes transactions to go into a place called Manual Payment Authorization
10) CREDIT CARD PROCESSING
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• 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
10) CREDIT CARD PROCESSING
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• Secondly, if you log into a “Terminal” and Credit Card Processing is setup as the screenshot shows on the left
10) CREDIT CARD PROCESSING
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• …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
10) CREDIT CARD PROCESSING
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• 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
10) CREDIT CARD PROCESSING
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SUMMARY
1) M
AINTAIN INTERNET SETTINGS2) S
YSTEMM
AINTENANCE•
S
YSTEMO
PTIONS•
V
IEW CLASS USER LOGS•
C
OMMANDL
INEP
ASSWORDE
NCRYPTION•
T
OOLSO
PTIONS3) M
AINTAIN ADJUSTMENTS4) E
MAIL FUNCTIONALITY5) D
UPLICATE CLIENTS6) C
REDIT CARD SECURITY7) C
USTOM HELP8)
CUSTOMER ACCOUNT ADJUSTMENT9) L
INK/
UNLINK ACCOUNTS CREDITS32
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3 CLOSING THOUGHTS
LEARN. CONNECT. GROW.
1.
Ask us questions
2.
Schedule a 1:1
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