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AGENDA
1) MAINTAIN INTERNET SETTINGS
2) SYSTEM MAINTENANCE
• SYSTEM OPTIONS
• VIEW CLASS USER LOGS
• COMMAND LINE PASSWORD
ENCRYPTION
• TOOLS OPTIONS
3) MAINTAIN ADJUSTMENTS
4) EMAIL FUNCTIONALITY
5) DUPLICATE CLIENTS
6) CREDIT CARD SECURITY
7) CUSTOM HELP
8) CUSTOMER ACCOUNT ADJUSTMENT
9) LINK/UNLINK ACCOUNTS CREDITS
10) PAYMENT PROCESSING
4
1) MAINTAIN INTERNET SETTINGS
• Default Option is None
• Option for Account (main contact)
• Option for Any Client
Prevent Duplicate Clients/Accounts
5
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
Maintain Internet Duplicate Client Criteria
6
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
System Options > Enforce Unique Client Email
7
2) SYSTEM MAINTENACE
• Authorization Attempt – find by process name which permissions are missing
• Login/Logout – “Timecard”
View CLASS User Log
8
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
9
• 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
Membership Sound Events
10
• 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
Membership Sound Events
11
• 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
Registration Defaults
12
• 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
Registration Defaults
13
• 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
Reports - Online
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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
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
16
• 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
System Options
17
• 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
Maintain Email Configuration
18
• 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
Maintain Terminals
19
• 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
Duplicate Clients Report
20
• 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
Merge/Move Client
21
• 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
6) CREDIT CARD SECURITY SETTINGS
22
• 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
7) F12 - CUSTOM HELP
23
• 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
8) CUSTOMER ACCOUNT ADJUSTMENTS
24
• 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
9) LINK AND UNLINK ACCOUNT CREDITS
25
• 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
Manual Payment Authorization VS Batch Authorize
26
• This causes transactions to go into
a place called Manual Payment
Authorization
10) CREDIT CARD PROCESSING
Manual Payment Authorization VS Batch Authorize
27
• 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
Manual Payment Authorization VS Batch Authorize
28
• Secondly, if you log into a “Terminal”
and Credit Card Processing is setup as
the screenshot shows on the left
10) CREDIT CARD PROCESSING
Manual Payment Authorization VS Batch Authorize
29
• …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
Manual Payment Authorization VS Batch Authorize
30
• 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
Manual Payment Authorization VS Batch Authorize
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) EMAIL FUNCTIONALITY
5) DUPLICATE CLIENTS
6) CREDIT CARD SECURITY
7) CUSTOM HELP
8) CUSTOMER ACCOUNT ADJUSTMENT
9) LINK/UNLINK ACCOUNTS CREDITS
10) PAYMENT PROCESSING
35
3 CLOSING THOUGHTS
LEARN. CONNECT. GROW.
1. Ask us questions
2. Schedule a 1:1
3. Let us know what you think!