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An overview of features offered via Golf Computer Systems' online membership module
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This document outlines features, requirements and recommendations for the implementation of iMMS: an
online Internet Membership Management System from the Golf Computer Systems golf management suite.
Copyright 2012 Golf Computer Systems – Tel +61 7 3366 6696
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Golf Management Software Overview Golf Computer Systems
Outline Golf Computer Systems (GCS) develops computer software applications to manage various
facets of golf administration and operations.
The key areas that are covered by GCS software are:
Membership Management
Online Membership including Accounts
Golf Bookings / Reservations
Online Tee Time and Facilities Bookings
Golf Handicapping, Competition and Tournament Management
Member / Player Kiosks
Television Leader Boards
Online Leader Board and Historic Results
Point of Sale
Web site development
This document focusses on the online Internet Membership Management System, termed
iMMS, and outlines the various features available within the module.
Technical requirements and support and maintenance services are also outlined within this
document.
Should you wish to discuss any aspect of any of the GCS modules in further detail please feel free
to contact Stuart McGregor on 07 3366 6696.
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iMMS Software Overview
iMMS is an online module that delivers content from the GCS database individually to members
via the club’s Web site.
The GCS Membership Management System (MMS) is a prerequisite of iMMS.
Content made available to members online includes:
Selected personal details
Selected membership details
Editing of selected data fields
Mailing lists – opt in
Marketing interests – opt in
Editing of member PIN
View ledger balances
View ledger transactions
View transaction item detail
View POS purchases to account
Display and print account statements
Pay outstanding balances online
Top up credit accounts – e.g. e-Wallet
Member Details Following login online by individual members, iMMS presents selected membership details to
the member and, at the club’s discretion, allows selected data to be available for editing by the
member. By this means members can take responsibility for the timely maintenance and
upkeep of contact and personal details that may otherwise take months to filter through to the
club database, if at all.
Traditionally club databases become notoriously inaccurate over time. iMMS can and does
change this significantly. When a member edits details such as contact or personal information
and submits the changes to the club, the changes are held for approval by a staff member. Bulk
changes can be easily accepted by an authorized staff member with just a couple of mouse
clicks, and then saved and written to the main database immediately. Significant staff time is
saved in removing the need for manual data entry and data accuracy greatly enhanced.
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Importantly, the data a member can view and edit is controlled by club administrators. A
configuration module allows administrative selection of those data fields that are to be
displayed, and whether each is mandatory and/or editable. By this means the ability of the
member to modify data is under the direct control of the club.
Similarly, members can be given access to multiple address types, mailing lists, and marketing
interests. Each is individually controlled by the club, so once again the system is designed to
comply with club policy. This flexibility permeates through all of the GCS software modules.
Mailing Lists Any number of mailing lists can be established within the club based membership system (MMS)
and any or all can be flagged as being available for member selection online. Members can then
select those mailing lists that are applicable to them and can nominate the address to which
each mailing list should be applied. This also includes email addresses to enable email
broadcasting of information to members within nominated mailing lists from within MMS.
Marketing Interests MMS allows creation of any number of marketing categories, and any number of interests within
each of the marketing categories. Each marketing category can be individually flagged as being
available for member interaction online. Members can then select various marketing interests
that are applicable to them and these in turn flow back to the main club database following staff
approval. Once recorded against the member record, marketing interests can be used to group
and filter members for mailing and reporting purposes.
Member accounts The iMMS member account module displays account details, allowing members to satisfy many
account queries themselves online, thereby reducing queries to the club.
The initial view displays to the member the balances of those ledgers flagged as member-visible
online. This is again under club control. Members can then view individual ledgers (subs, house,
prizes, e-Wallet etc) by financial periods, displaying the opening balance at the beginning of the
period, and all transactions affecting the ledger over the selected financial period.
Transaction drill down allows a further level of detail, displaying item level detail on invoices and
also on POS transactions where MMS is linked to point of sale. Members can see exactly what
was billed to them on subscription invoices, and what was purchased on each POS transaction,
almost eliminating queries regarding POS charges.
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Online payments Payment of outstanding balances or top up of credit based ledgers such as e-Wallets can occur
from the iMMS pages. We use an online payment gateway provider, SecurePay, to securely
process payment transactions. SecurePay is owned by Australia Post.
Payments processed online immediately pass to the club’s nominated bank account and are
receipted automatically to the applicable ledger on the member account. Allowing online
payments and top ups reduces staff time spent processing these receipts given the automated
receipting process.
When an online payment is made the member receives a confirmation by way of email receipt,
and the club also receives an email notification of a payment transaction.
Online payment capability is optional and carries additional costs of setup and transaction costs
to the payment gateway provider. Please contact us for pricing details.
Your Web site or ours iMMS will operate as a functional part of your Web site regardless of whether your Web site is
developed by GCS or by another Web developer or company. We provide the complete set of
Web pages that comprise iMMS and deliver these ready to use.
Because the iMMS member Web pages reside on a Web server at the club, all that is required of
the main Web site is a button or link that takes or transfers the user to the iMMS site. This
transition can be seamless, and in cases where there is already member login on your Web site
we can generally share the user login credentials (username / password) so that the user is
recognized in iMMS immediately without need to re-enter login details.
Optionally we can redesign the iMMS pages to have a look and feel that is almost identical to
your main Web site theming. Members are unlikely to notice any difference as they move into
the iMMS content, and can be returned back to the main Web site when required.
Importantly, where members can currently view their details on your Web site, any editing of
member details should be left to iMMS exclusively so that changes are then fed directly to the
club membership system (MMS). We can optionally provide an interface back to an external
Web provider to pass changes to member details in real time.
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Features at a glance Online Membership
- member login – username and PIN - view selected member details - edit selected member details - edit PIN’s - changes automatically fed to Membership System for staff acceptance
o no need for staff re-entry of data - join into selected mailing lists and nominate preferred address - join in to selected marketing interests - view account balances for each ledger type in use and activated online - view transactions per month by ledger type
o club defines how many months history can be viewed - drill into transactions for detail
o items that comprise invoices o items purchased on POS transactions o reduces queries to club admin staff
- print statements online - make account payments online
o secure online payment o payment of outstanding balances or top ups o club receives immediate email confirmation of payment o funds credited to club bank account immediately o immediate receipting of member account electronically in Membership
Management software o reduces cash handling on site
for further details please visit http://www.golfclub.com.au/golf-management-software/online-
membership.php
Online Member Application Form
- membership application form online - joining members complete form and payment - members can choose from club-nominated member categories - pricing is calculated by category - ideal for social memberships to reduce staff input
view an example at
http://www.manlyskiff.com.au/index.php?option=com_content&view=article&id=146&Itemid=
54
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Technical
Support & maintenance Support services are provided via telephone, email and Internet. Support matters are generally
dealt with immediately to minimize disruption, so you are not issued a support “ticket” that is
queued and dealt with at some later date.
GCS require “on demand” remote access to provide immediate and timely support. Preferred
remote access software is RDP, TeamViewer or pcAnywhere. All GCS modules are supplied with
an initial 12 month support and maintenance contract that provides software support as and
when required, and periodic software updates throughout the maintenance period. Annual
renewal is offered ahead of the anniversary of the support and maintenance contract. We
endeavor to deliver periodic feature updates that are of real substance and value, providing
tangible benefits beyond the support functions.
We do not run site specific version control so all updates are provided to all clients, ensuring
smooth operation of all software modules.
Database and Module Structure GCS software is developed and written in Delphi; a strong and robust database development
language accompanied by a broad range of powerful development tools and components.
Current software modules are developed in Delphi 5 and are being progressively redeveloped in
Delphi RAD Studio XE. Online modules use ISAPI extensions.
The database engine behind the GCS modules is Nexus, a Client/Server database model with the
engine residing on the server and client side workstations accessing executable applications via
desktop shortcuts. Nexus is SQL compliant. The GCS software modules comprise a range of
separate executable applications, each managing its own area within a modular application
suite. All applications share common data tables within the broader database.
LAN Platform The GCS applications will operate on Windows 2000 Server and beyond. Windows 2008 Server
R2 is preferred. Workstations will ideally run XP Pro or Windows 7. As with most application
software, the higher the server, network and workstation performance specifications, the better.
Web Presence Online applications operate on IIS or Apache Web Server housed on the database server
operating at the club and connected to the outside world via broadband internet connection.
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Payment gateways can be incorporated to process online transactions via third party HTTPS
connection. Our preferred gateway provider is SecurePay, a company owned by Australia Post.
Online access is via http on port 80, 81 or 82, or where SSL is invoked on port 443. Necessary
ports need to be open and forwarded as required. SSL is not required where our recommended
payment gateway is invoked as the payment is processed on a separate HTTPS site and the user
then returned back to the iMMS modules.
High speed Internet allows for optimal performance of content delivery.
Remote Hosting Though not the usual environment on which we operate, GCS software modules can reside on a
hosted server environment (cloud). This environment has proven to produce excellent results to
date.
Contact Details
Golf Computer Systems
Stuart McGregor
Tel: 07 3366 6696
Mob: 0418 735325
Email: [email protected]
April, 2012
www.golfclub.com.au