Installation and Setup Guide

PeakSoftwareSystems, Inc.

Installing SportsMan SQL 1

System Requirements ....................................................................................................................... 1

Option 1 – Install on an existing Microsoft SQL Server ..................................................................... 1

Option 2 – Install Microsoft SQL Express Server along with SportsMan SQL ................................... 1

Database Creation Utility ................................................................................................................... 2

Upgrading from SportsMan 3

System Requirements ....................................................................................................................... 3

Option 1 – Install on an existing Microsoft SQL Server ..................................................................... 3

Option 2 – Install Microsoft SQL Express Server along with SportsMan SQL ................................... 4

Database Creation Utility ................................................................................................................... 4

Data Conversion Utility ...................................................................................................................... 5

Exceptions to Imported Data ............................................................................................................. 5

Standalone Programs 7

Backup Manager ............................................................................................................................... 7

Admittance ........................................................................................................................................ 7

Internet Portal .................................................................................................................................... 7

Internet Portal Monitor ....................................................................................................................... 7

Logging in to SportsMan SQL 7

System Configuration 7

General [F2] ...................................................................................................................................... 8

Connections [F3] ............................................................................................................................... 8

File Paths [F4] ................................................................................................................................... 9

Backup Plan [F5] ............................................................................................................................... 9

Internet [F6] ..................................................................................................................................... 10

Site Configuration 10

General Tab .................................................................................................................................... 11

Financial Tab ................................................................................................................................... 12

WaiversTab ..................................................................................................................................... 14

Membership Tab ............................................................................................................................. 14

Cash Register Tab .......................................................................................................................... 16

Timekeeping Tab ............................................................................................................................. 16

Facility Tab ...................................................................................................................................... 18

Internet Tab ..................................................................................................................................... 18

Access Tab ...................................................................................................................................... 18

Tech Tab ......................................................................................................................................... 18

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Installing SportsMan SQL SportsMan SQL is designed to use Microsoft’s SQL database engine (SQL.) It incorporates many new features that our customers have been requesting over the years, and at the same time leverages the stability and speed of SQL.

Peak realizes that not all recreation departments have access to, or a budget for SQL, so SportsMan SQL will install with a free equivalent called SQL Express. This means that if you don’t currently have a Microsoft SQL Server database, you won’t need additional funding for expensive computers, operating systems, or a Microsoft SQL license.

System Requirements

Minimum hardware requirements for the server

512 MB RAM

1GB Available Hard Drive Space

1GHz CPU

Minimum hardware requirements for the workstation (or client)

512 MB RAM

100MB Available Hard Drive Space

600MHz CPU

Operating System should be one of the following:

Windows XP w/SP2

Windows 2000 w/SP4

Windows Server 2003

Windows Vista

Windows Server 2008

Windows Server 2008 R2

Windows 7

Windows 8

Option 1 – Install on an existing Microsoft SQL Server

If you have an existing SQL Server in production you can install the SportsMan SQL application, and create a database on the SQL server without interruption to the server. The database can run on an existing instance of SQL, on a new instance or even on a SQL cluster.

If an existing SQL server is to be used, simply install the SportsMan SQL client on a workstation. The SportsMan SQL client includes a utility which is used to create the database which SportsMan SQL will use without disturbing the production SQL Server. The utility can be run from the Install CD menu or by navigating to C:\Program Files\Peak Software Systems\Sportsql and running CREATEDB.

Option 2 – Install Microsoft SQL Express Server along with SportsMan SQL

The SportsMan SQL Server installer includes a redistributable version of Microsoft’s SQL Server Express. This version of SQL Server can be used without licensing, but is limited to a maximum

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database size of 4GB. In most cases, the database will be well under 4GB since images and backups are stored on the server in a file share.

If SportsMan SQL server is installed, then Microsoft’s SQL Express will also be installed in mixed mode with the SQL super administrator (SA) user enabled. Access to the SQL server via TCP/IP protocol will also be enabled.

The installer will prompt for a location on the local computer in which to store photos of members and backups and will also prompt for a Windows File Share name for those locations. The installer will create the specified folders and share them with the given share names. It will then modify the shares to allow access to everyone on the network.

The installer will also open port 1433 on the local computer’s Windows Firewall to allow access to the SQL Express server. Once the installer has finished, it is recommended that the computer be restarted.

The SportsMan SQL client includes a utility which is used to create the database which SportsMan SQL will use without disturbing the production SQL Server. The utility can be run from the Install CD menu or by navigating to C:\Program Files\Peak Software Systems\SPORTSQL and running CREATEDB.

Database Creation Utility

You can run CREATEDB from C:\Program Files\Peak Software Systems\SPORTSQL, or from the Installation Menu of the installation CD by clicking Create Database.

When the utility runs you will need to enter in the following information:

Server Name: The name of the computer where the database is located. This will have been displayed to you if you installed the server with the SportsMan SQL Installer.

Database: This will be the name of the SQL database. It is recommended to use SPORTSQL.

Login: This should be a SQL user that has rights to create a new database and write to it. It is recommended to use the SA user.

Password: The password for the login used.

Driver: The driver that the CREATEDB utility will use to connect to the SQL Server. It is recommended to use the SQL Native Client.

Address: The address of the SQL database. This will usually be the same as the Server Name.

Port: The port used to connect to the SQL server. It is recommended to leave this as 1433.

UNC Picture Path: This is the path to the Windows File Share that will store the membership photos. This will have been displayed to you if you installed the server with the SportsMan SQL Installer. Combine the share name that was displayed with the server name for the entire UNC path. Example: If my server name was SERVER01 and the picture share name was SP_PICTURES then the entire UNC path would be \\SERVER01\SP_PICTURES\.

UNC Backup Path: This is the path to the Windows File Share that will store backups of your data. This will have been displayed to you if you installed the server with the SportsMan SQL Installer. Combine the share name that was displayed with the server name for the entire UNC path. Example: If my server name was SERVER01 and the backup share name was SP_BACKUPS then the entire UNC path would be \\SERVER01\SP_BACKUPS\.

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Upgrading from SportsMan The old version of SportsMan will be referred to as the legacy version.

SportsMan SQL was completely rewritten from the ground up and designed to use Microsoft’s SQL database engine (SQL.) The rewrite incorporates many new features that our customers have been requesting over the years, and at the same time leverages the stability and speed of SQL.

The new database requires an installation of Microsoft SQL Server, however, Peak realizes that not all recreation departments have access to, or a budget for SQL, so SportsMan SQL will install with a free equivalent called SQL Express. This means that if you don’t currently have a Microsoft SQL Server database, you won’t need additional funding for expensive computers, operating systems, or a Microsoft SQL license.

System Requirements

Minimum hardware requirements for the server

512 MB RAM

1GB Available Hard Drive Space

1GHz CPU

Minimum hardware requirements for the workstation (or client)

512 MB RAM

100MB Available Hard Drive Space

600MHz CPU

Operating System should be one of the following:

Windows XP w/SP2

Windows 2000 w/SP4

Windows Server 2003

Windows Vista

Windows Server 2008

Windows Server 2008 R2

Windows 7

Windows 8

Option 1 – Install on an existing Microsoft SQL Server

If you have an existing SQL Server in production you can install the SportsMan SQL application, and create a database on the SQL server without interruption to the server. The database can run on an existing instance of SQL, on a new instance or even on a SQL cluster.

If an existing SQL server is to be used, simply install the SportsMan SQL client on a workstation. The SportsMan SQL client includes a utility which is used to create the database which SportsMan SQL will use without disturbing the production SQL Server. The utility can be run from the Install CD menu or by navigating to C:\Program Files\Peak Software Systems\Sportsql and running CREATEDB.

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Option 2 – Install Microsoft SQL Express Server along with SportsMan SQL

The SportsMan SQL Server installer includes a re-distributable version of Microsoft’s SQL Server Express. This version of SQL Server can be used without licensing, but is limited to a maximum database size of 4GB. In most cases, the database will be well under 4GB since images and backups are stored on the server in a file share.

If SportsMan SQL server is installed, then Microsoft’s SQL Express will also be installed in mixed mode with the SQL super administrator (SA) user enabled. Access to the SQL server via TCP/IP protocol will also be enabled.

The installer will prompt for a location on the local computer in which to store photos of members and backups and will also prompt for a Windows File Share name for those locations. The installer will create the specified folders and share them with the given share names. It will then modify the shares to allow access to everyone on the network.

The installer will also open port 1433 on the local computer’s Windows Firewall to allow access to the SQL Express server. Once the installer has finished, it is recommended that the computer be restarted.

The SportsMan SQL client includes a utility which is used to create the database which SportsMan SQL will use without disturbing the production SQL Server. The utility can be run from the Install CD menu or by navigating to C:\Program Files\Peak Software Systems\SPORTSQL and running CREATEDB.

Database Creation Utility

You can run CREATEDB from C:\Program Files\Peak Software Systems\SPORTSQL, or from the Installation Menu of the installation CD by clicking Create Database.

When the utility runs you will need to enter in the following information:

Server Name: The name of the computer where the database is located. This will have been displayed to you if you installed the server with the SportsMan SQL Installer.

Database: This will be the name of the SQL database. It is recommended to use SPORTSQL.

Login: This should be a SQL user that has rights to create a new database and write to it. It is recommended to use the SA user.

Password: The password for the login used.

Driver: The driver that the CREATEDB utility will use to connect to the SQL Server. It is recommended to use the SQL Native Client.

Address: The address of the SQL database. This will usually be the same as the Server Name.

Port: The port used to connect to the SQL server. It is recommended to leave this as 1433.

UNC Picture Path: This is the path to the Windows File Share that will store the membership photos. This will have been displayed to you if you installed the server with the SportsMan SQL Installer. Combine the share name that was displayed with the server name for the entire UNC path. Example: If my server name was SERVER01 and the picture share name was SP_PICTURES then the entire UNC path would be \\SERVER01\SP_PICTURES\.

UNC Backup Path: This is the path to the Windows File Share that will store backups of your data. This will have been displayed to you if you installed the server with the SportsMan SQL Installer. Combine the share name that was displayed with the server name for the entire UNC

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path. Example: If my server name was SERVER01 and the backup share name was SP_BACKUPS then the entire UNC path would be \\SERVER01\SP_BACKUPS\.

Data Conversion Utility

The final step in the upgrade process is to run the data conversion utility, which converts the data from the old SportsMan database and imports it into the SQL database that was created. Log in to the utility with the ADMIN user. The password is ADMIN. This utility will require rights to write to the SQL database: It does not need to be the SA user, but using the SA login is recommended.

Prerequisites

Before importing data from SportsMan Legacy, you will need to tie up a few loose ends. Make sure you do the following:

Close and reconcile all open cash register tills.

Review and combine internet members.

Print outstanding member credits.

Update to the latest version of SportsMan Legacy.

Perform a local backup and send a hot backup to Peak.

Import from (SportsMan Legacy)

Select the path to your SportsMan Legacy data. The utility will attempt to detect the path, so you may not need to change this.

Load Data Into (SportsMan SQL)

These fields are automatically populated for you.

Data to Load

It is recommended that you don’t change any of the settings in this section with the exception of any items that will allow you to choose a date. It is recommended to choose the date of the beginning of your last fiscal year. Example: If your fiscal year begins on January 1st and the present date is June 15th 2008, then you should select January 1st 2007 (01/01/2007) for all options that allow a date to be chosen.

Exceptions to Imported Data

User Passwords

In SportsMan Legacy, all user passwords were UPPER CASE, regardless of what the user entered. SportsMan SQL stores passwords exactly as they are entered. When the old user accounts are brought over, the passwords are imported in UPPER CASE and will need to be entered in that way by the user. Once the user has logged in they can change their password.

Outstanding Credits

Credits that have not been applied to a member’s account will not be transferred to the new database. Use the report that you printed from the old SportsMan and enter them in to the member’s accounts on SportsMan SQL manually.

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SportsMan SQL differentiates between credits offered as a courtesy (that are not representative of a real money transaction) and credits that are offered in place of a refund (are representative of real money.)

Cash Register Key Definitions

Cash register key definitions have changed, so they will need to be recreated in the new system. To do this, go to File > Maintain Tables > Financial > Cash Register Key Definitions.

Merchandise

Merchandise entries in Legacy SportsMan will not be imported. Add them to SportsMan SQL by going to File > Maintain Tables > Financial > Merchandise.

Membership Cards

Membership card layouts have changed, so they will need to be recreated in the new system. To do this, go to File > Site Configuration > Membership (tab) > Edit Membership Card (button.)

Questions Related to Activities

SportsMan SQL allows you to create custom questions for activities, memberships, programs, etc. and even to implement restrictions or fees based on the responses. Due to this new feature, questions for youth sports programs in legacy SportsMan will not be imported. The only questions in the legacy SportsMan were T-Shirt Size, Grade and School. To add the information to SportsMan SQL, you will first need to print a roster with the responses from legacy SportsMan. In SportsMan SQL, create custom questions and associate them with the appropriate activities. You should now enter the responses from the report for each individual.

Class Times

Beginning and end times for classes will not be imported. SportsMan SQL has added functionality that allows you to specify weekdays and varying times for a class. Since this was not the case with legacy SportsMan, class times will need to be reentered.

A new workflow feature in SportsMan SQL should make it easier to enter in multiple days for the same time. Select the check box next to one of the days that you will have the class and enter the time. When you select the check box next to additional days, it will automatically put the time in for those days.

Swimming and Skating Levels

SportsMan SQL uses special codes for levels that were not present in Legacy SportsMan. No levels will be created or assigned in SportsMan SQL.

ActivityReg Customizations

ActivityReg.com has been redesigned along with SportsMan SQL. Improvements include Modifications to your ActivityReg site made in Legacy SportsMan will not be imported to your new ActivityReg page. You must import the custom pages once SportsMan SQL is up and running again.

Labor Codes

Employees for which you will use the timekeeping features will now be considered users in SportsMan SQL. You will, however, be able to restrict them from logging in to SportsMan SQL. Because of this change, the employees will not be added as users, and labor codes will not be

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imported. Add the employees as users and you can then add labor codes as you enter employees into SportsMan SQL.

Standalone Programs You can specify to start any of these applications automatically when logged into the computer during the SportsMan SQL installation. They are also located with SportsMan SQL in the Programs menu.

Backup Manager

The backup manager will monitor and execute scheduled backups. This application will initiate a backup at the time scheduled in SportsMan SQL System Configuration. It is recommended to run backups shortly after closing time, however, users do not need to be logged out of SportsMan SQL to perform a backup. It is also recommended that you run the backup monitor on a machine that will constantly be powered on.

SportsMan SQL will monitor the status of backups and notify the users of outdated backups, as well as notify users via email that have been specified in the System Configuration.

Admittance

If you have not purchased the Membership module, this program will not be used.

The admittance module will record every time a member uses their membership card to gain entry. It will also display their information and photo if they have one in the system.

Internet Portal

If you have not purchased the Internet Registration module, this program will not be used.

The Internet portal will enable your patrons to register for activities, leagues and programs from the internet. The Internet portal will relay information from your SportsMan SQL installation to the web site and will relay Internet transactions to SportsMan SQL. All updates you make in SportsMan SQL will be relayed immediately to the Activity Registration web site.

The Internet Portal should be running at all times. Performance will depend upon your internet connection. If possible it is recommended to run the Internet Portal on the same computer that hosts the SportsMan SQL database.

Internet Portal Monitor

If you have not purchased the Internet Registration module, this program will not be used.

The Internet Portal Monitor will check the status of the Internet Portal to make sure it is running at all times. This is a safety check to assure that patrons will be able to register for your programs, activities and leagues without issue. If the Internet Portal is unable to communicate with the web site, then patrons will receive a message letting them know that there are technical difficulties and to call the center directly.

Logging in to SportsMan SQL SportsMan SQL has two built in accounts for administration. The SYSTEM login is for administrating user accounts and does not have rights to do anything else. The ADMIN login is the power user account and has rights to do everything except administrate user accounts.

System Configuration From the SportsMan SQL main screen select File > Administration > System Configuration

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The System Configuration screen will appear with five tabs.

General [F2]

Business Info

Enter your department’s name, address, and other information. These settings apply to ALL sites if there are multiple sites.

Peak Software Account Info

The Peak Account ID and Password are provided by Peak Software Systems, Inc.

SportsMan Login Options

If you would like to require users to create a secure password containing both letters and numbers and being at least 8 characters long, select the Enforce Strong Passwords check box. Applying this option will expire ALL current passwords in the system including the ADMIN and SYSTEM passwords and will require a new password when the users log in. If you would like to require users to change their password in a given amount of time, enter the number of days in the box Expire Passwords Every ____ Days.

Connections [F3]

IMPORTANT NOTE: Skip the Connections [F3] tab. DO NOT modify any settings here unless instructed by Peak Software or your system administrator.

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File Paths [F4]

Verify that the UNC path fields are populated. These fields should be populated during the installation process and should not need adjustment.

If the paths are not populated automatically, please contact your system administrator to determine the paths for image and backup file locations.

Backup Plan [F5]

Backup Strategy

SportsMan SQL has a utility called Backup Manager that will automatically execute a backup of the database at the time that is specified. It is recommended that you set the time for shortly before or after your regular business hours.

Monitoring

Enter the email addresses of a primary and secondary person to notify in the event of a backup failure.

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Recommendation: Use the email address of your system administrator for one of the contact names.

The OnGuard feature will automatically send backups to a secure off-site location on the specified days. OnGaurd will not be enabled unless you have purchased the service from Peak. Recommendation: Set the backup to run on the days you are open for business.

Internet [F6]

If you have not purchased the Internet module, this tab will be disabled

If your department has purchased the optional Internet Registration module you will need to run a software component called Portal. These settings are instructions specific to Portal. The settings are preset and should not need any adjustment. However, you will need to enter the email address of the person to notify if the Portal software is not active or functioning properly.

IMPORTANT NOTE: Other than the email address, DO NOT modify any other settings on the Internet [F6] tab unless instructed to do so by your system administrator or Peak Technical Support.

Site Configuration A default site is created during installation. SportsMan SQL requires at least one site.

SportsMan SQL allows for multi-site configurations, giving your department the flexibility of having multiple locations that share the same database, yet operate as separate entities. A site might be defined as a location that functions independently of another location in regard to financial reporting and program management. The following examples may be of assistance.

Example 1: Your department manages two separate locations; a Fitness Center (Site 1) and a Community Center (Site 2). Each functions independently of the other; but they share the same member/participant database.

Example 2: The fitness center (Site 1) has a network connection to an outdoor pool and shares the same member/participant database and reports on the same financial reports. The outdoor pool would be configured as separate entrance location, not a separate site.

NOTE: Entrance Locations do not require a separate software license.

To add edit or delete a site access Site Configuration: File > Administration > Site Configuration.

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The available sites are listed on this screen. From here you can add, edit, and delete any site. The [Add] and [Edit] buttons on the Maintain Sites screen will bring up the first configuration screen.

NOTE: Be careful to not delete an active site. You will be able to change the name of the Default Site to the name of your department by selecting the [Edit] button.

Highlight the default name and select the [Edit] button.

General Tab

Site Information

Short Name: This is how your site name will appear when you need to select it from a list. Example: Youth Center.

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Name: This is how your site name will appear on reports and receipts. Example: County Recreation Youth Center.

Licensing Information

Displays the modules for which your department is currently licensed. To purchase additional modules please contact Peak Software Systems.

Group Individual Settings

Text Formatting: Modifies how names will appear regardless of how they are entered.

None: Leave text as typed.

Title Case: First letter of a name is capitalized. Example; type “john” and it will become “John” automatically.

All Caps: All letters change to CAPS.

Default Phone Number Area Code: The area code you enter in here will automatically appear in phone number fields.

Require Geographic Area: SportsMan SQL can track special geographic areas like school districts for reporting purposes, but geographic areas are not used to qualify residency.

Duplicate Name Checking: Leave default to High to check for duplicate names.

Residency Qualification Method: This feature determines how SportsMan SQL will automatically set a participant as resident or not.

Use Annual Waiver: Annual waivers provide a way for your department to track if your participants have a current waiver on file. During a transaction SportsMan SQL will notify you if their waiver is out of date.

Print Logo on Reports

To put a logo on your reports you will need to know where your logo is stored on the computer. Logos should be in Bitmap (BMP) Jpeg (JPG) or GIF format. The size should be 176 x 39 pixels for best results.

Financial Tab

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Financial Defaults

Sales Tax Rate 1-4: Specify four separate tax values that will be available to choose at the time of a transaction.

Default _____ to Charge Tax: Select the check box if you want to force tax on these items.

Charge Cancellation Fee: Charge a cancellation fee when an activity is cancelled.

Require Check Number: Select if you want to force a check number to be entered when a sale is completed.

Allow Partial Payments: Check this box to allow partial payments on all items. Once checked, you can customize partial payments on certain categories such as activities or memberships in the Defaults for New screen.

Defaults for New…: This screen shows the different definition categories where partial payments might be applied.

The [Set Current Items] button will apply the new settings to all currently defined items in the respective category.

Only Allow Deleting Activities, etc to a Single Member per Sale: If checked, you will be required to begin a new transaction for each member you wish to remove from an activity.

Fiscal Calendar: Specify your fiscal year for financial reporting.

Credit Card Processing

Method for Main App: The method used to allow SportsMan SQL to process credit cards at the time of sale. You must set up an account with a payment authorization service if you do not have one already.

Remove CC Numbers: Removes credit card numbers from being displayed for security purposes. It is recommended that either the All but last 4, or Never option be selected for security.

Configure Account Info: Allows you to choose which credit card types will be accepted.

Method for Internet: This is the same as credit cards processed in-house, but specifically for the Internet module.

Default GL Account Definitions

You can assign custom GL accounts to any of the payment types in this list. If none are specified, SportsMan SQL will use its default accounts.

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When Printing GL Summaries, Break Payments Out by Each Sales GL: When checked, this option will specify the amounts for each payment type in a financial report.

WaiversTab

If you use waivers, and already have the text electronically from your current document, you can copy and paste that text here.

You can create default waivers for the following:

Activity Registration

Memberships

Facility Reservation

Time-Block Reservation

Edit Waiver Layout: SportsMan SQL provides an editor to modify the format of the waivers; however, we will only cover basic setup and use for the purpose of this setup guide.

Membership Tab

If you have not purchased the Membership module, this tab will be disabled.

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Membership Settings

Automatically Generate Barcode for Individuals: This setting determines whether SportsMan SQL tracks the barcode number issued to each person. If you will be using the Membership module, and you will be tracking admittances, you have the option of using SportsMan’s Membership Card (a PVC hard card), or a key fob.

If using the SportsMan Card, SportsMan SQL will automatically assign the next available barcode number to the new person and then print the barcode on the card.

If you opt for the key fob method, the barcode number will be pre-printed on the card. In this scenario your staff will be responsible to record the barcode number on the key fob in the person’s account record.

Name of User Defined Fields: You can create two custom data fields for tracking additional information associated with a member’s account.

Edit Membership Card: SportsMan SQL provides an editor to modify the format of the membership cards; however, we will only covert basic setup and use for the purpose of this setup guide.

Membership Card Image Settings

These settings tell SportsMan SQL how to print the picture of the member on the ID card. It is recommended to keep the defaults.

Admittance Settings

Bring Admittance Forward: This setting determines if the Admittance program will come forward when a card is swiped. The options are:

Always: Bring program forward on every card swipe.

On Non-Admittance: Only bring forward if there is a problem with the person’s account.

Never: The Admittance program will always stay in the background when other programs are active.

Grace Period on Monthly Recurring Memberships: If using the recurring membership payment option, this setting allows you to define a grace period for the person to be admitted if a payment has not yet been posted before the recurring month expired (5 days is typical.) At the end of the grace period, if a payment isn’t posted, the member will be denied access.

Membership Expiration Warning: Admittance program messages and audio prompts will notify staff when an expired membership is being scanned in. The labels indicate the pass type; the boxes are the number of days to warn of a pending expiration.

Admittance Screen Sound File Selection

You have the option to record your own sound files and associate the file you desire to the listed function. The [Play] button allows you to test the sound bite.

On Successful Entry: Membership is valid and account is paid and current.

On Entry Failure: When membership has not been renewed.

When Member On Hold: When a membership is temporarily on hold.

When Membership Is Expired: When the members account is not paid current, or is inactive.

When Membership is Nearly Expired: These prompts are based on the number of days set in the Membership Expiration Warning settings.

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On The Member’s Birthday: This could be a wave file or song that is set to play announcing their birthday.

Cash Register Tab

Receipt Printing

Print Cash Register Receipt:

Ask Every Time: A prompt will appear asking if you want to print a receipt at the end of a sale.

Always: Always prints the receipt at the end of a sale and does NOT ask first.

Only If Requested: Requires you to select the Print Receipt check box before closing the sale.

Print Individual Activity Waivers: Ask, Always, Never.

Print Individual Facility Waivers: Ask, Always, Never.

Print Individual Membership Waivers: Ask, Always, Never.

Print Check Requests at Register: This will determine if check requests (for refunds) are printed at the register for submission to your finance department.

Default Payment Type: Cash, Check, Credit Card.

Other Settings

No Sale Open Cash Drawer Button: This refers the Open Drawer button in the Cash Register screen. You have the option to secure the drawer from opening unless there is a sale. Closing a sale will automatically open the cash drawer.

Track Area on Daily Pass Sales: Selecting this option will allow you to track geographic areas with daily pass sales the same as is done with memberships.

NOTE: If you are using the Point of Sale Module, you will need to create the custom key definitions in File > Maintain Tables > Financial > Cash Register Key Definitions.

Timekeeping Tab

If you have not purchased the Membership module, this tab will be disabled.

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With the SportsMan SQL Membership Module activated you will have the option of tracking employee clock-in and clock-out and print time sheets. Simply create an Employee ID Card, then when the employee comes to work, they scan their card the same as a member would, SportsMan SQL will automatically track their clock-in and clock-out times.

Settings

Payroll First Day of Week: The first day of the week is the day that shows in the first column of the time card report and for calculating time.

Show as Actual – No Rounding: Tracks the actual time of clock-in, no rounding method is used.

Subtract Raw Time – Then Round to 15 Minute Interval: The actual time is calculated first then the result is rounded to the nearest 15 minute increment.

Round Start and End to 15 Minutes Then Subtract: The rounding occurs first then the time is calculated from the result.

Admittance Screen Sound Files Selection

These fields identify the sound file that will play for each of the following employee scans:

On Successful Clock-In

On Successful Clock-Out

When a Duplicate Clock-In Occurs

You have the option to create your own sound files and associate them to the appropriate scan occurrence. The [Reset to Defaults] button resets the values to blank. If selected you have to re-assign each option to a sound file.

Employee Card Settings

Edit Employee ID Card: SportsMan SQL provides an editor to modify the format of the employee ID cards; however, we will only cover basic setup and use for the purpose of this setup guide.

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Facility Tab

No settings at this time.

Internet Tab

If you have not purchased the Internet module, this tab will be disabled.

Email: This is where the email address of the person responsible to make sure that the SportsMan SQL Portal process is active. If a customer tries to register for an activity and the Portal process is not running, the system will automatically send an email warning to this email address.

Website: This is the location of your Department’s Home Page. ActivityReg will use this website when the customer selects the Home button on the Registration Page.

Facility Hours: These hours are displayed on your site’s main ActivityReg page.

Financial Settings:

Cash Register Till for Internet Registration: SportsMan SQL requires that you maintain a separate cash register till in order to track and manage fees generated from the ActivityReg registrations. The till must be defined before selecting it.

Time Zone: This is important for the registration process to manage different time zones for each of SportsMan SQL’s ActivityReg customers.

Style

Choose a color from the list to set it as a color scheme for your ActivityReg site.

Access Tab

Not covered in this guide.

Tech Tab

Not covered in this guide.