Members

 

Back Office >Members > Member Records

 

Description

 

This menu item is used to create/maintain and search for Members. Member details are maintained via the Member Full Edit screen. To process Membership payments for new Members joining or for existing Members renewing, select the Receipt button in the Member Full Edit screen.

 

To Be Considered

 

  1. Note : Accounts, Customers, Members and Loyalty Customers are often referred to in the documentation when discussing topics relating to Customers/Patrons of a site.
  2. The Global Preferences - Members tab enables the configuring of a number of settings that relate to Members.
  3. Members can only be deleted using the Accounts/Members tab in the Delete Records screen.

 

Member Records

 

 

This screen is accessed from here.

 

Search Filters

 

  • The filters at the top of the screen can be used to limit the number of rows displayed in the grid. The filters include the following types:
     
    • Full/Partial Texts - The filter fields of this type are: Member Number, First Name, eMail, Card/Alternate ID, Last Name, Interests, Addresses, Occupation, Home Phone, Nominated, Mobile, Seconded, Fax and Employee ID. Of these the following fields are Custom fields that are set up here: eMail, Interests, Occupation, Nominated, Mobile, Seconded and Fax.
    • Full/Partial Numbers - The filter fields of this type are: Member Number.
    • Check Boxes - The filter fields of this type are: Accounts Only - Select to return only those Members that have an active account.
    • Drop Down Lists - The filter fields of this type are: Classification, Member Group and Show Members Active in the last # Days.
    • Top # Filter
       
  • Accounts Only - Select to return only those Customer/Members that have an Account and an Account Balance or Credit Limit not equal to zeros.
  • Member Count - Displays the number of Members listed in the grid.
  • Show Members Active in the last # Days - Select from the following drop down list, to display the Members that have been active (ie, that have Transaction History) in the selected period.
     

 

 

Find Fields

 

The Find fields above the grid will automatically sort the rows in the grid by the field selected. Entering a value into in any one of the Find fields will cause the closest matching row to be highlighted.

 

Grid

 

The grid displays the: Member Number, Alternate ID, First Name, Surname, Classification, Renewal Date, Date of Birth, Points, Employee ID, Last Transaction, Charge Limit, Account and Active From/To. Members with a Renewal Date displayed on a black background are considered to be Un-financial. Note : To edit an entry in the grid, double click a row. Rows displayed in the grid can be sorted by toggle selecting the column headings.

 

Footer

 

  • New - Select to add a Customer/Member Note : Creating a new Member Record will also create an Account Record automatically.
  • Full Edit - Select to edit the selected row.
  • Close - Select to exit.

 

Member Full Edit - Address

 

 

This screen is accessed from here and here.

 

The Address tab is used primarily to view/edit Member addresses, contact information, significant dates and other Member related details.

 

Header

 

This section of the screen displays all of the basic Member information which includes Member Names, Number, Card/Alternate ID, Classification, Member Group, etc. All the values in these fields can be changed with the exception of the Remaining Visits field.

 

Noteworthy

 

  • Get next available Card/Alternate ID - Select to retrieve the next system generated Card/Alternate ID.
  • Primary Link Member - Displays/Select the Member (Primary Member) to which this Member is linked to. This is primarily used to link a partner/spouse/child/etc to a Member. Select to open the Search Members screen to select a Member. Once selected, this Member will appear as a Linked Member in the Linked Members tab of the Primary Member.
  • Remaining Visits - Displays the number of Visits remaining as a result of a Visit Check done at Reception. When a number of visits are sold to a Customer/Member at the SwiftPOS Touch Terminal, then the value displayed here will be incremented by the number sold. An example of this would be, when a limited number of visits is sold to access a facility, such as a Pool, Gym, etc. Click here for an example. Note : This is disabled when the current Member is already linked to another Member. In this instance the Linked Members tab will be made available to be selected.
  • PIN - Select the Update text to open the Update PIN prompt (as seen below) to change the current PIN.
     

 

Enter the Customer/Member's PIN to access the Web. This PIN is also used in conjunction with the PinPad peripheral and the Charge / Redemption operation.

 

Grid

 

  • Addresses - Displays/Enter both the billing and mailing addresses. To change/enter a mailing address select the Mail Address check box first.
  • Search R.A.T. Tools - Select to invoke the Rapid Addressing Tool. To make use of this, this software will need to be purchased and installed. This software can be sourced from here.
  • Other Fields - These include Contact Numbers, Company No, Spouse, Date Joined, Birthday, Ties Changed Date, Age, Gender, Employee ID, Card Issue No, Ext Sync ID, Email Address, Occupation, etc.

 

Noteworthy

 

  • Spouse - Select to open the Search Members screen and select a Member. Note : Clicking on the field label 'Spouse' will reset the content of the Spouse field to blanks.
  • Reset Change Flag - Select to ensure the Birthday Changed Flag is reset to allow for Customer/Member to change his/her Birthday via the Web Member Portal. This is only applicable when the Birthday Edit Mode option is set to Single Edit.
  • Tier Change Date - Displays the date the last time the Member's Classification was changed.
  • Card Issue No - Displays the number of times a Member's card is re-issued. This count is incremented every time a Member Card is issued.
  • Ext Sync ID - Displays a Member's External ID. For example, when importing Member's sourced from an external employer's HR/Payroll database this field will be populated with the external Employee ID or Payroll No.
  • eMail / Interests / Occupation / Mobile / Nominated / Seconded and Favourite  - These are Custom fields and are configured here.  Note : The Email address and Mobile number entered here will be used to send Emails and/or SMS messages to the Member.
     
    •  eMail - Displays/Enter the Member's current email address. Note : Clicking on the field label eMail will invoke an email to be generated. This will only occur if an email address exists and an email application can be invoked (for example Outlook).
       
  • Member URL - Displays/Enter the Member's current web site. Note : Clicking on the field label 'Member URL' will invoke the web page to be displayed.
  • Web Password - Select the Update text to open the Update Password prompt (as seen below) to change the current password.
     

 

Enter the Customer/Member's PIN to access the Web. This password is also used in conjunction with the PinPad peripheral and the Charge / Redemption operation.

 

Footer

 

  • New - Select from the drop down list on of the following options : 

    • Copy Member - Select to copy the current Member's details and copy them to a new Members.
    • New Member - Select to create a New Member from scratch.
       
  • Save - Select to save changes.
  • Undo - Select to undo changes made.
  • Print Card - Select from the drop down list one of the following options :

    • Card Design
    • Default Printer
    • Name Format
    • Encode Card


  • Receipt - Select to open the Receipt Membership Payment screen to receipt a Membership payment for renewing a membership or joining a new Member. Complete the Payment and Transaction Details and select to either print a Receipt and/or Member Card, and then select Receipt to process the payment.


 

Note : It is recommended to use the Receipt Member Fees operation at the SwiftPOS Touch terminal.

 

  • Print Receipt - Select to ensure a Member Receipt invoice is printed
  • Print Card - Select to ensure a Member Card is printed.

 

  • Reports - Select from the drop down list one of the following:

    • Transaction Detail - Select to generate a Tax Invoice for the Transaction entry currently selected in the grid. Note : This option is only enabled when the Transaction History tab is selected.
    • Member Detail - Select to generate a Member Information report.


  • Reset Balance - Select to reset the current Member's Account balance to zero.
  • Close - Select to exit.

 

Interest Group

 

 

This screen is accessed from here.

 

The Interest Group tab is used primarily to record Members interests for the purpose of directing appropriate promotional material. Interest Groups are managed using Interest Groups.

 

Grid

 

  • Interest Group - Displays the Interest Groups the current Member is currently assigned to.
  • Active - Select to indicate the Member is still active within the selected Interest Group.
  • Active To - Select to set the expiration date when the Member becomes inactive for the selected Interest Group. When adding a new interest Group the date defaults to the Member's current membership renewal date.

 

Footer

 

  • Add - Select to open the Interest Group pop-up screen to select Interest Group(s).
  • Delete - Select to delete the selected Interest Group.

 

Financial Details

 

 

This screen is accessed from here.

 

The Member Financial Details tab is used to review the current Member's Financial details including Loyalty Details, Purchase History and Account Details. It also enables the setting of their credit limit amongst other things.

 

Loyalty Details

 

  • Fees Paid - Displays the last membership Fees paid .
  • Receipt No - Displays the Receipt No. associated with the last membership Fees Paid transaction.
  • Award Pts. On Next Purchase - Select and set the number of points that will be awarded to the current Member on and only on their next purchase. This will not update any other third party points system, only SwiftPOS loyalty points. If you want to do this at the SwiftPOS Touch terminal then use the Loyalty PLU to award bonus points manually.
  • Fees Paid Date - Displays the last Date/Time membership Fees were paid.
  • Renewal Date - Displays/Set the Renewal Date. If this date is in the past the the Member is considered to be Un-financial, otherwise the Member is considered to be Financial. When creating a new Member select the field label Renewal Date to ensure the date is defaulted to the Paid To Date associated with the Member's Classification.

Account Details

 

  • Credit Limit - Displays/Enter the Member's current credit limit. Set to determine the maximum value a Member can charge to their account before are required to credit their account. The maximum credit limit available is almost unlimited.
  • Allow Direct Debit - Select to flag that the Member can make use of a Direct Debit facility. Note : This option was added to cater for the inclusion of the Direct Debit flag in the IGT Member Import File Specification required by the IGT Member Import.
  • Active From/To - Displays/Set the date range for which the Member's Account is active.
  • Last Charge - Displays the last Date/Time a charge was made.
  • Last Payment - Displays the last Date/Time a payment was made.
  • Current Account Sales - To be continued ...
  • Total Account Sales - To be continued ...
  • Account Balance - Displays the current Account Balance.
  • ePurse1-5 - Displays the current balance of the ePurse Accounts.

 

Purchase History

 

  • Current Points -  Displays the total points accumulated to date in the current month. Note : Points will only be earned from sales made at SwiftPOS Touch terminals, if the Create Sales for NetPOS option is selected.
  • Last Transaction - Displays the date/time of the last sales transaction.

 

Note : A Members account will be Active when the Active From and To dates are current, and it has either a Credit Limit or an Account Balance.

 

Transaction History

 

 

This screen is accessed from here.

 

The Member Transaction History tab is used to review the current Member's Transaction History. The transactions displayed in the grid can be limited to the Date Range selected from the Periods drop down list OR by selecting the From/To Dates using the drop down calendars available and selecting the Apply button.

 

This tab also enables the printing of Tax Invoices. This is done by selecting a specific transaction in the grid and then selecting the Transaction Details option in the Reports drop down list at the bottom of the screen.

 

Fee Receipt History

 

 

This screen is accessed from here.

 

The Member Receipt Fee tab lists of all the fees paid by the current Member in relation to Membership renewals at the Business/Venue.

 

Notes

 

 

This screen is accessed from here.

 

  • Member Notes - This panel displays a record of Member related activity for the current Member. For example for Classification changes, printing of cards, inclusion in Member Campaigns,
  •  changes, etc.
  • Internal Notes - Enter Notes specific to the Member which can be viewed at the SwiftPOS Touch Terminal by Clerks/Staff Members. These can be viewed at Touch in the following ways:
     
    • The text Notes will display at the top of the sales grid when a Customer/Member (that has Internal Notes) is added to a sale. For example :
       

 

  • Notes -  Select to view the Internal Notes. Note : This text will only be displayed if Internal Notes exist for the Customer/Member in the sale.


 

    • Also, a Customer/Members Internal Notes can be viewed at the SwiftPOS Touch Terminal via the Account Status POS Key.

 

Note : These are the same notes displayed in the Account's Notes tab.

 

Allergens

 

Refer to the Allergens Tab in Members for more information.

 

Photo Tab

 

 

This screen is accessed from here.

 

The Member/Card Photo tab is used to add a Member's photo to the SwiftPOS database. Once added these images can then be used to print on Member Cards, as well as display at the SwiftPOS Reception terminal when the Member swipes their card.

 

  • Add Image - Select to add an image stored locally on the PC. Images must be in either BMP, GIF, JPEG or JPG format. If the Image selected is smaller than the Max. Member Image Size (set in Global Preferences > Members) selected , then the image will be added automatically. If the Image is greater than the Max. Member Image Size selected, then a Crop and Resize Image screen will be displayed.
     

 

Selecting OK will automatically resize the image to the Max. Member Image Size selected, or crop the image as required.

 

  • Capture Image - Select to capture an image of the Member. An image capturing device (Camera/Webcam) will need to be setup.
  • Delete Image - Select to delete the current image being displayed from the SwiftPOS database.
  • Export Image - Select to export the image to the local PC.
  • Setup Devices - Select to open the Image Acquisitions settings screen to setup an image capturing device (ie. Camera/Webcam).
  • Crop Image - Select to crop the image displayed.
  • Preview Card - Select to preview the Member's Card.

 

Images may be either BMP, JPG or GIF format when imported into SwiftPOS.

 

Card Activity

 

 

This screen is accessed from here.

 

The Card Activity tab displays all occurrences of the Member's card being swiped. The Location, date and time of all occurrences within the date range selected are displayed.

 

Linked Members

 

 

This screen is accessed from here.

 

The Linked Members tab is used to add and delete Members linked to the current Member.

 

  • Relationship - Select the relationship of the linked Member to this Member.
  • Inherit Parent Financial Date - Select to ensure that when Fees are receipted for the Primary Link Member, then the Renewal date is inherited from the Primary Link Member. Note : The Save Changes option will need to be selected in order for this setting to function correctly.
  • Add Linked Member - Select to open the Search Members screen and select a Member to link to the current Member. Note : Linked Members cannot be added if the Auto Allocate POS A/C Payment option is selected. If this option is selected the following warning will be displayed.

 

 

  • Remove Linked Member - Select to delete the selected linked Member in the grid.

 

Linked Classifications

 

 

This screen is accessed from here.

 

The Linked Classifications tab is used to add and delete Classifications associated with the current Member. Linked Classifications are mostly used when calculating the number of Members in Classification Screen and also for Member Quick Reports. It is also used at Touch when checking any Mix n Match, Discount, Member Campaigns etc. This feature is used for example at Yaralla were everyone is essentially an Ordinary Member, however they can also have a fitness membership. So the Member Quick Reports needs to be able to isolate Fitness Members for marketing. The plan has always been to enhance how receipting is done to allow for collection of Fees for other Classifications.

 

Grid

 

  • Linked Classification - Displays the Classifications currently linked to the selected Member.
  • Join Date - Displays the date the Classification was linked to the selected Member.
  • Renewal Date - Displays the date the selected Member is required to renew their membership. Note : A Renewal Date of '01/01/1900' indicates the Classification has been linked to the Member, but no fees have ever been receipted.
  • Gaming Tier - Displays a Tick when applicable and updated by the IGT Member Sync.
  • Home Club - Displays a tick when applicable and updated by the IGT Member Sync.
  • Last Fees Paid - Displays the amount last paid for Membership Fees.
  • Last Paid Date - Displays the date Membership Fees were last paid.

 

Footer

 

  • Add - Select to open the Classifications screen and select a Classification to link to the current Member.
  • Delete - Select to delete the selected linked Classification in the grid.

 

Vouchers

 

 

This screen is accessed from here.

 

The Vouchers tab displays the Vouchers associated with the current Member.

 

Related Topics

 

  1. Accounts
  2. Customer/Members
  3. Global Preferences - Member Settings
  4. POS Configuration Index - Account/Customer/Member Configuration
  5. POS Operation Index - Account/Customer/Member Features

 

Published 28 Mar 2024