Weather Whether you are creating add-on packages for services and at your facilities, scheduling activities for your clientsmembers, or having your clients members sign up and enroll for these activities, the Activity Scheduler can be a huge asset for your companybusiness. Below is a overview of the Activities Scheduler and the features it can has to offer you.
Accessing Activity Scheduler
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To access Activity Scheduler, log onto your facilities into Club Advantage software. Once on the Splash Screen you Operations page you will see a link links for different tabs in the Activity Scheduler. Please select that To start, please select the Calendar link.
Activity Scheduler and the Calendar Tab.
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When you open the Activity Scheduler this is the screen you will first see. This is the Calendar screen. Below we will be defining what is on this screen.
Club Advantage: You will see on the top left hand corner where it says Club Advantage. If you need to get back to the Club Advantage Splash Screen this is what you will select. This will appear in the same spot throughout the Activity Scheduler.
Tabs: Below the Club Advantage link you will see four tabs.Tabs: Below the Activity Scheduler title you will see four tabs. These tabs will be how you will navigate through the Activity Scheduler. We have Calendar, Activities, Packages and Settings. We will be going over these tabs more in detail throughout the overview.
Filter Activities By: You will be able to Filter Activities by any one of the selections in this section, Date, Activity Group, Activity or , Instructor, and Location. Once you have made a selection the Calendar will reflect what has been chosen.
Day Week Month: If you select any one of these tabs the Calendar will show what Activities are scheduled. So if you would like to see what the week's Activities look like...
Week View
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Select Week and this is what it would look like. Showing all Active Packages for the Week.. If you would like to see what the Month looks like...
Month View
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Select Month and this is what it would look like. Showing all Active Packages for the Month. If you would like a print out of what the Day, Week or Month's Activities are select the Print Icon on the right.
Please select Day to go back to the original view.
Selecting an activity
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Now that we are back on the "Original View" there are functions with in the Calendar that we will be going overoptions from the drop down on the right, the Calendar will show what Activities are scheduled based on that timeframe.
Selecting An Activity
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Now we will be going over the functions within the Calendar.
First is Signing up a Member for an Activity. This is a great way to see who is attending the Activities you will be offering, and after time will make is easier to give your Instructors a good gauge of how many people are attending the classes, so they can adjust their schedules accordingly.
Please run your cursor to cursor to an Activity you would like a member to sign up for. In this case we will be signing up a member for the Boot camp offered at 5PM.
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This is the Sign Up Members Screen. This is divided into 5 sections, Activity, Member, Package, Attendance and Signed up MembersSign Up Members, Signed Up Members, and Package.
Activity: This section goes over the basic information of the Activity you have selected.
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Available Days: This field will show when the Activity is Available from, as you can see its has been Available daily from 8/8/14.
Start DateBook From: Will Show the Day and Time the Activity Starts.
End DateBook To: Will show the Day and Time the Activity Ends.
MemberSign Up Members: This is where you will find search for the Member you will like to sign up.
Name: Select the Magnifying Glass Icon. A Find a Member screen will appear enabling you to find the member. Once you have found the member click on their name and their name it will appear in the Name field.
Email: If the Member you have selected has a valid Email email address it will appear in this field. You can send the member a notification of the class they have sign signed up for.
Comment: You can place a comment to the members thanking them they joined, or any other information that they will need to know
Once you have found the member you can then sign them up for the Activity and then the other 3 sections Attendance, Package Package and Signed up Members come into play. Please select Sign Up on the bottom Right Hand corner of the screen.
Sign Up Members Screen 2
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Screen 2
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Signed up Members: Any member you have signed up with for this Activity will appear here. You will be able to Print a list of who is attending by selecting the Print icon. Click the name of member, If you would like to attach a Package or select if the member has Attended the ActvityActivity.
Package: If the member you have selected has a an Activity Package you would like to attach, select the Magnifying Glass and a window will appear with the Packages that can be attached, then just click on the package.
Attendance: If you would like to track if the member attended the Activity or not you can chose either Attended or No Show.
Now that we have Signed up the member, on the bottom you will have 4 options to choose from.
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Save: You will select Save if you would decide to sign up another member for the Activity or make any adjustments to the Member you have just Signed up.
Please select Done Signing Up to go back to the Activity Scheduler Main Screen.
Availability and Color Coding.
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We are back on the the Activity Scheduler Main PageNow we will navigate back to the Calendar.
If you look at the 5PM hour the Boot camp only has 19 slots available. This is because only 20 Members can sign up for this class. This can be adjusted to whatever number your instructor can handle.
If you look on the bottom top of the Calendar we have a Color Code Key which may will help explain the colors you may see on the Calendar.
GreenBlue: Activity is Open for sign up
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To Create an Activity: Please run your cursor to an available or unscheduled time and Click.
To Edit or Create an Activity: Run your cursor to an Activity and "Right Click" then a Menu will appear, you can select Edit Activity to Edit that Activity you selected or you can select Create Activity and you can Create an Activity during the time another Activity is set as well.
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Duration: How long the Activity will be. Place either how many Minutes or Hours the Activity will be the the first field and then with the drop down select either Minutes or Hours. Ex. 30 Min or 1 hour. This is a require required field.
Instructor: Whom is teaching/running the Activity. Select the drop down and all Instructors that have been entered in should appear.
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Location: If you have a certain room or location where the Activity will take place, you can select the drop down and attach that Location to the Activity.
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Time: The time your Activity will take place. It will need to also match the Duration you placed on file as well.
Days: This is where you can select what days the Activity will be taking place.
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The first tab we will be going over is the Activities Tab. Some of the features with in within the Activities Tab is Creating/Editing Activities and Emailing Scheduled Activities.
The Activities Tab has two links, Manage Activities and Scheduled Activities.
First we will go over the Manage Activities link.
Manage Activities Link
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When you select the Manage Activities Link this screen will appear. You will see most of your Activities.
If you do not see all of them go to the Filter By section and filer packages by Group or Instructor.
If you wish to Edit one of your Activities, Select select the Activity and a Edit Activity Screen will appear.
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Next we will discuss the Scheduled Activities Tab.
Scheduled Activities Link
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If you need to bring up another day's Activities or a certain members Activities they have sign up for, use the Search Criteria field.
This completes the Activities Tab overview. We will now look over the Packages Tab.
Packages Tab
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: Manage Packages, Buy Packages, Purchased Packages, Record Session
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We are now going over the Packages Tab. Some of the features of this tab are Creating Activity Packages, Purchasing Activity Packages, Going going over Purchased Packages,and Recording Sessions on Session Activity Packages.
Their There are four links attached to this Tab,tab: Manage Packages, Buy Package, Purchased Packages and Record Session.
The first link we will go over is Manage Packages.
Manage Packages
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When you select the Manage Package Link link this screen will appear. We have the Select Activity Package section and the link off to the right Create Packages.
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Please select Create Package.
Create Activity Package
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Now that the link has been selected we are on the Create Activity Package section.
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Requires Instructor: Select Yes or No if this package requires a Instructor to be attached when selling the package.
Taxable: Select Yes or No if you would like Sales Tax to be applied to the Package.
Description: Place a brief Description of the package you are selling. This field comes in handy when selling Activity Packages through the Member Access Portal.
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Please select the Create Pricing Plan link off to the right.
Creating a Pricing Plan for an Activity Package
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Min Sessions: Place the number of Minimum Sessions the Pricing Plan will process for . (will not appear if Package Status is set to Non Session)
Max Sessions: Place the Maximum number of Sessions the Pricing Plan will process for. for (will not appear if Package Status is set to Non Session)
Sessions Expiration: If the Sessions will never Expire and the member can use them when they please select Never Expire. If you want to place an Expiration Date select Expires in. In (will not appear if Package Status is set to Non Session)
Member Only: Check this box if only members can use this Pricing Plan. No Guests will be able to use this Pricing Plan if checked. checked (will not appear if Package Status is set to Non Session)
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Payment Amount: The amount you like to charge for the Actvity Activity Package
Plus Tax: If you have Sales Tax included it will place what the Payment Amount is Plus Tax. You can add Additional Tax as well if needed.
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Once all fields are filled in full to our your liking please select Save on in the bottom right hand corner.
If you have any questions at any time regarding this please feel free to contact us here at eFit Financial (877-772-3348), where one of our customer service representative and client support representatives will be happy to assist you.!
Save Package
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Now that we have selected Save the Pricing Plan will appear under the Pricing Plan Section of the Create Activity Package section. This completes the Manage Package link.
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Package Info: Once you have selected the Activity Package on the Right the Package Info will appear going over the Package Type and Package Description attached to the Activity Package selected.
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Packages and Sessions
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Once you select have selected the Activity Package in you would like to look at , a Packages and Sessions section will appear with the Package Info.
Package Details: This outlines the Basic information of the package.
Payment: Goes over all Financial'sFinancials of the Activity Package. Here you can make adjustments to the Next Payment Invoice Date, The Payment Method and place a Renewal on the package. After making any of those adjustments just select Save on in the bottom right hand corner.
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If you need to Cancel the package and remove it from the members account please just select Cancel Package.
This completes the Purchased Packages link. We will now touch on the Record Session link.
Record Session
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The final link in on the Packages Tab is the Record Session link.
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Session Date & Time: The Date & Time the Session was used. This can be adjusted if you may have forgot to Record a Session from the Day day before.
Sessions Used: You will place the number of sessions used in the package during the Date and Time for that Member.
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Generate Ticket: You can check the check box if you would like to Print a Receipt of the Session that is going to be recorded for the members records. This will give information such as how many sessions they have left and how many they have used along with date and time of the session that will be recorded.
Once all information in the Session Log Data is filled out please select Save on in the bottom right hand corner.
If you would like more information regarding this feature please go over the Record Session User Guide.
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Settings Tab: Activity Groups, Activity Locations, Instructor Availability Schedule, Member Payment Options, Calendar Default Hours
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We are now going over This is the Settings Tab. Some of the features of this tab are Creating Groups for packages, Creating Locations where Activities take place, Setting your Instructors availability, andplacing Payment Options on your members/guest accounts.
Their are five links attached to this tab, Activity Groups, Activity Locations, Instructor Availability Schedule, Member Payment Options and Calendar Default Hours
The first link we will go over is Activity Groups.
Activity Groups
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The Activity Groups link is where you will go to Create/Edit Groups that can be attached to Activities and Packages. You can either use the Select Activity Group drop down to Edit a Existing Group or Use the Edit Activity Group section and place a name of a new Group in the Group Field and select Save.
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To Create a new Location select the Create Location link.
Once you do aan Edit Location window will appear. You will then place the name of the Location in the Location field and then select Save.
If you need to Edit an Existing Location just select the Location under the Locations section and the Edit Location window will appear, where you can adjust the name or make the Location Active or Inactive.
That completes the Activity Locations link we . We will now go over the Instructor Availability Schedule link.
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To start go to the Select Instructor section on the left and select the Magnifying Glass link. A pop up will appear with all Instructors for the facility.
Once you select the Instructor you wish to adjust times for, the Availability Schedule will then activate. You will then set the Dates, Time and Days your Instructor is available.
As you can see in the picture, Instructor Gabe Salazar has a From date of 8/4/14 to Blank which means he does not have an End date. He is Available from 5:00 AM to 10:00 PM and under the Days field that that is under Weekdays. So anyone can schedule him from the Hours of 5 AM - 10 PM Monday through Friday. Then select save and the Instructors Availability is set.
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If the Instructor needs to set a block of time they are not available for a certain day, say a lunch break or they need to pick their kids up from school, they can select the Unavailable Times link and set the time they are Unavailable, so no one can schedule an Activity for them during that time.
This completes the Instructor Availability Schedule link. We will now go over the Manage Payment Options link.
Manage Payment Options (refer to manual)
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To Edit a Payment Option select the Payment Option you wish to Edit and a Edit Payment Option will appear, allowing you to make the necessary adjustments needed.
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This completes the overview of the new Activity Scheduler. Now if you have any questions or concerns regarding anything in the Activity Scheduler, please contact one of our Customer Service Representatives at Client Support Representatives at 877-772-3348. Thank you for your time today.