Configuring Schedule Management...Schedule management is also fully-integrated with other DataTrak modules, which makes it easy for you to • Sell and track services and classes through

Configuring Schedule ManagementJune 11, 2012

ContentsAbout Schedule Management ..............................................................................2Schedule Configuration ........................................................................................2

Levels .............................................................................................................2Location Types ...............................................................................................4Locations ........................................................................................................4Event Categories ............................................................................................5Company Schedule Options ..........................................................................6

General Company Schedule Options ...................................................... 7Select Clubs............................................................................................. 8Call Results.............................................................................................. 8Durations ............................................................................................... 10Calendar ................................................................................................ 10

Club Schedule Options ................................................................................11General Club Schedule Options ............................................................ 11Employee Display Order........................................................................ 16Opportunity Level Setups ...................................................................... 16Create Event – Default Conflict Resolution ........................................... 17

Event Setups ................................................................................................17General – Step 1 of 4............................................................................. 18Services – Step 2 of 4............................................................................ 23Display Options – Step 3 of 4 ................................................................ 23Online – Step 4 of 4 ............................................................................... 25

Reason Codes .............................................................................................26Employees ..........................................................................................................27

Departments .................................................................................................27Scheduling Options ......................................................................................28Employee Tracking ......................................................................................29

Select..................................................................................................... 29Events.................................................................................................... 30Commissions ......................................................................................... 30Clients.................................................................................................... 30Maintenance .......................................................................................... 30Availability.............................................................................................. 31

Security Roles ..............................................................................................31Member Facing...................................................................................... 31Scheduling Security ............................................................................... 31

Services ..............................................................................................................32Event Notifications and Reminders .....................................................................34

1© 2012 ABC Financial Services, Inc. All rights reserved.

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DataTrakConfiguring Schedule Management

June 11, 2012

About Schedule ManagementDataTrak’s schedule management feature gives you control over every aspect of your club’s calendar so you can coordinate training schedules for employees, members, events, and event locations.

Schedule management is also fully-integrated with other DataTrak modules, which makes it easy for you to

• Sell and track services and classes through a user-friendly calendar.

• Manage trainers’ commissions per event or per person.

• Monitor members’ attendance in classes or at events.

• Verify members and club employees via PIN (access code).

• Send email or text messages to members and trainers based on event status.

• Have separate PT agreements/recurring services.

• Allow members to book classes online.

To effectively use the scheduling features in DataTrak, you can configure schedule management to establish default settings for your company and club. This allows you to customize various aspects of the calendar and other related components.

Schedule ConfigurationOn the Schedule Configuration page you can perform the following tasks:

• Set training levels

• Create location types

• Create locations

• Create event categories

• Define default settings for the company

• Define default settings for the club

• Set up events

• Create event status reason codes

This section provides a detailed description of each of these areas, beginning with setting training levels.

LevelsDataTrak provides five default training levels, with 1 representing the lowest level and 5 representing the highest. You can use the Levels page to set the number of levels for your club and add employees to the level at which they are qualified to train.

Depending on your club’s needs, you may use multiple levels to distinguish which employees can train at which event level, or you may use a single level for all trainers


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and events. At least one level must be active. The number of levels you set here controls the number of levels that can be set for an event. (For information on setting event levels, see Services – Step 2 of 3 under Setting up Events.)

MultipleLevels

If you use multiple levels, you can only schedule trainers for events that are at or below that individual’s skill level. For example, an employee that is designated as a Level 3 Trainer, could only be scheduled to facilitate events that are set at level 1, 2, or 3. That individual could not be scheduled to facilitate events that are set at level 4 or 5.

Note: If the Allow Insufficient Level Re-assignments flag on the Company Schedule Options page is set to Yes, trainers can be re-assigned to events that might be at a higher level than that individual’s skill level. For example, if the original instructor for a level 5 event becomes unavailable, the event can be re-assigned to an instructor at a lower training level.

A trainer can only be assigned to one level. For example, if you assign a trainer to Level 3, and then assign the same employee to Level 5, that employee will be removed from Level 3 since upper levels can train lower levels by default.

Single Level If your club trains at the member’s level, you might only activate a single level (usually Level 1) and then inactivate the remaining levels. All trainers could then be assigned the same level thus eliminating the need to match the trainer’s level with the event’s level since events would also have only one level. This would also simplify the process of attaching services to an event because only the active level would be displayed on the Edit Event Setup page.

Use the Levels page to activate or inactivate levels. You can also change a level’s name, add employees to a level, or remove employees from a level.

To change a level

1. Click Setup.

2. In the Schedule Setup submenu, click Configuration.

3. On the Schedule Configuration page, click the Levels tab.

4. In the Name column, click the desired level number link.

5. To inactivate a level, clear the Active check box.

For example, if you are only using a single level you might clear the Active check boxes for levels 2 through 5.

6. To rename a level, in the Name field type a new name.

For example, you might want to change level 1 to Basic, or level 5 to Advanced.

7. Click Add to select the employees who are qualified to train at this level.

8. In the Find Employee dialog box, select the employees you wish to add and then click OK.

9. Click Save.


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Location TypesLocation types refer to broad areas at the facility where events are held. You can use location types to categorize locations within a club. For example, a facility with several racquetball courts might have a location type of Racquetball and then designate each racquetball court as a separate location such as Court 1, Court 2, Court 3, etc.

Note: DataTrak provides the default location type Club which cannot be modified.

You can create a new location type or search for an existing one to view or change.

To create a new location type

1. Click Setup.


3. On the Schedule Configuration page, click the Location Types tab.

4. Click Create.

5. On the Edit Location Type page, type a Name.

6. To Allow Overbooking, select Yes from the list.

This option determines whether or not you can over book locations that are associated with this location type.

7. Click Save.

To find and edit an existing location type

1. In the Status list, select Active or Inactive and then click Search.

2. In the Name column, click the desired location type link.

3. On the Edit Location Type page, make the necessary changes.

4. Click Save.

LocationsWhereas the location type represents a general area of the club, the location refers to a specific place within that location type. For example, Court 1, Court 2, Court 3, and Court 4 might represent four individual locations within the Racquetball location type.

You can create a new location or search for an existing one to view or change.

To create a new location

1. Click Setup.


3. On the Schedule Configuration page, click the Locations tab.

4. Click Create.

5. On the Edit Location page, type a Name.

6. Select a Location Type from the list.

The location type is the broad area of the club in which the location can be found.


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7. Select the Clubs that will have access to this location.

8. Click Save.

To find and edit a location

1. In the Status list, select Active or Inactive.

2. Select a Club from the list.

3. Select a Location Type from the list.

The location type is the broad area of the club in which the specific location can be found.

4. Click Search.

5. In the Name column, click the desired location link.

6. On the Edit Location page, make the necessary changes.

7. Click Save.

Event CategoriesYou can group similar events together using event categories. DataTrak provides default event categories of All, Appointments Only, and Classes Only. However, you can also create your own custom categories. Using categories speeds up the process of selecting and booking an event on the calendar because you can filter events by category as shown in the image below.

You can create a new event category or search for an existing one to view or change.


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To create a new event category

1. Click Setup.


3. On the Schedule Configuration page, click the Event Categories tab.

4. Click Create.

5. On the Edit Event Category page, type a Name.

6. In the Event Setups section, select events in the Available list to associate with the category and then click the right arrow to move the events to the Selected list.

7. In the Selected list, use the up or down arrows to arrange the events as desired.

This determines the order in which these events will appear in the Options menu on the calendar.

8. Click Save.

To find and arrange event categories

1. In the Status list, select Active or Inactive and then click Search.

2. In the Name column, click the desired event category link.

3. On the Edit Event Category page, make the necessary changes.

4. Click Save.

Company Schedule OptionsYou can define default settings on the Company Schedule Options page. These settings will apply to all clubs within the company.

To set company schedule options

1. Click Setup.


3. At the bottom of the Schedule Configuration page, click the Company Options button.

4. On the Company Schedule Options page, define default settings as desired.

This page has five sections:

o General

o Select Clubs

o Call Results

o Durations

o Calendar

A description of the options in each section is provided below.

5. When finished setting company schedule options, click Save.


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General Company Schedule OptionsUse the General section of the Company Schedule Options page to set some basic controls for the calendar.

The available options and selection values are described in the following table:

Option Selection Values Description

Booking Window: 3 months to 24 months

Determines how far into the future you would like to allow events to be booked on the calendar.

Events Tab Days Displayed:

1 to 30 days The number of days you would like to be displayed by default on the member’s Events tab.

Note: This option also sets the date for the Events tab on the Employee Tracking page.

For example: If set to 7 days, then the date range on the member’s Events tab will default to that number of days.

Allow Insufficient Level Re-assignments:

Yes | No If set to Yes, you can re-assign a lower level trainer to a training event that has a higher level status.

For example, if the original instructor for a level 5 event becomes unavailable, the event can be re-assigned to an instructor at a lower training level.If set to No, you can only re-assign a trainer to an equal or lower level event.

For example, a level 3 trainer could only be re-assigned to a level 3, 2, or 1 event; that person could not be re-assigned to a level 4 or 5 event.

Quarter Hour Display (0:00 a):

Yes | No Determines the time increments that appear on the calendar.

If set to No, the calendar will display 1 hour time increments with 15-minute intervals throughout the day.

If set to Yes, the calendar will show 15-minute time increments throughout the day.


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Select ClubsIn the Select Clubs section you can choose which clubs to lock out of the calendar when there are pending events from yesterday. This means that if any event has not been marked as completed or cancelled on the previous day, no new appointments or classes can be booked and no other calendar functions can be performed until an employee with the appropriate security level can mark the event as Completed, Canceled-No Charge, or Canceled-Charge.

If you select a club here, then you must also set the calendar lock out time on the Club Schedule Options page. This setting determines the end of day for the calendar.

Note: In most cases, this option is left blank. Otherwise, it can slow down the process of creating new events on the calendar.

Call ResultsIf your club contacts members by phone regarding upcoming events, the Call Results section enables you to choose which call results can be used. Once activated, these call results will appear under the employee tracking section. (For more information, see Tracking in the Employees section.)

Tracks Hand Off: Yes | No If set to Yes, this turns on the Hand Off option on the Edit Events pop-up.

This means that if a member is enrolled in the event, you will see the Hand Off and employee options. It allows the trainer to hand off a sales opportunity to someone on the club’s sales staff.

Information about opportunity hand offs can be found on the Event Statistics page (Menu > Schedule > Event Statistics). For more information, see Understanding Employee Event Statistics.

Tracks Opportunity: Yes | No If set to Yes, this turns on the Opportunity option on the Edit Events pop-up.

Information about opportunities can be found on the Event Statistics page (Menu > Schedule > Event Statistics).

Tracks Sold: Yes | No Indicates the number of sessions sold.

Information about opportunities sold can be found on the Event Statistics page (Menu > Schedule > Event Statistics).

Staff Department: Select One Select a department from the list. This is the default department that will appear on the calendar.



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https://help.abcfinancial.com/docs/datatrak/guides/Understanding_Employee_Event_Statistics.pdf





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Five default call results fields are available. You can also create your own custom fields.

DefaultFields

DataTrak provides the following default call results fields:

To activate or inactivate a default field

• Click the check box to make the default field active.

• Clear the check box to make the default field inactive.

CustomFields

In addition to the default call results fields, you can create up to five custom fields.

To create a custom field

1. In an empty text box, type a name for the field.

2. Click the check box to make it active, or clear the check box to make that custom field inactive.

The following is an example of custom call results fields.

Field Name Setting Description

Not Called Active This option cannot be inactivated, and the field name cannot be changed.

Canceled Active | Inactive The field name cannot be changed.

Confirmed Active | Inactive The field name cannot be changed.

Left Message Active | Inactive The field name cannot be changed.

No Answer Active | Inactive The field name cannot be changed.


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DurationsIn the Durations section you can select the durations in minutes that can be set for events (appointments or classes). You can select multiple durations; the minimum duration is 1 minute, and the maximum duration is 180 minutes (3 hours).

Note: Common durations for classes and appointments are 30 minutes, 45 minutes, and 60 minutes. However, if your club uses the calendar to schedule non-member events such as staff meetings or employee training you might wish to choose other durations such as 120 minutes (2 hours) or 180 minutes (3 hours).

CalendarIn the Calendar section of the Company Schedule Options page you can add a prefix and/or a suffix to each element of the calendar entry.

Click the Preview link to see how the entry will appear on the calendar. Click Hide and the preview sample will disappear. The following is an example of the calendar entry Preview.

When finished setting company schedule options, click Save.


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Club Schedule OptionsOnce you have set company schedule options, you can set default schedule options for a particular club. These options can be set for individual clubs, or the settings can be copied to all clubs.

To set club schedule options

1. Click Setup.

2. On the Schedule Setup submenu, click Configuration.

3. At the bottom of the Schedule Configuration page, click the Club Options button.

4. On the Club Schedule Options page, select the desired Club from the list.

5. Define the Club Schedule Options as desired.

The page has four sections:

o General

o Employee Display Order

o Opportunity Level Setups

o Create Event – Default Conflict Resolution

A description of the options in each section of the Club Schedule Options page is provided below.

6. When finished setting club schedule options, click Save.

General Club Schedule OptionsThe General section on the Club Schedule Options page contains the following settings.

Note: To apply these settings to all clubs, click the Copy to All Clubs link at the top of the General section.


Calendar Layout: Day | Week Day shows all trainers for the day.

Week shows one trainer for a week. The employee display order determines which trainer appears first.

Department: Select One Select a department from the list.

This is the Department you wish to use as the default on the Edit Event Details page.

Location Type: Select One Select a location type from the list.

This is the Location Type you wish to use as the default on the Edit Event Details page.


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Level: All | 1 | 2 | 3 | 4 | 5 This determines the default Level that appears on the Calendar’s Option menu. When you select All, you will see every level for every event.

For example, if you have five event levels for Tennis, you will see Tennis level 1, Tennis level 2, and so on.

Category: Select One This determines the default Category that appears on the Calendar’s Options menu.

Example:

In the following image, Aerobic Classes is the default Category on the Options menu.

Allow Select Show Cancel:

Yes | No Select No if you do not want to see Show Cancel as a search option. Cancelled events will not appear in the search results.

Select Yes if you want to see Show Cancel as a search option. Then when using Show Cancel in the search criteria cancelled events will appear on the calendar. (See example below.)



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Example:

In the following image, the Show Cancel option appears in the Search Options dialog box because Yes was chosen as the default for the Allow Select Show Cancel option above.

Default Show Cancel:

Yes | No Select No to prevent cancelled events from appearing on the calendar.

Select Yes to show cancelled events on the calendar. (See example below.)



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Example:

In the following example, the event has been cancelled, but it still appears on the calendar. You can book over the event, if necessary.

Start Calendar With:

Sunday | Monday | Today Indicates on which day the calendar will begin.

If set to Today, the calendar will always begin on the current day.

From: 1 through 12AM | PM

The earliest time of day at which the first event session can begin.

To: 1 through 12AM | PM

The latest time of day at which the last event session can end.

Default Summary Display:

Calendar | List Determines the view on the summary display for trainers.

Auto Pin Calendar: Yes | No If set to No, the Options menu will close when focus is removed from it.

If set to Yes, the Options menu is pinned to the calendar so that, if the focus is removed from it the list remains open. (See example below.)



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Example:

In the following example, the default setting is to pin the Options menu to the calendar.

Auto Delete Unfunded Events:

Yes | No Select No to allow events to be created as placeholders until the member pays for the event.

Select Yes if you want unpaid events to be automatically removed after 24 hours.

Online Scheduling: Appointments Only | Classes Only | Appointments and Classes

The setting is read only. It indicates which event types can be scheduled online. To change this setting, please contact ABC Technical Support.

Complete Event - Verify Employee:

Yes | No If set to Yes, an event cannot be completed until the employee enters their access code to verify it.

Complete Event - Verify Member:

Yes | No If set to Yes, an event cannot be completed until the member enters their access code to verify it.

Calendar Lock Out Time:

1 through 12AM | PM

If the club was selected to be locked out of the calendar on the Company Schedule Options > Select Clubs section, then this time determines the end of the day.

If the club was not selected to be locked out of the calendar, this option is ignored.



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mailto:[email protected]

mailto:[email protected]


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Employee Display OrderIn the Employee Display Order section you can indicate in which order employees will be displayed on the calendar. For example, if the calendar is in Week view, it shows one trainer for a week. The employee display order determines which trainer appears first.

Note: In order to appear on the calendar, an employee must be a member of the default staff department for the scheduler. To add an employee to the appropriate department, see Employees.

To set the display order

1. Select a Department from the list.

2. Select the desired employees from the Available list and then click the right arrow to move those employees to the Selected list.

3. In the Selected list, use the up or down arrows to arrange the list of employees in the desired order.

Opportunity Level SetupsIn the Opportunity Level Setups section you can set opportunity levels. Opportunities increase as fewer sessions remain.

To set opportunity levels

1. Select a Type from the list.

o Count assigns an opportunity threshold based on the total number of sessions remaining in the member's package.

o Percent assigns an opportunity threshold based on the percentage of sessions remaining in the member's package (percent excludes packages of 1).

2. To activate an opportunity level, click the appropriate check box.

3. For each active level, select an appropriate Value.

You can select a value from 1 to 100. The Value determines when events become opportunities based on the total number (count) or percentage of sessions remaining in the member's package.

o Low indicates that the member has a large number of sessions remaining.For example, if the member has a total of 12 sessions, the value for the Low level might be set at 10. An opportunity level with a value of 10 to 12 means that the possibility of selling more sessions to the member is minimal.

o Medium indicates that the member has a partial number of sessions remaining. For example, if the member has a total of 12 sessions, the value for the Medium level might be set at 6. An opportunity level with a value of 6 to 9 means that the possibility of selling more sessions to the member is somewhat better.

o High indicates that the member only has few sessions remaining, so the opportunity to sell more sessions to the member.For example, if the member has a total of 12 sessions, the value for the High level might be set at 3. An opportunity level with a value of 3 to 5 means that the possibility of selling more sessions to the member is good.


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The colored dot associated with each level will appear on the event to indicate the opportunity level (green for Low, yellow for Medium, and red for High). The three levels are illustrated in the following example:

Create Event – Default Conflict ResolutionThis section allows independent handling of conflicts with employees and locations when setting up repeating events.

Here you can select the options you want to use to resolve conflicts with Employees and Locations.

When finished setting club schedule options, click Save.

Event SetupsDataTrak scheduling involves two types of events: appointments and classes.

• Appointments refer to one-on-one training with a member.

• Classes refer to group training with multiple members.

o A class that is not attached to any service is free. It will appear in the member facing class enrollment list and members can enroll in that class.

o If a class is attached to a service, even if it is a zero dollar service, it will appear in the member facing class enroll list. However, the member cannot sign up unless that service is in the member’s list of available services.

Option Description

Do Not Assign If a conflict exists, DataTrak does not assign the event to the employee or location.

Do Not Create If a conflict exists, DataTrak skips the conflict.

Unbooked If a conflict exists, DataTrak assigns the event to Unbooked.


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These event types can be used for booking and tracking members with personal training or group classes. You can also add members to these event types and optionally bill those members for services rendered during the event. They can be used to schedule an employee or location for an interval of time on the calendar.

To create an event

1. Click Setup.

2. On the Schedule Setup submenu, click Configuration.

3. On the Schedule Configuration page, click the Event Setups tab.

4. Click Create.

5. Use the Edit Event Setup wizard to create an event.

The wizard has the following pages (steps):

o General

o Services

o Display Options

o Online

A description of the options in each step of the wizard is provided below.

6. When a step is complete, click Next to move to the next step.

7. When the final step is complete, click Finish.

General – Step 1 of 4The first step in the event setup process is to set general options. The General page contains the following sections:

• General

• Member Facing Event Enroll

• Required to Create

• Required to Complete

• Allow

Each of these sections is described in detail below.


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GeneralEvent Setup

Options

The General section contains the following settings.

Option Selection Value Description

Name: Blank Type a name for the event.

This field is required and must be unique.

Event Type: Appointments Only | Classes Only

Indicates the type of event you are creating.

Default Duration: Select One Sets the length of time the event will occur on the calendar. Selection values are based on the durations selected on the Company Schedule Options page.

Internal Use: Yes | No Set to Yes to use this to manage employee-only events such as staff meetings. It can also be used to designate employee lunch periods and breaks.

Note: Do not use for events in which members are included.

Location Type: Select One Select a location type from the list.

Default Max Attendees:

0 through 200 This is the total number of members who are allowed to enroll in the event. This will determine the default maximum number of attendees.

Note: If desired, you can select the option to allow overbooking on the Edit Event Setup page. Then you can change the attendance for the event on the Manage Events page.

Event Commission Type:

Per Event | Per Person This determines which type of commission to allow.

Per Event – Awards an employee commission for completion of the event based on the event level.

Per Person – Awards an employee commission for completion of the event based on each attendee at the event.

Default Opportunity:

None | Low | Medium | High | System Calculated

Assists club employees with attaining sales goals by clearly identifying a member attending a given event as someone who should be “upsold.”

Send Event Notification:

Yes | No If set to No, reminders will not be sent to the member.

If set to Yes, the member will receive automatic reminders. For more information, see Event Notifications and Reminders.


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MemberFacing

Event Enroll

You can configure the booking window for classes on the Member Facing Event Enrollment page. The booking window determines when a class will appear on the member facing page and indicates the time period during which a member can enroll in individual events.

For example, if the booking window for a 10:00 a.m. Zumba! class is set to 2 hours before and 30 minutes after, the class will appear on the Member Facing Class Enrollment page at 8:00 a.m. Members can then begin enrolling in the class and can continue enrolling in it until 10:30 a.m.

Note: DataTrak does not allow classes to be overbooked through Member Facing Event Enrollment. (For more information, see Managing Member Facing Event Enrollment.)

The following are the Member Facing Event Enroll options and selection values.

Available Online: Yes | No If set to Yes, the event will be available for online scheduling.

Coupon Text: Blank Type the message that you would like to appear on the bottom of the event receipt.

For example, you might want to use it as a coupon to offer $5 off on the next PT session.



Time Before Start to Allow Entry

5 minutes (minimum)

9 hours (maximum)

This determines how far in advance members can enroll in a class before it is scheduled to begin.

Time After Start to Allow Entry

5 minutes (minimum)

9 hours (maximum)

This determines how long members can enroll in a class after it is scheduled to begin.


CONFIDENTIAL

https://help.abcfinancial.com/docs/datatrak/guides/Managing_Member_Facing_Event_Enrollment.pdf

https://help.abcfinancial.com/docs/datatrak/guides/Managing_Member_Facing_Event_Enrollment.pdf


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Required toCreate

The Required to Create section allows you to indicate whether or not employees, locations, or members are required to create an event.

The following are the available Required to Create options and selection values.

Required toComplete

The Required to Complete section allows you to indicate whether or not employees, locations, or members are required to complete an event.

The following are the available Required to Complete options and selection values.


Employee Yes | No If set to Yes, the event cannot be created without an employee assigned to it.

If set to No, an employee is not required to create the event. For example, a tanning session does not require a employee to be assigned to it.

Location Yes | No If set to Yes, an event cannot be created without a designated location.

If set to No, a location is not required to create the event. For example, a personal training session may take place anywhere in the gym, so a specific location is not needed.

Member Yes | No If set to Yes, an event cannot be created without a member assigned to it.

Note: If the Internal Use option (General section) is set to Yes, this option will be disabled.


Employee Yes | No If set to Yes, the event cannot be completed without an employee assigned to it.

If set to No, an employee is not required to complete the event. For example, a tanning session does not require a employee to be assigned to it.

Location Yes | No If set to Yes, an event cannot be completed without a designated location.

If set to No, a location is not required to complete the event. For example, a personal training session may take place anywhere in the gym, so a specific location is not needed.


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Allow Use the Allow section to set overbooking and cancel options.

The following are the available Allow options and selection values.

Click Next to move to the next step of the wizard.

Member Yes | No If set to Yes, an event cannot be completed without a member assigned to it.

Note: If the Internal Use option (General section) is set to Yes, this option will be disabled.

Member Verification

Yes | No If set to Yes, an event cannot be completed until the member enters their access code to verify it.

Employee Verification

Yes | No If set to Yes, an event cannot be completed until the employee enters their access code to verify it.



Overbooking Yes | No This option determines whether or not a user can add a number of members above the Default Max Attendees specified for a scheduled event on the calendar.

For example, if set to Yes and the class is full, additional members can enroll as alternates. If a regular attendee is unable to attend and cancels, the alternate may take that person’s place.

Cancel-NC Yes | No Allow cancel-no charge

If set to Yes, members are not charged for an event if they do not attend.

Cancel-C Yes | No Allow cancel-charge

If set to Yes, members are charged for an event even if they do not attend.


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Services – Step 2 of 4The Edit Event Setup page allows you to set services based on the level of the event. This page displays the service Catalog Price, Name, Size, and Status. The price is the cost of the service, the name is the name of the service, and the size is how many sessions are tied to the service. It could be a single service for one session or a package of 10 sessions.

This page also gives you the ability to add more services, remove services, change the order in which they are displayed for when you choose to use this event, and choose which level is going to have the service tied to it.

Note: If multiple services are tied to the same level, the members that enroll into the event for that level only need to have one of the services. They do not have to have every service associated with that level.

Only the active levels will be displayed on this page. (For more information, see Levels.)


Display Options – Step 3 of 4The Display Options step enables you to determine what you would like to display on the calendar for this type of event.

CalendarDisplay

You can select the information you want to appear on the calendar entry. Simply select the desired information in the Available list and move it to the Selected list. Use the up and down arrows to arrange the list.

PendingColor

You can also choose a color scheme for pending events. The Box color is serves as background for the Text. Ideally, you should alternate light and dark colors for better contrast. For example, if you select a light Box color (background), you would select a dark Text color; if you select a dark Box color, you would select a light Text color.

When you add an event to the calendar, you can see the results of your Calendar Display and Pending Color selections as shown in the example below.

Once the event has been completed, it will change colors, as shown below.


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PopUpDisplay

You can select the type of information to appear on the Edit Event pop-up. Simply select the desired information in the Available list and move it to the Selected list. Use the up and down arrows to arrange the list.

When you add an event to the calendar, you can see the results of your selections in the Edit Event pop-up as shown in the example below.



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Online – Step 4 of 4Use the Online step to control how members can enroll in or cancel events through MYiCLUBonline. You can also display information about the event and list any terms and conditions that apply.

This step has four main sections as described in the following table:

When the final step of the Edit Event Setup wizard is complete, click Finish. The event will appear on the Event Setups page.

Section Description

Allow Enrolling in a Class Select the time frame before an event during which a member can book an event or enroll in a class online.

For example, “User can enroll in class between 14 days and 1 day before the class start time.”

Cancellation To Allow cancel online, select Yes. Otherwise the member must contact the club to cancel.

Select the Hours before event during which the member can cancel. You can select from 1 hour to 23 hours or 1 day to 30 days.

Description You can enter a description of the event to be displayed online.

Terms and Conditions You can enter a list of terms and conditions associated with this event.


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Reason CodesEvent Status reason codes are pre-defined explanations that you can create to indicate why the status of an event was changed to Pending, Completed, Canceled-Charge, or Canceled-No Charge. For example, you might create an Inclement Weather reason code for changes in event status to Canceled-No Charge. Then if you must cancel a class due to bad weather, you can apply the reason code to explain why the event status was changed to Canceled-No Charge.

On the Manage Reason Codes page you can create a new reason code, or search for an existing reason code to view or change.

To create an event status reason code

1. Click Setup.


3. On the Schedule Configuration page, click Reason Codes at the top right corner of the page.

Note: You can also access the Manage Reason Codes page from Setup > Settings > Reason Codes.

4. In the Type list, select the type of reason code you wish to create.

The default reason code is Event Status.

5. Click Create.


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6. In the Reason Code text box, type a name.

7. In the Select Class Statuses box, move the desired statuses from the Available list to the Selected list.

8. In the Select Appointment Statuses box, move the desired statuses from the Available list to the Selected list.

9. Click Save.

EmployeesBefore you can assign an employee to an event, you must perform the following tasks:

• Departments: activate the appropriate department to be shown on the calendar, and then ensure that all trainers or instructors are members of that department.

• Scheduling Options: set scheduling options for each trainer or instructor.

• Employee Tracking: use the Tracking page to indicate when an employee is available for training.

You can also use this page to keep up with the number and types of classes an employee has given, the members an employee has trained, and the commissions an employee has earned.

• Security Roles: set security roles for each employee involved with scheduling.

DepartmentsFor each department that you wish to make available for scheduling, you set the Show In Calendar flag to Yes. In addition, to view a trainer’s schedule you must add the employee to that department.

Having the right employees in the appropriate department is also useful when setting the employee display order for the calendar.

To find out if scheduling is enabled for a particular department, check the Manage Departments page (Setup > Employee > Departments). If the word Yes appears in the Show In Calendar column next to that department, then it is available for scheduling. However, if it does not appear, then that department is not available for scheduling.

To make a department available for scheduling and to add employees to that department

1. Click Setup.

2. In the Employee submenu, click Departments.

3. On the Manage Departments page, click the desired department in the Name column.

4. In the Show In Calendar list, select Yes.

5. In the Visible Online list, select Yes to make the department available in MYiCLUBonline.

6. In the Add Employee section, add the desired employees to this department if necessary.

7. Click Save.


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The change will be indicated on the Manage Departments page and the department will be available for scheduling.

Scheduling OptionsThe Scheduling Options tab on the employee’s page allows you to set or change the employee’s training level and add event commissions.

To set an employee’s scheduling options

1. Click Setup.

2. In the Employee submenu, click Manage.

3. Select the desired employee.

4. On the Edit Employee page, click the Scheduling Options tab.

5. Select the Training Level if the level has not already been set on the Levels page, or if the employee has moved to a new level.

6. In the New Event Commission section, click an event in the list to add event commission levels.

The Event Commission Type (Per person or Per event) is chosen during event setup.

7. Click Save.


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You will also have access to the Tracking link at the top of the page that allows you to view the Employee Tracking page.

Employee TrackingYou can access the Employee Tracking page from the employee’s Scheduling Options page, or you can find it on the main menu under Schedule > Employee Tracking.

The Employee Tracking page allows employees to see who they have trained or worked with during a certain time frame. It contains the following tabs:

• Select

• Events

• Commissions

• Clients

• Maintenance

• Availability

SelectIf you access Employee Tracking from the main menu (Menu > Schedule > Employee Tracking), you can use the Select Employee box to search for an employee. Otherwise, if you access Employee Tracking from an employee’s Scheduling Options page, that employee is automatically selected.


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EventsThe Events tab as two views: Manage and Associations.

The Manage view displays the events that the employee is scheduled to train and shows the member connected with the event. It also allows you to reach out to the client to confirm the event or to reschedule it. Click the Print button at the bottom of the page to print a copy of the page.

The Call Status column indicates whether or not a member was called. Click the link to access the Edit Call Status page and update the call status. When you click OK, the Employee Tracking page will refresh and the new call status is displayed.

When you select the Associations view you can see with which members and events the employee is associated. (For more information, see Managing Scheduling Associations.)

CommissionsThe Commissions tab displays the commissions that were paid for each event. This page also has multiple search features to help you find events. Click the Print button at the bottom of the page to print a copy of the page.

ClientsThe Clients tab shows which clients the employee has seen in a certain time frame and for which event. Click the Print button at the bottom of the page to print the client list. You might use this list for a variety of reasons such as contacting a member to find out why they stopped using that trainer for events or giving discounts to members who have been very active with the facility overall.

MaintenanceThe Maintenance tab allows you to update past and future events. You can select an event to Cancel (charge), Cancel (no charge), Complete, or Delete. Click the Print button at the bottom of the page to print a copy of the page.


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https://help.abcfinancial.com/docs/datatrak/guides/Managing_Scheduling_Associations.pdf

https://help.abcfinancial.com/docs/datatrak/guides/Managing_Scheduling_Associations.pdf


June 11, 2012

AvailabilityDataTrak’s availability feature allows you to indicate when the trainer or instructor is available for scheduling on the calendar. (For more information, see Managing Your Scheduling Availability.)

Security RolesUse the Manage Security Roles page (Setup > Employee > Security Roles) to create scheduling security roles and then add the desired employees to the appropriate roles. Two types of security roles are available for scheduling: Member Facing and Scheduling Security.

Member FacingMember Facing security roles allow you to view the member facing event enrollment page and override items on that page.

Scheduling SecurityThe Scheduling Security roles allow you to perform certain scheduling and calendar functions.

Security Role Description

Member Facing - Access Allows you to view the Enroll in Event page.

Member Facing Override - Perform Allows you to override items on the Enroll in Event page.


Allow Edit Past Event - Perform Allows you to edit completed past events.

Calendar - Access Allows you to view the Manage Scheduling page.

Calendar: See All Employees - Perform

Allows you to see all employees on the calendar.

Commissions Overrides - Access Allows you to view the Manage Commission Overrides page.

Commissions Overrides - Edit Allows you to edit commission overrides on the Employee Commission Overrides page.

Employee Availability Override - Perform

Allows you to override employee availability on the Calendar.

Event Statistics - Access Allows you to view the Event Statistics page.

Event Summary Report - View Allows you to view the member monthly summary in the calendar.


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https://help.abcfinancial.com/docs/datatrak/guides/Managing_Your_Scheduling_Availability.pdf

https://help.abcfinancial.com/docs/datatrak/guides/Managing_Your_Scheduling_Availability.pdf


June 11, 2012

ServicesYou can set scheduling options for services that are tied to an event.

Note: You cannot tie a product to an event.

To set scheduling options for services

1. Click Setup.

2. In the Inventory submenu, click Catalog Items.

3. On the Manage Catalog Items page, click the catalog item link in the Item Name column.

4. On the Edit Catalog Item page, click the Secondary tab at the top of the page.

5. In the Sales Commissions section, change settings as needed.

The following are the available Sales Commissions options and selection values.

Event Value Detail - Access Allows you to view the Event Value Detail page.

Event Value Summary - Access Allows you to view the Event Value Summary page.

Events - Access Allows you to view the Manage Events page.

Events - Delete Allows you to delete events on the Manage Events page.

Mass Change Events - Perform Allows you to make mass changes to events on the Manage Events page.

Remove Event - Perform Allows you to remove an event from the calendar.

Repeat Event - Edit Allows you to change a repeating event before it is placed on the calendar.

Repeat Event - Perform Allows you to repeat an event on the calendar.



Fixed Commission Group:

Yes | No If set to Yes, the commission group is set for all clubs within the company. Therefore, on the Club Item the commission group is read only—it cannot be modified.

Require Commissions: Yes | No If set to Yes, you will be required to select an employee to receive commissions for the item sold through POS.

Commission Group Select Click the link to select a commission group.


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6. In the Miscellaneous section, change settings as needed.

The following are the available Miscellaneous options and selection values.

7. In the Check In Deduction section, change settings as needed.

The following are the available Check In Deduction options and selection values.

8. If necessary, complete the Transfer To and Transfer From sections:

o In the Transfer To section, click Add to select the services in whose place the catalog item can be used.

o In the Transfer From section, click Add to select the catalog item in whose place the services can be used.

9. When finished, click Save.


Member Required: Yes | No Select Yes if a member is required.

Note: Blank Enter up to 256 characters in the text box.

Catalog Item Group: Select One Select a catalog item group from the list.

Require Service Employee:

Yes | No Select Yes if a service employee is required.

Service Department: Select One Select a service department from the list.

Recurring Service Yes | No Select Yes if this is a recurring service.


Allow: Yes | No Select Yes to allow a service deduction at Check In

Override Branding: Yes | No Select Yes to override branding with the selected button or text color.

Button Color: Color Selector Select the color for the button. You should select a color that contrasts with the text color.

For example, if you select a dark button color, you should select a light text color, and vice versa.

Require Employee: Yes | No Select Yes if a deduct employee is required.

Require Access Code: Yes | No Select Yes if an access code is required.

Button Text Color: Color Selector Select the button text color. You should select a color that contrasts with the button color.

For example, if you select a light text color, you should select a dark button color, and vice versa.


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Event Notifications and RemindersEvent notifications and reminders improve communication with your club’s members and employees. Having a reminder decreases the likelihood that the individual will forget about the event. And if there is a personal conflict, that person is more likely to reschedule or cancel the event ahead of time.

You can find available event notifications and reminders on the Email Types page (Setup > Settings > Email Types). They are described in the following table:

To have notifications and reminders automatically sent to members and trainers:

• Events must have the Send Email Notification option set to Yes.

Email Type Description Recipient

Enroll in Class Sent immediately when a class is added to the member’s calendar.

Members

Event Cancelled Sent immediately after the change is made. Members

Event Completed Sent immediately after the change is made. Members

Event Scheduled Sent immediately when an event is added to the member’s calendar.

Members

Mail Service Reminder Sent 24 hours prior to the event. Members

Trainer Schedule Sent out once per day, per employee, at 2:00 AM CT. Employees


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• Members must have a valid email address in DataTrak and be set to receive email.

• Employees must have a valid email address in DataTrak and be set to receive email.

Note: On the Employee Tracking page, employees can send themselves an email with their event schedule by clicking the Email button on the Events tab.


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Configuring Schedule Management...Schedule management is also fully-integrated with other DataTrak modules, which makes it easy for you to • Sell and track services and classes through

Documents