PROLOGIC FIRST Web-based Multi-property Membership Management Software Membership Accounting
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Web-based Multi-property
Membership Management
Software
Membership Accounting
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Scope
Integrated software including
– Membership databases and Management,
– Facility, F&B, Activity Operations Management
– Accounts Receivables
– Optional Room Management
– Optional Accounts Payable
– Optional Materials Management
– Member Activity Analysis and MIS
– Intelligent Notifications
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Unique features• Web based Centralized view
• Multi-Property
• Unlimited Membership Categories
• Unlimited Fees Types linked to Membership Categories
• Flexible linking of facilities to membership types
• Multiple Package types and subscription
• Membership Revenue apportionment over period
• Seamless integration with Point of Sales and Back Office
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To be used with Other Products from Prologic First
• Touché point-of-sales system for billing of chargeable Club services offered.
• Web Prol’IFIC back office accounting for debtors tracking, creditors accounting and other accounting functions.
• Web Prol’IFIC materials management system for requisitioning, purchasing, receiving, stock accounting etc.
• Web Prol’IFIC food & beverage cost control.
• My Cloud/WISH Front Office for room stay
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THome Screen
Tiled Menu Organization with icons to launch key functionsTwo Level Menu System
Option to change propertyOn-Line Help
Mini Dashboard (auto refreshed) to display key statistics on real time
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Fees Structure
Different types of FeesOption to link to Revenue types
Nature of Fees (One time, Monthly, Annual)
Distribution of Fees over a period -> For accounting considerations
(Deferred Income)
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Facilities
You can define multiple FacilitiesEach Facility may be linked to Revenue Types. Facility Opening time may be defined
As well as when facility is not available
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Facility Availability
Facility may be open through out the year or you may mark certain exclusion dates
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Facility Templates
You can define multiple facility templates linked to various entitlement types like discounts and map them to revenue types and also applicability across days
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Membership Categories
As many as Membership types. Each of the following is linked to an unique membership type: -
Fees Types
Documentation requirement
Dependents eligibility
Usage of Facilities
Tenure
Credit Limit
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Membership Categories
It shows membership type wise control and statistical parameters
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Membership Categories
Link Facilities
Link Fees
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Packages
You may create various packages with a combination of facilitiesEach Package has a validity period and rates defined for each membership type. Package pricing may vary depending on
periodicity. Package may be made available for purchase only for a selective period. Any member can optionally buy a package to use
facilities which are not covered in his/her membership plan
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Application Features
Individual & Corporate Memberships
Nominees under a Corporate Member
Captures all relevant details related to member demographics and socio-financial parameters
Option to apply to multiple clubs under the chain
Display all applicable fees automatically
Multiple stages for tracking an application (Submitted / Interview scheduled / Interviewed / Final)
Automated migration of data from application to member database upon approval
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Application – Individual Member
Associated details
Reciprocal Club
membership
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Application – Corporate Member
Option to set Club wise Maximum NomineesOption to set Club wise Credit Limit
Sharing of Charges (Corporate and Nominee)
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Application - Dependents
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Application - Documentation
You can define multiple identification documents like PASSPORT / PAN CARD
etc.
Option to scan and upload document images
This is for member as well as for each dependent
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Application – Communication Details
Option to maintain multiple address types like Residential, Official etc.,
multiple phone #, E-Mail ID
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Application - Payments
System automatically calculate the Fees payable (each club
wise) and total
Option to collect payments from a single screen (cash / cheque /
credit card)
Option to Print Payment Receipts
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Application TrackingEach stage of
Application can be tracked
Interview Scheduled with
date
Interview Done
Final Status
You get stage wise applicant list
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Member Details - Individual
Single Screen Snapshot
Quick Link to view associated details
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Member Details - Corporate
Single Screen Snapshot
Quick Link to view associated details
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Corporate Nominees
Corporate Nominees are basically Individual Members in nature and some part of their
expenses are borne by the Corporate
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Member - Dependents
Click on a dependent from the List above to view details below
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Member – Applicable Fees
View all applicable fees related to subscriptionSearch and check all payments received against them
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Member – Facilities
View all facilities available to member
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Package Sales to Member
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Member – Packages
View all packages subscribed by member
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Member – Notes
You can update notes against the member
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Membership – Multiple Clubs
A person can be a member of more than one club and have different membership type in each club. Membership fee in each club may be different depending on the membership type of the club
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Member StatusSystem offers the following member status codes. You can maintain as many as member status but they must belong to one of the following status
ACTIVE ABSENT CANCELLED EXPIRED SUSPENDED
Member status update is a manual process and you can also obtain list and count of members linked to a specific status. Status is also auto updated by system in case of dependent age expiry or failure by member to renew subscription in time (based on policy)
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Member Status
Appropriate reason need to be updated while updating member status and system also maintain a log for the same
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Credit Status
Credit statuses cab be assigned to members on the basis of their payment track record.
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Member – Transaction Details
Very Powerful feature !!!You can view all Billed / Unbilled transactions on member account,
related to fees, F&B charges, facility usages, room a/c etc.
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Member Search
You can search on various criteria as above. Matching search results will show member list
Clicking on a Member List, you can view / edit the details based on your access rights
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Membership CardSystem helps you in issuing and printing membership card (Magnetic / Smart).Systems let you select members and generate member data files as per Cardprinter required template. You may load this template and actually printmembership card
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TMembership Renewal
This option lets you generate invoices and send payment notifications to members who annual subscription is due on a specific date. System will show you all such records and let you send e-
mail reminder notifications with Proforma Invoice as attachment. You can also view such Invoices.
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TMembership Renewal Notification
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User Defined Codes
The screen is used to handle situations where there are any special data that user Would like to create and handle. The above master screen generates the code for that.
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User Defined Data
After the creation of field and its mapping to a code the above screen facilitates in creating actual data and map it to the proper field
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Communications & Notifications
System offers a communication framework through you can design e-mail templates, send e-mail / SMS notifications, process various types of alerts calling for attention of operations people
E-Mail / SMS Communication
Template to design emails, send Bulk E-mails / SMS (Custom APIintegration with your service provider – we also offer theservices) using our SMARTLINK companion product
Scheduler Services
Runs in the background and issue alerts / notifications related to membership expiry, birthday / anniversary notifications, sending Daily MIS report to management.
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Communications & Notifications
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Member Visit
System offers tracking of member visits
Mandatory Registration
You may have a check-in kiosk at club entrance wheremembership cards may be swiped / scanned and validated. Inthis set up, unless checked-in member may not access any clubfacilities (except common areas). Each check-in means one visit
Optional Registration
If you do not have any check-in kiosk, member visit may be tracked only if s/he uses any club facility or avail of F&B services
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Member Profile – Check In or at POSUpon Card swipe / scan and validation the following screen pops up at check-in desk
or POS terminal displaying Member Privileges and other key information
Member Profile data, subscription status, facility allowance, credit limit and all other details are shown upThe details are access control driven. Also show member birthday / anniversary helping the attendant togreet him/her accordingly
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Member Activity Tracking
Member once entering the club may avail of F&B services, use any facility (chargeable / as part of package / as part of allowance against membership plan
F&B Services
Membership Card may be validated (or number put in) to apply discounts applicable ifany at the time of opening of the check
Room Reservation
Membership Card may be validated (or number put in) to apply discounts applicablefor Room Booking in properties managed / owned by club.
Other Facilities
Membership Card may be validated (or number put in) to check member allowance to use that facility (part of plan / package). If not, member will be charged. For no charge ZERO value charge slip will be generated
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MEMBERSHIP ACCOUNTINGREPORTS AND MIS
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Reporting – General Features
Common Features across all reports
– Extensive criteria,
– Option to view on screen
– Option to generate as PDF
– Option to generate as EXCEL
– Option to auto generate and delivery (selected reports)
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Report – Application List
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Report – Member Directory
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Report – Member Reconciliation
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Report – Member Revenue
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Report – Payment Received
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Report – Packages Sold & Usage
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Reports – Renewal Related(Pro forma Invoice)
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Reports – Renewal Related(Renewal Log)
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Report – Member Ledger
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Report – Member Visit
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MIS – Member Revenue
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MIS – Member Visit Summary
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MIS – Flash ReportAuto Generated every day and Auto Distributed
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MIS Reports (Graphical)
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MIS Reports (Graphical)
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Audit Trail Report
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