GymMaster Manual
Uploaded by
Rosley RamlyGymMaster Manual
Uploaded by
Rosley RamlyGymMaster Manual
De ember 2, 2009
Contents
1 Introdu
tion
1.1
User Notes
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1.2
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1.3
Night Run . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1.4
Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2 Main S reen - Member Details
10
3 Members
11
3.1
Existing Members
. . . . . . . . . . . . . . . . . . . . . . . . . .
12
3.1.1
Find Fun tion . . . . . . . . . . . . . . . . . . . . . . . . .
12
3.1.2
I on A ess to Fun tions . . . . . . . . . . . . . . . . . . .
13
3.2
Card Use
3.3
New Member
3.3.1
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering New Members
. . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . .
13
14
14
3.3.2
Card Issue Pro edure
3.3.3
Repla ing Lost or Faulty Card
3.3.4
Photos . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
17
3.3.5
View Member Visit History . . . . . . . . . . . . . . . . .
17
. . . . . . . . . . . . . . .
15
16
3.4
Merge Members . . . . . . . . . . . . . . . . . . . . . . . . . . . .
17
3.5
Prospe tive Members (Sales Enquiries) . . . . . . . . . . . . . . .
18
3.6
Member Can ellation . . . . . . . . . . . . . . . . . . . . . . . . .
19
3.7
Member Status and Smiley Fa e
. . . . . . . . . . . . . . . . . .
19
3.8
Member Re ord Disabled
. . . . . . . . . . . . . . . . . . . . . .
19
4 Programme Memberships
4.1
19
Entering Programme Memberships . . . . . . . . . . . . . . . . .
20
4.1.1
21
Membership Agreement
. . . . . . . . . . . . . . . . . . .
4.2
Edit a membership . . . . . . . . . . . . . . . . . . . . . . . . . .
22
4.3
Suspension of a Membership (Freeze) . . . . . . . . . . . . . . . .
22
4.3.1
Freeze (Suspend) Members
. . . . . . . . . . . . . . . . .
22
4.3.2
Add Payments
. . . . . . . . . . . . . . . . . . . . . . . .
23
4.4
Can elling a Membership
. . . . . . . . . . . . . . . . . . . . . .
23
4.5
Period and Con ession Memberships . . . . . . . . . . . . . . . .
5 Member's A ount (Finan ial)
23
24
5.1
Overview
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2
Add Payments
24
5.3
Payments
5.4
Charges
5.5
Make Adjustments
. . . . . . . . . . . . . . . . . . . . . . . . . .
27
5.6
Advan e Charges . . . . . . . . . . . . . . . . . . . . . . . . . . .
27
5.7
Invoi es
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
27
5.8
Produ ts Sold . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
27
5.9
DC/CC History . . . . . . . . . . . . . . . . . . . . . . . . . . . .
27
5.10 Bank A ount . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
28
. . . . . . . . . . . . . . . . . . . . . . . . . . . .
25
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
26
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
26
6 Additional Information
28
6.1
Extra details
. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
28
6.2
Custom Details . . . . . . . . . . . . . . . . . . . . . . . . . . . .
29
6.3
Tasks
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
29
6.4
Donations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
29
6.5
Bookings
29
6.6
Communi ations
. . . . . . . . . . . . . . . . . . . . . . . . . . .
29
6.7
Measurements . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
30
6.8
Note Log
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
30
6.9
Member Files / Workout Files . . . . . . . . . . . . . . . . . . . .
30
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
7 To Do List - Dashboard
7.1
31
To Do List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
31
8 Find Member - Dashboard
31
9 Last Visitors - Dashboard
31
10 Banking - Dashboard
32
10.1 Setting up Banking . . . . . . . . . . . . . . . . . . . . . . . . . .
32
10.1.1 Bank Statement Import . . . . . . . . . . . . . . . . . . .
32
10.1.2 Setting up programmes
. . . . . . . . . . . . . . . . . . .
10.1.3 Setting up members for bank payments
. . . . . . . . . .
32
32
10.1.4 Couples and shared payments . . . . . . . . . . . . . . . .
33
10.1.5 Import Bank Statements for Pro essing
. . . . . . . . . .
33
10.2 Undoing bank statement imports . . . . . . . . . . . . . . . . . .
33
10.3 Bank Billing Export
. . . . . . . . . . . . . . . . . . . . . . . . .
34
10.3.1 Dire t Debit Pro ess . . . . . . . . . . . . . . . . . . . . .
35
10.3.2 Exporting Data . . . . . . . . . . . . . . . . . . . . . . . .
35
10.3.3 Additional Features
. . . . . . . . . . . . . . . . . . . . .
36
10.4 History of Bank Statement Imports . . . . . . . . . . . . . . . . .
36
10.5 History of Bank Transa tions
36
. . . . . . . . . . . . . . . . . . . .
11 Reports - Dashboard
11.1 Papyrus Reports
36
. . . . . . . . . . . . . . . . . . . . . . . . . . .
11.2 Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . .
11.2.1 Member Listings
11.2.2 Memberships
. . . . . . . . . . . . . . . . . . . . . . .
37
37
37
. . . . . . . . . . . . . . . . . . . . . . . . .
38
11.2.3 Retention . . . . . . . . . . . . . . . . . . . . . . . . . . .
38
11.2.4 Finan ial
39
. . . . . . . . . . . . . . . . . . . . . . . . . . .
11.2.5 Point of Sale
. . . . . . . . . . . . . . . . . . . . . . . . .
40
11.2.6 Fa ility Use . . . . . . . . . . . . . . . . . . . . . . . . . .
40
. . . . . . . . . . . . . . . . . . . . . . . . . . . .
41
11.3 Alternative Report Sele tion . . . . . . . . . . . . . . . . . . . . .
11.2.7 Sundry
41
11.4 Edit Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
42
12 Graphs
42
13 Gym Set Up
43
14 Corresponden e
43
14.1 Sending Individual Messages
. . . . . . . . . . . . . . . . . . . .
43
. . . . . . . . . . . . . . . . . . . . . . . . . . .
43
14.3 Send Bulk SMS . . . . . . . . . . . . . . . . . . . . . . . . . . . .
44
14.4 Mail Merge
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
44
14.5 Email Template Setup . . . . . . . . . . . . . . . . . . . . . . . .
45
14.2 Send Bulk Email
14.6 SMS Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . .
45
14.7 Mail Merge Templates . . . . . . . . . . . . . . . . . . . . . . . .
46
14.8 Advan ed Filters
. . . . . . . . . . . . . . . . . . . . . . . . . . .
14.9 Clear Print-id Flags
. . . . . . . . . . . . . . . . . . . . . . . . .
15 Information
46
46
46
15.1 Last Visitor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
47
15.2 Enrollment Numbers . . . . . . . . . . . . . . . . . . . . . . . . .
47
15.3 Key Performan e Indi ators . . . . . . . . . . . . . . . . . . . . .
48
15.4 Membership List
. . . . . . . . . . . . . . . . . . . . . . . . . . .
48
15.5 Debtors
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
48
15.6 Reports
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
48
16 Point of Sale
49
16.0.1 Point of Sale Tou h S reen. . . . . . . . . . . . . . . . . .
16.1 View POS Transa tions
49
. . . . . . . . . . . . . . . . . . . . . . .
51
16.2 Managing Sto k Inventory . . . . . . . . . . . . . . . . . . . . . .
52
16.2.1 View Inventory . . . . . . . . . . . . . . . . . . . . . . . .
52
16.2.2 Pur hases . . . . . . . . . . . . . . . . . . . . . . . . . . .
53
16.2.3 Sto k takes
54
. . . . . . . . . . . . . . . . . . . . . . . . . .
17 Bookings
55
17.1 Making a Booking
. . . . . . . . . . . . . . . . . . . . . . . . . .
55
17.2 Repeat Bookings . . . . . . . . . . . . . . . . . . . . . . . . . . .
57
17.3 Making Time Unavailable
57
. . . . . . . . . . . . . . . . . . . . . .
17.4 Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
17.4.1 Bookings in a Class
. . . . . . . . . . . . . . . . . . . . .
57
58
18 Prospe t Sales Enquiries
58
19 Con guration - Set up
58
19.1 Con g Files
. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
19.2 General Con guration
. . . . . . . . . . . . . . . . . . . . . . . .
19.2.1 Company Details.
58
59
. . . . . . . . . . . . . . . . . . . . . .
59
. . . . . . . . . . . . . . . . . . . . . . . .
60
19.2.3 A ounting.
. . . . . . . . . . . . . . . . . . . . . . . . .
61
19.2.4 Point of Sale
. . . . . . . . . . . . . . . . . . . . . . . . .
62
. . . . . . . . . . . . . . . . . . . . . . . . . . . .
63
19.2.2 Card Readers.
19.2.5 Display
19.2.6 Communi ation
. . . . . . . . . . . . . . . . . . . . . . .
66
19.3 Programme Groups and Programmes . . . . . . . . . . . . . . . .
66
. . . . . . . . . . . . . . . . . . . . .
66
19.3.2 Add / Edit Programmes . . . . . . . . . . . . . . . . . . .
19.3.1 Programme Groups
67
19.3.3 General Properties . . . . . . . . . . . . . . . . . . . . . .
69
19.3.4 Other Properties . . . . . . . . . . . . . . . . . . . . . . .
70
19.3.5 Door A ess . . . . . . . . . . . . . . . . . . . . . . . . . .
72
19.3.6 Web Information . . . . . . . . . . . . . . . . . . . . . . .
72
19.3.7 Other Set- ups
74
. . . . . . . . . . . . . . . . . . . . . . . .
19.4 Booking Set Up . . . . . . . . . . . . . . . . . . . . . . . . . . . .
74
19.4.1 Classes Setup . . . . . . . . . . . . . . . . . . . . . . . . .
74
. . . . . . . . . . . . . . . . . . . . . . .
74
19.4.3 Resour e Types . . . . . . . . . . . . . . . . . . . . . . . .
19.4.2 Resour es Setup
74
19.4.4 Booking Status Types . . . . . . . . . . . . . . . . . . . .
75
19.5 Point of Sale Set Up
. . . . . . . . . . . . . . . . . . . . . . . . .
19.5.1 Produ t Types
75
. . . . . . . . . . . . . . . . . . . . . . . .
75
19.5.2 Manage Produ ts . . . . . . . . . . . . . . . . . . . . . . .
76
19.5.3 POS S reen Con guration . . . . . . . . . . . . . . . . . .
77
19.5.4 Supplier Setup
78
. . . . . . . . . . . . . . . . . . . . . . . .
19.6 Mis ellaneous . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
19.6.1 Sta Setup
. . . . . . . . . . . . . . . . . . . . . . . . . .
79
79
19.6.2 Task Types . . . . . . . . . . . . . . . . . . . . . . . . . .
79
19.6.3 Involvement Types.
79
. . . . . . . . . . . . . . . . . . . . .
19.6.4 Erase Sample Data Members. . . . . . . . . . . . . . . . .
19.7 Corresponden e - Setup
79
. . . . . . . . . . . . . . . . . . . . . . .
79
19.7.1 Email Template Setup . . . . . . . . . . . . . . . . . . . .
79
19.7.2 Mail-Merge Template Setup . . . . . . . . . . . . . . . . .
80
19.7.3 SMS Template Setup . . . . . . . . . . . . . . . . . . . . .
80
19.8 Sales Enquiry
. . . . . . . . . . . . . . . . . . . . . . . . . . . .
80
19.8.1 Conta t Types
. . . . . . . . . . . . . . . . . . . . . . . .
80
19.8.2 Enquiry Status . . . . . . . . . . . . . . . . . . . . . . . .
80
19.8.3 Promotion Setup . . . . . . . . . . . . . . . . . . . . . . .
81
19.9 System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
81
19.10Member Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
81
20 Membership Cards
81
20.1 Gym Entry Noti ation (Popup)
. . . . . . . . . . . . . . . . . .
20.2 Smart ards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
20.2.1 Issuing ards
. . . . . . . . . . . . . . . . . . . . . . . . .
20.3 Bar ode ards . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
20.3.1 Issuing bar ode ards
81
82
82
82
. . . . . . . . . . . . . . . . . . . .
83
. . . . . . . . . . . . . . . . . . . . . . .
83
20.3.3 Printing your own bar odes . . . . . . . . . . . . . . . . .
83
20.3.2 Preprinted ards
21 Bar ode Reader
83
21.1 Keyboard wedge Bar ode Readers
. . . . . . . . . . . . . . . . .
83
21.2 Manual Keyboard Wedge Bar ode Reader . . . . . . . . . . . . .
84
21.3 Automati Keyboard Wedge Bar ode readers
21.3.1 Manhattan bar ode reader
. . . . . . . . . . .
85
. . . . . . . . . . . . . . . . .
85
. . . . . . . . . . . . .
86
21.3.3 Other Readers
21.3.2 Zebex 3000 / 3010 bar ode reader
. . . . . . . . . . . . . . . . . . . . . . . .
89
21.4 Serial Bar ode Reader
. . . . . . . . . . . . . . . . . . . . . . . .
89
21.5 Writing Bar odes . . . . . . . . . . . . . . . . . . . . . . . . . . .
90
22 Installation
90
22.1 Software and Hardware Requirements
22.1.1 Hardware requirements
. . . . . . . . . . . . . . .
90
. . . . . . . . . . . . . . . . . . .
91
22.1.2 Operating systems requirements
. . . . . . . . . . . . . .
22.1.3 Graphi s ard and s reen resolution
91
. . . . . . . . . . . .
91
22.1.4 Networking . . . . . . . . . . . . . . . . . . . . . . . . . .
91
22.1.5 Firewalls
. . . . . . . . . . . . . . . . . . . . . . . . . . .
92
22.2 Installing GymMaster Lite . . . . . . . . . . . . . . . . . . . . . .
92
22.3 Installing GymMaster Full . . . . . . . . . . . . . . . . . . . . . .
93
22.4 GymMaster Regular Updates
95
. . . . . . . . . . . . . . . . . . . .
22.5 Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . .
96
22.5.1 GymMaster interprets some dates in orre tly . . . . . . .
96
22.6 Setting Up Cash Drawer and Re eipt Printer
. . . . . . . . . . .
96
22.6.1 Hardware Set Up . . . . . . . . . . . . . . . . . . . . . . .
96
22.6.2 Install for ESC/POS Printers . . . . . . . . . . . . . . . .
97
22.6.3 Install Driver and Setup for OPOS + Star Printer
. . . .
97
. . . . . . . . . . . . . .
98
22.6.5 Finalise Installation. . . . . . . . . . . . . . . . . . . . . .
99
22.6.4 Con guration with GymMaster.
22.6.6 Testing
. . . . . . . . . . . . . . . . . . . . . . . . . . . .
22.6.7 Installation Complete
. . . . . . . . . . . . . . . . . . . .
99
99
23 Tools
99
23.1 Export Data to Spreadsheet . . . . . . . . . . . . . . . . . . . . . 100
23.2 Run Night Run / Pro ess Expiring Membership . . . . . . . . . . 100
23.3 Ba kup and restore databases . . . . . . . . . . . . . . . . . . . . 100
23.4 Update Addon Membership . . . . . . . . . . . . . . . . . . . . . 100
24 Treshna Enterprises Support
101
25 Date Updated
101
1 Introdu
tion
GymMaster is a programme designed to manage membership data les and their
related fun
tions. It also provides signi
ant assistan
e in retention of members
and management of a gym or membership asso
iation. But rst, what does it
do?
Stores member details and their involvement with the organisation in luding their nan ial a ount.
Re ords key details about ea h programme group and individual programme.
Provides a wide range of reporting on members and programmes.
Membership validation to allow a ess ontrol through proximity ards,
swipe ards et . This an also be linked to a gate or door lo k ontrol.
Ability to download transa
tions from a bank le and allo
ate against a
member a
ount or to initiate dire
t debit
harges to a bank.
Can be integrated with web fun
tionality to enable on line bookings and
data input.
Bookings form for instru tors, lasses, equipment or fa ilities.
Provides point of sale fun tions.
Has a number of tools for
ommuni
ation with sele
ted members in
luding
by mail, email or text message.
1.1 User Notes
GymMaster has many fun
tions. The programme detail and other fun
tion parameters rst need to be set up and the se
ond part of the manual
gives guidan
e on this. (See Dashboard < Gym Setup 19) You may
hoose
not to use some of the fun
tions for whi
h the set up
an be disregarded.
Some fun
tions are not supported in
heaper versions of GymMaster but
an upgrade
an be pur
hased if wanted. The rst part of the manual is
about operational pro edure, entering members, their memberships, a ounting and reporting, bookings, point of Sale, et .
Dates an be entered in a variety of formats and will onvert to the format
you have set as your default when installing GymMaster. Short uts for
date entry in lude yd for yesterday, td for today and tm for tomorrow. To
use short ut, delete any default date, enter short ut then tab.
1.2 Getting Started
1. You may have downloaded the trial version from the web whi h an be
used to introdu e yourself to the programme. When you pur hase we will
send a disk for the version you have pur hased.
2. Download the disk and it will have the sample data and manual.
Play
with the sample version to get familiar with the programme. The manual
is under the help se
tion. Start with entering members and memberships
et
.
The operational parts for front desk are in the earlier part of the
manual and set up et in the latter part.
3. When you open GymMaster it will start with a news page on GymMaster
updates. You an email treshna from there about any news items, delete
the urrent item or move to the next news item. Cli k OK to lear news
s reen.
4. This will leave you on the dashboard s reen headed Wel ome to GymMaster. This is the main menu for a essing key fun tion groups.
5. From the Dashboard you
an
hoose Open the Member Window or Find
a Member. The Members s
reen has the Member Details and information
relating to a member and that person's memberships. This is the s
reen
that front o
e sta (re
eptionists et
) will primarily use.
6. The Dashboard provides a short
ut to Bookings, Point of Sale and Sales
Enquiries whi
h
an also be a
essed from i
ons on the member page.
Management fun
tions in
luding tasks to be done, banking, reports, graphs
and gym setup are shown on the menu beside the dashboard.
7. In Members, play with the data and when you are reasonably familiar
with the fun
tion, erase the sample members. The fun
tion to do this is
found in the Dashboard s
reen under Con guration on the top menu bar.
8. You will now be left with the sample set up ba
k o
e data plus any
members you have entered. Now is the time to
ustomise the set up to
meet your requirements starting from Programmes whi
h is se
tion 19.3
in the manual. From the Dashboard
hoose GymSetup from the left hand
menu. This will enable you dire
t a
ess to the various set up fun
tions. If
you hover the mouse over the buttons it will des
ribe their fun
tion. Work
through the set-ups, ignore what you don't need and
onta
t treshna if
struggling.
In the manual, Member refers to the name address et in
the top half of the member s reen.
Membership is the lower half and
refers mainly to the programmes the member has joined and the related
a
ounting. In Programme set up
he
k the manual for de nition on dates
and des
riptions for APs and DDs memberships.
9. On
e your
on guration has been set up, begin entering members, starting
with those where payment is made in full then moving to the slightly more
omplex APs and DDs. You may have paid treshna to migrate the bulk
of your re
ords from your old system to GymMaster.
10. We suggest you initially
on
entrate on using the fun
tions that you have
used with a past system or that are essential for your operation.
On e
familiar you an ommen e using other fun tions su h as Bookings, Point
of Sale, Bank interfa e, Messaging et .
11. When training sta, don't onfuse them with training about areas they
don't need to be aware of although a brief overview an be helpful. Sti k
to their fun tion at least initially. As with all new systems, speed improves
impressively with pra ti e as a tions be ome automati .
1.3 Night Run
1. Charging of a ounts et is done by doing the night run. If this is not run,
membership harges are not updated.
The best method is to leave the
key omputer on 24 hours and remain logged in to GymMaster. This will
automati ally do the night run. If the omputer has been left o or out of
GymMaster, run the night run manually. Under GymMaster on the top
menu bar of the Dashboard, hoose Tools / Run Night Run. It does not
matter if this a tion is repeated during the day as it will not dupli ate
what it has already updated.
1.4 Help
The Help i
on is on the right hand side of the menu bar in both the
Member s
reen and the dashboard.
1. Manual.
This enables you to open the full GymMaster manual and to
print it out.
2. Card reader manual
3. Bar
ode manual.
If you use a bar ode reader this manual provides the
bar
odes you need to s
an. Not all readers are supported by Gym,Master.
4. Report bug / Request Feature. This will open a small s
reen that asks
you to
ontinue and then the bug report s
reen
omes up and will ask
for your login. Make
ertain you enter enough information for treshna to
understand the request. Bugs are xed at treshna
ost and are prioritised
a ording to importan e. Response to feature requests depends on how
generi the feature is to other users or is unique to your needs.
There
may be a
harge if it is a unique feature for your business but treshna will
he
k with you before
ommen
ing work.
5. Show all GymMaster news. This will bring up the latest message regarding developments with GymMaster. By
li
king on Next News you
an
progressively tra
k ba
k through earlier messages. You
an email treshna
dire
t from this s
reen.
6. About GymMaster. This gives details of the version of GymMaster that
you are using. It will also show the total number of members in the system
and the number who are a
tive.
2 Main S reen - Member Details
This page, in
luding its sub pages,
ontains data for members and their memberships.
It also provides a menu bar and i
ons for fun
tions. (The se
ond s
reen, the
Dashboard,
ontains management related fun
tions)
sear h fun tion
10
qui k visual indi ation of urrent or expired membership, re ent pattern
of attendan e (fa e) and money owing
adding new members
a essing programme status
orresponden e and onta t with members
booking forms
point of sale
sales prospe ts
last visitors listing
key performan e indi ators
delete member
member visit history
member measurements and work out le
member photo
merge member
add family member
member paying for other members
assign ards
manually he k in
programmes list
Some fun
tions also have an i
on for qui
k a
ess. Under Help you
an a
ess
the manual and other information about using GymMaster. The rst time you
open after install you may need to a
ept the Adobe li
ense agreement.
The bottom half of the Member S
reen has details of the member's membership and other information.
See se
tion 3 for using the member detail and se
tion 4 for the member's
memberships et
.
3 Members
This is the top half of the s
reen and re
ords data relating to your members.
The a
tual elds used will depend on your spe
i
requirements.
11
3.1 Existing Members
3.1.1 Find Fun tion
1. Use Find Members under Member on the menu bar or Find Member i
on.
You
an use the right hand part of the tool bar sear
h as well but this is
name or part of name sear
hes only.
2. It is helpful to leave this sear
h s
reen open if doing frequent sear
hes and
your monitor has the available spa
e.
3. You
an sear
h under a number of individual
ategories or a
ombination
of them.
4. Under Sear
h For type in part or all of the member's surname or Christian name. Not
ase sensitive. You
an use a variety of sear
h details in
luding Sam Brown sear
hed under s b Can also sear
h under
ard number
or member number and it will list members names meeting the
riteria.
5. Highlight your target member then
li
k on Show Member to open member
le.
6. Che
k in Member will enable manual
he
k in of highlighted member.
7. Add Member opens a blank member le for entering a new member's
details.
8. Visited will list alphabeti
ally those who have visited during the period
requested from the drop box.
9. Last Visitors will be one of the options under Visited. A time sorted list
of visitors
an be obtained from Last Visitors on the Dashboard.
12
10. Modi ed should bring up those members whose re
ords have been
hanged
in the sele
ted period. This is still being developed. .........
11. Programme will list the members of the
hosen programme.
12. Mat
hes to the sear
h will be listed and
li
k on the
orre
t one. This will
open up the member's s
reen.
3.1.2 I on A ess to Fun tions
I
ons on the menu bar give dire
t a
ess to fun
tions in
luding Add new
member, Save
hanges, Refresh s
reen, Undo
hanges, Find, Booking form,
POS, Prospe
t sales enquiries, Show last visitors, Manual Che
kin and
Help. If you hover the mouse arrow over the i
ons the des
ription will pop
up. Then
li
k on i
on.
Other fun
tions are available from the top menu bar under GymMaster,
Member and Membership Card.
Con guration is a management fun tion for setting up GymMaster data.
See under Dashboard > setup 19
A forward and ba
k arrow are on the right hand side of the s
reen for
moving between re
ords. There is also an alternative nd s
reen whi
h
sear
hes on all or part of a surname. Enter name then
li
k on sear
h i
on
and it will move dire
t to the member re
ord that
losest mat
hes.
3.2 Card Use
If a member is using a proximity or bar ode ard, there will be an audible
and light signal on presentation to tell if it is a urrent valid membership
for that time of day. The name, and if set up, photo, will appear on the
top of the omputer s reen together with any messages and re ent visit
history.
If using a bar
ode
ard reader, you may need to have the members' re
ord
se
tion or last visitors page open. See the se
tion on bar
odes for details
see se
tion 21
If there is a urrent message, overdue a ount or other trigger registered
for the member, there will be an ons reen message.
You an set the
trigger amount for overdue a
ounts in Dashboard > Setup > General
Con guration > Cards Readers.
If they have forgotten their
ard, you
an manually re
ord their visit. This
is done as follows:
1. Open their member re ord.
13
2. Cli
k on Manual Che
k in i
on. (A member
ard number must have been
previously allo
ated to the member)
3. Will open a small s
reen and will automati
ally pi
k up the
ard number
from the member re
ord.
4. Choose door if relevant.
5. Cli
k Ok. Will give normal pop up s
reen message
on rming visit. This
will go at the end of the standard message time.
Pop Up display time
is set up under Dashboard > Set Up > General Con guration > Card
Readers > Popup Hardware Settings > Display Time.
6. You
an also do manual
he
k in dire
t from Find Member s
reen.
3.3 New Member
Before entering a new member he k arefully that they do not already
exist in the data base, perhaps with a spelling error.
New members an be added by using Add Member under Member or the
Add a New Member i on.
3.3.1 Entering New Members
1. Member names an be entered in lower ase and the rst letter will be
onverted to a apital on tabbing down.
2. Movement around the s reen an be a hieved by using tab, shift + tab,
up and down arrows, and by li king on a box.
3. The de ision on how format dates are shown is de ided when installing
GymMaster. Treshna an subsequently hange this for you. GymMaster
will onvert most date entries to the hosen format.
4. Ti k the relevant gender. It an be set to gender default option in Con guration.
5. Enter address. If additional addresses are needed su h as for billing, this
an be entered in the lower half membership se tion in Extra Details.
6. Cli king on the ell phone i on opens a s reen that enables text messages
to be sent. Templates an be set up for standard messages.
7. Notes in this se tion will appear on member's main s reen. More Notes
spa e is available in Notes Log
8. Card Number is where a proximity ard is issued. It an be automati ally
pi ked up from the reader by use of the Get Card fun tion. It an also be
entered manually (See Card issue pro edure below).
14
9. Organisation is an optional eld. One use is for a sorting option in reporting. eg You have a
orporate membership and want to report by
ompany
within that membership.
10. Involvement type is
hosen from preset options and may in
lude Member,
Casual or other
lassi
ation you have set up under Con guration.
11. Personal Trainer
an be
hosen if allo
ated.
12. Where one payment is being made for more than one member, enter the
details in the primary member's re
ord. With the member le open at the
member who is to make payment (primary member as above), under Member on the top menu bar
hoose Member Pays for Other Members. A
tion
by +,
hoose members to be paid for, enter amount to go to those members, then save. This fun
tion only works when exporting data through a
bank.
13. When the member details are
ompleted a box will have appeared Save
new Member. You must
li
k on this box to save the re
ord. This is a
he
k for you to make
ertain any
hanges have not been typed over an
existing re
ord by mistake. Che
k before
li
king. This box is not required
when opening a new member le dire
t from Sales Prospe
ts.
14. Web membership signups
an open a new membership and re
ord details
where there is not a
lose mat
h with an existing member.
15. On the left hand side of the s
reen, the system will automati
ally generate
Member No, Card No and Owing if relevant. Don't enter manually.
16. Beside the photograph spa
e, a pi
ture su
h as a rubbish tin or a fa
e will
indi
ate the
urrent status of the membership.
eg expired or urrently
visiting. See 3.7 for details.
3.3.2 Card Issue Pro edure
For Proximity and smart
ards, and pre-printed, or pre-existing bar
ode
ards.
This is dierent from the Member Number whi
h is a system allo
ated
referen
e.
1. Open member name in GymMaster
2. Present a new ard to the ard reader
3. Cli k Get Card button
4. The number that GymMaster will use to refer to that ard will appear
in the ard-number eld. For ards with numbers printed on them this
number will usually bear no resemblan e to the number printed on the
ard.
15
5. Cli
k the Save i
on. You
an manually allo
ate the
ard number to the
membership if it has not automati
ally been allo
ated.
through Edit of Membership.
This is done
Complete the detail, Apply, Con rm in
small box, give reason in small box.
6. Present that ard again to on rm that it now works.
For self-printed Bar Code Cards:
1. On Menu Bar under Membership Card, li k on Assign New Paper Card.
A small s reen will open.
2. See that main s reen is open for the member.
3. Cli k on ok.
4. The bar odes or ards may be printed using the mail-merge tool found in
the orresponden e menu found in the top tool bar on the dashboard. Bar odes (or ards) will only be printed for those members with a non-expired
membership that have the print- ard box he ked. (see orresponden e )
5. The start of the bar ode and the rules GymMaster uses to automati ally
ll the print ard he kbox an be set from the general on guration page.
6. Provided the Programme Group for a membership has the Issue Cards by
Default box ti ked the number will automati ally also be entered against
the individual memberships.
Where no physi al ard or manual entering of number.
1. Open the member le.
2. Under Membership Card on top menu bar, hoose Assign New Paper Card.
3. A small box will appear.
Either put in spe i number or li k ok for
system generated number.
3.3.3 Repla ing Lost or Faulty Card
1. Open the Member's le.
2. Delete the lost or faulty Card Number from member re ord.
3. Follow the above pro edures again. For a proximity ard, li k on grab
ard as above. Under Membership Card on top menu bar, li k on Assign
new ard for member for paper ards.
4. This will automati ally an el the previous ard and transfer data to the
new ard.
16
3.3.4 Photos
You
an atta
h a photo for ea
h member and bring this to the s
reen when
a
ard is presented to the reader.
1. Under Member on the menu bar, hoose Add/Change Photo.
2. Find the photo le for the member.
3. Cli k on photo and it will be transferred to that member in the data base.
4. The image sour e le an then be deleted or overwritten.
You an bookmark dire tories to speed up the time it takes to load photos.
When you have found the dire tory where the photo is stored in, you an right
li k on the dire tory and li k Add to Bookmarks. From then on the dire tory
will be listed in the left hand Pla es menu.
3.3.5 View Member Visit History
For he king on when a member has visited.
1. Open up the member le.
2. Cli k on Card Membership from top tool bar then View Visit History. A
s reen will open with that member's visit history.
3.4 Merge Members
Where dupli
ate re
ords exist for a member the Merge Member fun
tion
an be used to amalgamate the re
ords. This saves input time.
1. Open the member re ord for one of the re ords to be merged.
2. Sele t Merge Member from under Member on the top menu bar.
3. Sele t the other re ord through the Find fun tion that opens up.
4. Cli k on Merge Members in the Find s reen and a new s reen will open
up showing the target re ords.
5. Choose whi h re ord to Keep and li k on Merge Members. The member
details of the re ord hosen as Keep will be retained and the other re ord
will be deleted but any memberships will be transferred to the Keep member. First he k that there is no information in the le to be deleted that
you may have to transfer manually.
17
3.5 Prospe tive Members (Sales Enquiries)
For listing onta ts who ould be ome members with an allo ation fun tion to a sta member for follow up.
1. Go to GymMaster on top menu bar then Prospe t Sales Enquiries or i on.
(Or go from dashboard)
2. Cli k on + i on, re ord data then save. Che k In will open door or gate
to enable prospe t to view fa ilities. You an also make a booking dire t
from the enquiry s reen by use of an i on.
3. Se ond se tion allows allo ation of enquiry to a sta person and more
follow up detail. Open with the + i on for new onta t details. Conta ted
On is the date that a parti ular onta t is made starting with the rst
enquiry. Save i on when ompleted. Can then li k on Generate task if
wanting to appear in To Do list
4. Conta t Type, Enquiry Status and Promotion Setup are set up under Set
Up > Sales Enquiries >
5. The onta t details will refresh ea h time a new onta t is re orded and the
history an be he ked in the bottom se tion by highlighting the onta t
date.
6. The enquiry an be deleted by using the delete i on.
7. Cli k on Show Finished Enquiries i on and li k again to return to urrent
enquiries.
8. The enquiry an be onverted dire t to membership by li king on the
onvert i on. Go then to member re ord and omplete membership detail.
9. The Status on followups is set under Set Up > Sales Enquiry > Enquiry
Status. You an ti k status su h as No Sale or Sale Made to automati ally
shift the enquiry re ord to Finished Enquiries.
10. Cli king on the Show Required Followups i on will enable you to he k
follow ups for any parti ular period. Cli k on the last date you wish to
enquire for and it should list all follow ups to be done up to that date. It
is updated when night run is done.
11. Under Show Required Followups you an also do a sta sear h by hoosing
from the sta drop box.
12. From Finished Enquiries, you an use the Jump to Member i on to open
the member's le.
18
3.6 Member Can ellation
1. If you wish to remove the member from your re ords, open the member
le and under Member on the top menu bar, hoose Delete.
Normally
you would not Delete but leave the member le in your re
ords in
ase
there is a rejoin in the future. See Memberships for deleting a member's
programme membership.
3.7 Member Status and Smiley Fa e
These are qui k visual indi ators of membership involvement.
1. The urrent membership status indi ator. Green ti k is urrent or re ently
expired, ll is suspended and rubbish tin is expired.
2. There is a happiness indi ator on the member's re ord whi h indi ates
how regularly members ome into the gym. Members that visit 3 or more
times a week, or are in reasing their visits, get a smiley fa e. Members
who visit on e or less a week or are de reasing their number of visits get
a sad fa e. Members who have not visited in 10 weeks or new members
do not get a rating until the day after their rst visit. The a tion dates
for the fa e an be hanged in Set Up > General Con guration> Display.
3. The times and dates of a spe i member's visits an be found through
Membership Card on the top menu bar.
3.8 Member Re ord Disabled
To
learly indi
ate members who have not had a
urrent membership for
2 months.
1. If a member has had no urrent membership for 2 months the re ord is
disabled. The s reen will be faded.
2. If a new membership is added the s reen will automati ally be enabled
again and return to normal olour de nition.
3. If you want to amend a disabled re ord, li k on the trash an by the
member photo.
This will rea tivate the disabled member les and will
revert to disabled with the night run unless a new membership is added
or date brought forward.
4 Programme Memberships
This is the bottom half of the member details.
It re ords programme mem-
berships, a
ounts, extra personal details if needed, visits and other details.
Memberships
an be sorted by
li
king beside the table headings. eg. start date
for sorting in date order either as
ending or des
ending.
19
4.1 Entering Programme Memberships
Under Memberships le for the member
1. Cli k on + i on for new programme membership.
2. Choose a Programme Group then a Programme from the drop boxes. If
it is a new programme it will rst need to be set up in the ba k o e
fun tion under Set Up > Programmes.
3. The default start date an be hanged. The end date is not entered at
this stage but will be automati ally generated. If the start date is for the
future it will indi ate this on the membership and ome up as a warning
if he k in is tried.
4. Programme pri e will be generated automati ally. Cli k on Add Payment
as a short ut to the Payments s reen. Use the edit fun tion after ompleting the membership entry if you wish to hange the pri e for that
member.
5. Conditions an have an entry for anything dierent from the normal. This
will be set up in the programme on guration ands will automati ally
appear for that programme membership and will appear as a ondition on
the printed membership ontra t.
6. Cli king on the disk i on next to Conditions will bring up an appli ation
form for signing if required.
7. Card numbers will automati ally be entered against programme memberships if a ard version is being used and if they are in a group that has
the default box ti ked. It an also be manually assigned to a membership
if you have a member with several dierent ards. On presenting a ard
to the reader it will re ord the attendan e against the presented ard.
If doing a manual he k in when member does not have ard on them,
the attendan e re ord will need to be manually hanged to the orre t
membership.
8. The sign up fee that has been set up in the on guration for that programme will appear on e the save i on is li ked. (This fun tion does not
work for Renewal Based Programmes with payment made on joining. For
these a spe ial add on Programme an be set up in for Sign Up Fees.) It
an be manually hanged, parti ularly if it is to in lude the gap between
joining date and rst AP payment.
9. First Payment Date is for use with APs or DDs. It is the date that the
rst payment will appear on your bank statement.
10. Renew is the number of times the membership has been taken out using
the automati renew fun tion.
20
11. If a membership has expired a Renew box will show in Memberships.
You an renew a membership by rst highlighting the membership to be
renewed and li king the renew box. As the number of renews in rease,
the membership end date will be moved ba k and the harge for the period
added.
12. If membership has yet to expire but the member wishes to renew it, highlight the membership and li k on edit. Within this box there is a Renew
fun tion. It adds the renewed programme period to the expiry date of the
existing programme.
13. Renew is also used in dealing with APs or Dire t Debit weekly or monthly
memberships. Che k that the start date is the one you want.
14. Visits shows the number of times a spe i programme membership has
been used. You would normally not enter anything in here as attendan es
will be re orded when a ard is presented. The total an be hanged if
needed. Go to Edit. In new s reen put new number of visits in appli able
box. Con rm in small s reen with Yes. Give reason in next small s reen
then OK.
15. Complete and Save button is li ked when all data entered.
16. If the membership is urrent, a box will show Expire and in the lower
s reen the membership will be shown as urrent.
At the end of a time
based membership this will automati
ally expire and the box will
hange
to Unexpire. The box
an be used by
li
king on it to
hange the status
of a membership.
17. If the
ost of an ongoing programme is
hanged (eg weekly AP), the new
pri
e would be set in the Programme Add & Edit, the existing programme
in the member's membership would be ti
ked expired and they would be
rejoined with a 0 rejoin fee to the programme. This will enable the new
pri
e to be pi
ked up in their a
ounts re
ord.
18. See 5 for entering payments for programmes.
The following 2 fun
tions are hidden on most versions as not relevant.
1. The Web box is for use if the booking is made on line from your website
by the member, and not entered in via the normal system.
2. Wait listed is ti
ked if the person is wait listed for this programme. Unti
k
the waitlist button to unwait list them for a programme.
4.1.1 Membership Agreement
1. If a standard membership agreement has been set up, li king on the disk
i on at the bottom of Memberships alongside Conditions will bring up the
member's ontra t for printing and signing.
21
4.2 Edit a membership
1. Highlight a membership you wish to edit.
2. Cli k on the edit button whi h will open up a new s reen.
3. Enter the hanged details to the right of the existing data then Apply and
on rm.
4.3 Suspension of a Membership (Freeze)
There is a fa ility in Memberships to temporarily suspend a membership
(eg in hospital) whi h ee tively lengthens the membership by the days
suspended.
For an open ended membership on AP, DD et it will not
harge for the period of the suspension or will
harge at the input redu
ed
rate.
A nan ial adjustment an be made through the Make A ount
Adjustment under Members if required. The freeze period an be subsequently amended.
The Ongoing Fee fun
tion
an only be used if there are ongoing
harges
for the membership being suspended.
Complete an ellation of a membership is also possible.
4.3.1 Freeze (Suspend) Members
1. Highlight the membership being altered.
2. Cli k on the Freeze Memberships button. This will open up a new s reen.
3. Cli k on the + Add Freeze and this will open a new s reen. Choose the
suspension period. The dates shown in the suspension s reen an be set for
the a tual period the suspension will apply for. On saving, the end date
for the membership will be extended in the membership se tion.
If the
membership had expired, un li k the Expired before adding the suspension
period.
4. A reason for the extension an be entered.
5. If an ongoing fee is to be harged for the suspension period, enter the
amount. If there is to be a Set up Fee, enter that. This harge may not
show until you refresh the member re ord.
6. Ti k the boxes as relevant for Stop Freeze on Return, Extend Membership,
Stop Charges.
7. To view frozen memberships li k on Freeze Memberships button. A s reen
will open showing all suspensions. Editing an be done here.
22
8. The suspension an be hanged (edited) by going ba k into the Freeze All
s reen. Highlight the suspension then hange dates as required. Can el
and start again if other detail su h as fees needs to be hanged.
9. The Promotion is to allow a bonus period that may be oered as part of
a promotion.
4.3.2 Add Payments
This is a short ut to A ounts Payments whi h is parti ularly onvenient
when adding or renewing a membership.
4.4 Can elling a Membership
You an an el a membership and an remove it from the re ords.
1. The nan
ial a
tion will depend on your
ontra
t with the member. They
may be liable for the full period in whi
h
ase any ongoing
harges su
h
as Dire
t Debits would
ontinue.
2. There may be a
an
ellation fee whi
h should be
olle
ted.
3. If the membership is no longer to be valid, highlight the membership on
the member's page then
li
k on the Expire box. A small s
reen will open
whi
h allows you to set an expiry date and give a reason.
If you want
the membership re ord to be ompletely removed, ti k the box. This will
leave no re ord in the member le. Cli k on Ok to a tion an ellation.
4. If a refund is owing and you want this re orded in the member a ount the
easiest method is to use the A ount Adjustments fun tion. This is lo ated
on the left hand side of the s reen under A ounts > Make Adjustment.
Make a negative adjustment if a redit adjustment is to be made.
The
refund itself would be put through Add Payments as a negative amount.
Che k end result in Member A ount > Transa tions afterwards.
5. If you wish to remove an expired membership from your re ords, unexpire
it then expire and ti k the Wipe Membership Completely box.
6. If you wish to remove the member from your re ords, open the member
le and under Member on the top menu bar, hoose delete. Normally you
would not delete but leave the member le in your re ords in ase there
is a rejoin in the future.
4.5 Period and Con ession Memberships
A di ulty o urs if a person has a period type membership su h as a 3 month
general gym membership and also pur hases a on ession based membership for
say spin bikes.
When a person omes in for a general membership workout,
swiping the
ard will dedu
t a
on
ession as well. There are some ways to get
around this and we would be pleased to re
eive any other suggestions.
23
1. If the on ession based membership is for lasses where the GymMaster
booking system is used, GymMaster will identify if that member is booked
for the lass within the next hour. If the member is booked the on ession
is dedu ted.
This solution will not work if individual members are not
booked into the on ession a tivity in GymMaster.
2. You an have have 2 ard readers at re eption.
One would be learly
labelled as Con
essions Only and a
on
ession would only be dedu
ted
if this se
ond reader was used. The problem is that the normal reader will
give a
ess to the member and you rely on their honesty or sta
he
king
to make
ertain they swipe the Con
ession Reader.
3. If
on
ession a
tivities take pla
e in a spe
i
ontrolled area, the se
ond
on
ession reader
an be set up at the a
tivity area door or gate. This is
probably the best solution if there is one
on
ession type a
tivity and an
easily
ontrolled area.
4. What is frequently done is that a
ard is issued for a period based membership and a
ardboard
on
ession
ard is physi
ally ti
ked o as used
for the
on
essions.
This is not needed if the only membership for the
member is a on ession based one as GymMaster handles this perfe tly.
5 Member's A ount (Finan ial)
The balan
e owing or in
redit shows in the member s
reen on the left
hand side.
Cli
k on A
ounts on the lower left hand side of the member s
reen. This
overs all the nan
ial transa
tions related to memberships or other sales.
To return to Member details, li k on Memberships on the items under
Navigation.
5.1 Overview
1. Overview shows all
harges and payments. The total owing appears on
the member s
reen and on the top right hand side of the Overview s
reen.
2. It endeavours to mat
h payments with
harges and will do this a
urately
when the payment input is mat
hed against a spe
i
harge.
3. In the A
ounts Overview the Print Statement button enables you to print
out the transa
tion history.
24
5.2 Add Payments
This is where payment or refund transa tions are entered or alternatively
an be made through the POS system and will re ord the payment in the
member re ord. Payment transa tions entered through the member les
will appear in POS reports.
1.
2. When a membership is entered it will automati
ally enter the programme
ost in the Member's A
ount. For an AP or DD membership the
harges
will automati
ally appear from the date set for rst payment. Cli
k on
Member's A
ount > Overview to a
ess transa
tion data.
3. All
ash re
eipts or refunds (a negative entry) must go through the Payments se
tion to retain the integrity of
ash reports for the period. These
transa
tions will appear in the POS reports and the View POS Transa
tions.
4. If the Automati
ally Add Payments box has been ti
ked in ba
k o
e
programme set up, a full payment will automati
ally be
redited to the
membership. You would only use this for spe
ial reasons, perhaps when
you have programmes where you are not responsible for the nan
ial side.
5. If the automati
system is not being used the payment needs to be added
manually. In A
ounts > Add Payments the payment s
reen will open.
Ti
k the
harge being paid if possible.
Enter amount and other detail.
Then
hoose Add Payment with Re
eipt if re
eipt wanted. A re
eipt will
ome up on the s
reen and
an be printed. If re
eipt not required, just
Add Payment.
25
6. The payment will appear on the Payments s
reen, in Overview and will
amend the amount showing as owing in the Member le.
7. The rubbish tin i
on will allow a highlighted payment to be deleted. A
small s
reen will open up asking for your
on rmation. The payment is
then deleted and removed from the transa
tion s
reen. The amount owing
by the member will show on
e the Member s
reen has been refreshed.
8. A re
eipt
an be produ
ed for a highlighted payment by using the print
i
on.
9. A statement
an be printed through Print Statement.
10. Payments detail
annot be amended on
e saved for se
urity reasons. A
plus or minus separate payment will need to be put through.
5.3 Payments
Payments is where re eipts or refunds are re orded.
Payments are entered through the Add Payments or an alternatively
be made through the POS system and will re ord the payment in the
member re ord. Payment transa tions entered through the member les
will appear in POS reports.
1. You an generate a re eipt by highlighting the target payment.
2. The Clean up the A ount i on an be used for the system to reallo ate
unassigned items as it sees t.
3. The rubbish tin i on will allow a highlighted payment to be deleted. A
small s reen will open up asking for your on rmation. The payment is
then deleted and removed from the transa tion s reen. The amount owing
by the member will show on e the Member s reen has been refreshed.
5.4 Charges
Charges is found under A
ounts > Charges and re
ords all
harges against
the member.
1. The Rubbish Tin i on will remove a highlighted harge but will not an el the parti ular membership.
It will now show with a zero ost.
See
Membership Can ellation 4.4 if that is the obje tive.
2. An i on allows an invoi e to be generated for a highlighted harge if it has
not already been done. See 5.7 for viewing or printing the invoi e.
3. If a harge needs to be edited in the Charges, highlight the programme,
edit detail on bottom of the page then li k on Save i on. Alternatively
use the edit fun tion in the Membership se tion.
4. An i on allows you to view Dire t Debit harges.
26
5.5 Make Adjustments
For adjusting a person's a ount or giving a redit.
1. In A ounts li k on Make Adjustments box.
2. A new s reen opens. Fill in the detail. A redit adjustment is entered as
-. Cli k on OK to a tion. Che k that the a ount has adjusted orre tly.
5.6 Advan e Charges
Enables entry of payments against future harges where the membership
or other harge has not yet been a tioned. Not normally used and designed
to meet a spe i gym's need.
5.7 Invoi es
This lists all the invoi es that have been generated for that member.
1. If the invoi
e has not already been generated go to the Charges se
tion,
highlight the required
harge and
li
k on generate invoi
e i
on.
2. If all invoi
es for the member are to be generated this
an be done from
the Invoi
es se
tion.
3. Can delete a generated invoi
e or print it by using i
ons.
4. Re
eipts
an be obtained from the Payments se
tion.
5. If you want to print out all the transa
tions for a member go to Overview
then Print Statement.
On e a harge has been invoi ed the payment
should refer to the invoi e number.
5.8 Produ ts Sold
Re ords produ t sold through POS and re orded for this member.
1. If the le is open at the member when a POS transa
tion is put through,
you may have to go out of that member and then return for the sale to
register or
li
k on refresh i
on.
2. You
an print do
ument or
an
el highlighted transa
tion.
5.9 DC/CC History
Re ords dire t redit and automati payments redited against memberships.
27
5.10 Bank A ount
For re ording bank details for Dire t Debits.
1. Complete all the details required for member bank to a
tion transa
tions
for Dire
t Debits. The
ost is pi
ked up by the system from the programme
membership.
2. For Automati
Payments, you only need to
omplete the Bank Payer Details se
tion.
This an either be the Bank A ount name or the Bank
A
ount number. This identi
ation links the payment re
eived by your
bank ba
k to the member a
ount le.
3. The DD Company is the bank or organisation you have
hosen to
olle
t
the debits from the banks.
4. Ignore parameters and State is only for Australia.
5. Maximum Money Colle
ted sets a limit for that member in any one billing
y
le where overdue amounts are being
olle
ted. Leave blank if there is
no limit.
6. Credit
ards
an be
harged instead of banks. Conta
t treshna if you wish
to use this fa
ility.
7. Overdue deadline indi
ates that if an a
ount is overdue for beyond this
date they will be stopped by the
ard reader. The General Con guration
sets up the standard rules re warnings and stops for your fa
ility and
this box is where a spe
i
member has until a
ertain date to sort their
a
ount and over rules General Con guration.
6 Additional Information
GymMaster omes with provision for additional information whi h is listed
under Navigation on the lower left hand side of the Member le.
6.1 Extra details
1. Emergen y onta t details.
2. Allows for 2 additional addresses to be entered. eg Postal and Billing.
3. Medi al information.
4. Web a ess details for those appli ations where this is used.
5. Gives brief detail on member's involvement in luding age and date involvement started.
6. You an hoose a Client Manager if you wish.
28
7. Conta t preferen es, agreeing to emails or SMS messages. Can ti k more
than one.
6.2 Custom Details
Only set up for some gyms.
1. Where additional spe i information is needed and some items may be
shifted from main membership page.
6.3 Tasks
Setting up tasks to appear in the To Do list in dashboard.
1. Enter the tasks on the bottom half of the s
reen and a
umulated tasks
are then listed on top half.
2. Standard tasks
an be set up under Set Up > Mis
ellaneous. This
an
in
lude them appearing in the Pop Up messages when a member
he
ks
in or to reje
t entry. Further information
an be put under Des
ription.
3. Standard tasks will appear on the To Do list and when a
tioned the a
tion
will be re
orded on the Tasks le for the member.
4. General Task Stop at Gate
an be used in
onjun
tion with a des
ription
giving the reason.
5. When a task is
ompleted,
li
k on the
ompletion box and ll in details.
This will remove task from To Do list in dashboard.
6.4 Donations
1. This is a se
tion designed for re
ording donations from members, et
.
This is parti
ularly appli
able for a
haritable but may be used for a gym
that has fundraising.
To a tivate, go to Set Up > Open Con guration
Con guration > Display and turn on Donations.
6.5 Bookings
1. For making a booking for that member and re
ording bookings made
through the booking form.
You an make a booking dire t from this
se tion of the membership. See 17
6.6 Communi ations
1. Re ords ommuni ations made.
Messages are not originated from here
but are re
orded when sent through the
orresponden
e fun
tion on the
dashboard menu bar.
See Corresponden e 14 for more information on
sending ommuni ation.
29
2. The
ell phone i
on in the member se
tion allows text messages to be sent
to members. Cli
king on the i
on will open a message s
ree. and you
an
send either a standard or unique message.
6.7 Measurements
Measurements is used for tra king a members Measurement visit to visit.
1. The measurement types set up in
on guration will, if not already displayed, appear on
li
king the Add i
on.
2. To add a new measurement,
li
k on add and highlight the
orre
t date
or enter the required date. Highlight the measurement type,
li
k on the
value, enter the value, move highlight to another line then save. If entering
a number of items use the down arrow and then enter to save time. The
Attention
olumn
an be ti
ked to identify measurement being monitored
for that member.
3. Highlight an earlier date to
he
k those measurements.
4. Use print button to print a report for the member.
6.8 Note Log
Notes allows greater spa e than available in the main member s reen.
1. Cli
k on + then type message on lower s
reen. Save and it will appear on
the upper s
reen.
2. Cli
king again on + the lower s
reen will
lear for entering the next message.
3. Delete for removing a highlighted message.
4. Reasons given for editing a membership will appear in the Notes Log.
5. Use Tasks for messages requiring pop up warning.
6.9 Member Files / Workout Files
A esses member les from other parts of your system su h as Word do uments.
1. Cli
k on Add and
hoose le type from drop box. eg Workout le.
2. If related to a spe
i
programme,
hoose it. If not, leave as N/A
3. Identify the target le in Word or where it is stored and upload.
4. You
an
hoose the latest le only for opening.
30
7 To Do List - Dashboard
When you open GymMaster you will get a wel
ome s
reen listing various key se
tions of GymMaster. On the left hand side of the s
reen are
dashboard items.
If in the Members' window, you an return to Dash-
board through the top menu bar GymMaster > Dashboard.
Normally
the Dashboard s
reen will be sitting behind member s
reen for immediate
a
ess.
Dashboard is primarily a management tool for managing memberships
and the gym. It may not need to be a essed by front sta who are just
involved with member details through the Member window.
7.1 To Do List
This s reen lists tasks that need to be done.
1. You
an log in as a spe
i
sta member from the Sta Member drop box
or just leave it as All.
2. The Todo List is all matters requiring attention.
3. Choose the task type to be reported on. It will default to all. Similarly,
hoose whether it is one sta member's tasks or all.
4. In
omplete Membership indi
ates that not all detail has been entered.
5. If a task is
ompleted, su
h as an expiring membership being renewed, it
will drop from the list.
6. You
an use the Complete Task on bottom of s
reen for some tasks. If
using, a reason is requested for
ompletion. eg A member has de
ided not
to renew. The member will be removed from that list.
7. Assign enables you to give the task to a spe
i
sta member.
8. Can
el, Reopen and Add New Task
8 Find Member - Dashboard
Normal fun
tion for lo
ating member. You
an open a new member re
ord
dire
t from here. 3.1.1
9 Last Visitors - Dashboard
Lists re
ent visitors who have presented
ards. On highlighting a parti
ular member any un
ompleted tasks and amount owing will appear at the
bottom of the s
reen. Can open a spe
i
member le from there by using
the Show Member button.
31
10 Banking - Dashboard
Enables a ess to all banking fun tions.
GymMaster an automati ally he k that members are paying you through
their internet banking or bank aps or dire t debits and enter it into the
member's a ount. You an load your bank statement into GymMaster
and it will pro ess them.
Bank A ount is a essed from the Dashboard menu bar.
10.1 Setting up Banking
10.1.1 Bank Statement Import
1. If you have Internet banking or Ele troni banking you an normally download a le of your bank statement. This le an be dire tly imported to
GymMaster for pro essing. This feature allows you to automati ally extend or expire memberships based on who has paid and who hasn't. This is
useful for people who pay weekly, fortnightly, and monthly for their memberships. The system will renew the member's membership if a payment
has been re eived.
2. The system a epts a omma delimited le format (CSV). The le formats
do vary between internet banking sites. We set up the system spe i to
your site with GymMaster pur hases. You need to provide a CSV le from
your bank to us in order to set this up.
3. After you have sele ted your bank from the list, it will ask for a le to
load.
To save time in the future you an add the dire tory where you
save bank statements to your 'pla
es' bookmarks by right
li
king on the
dire
tory and
li
king 'Add to bookmarks'.
10.1.2 Setting up programmes
1. Members need to be part of programme designed spe i ally for automati
payments. eg Weekly AP Gym Membership. Done under Programmes Add/Edit Programmes - Payments & Restri tions se tion.
10.1.3 Setting up members for bank payments
1. When pro essing the bank statement GymMaster mat hes payee or parti ulars in the statement to individual members. In the members' le you
need to input their bank details. Go A ounts > Bank Details. When the
rst payment omes in it is mat hed to the member detail and any error
orre ted in the referen e detail.
32
2. In the membership se
tion, the
ost of the programme will automati
ally
set the weekly AP gure.
The amount an be edited if dierent from
default.
3. See the se
tion for setting up programmes 19.3
10.1.4 Couples and shared payments
1. One payment an be allo ated to more than one person.
2. Enter the bank details in the primary member's re ord. Leave this box
blank for the others.
3. With the member le open at the member who is to make payment (primary member as above), under Member on the top menu bar hoose Member Pays for Other Members. A tion by +, hoose members to be paid
for, enter amount to go to those members then ok.
10.1.5 Import Bank Statements for Pro essing
1. Every time a bank statement is imported any re eipts from members are
redited to their Membership A ount and their membership renewed.
2. Cli k on Import bank Statement in Dashboard > Banking. Identify the
bank. Choose the le from where you have saved it. Open.
3. All transa tions for the period will appear.
If they have pro essed in
message
olumn it indi
ates they have been mat
hed to a member's membership.
4. If there is an error message, highlight ea
h transa
tion and de
ide what
hange to make. Can assign an unknown to the member it should go to.
Ignore transa
tions that are not related to members.
5. Too many members error message indi
ates a payment for more than 1
member where the allo
ation has not been set up
orre
tly.
6. When all transfers are
orre
tly shown, pro
ess.
7. Before returning to the member s
reen you will see a report of members
who have missed or overpaid payments. Go to members to
he
k reason
and take relevant a
tion. You
an also print out the Debtors Listing under
reports to
he
k who is not paying.
10.2 Undoing bank statement imports
1. You an undo any bank statement imports that were done on a spe i
day.
Find out from 'History of bank statement import' what days you
imported your banking details.
33
2. Cli k un Unpro ess Bank Statement Import.
The transa tions for that
period an now be Imported again, amended and pro essed.
10.3 Bank Billing Export
For harging members, a ounts with Dire t Debit harge.
1. Open this fun tion under dashboard - Banking.
2. Currently we are supporting several export formats. If you use another
bank onta t treshna and the information an be a quired to set that bank
up.
Ezypay New Zealand
Ezypay Australia
ASB
Westpa Deskbank
Bank of NZ
National Bank
1. To have data exported, ea h member must have the appropriate DD ompany sele ted in the Member's A ount > Bank A ount.
This is your
organisation's bank that will be doing the olle ting.
2. The Bank Billing Export is on the right hand side of the s reen under
Dashboard > Banking. It will show the last date that an export was sent
to the bank.
3. Set the date you wish to harge to for the next data export. This would
be a onvenient day of the week for you.
4. Choose the membership period the harge is for. eg weekly, monthly.
5. Additionally Ezypay Australia requires ea h ustomer to have a state
re orded for them. We require the ompany to on gure a default state
whi h will be used for ea h ompany that does not have a state spe i ed.
6. Cli k on New Billing Breakdown and it will list all member a ounts due
for payment at that time. Multiple transa tions for one member will be
ombined into a single transa tion, saving the member transa tion fees
and redu ing the penalties for a failed payment (as a maximum of one
penalty fee is applied when there is only one transa tion). If a member
has missed past payments they will be ombined to one total, limited by
the maximum re overy amount per billing period. (Set up in Member's
A ounts > Bank.)
34
7. Go to Edit Unpro essed bat h. By highlighting a member line you an
edit payments on the lower part of the s reen. You an also a ess or add
to the member's notes in their le.
8. The members due for payment will be olour oded to indi ate their nan ial status.
9. Print the report if you want to keep a paper opy then export. See Exporting Data
10.3.1 Dire t Debit Pro ess
DD Export Process
DD Preview Export
[incorrect data]
Correct Member Data
[correct data]
DD Export
[incorrect data]
Bank Processes Export File
DD Process Export
[correct data]
[may not add payments]
Mark Exported Charges
Add Payments for Charges
[May Add Payments]
Dishonour Processing
[is dishonour]
View DD List
View DD Members
Select Record
Charge fee if applicable
[is failed]
[not finished]
Delete Payment Record
[finished]
Unflag Exported
10.3.2 Exporting Data
1. In Dashboard > Banking Export Bank Dire t Debits from Edit Unpro essed Bat h or dire t from Generate .
2. In order to ensure that no payments have been missed, a onsistent start
date must be on gured in the General Con guration - A ounts se tion. This date will be set to the date that the upgrade is installed, but
should be on gured to be the date of the rst DD export run through
the GymMaster installation. DD exports will always use this as the start
date, ensuring that any payments marked as failed/dishonoured will be
extra ted again for pro essing.
3. At this point the data to be exported will be shown.
35
Red
is data with insu ient details and will not be exported.
Yellow
is a warning that the amount is over the threshhold (Set up under
General Con guration - A ounts).
Blue
is data that has already been exported (by default this is hidden and
will not be exported. To in
lude it, sele
t the in
lude extra
ted
he
kbox at the bottom).
Green
indi ates a ombined transa tion.
White
is for normal that will be exported.
1. Sele
t Export. Sele
t the le lo
ation; the default lename is the format
required by Ezypay Aust/NZ, so the user should not
hange this.
The
lename is not important for Deskbank, so hanging the name is permissible.
2. Sele t the lo ation to save the le, sele t save, and done.
10.3.3 Additional Features
All exports are now logged and payments
an be pro
essed against them.
Note that automati
payments
an only be led against Westpa
/ Deskbank
at the moment. Ezypay provides an appropriate import le whi
h
an alternatively be used to tra
k payments properly.
1. To a ess this, go to Bank A ounts - Pro ess Dire t Debit Payments.
Sele t the re ord you wish to pro ess, then the Pro ess Payments button.
Note that this button will be disabled for exports whi h have already been
pro essed and those whi h may not be pro essed. (e.g. Ezypay NZ/AU
exports).
10.4 History of Bank Statement Imports
1. This will list the bat hes of bank statements that have been imported
and the period overed. Information helpful for undoing bank imports or
he king details of a bank transfer History.
10.5 History of Bank Transa tions
1. Will list all transa tions from a bank statement for the period the dates
are imported. Get date from History of statement imports.
11 Reports - Dashboard
This is the pla e to get all the management reports for your organisation.
36
Standard report formats
ome with GymMaster. You
an also
reate your
own report formats. Most reports require parameters to be set to limit
the report to the information you require.
11.1 Papyrus Reports
1. This lists all standard reports available.
2. Highlight the required report.
3. Save as favourite if you want it in luded in your own report listing.
4. When the report opens it will show Parameters that it may require. This
ould over a period or parti ular programme and is to a t as a lter to
redu e the report to the information you require.
5. If you get an error message telling you there was no output generated your
parameters are likely to be too restri tive. Try using a longer date range
for the report.
6. When the hoi e is made, perhaps from a drop box or alendar, li k on
Ok.
7. A ess le from Browse if you want to save to Output To a le on your
system.
8. If you want to view the report hoose PDF or other format under Output
As. Ti k Open in Viewer.
9. Ti k Validate against DTD if ................
10. Cli k on Exe ute on the report will be generated. There may be a delay
if it is a big data base as it a esses and sorts.
11.2 Standard Reports
11.2.1 Member Listings
1.
Membership movement statisti s for group - Choose reporting period and
programme group in parameters.
Lists memberships (one member may
have more than 1 membership) and members movement for the period.
Average new member pri
e, retention rate and visits over period.
2.
Joining Members in a Period - Lists by programme group those who have
joined or renewed membership during hosen period.
3.
Programme Group
apa
ity report - Lists ea
h programme in groups indi
ating total
urrent members and if set up, the wait list number and limit
for the programme.
37
4.
Membership demographi
statisti
s - Statisti
s of members for all programmes in a group at a
hosen date and shows gender and average age.
The se
ond page gives a breakdown against age groups. This report
an
be
ustomised to meet individual
lients needs.
5.
Initial member
onta
t - Lists for a period members who
ame through a
sta member and for parti
ular promotions.
6.
Membership per Client Manager - Lists memberships for ea h lient and
related totals.
7.
Membership Sales report for programme group - Lists sales value and numbers by group of programmes for hosen period.
11.2.2 Memberships
1.
Membership movement statisti s for group - Choose reporting period and
programme group in parameters.
Lists memberships (one member may
have more than 1 membership) and members movement for the period.
Average new member pri
e, retention rate and visits over period.
2.
Joining Members in a Period - Lists by programme group those who have
joined or renewed membership during hosen period.
3.
Programme Group
apa
ity report - Lists ea
h programme in groups indi
ating total
urrent members and if set up, the wait list number and limit
for the programme.
4.
Membership demographi
statisti
s - Statisti
s of members for all programmes in a group at a
hosen date and shows gender and average age.
The se
ond page gives a breakdown against age groups. This report
an
be
ustomised to meet individual
lients needs.
5.
Initial member
onta
t - Lists for a period members who
ame through a
sta member and for parti
ular promotions.
6.
Membership per Client Manager - Lists memberships for ea h lient and
related totals.
7.
Membership Sales report for programme group - Lists sales value and numbers by group of programmes for hosen period.
11.2.3 Retention
1.
Members who have not visited in a period - Lists members who have not
re
orded an attendan
e for the
hosen period. Gives the programme, last
re
orded attendan
e, date of joining,
onta
t details and trainer.
38
2.
Members who stopped visiting in last 3 weeks - A listing in groups for
hosen period of members that attended in the 3 weeks before the parameter
date but not in the 3 weeks after parameter date. Gives name, programme,
last visit, joined,
onta
t details and personal trainer. Possible indi
ation
of a developing retention issue in time to address issue.
3.
Expiring Members by group - Lists members in a group of programmes or
all groups whose membership expires in a hosen period. A key use is for
initiating membership renewal reminders. Shows expiry date, programme,
outstanding fees, payment type and onta t details.
4.
Expiring Members by programme - Lists expiring membership for a programme within hosen period as per Group above.
5.
Members
oming due date - Lists memberships for whom a Dire
t Debit
is due on
hosen date
6.
Future Expiry Fore
ast - Gives total expiry numbers in
oming months by
group in
luding all groups. Designed to help fore
asting. Use Expiry by
Group report for detailed follow up with members
7.
Lost members - Lists members who have not renewed their membership
within
hosen period. It does not in
lude members until they have rea
hed
29 days without renewal so any sear
h period should be for at least a
month.
8.
Retention
allba
ks - Lists members who need to be
onta
ted either for
renewal or goodwill feedba
k
all.
9.
Retention follow up - Lists 8 week follow up alls required.
11.2.4 Finan ial
1.
Members a
ount information - Lists all members alphabeti
ally and their
a
ount balan
e.
2.
Members who owe money (Debtors) listing for a group - Lists balan
es
showing in member's a
ounts within a group of programmes.
3.
Members who owe money by Programme - Lists balan es owing in Member's a ount within a programme.
4.
In
ome in advan
e - Cal
ulates value of unused membership for both
on
ession and time based members. Used for a
ounting provision of in
ome
re
eived in advan
e. Based on
urrent membership
ost rather than histori
al. Chosen by Programme Group.
5.
Remaining membership in ome - Summarises by Programme what has
been harged, paid and is still owing.
39
6.
7.
Bank debit list - Lists the Dire
t Debit transa
tions for a
hosen period.
Donor report - Only if using GymMaster for re
ording donors. Listing of
donors
8.
Donations report - Only if using GymMaster for re ording donations by
members et
11.2.5 Point of Sale
1.
Sales produ
ts for period - Lists sales through Point of Sale fa
ility (drinks
et
) for
hosen period.
2.
POS summary - Provides an analysis of all sales through POS for the
hosen period.
3.
Detailed till take, payments for a period -Lists POS transa
tions for a parti
ular period and time. In
ludes details of what payments are for where
this was designated on input. Make
ertain date and time parameters have
been
hosen. Time parameters are set up under General Con guration.
4.
Till take - Re
ords
ash transa
tions for period but does not list items.
Designed to re
on
ile
ash for a shift or day. Time parameters set under
General Con guration.
5.
Inventory report - Lists all sto
k on
hosen day in
luding value if
ost has
been input. Provides total value.
6.
Minimum sto
k level - Lists POS items where sto
k level has dropped
below minimum set up under POS - Manage Produ
ts.
11.2.6 Fa ility Use
1.
Visitor usage (statisti
al log) - Gives total number of
ards presented for
a set period for both programmes and groups.
2.
Fa
ility usage log for period - Logs time and names of members who presented their
ards during
hosen period. Put the end date as one day after
period required. EG If wanting the use for the 17th, use that as opening
and 18th as
losing.
3.
4.
Peak times - Shows attendan
e against time bands for
hosen period.
Booking
lasses - Lists for a period the
lasses date, start time,
lass name,
resour
es, length and maximum number of parti
ipants.
40
11.2.7 Sundry
1.
Birthday list - Lists birthday dates for
hosen month in
luding name, age
and programme involvement.
2.
Hundredth visitor / New member - Used by some gyms as a spe
ial lottery
type in
entive. Choose a date and it will list from that date to
urrent
date. Will list all 100th member joins.
11.3 Alternative Report Sele tion
This is your own reports edited to meet your needs.
1. Choose from the drop box the type of report you want.
eg Member or
Finan ial, Retention et .
2. From Report Name highlight the report you require. Under Report Information a des ription will appear of the report ontent.
3. Set any required parameters su h as the period to be overed.
4. Generate the report and wait for it to ome up on s reen.
5. You an send a bulk email to the members in the report.
eg To those
whose membership has expired and who have not renewed. Cli
k on Send
Bulk Email
6. The new report that
omes up will indi
ate the members who have an
email address.
This is no guarantee that the address is valid.
You an
unti
k any member that you want to ex
lude from the email.
7. Cli
k on Next to a
tivate the message. The
hosen members will appear
under re
ipients.
8. Complete the From Email with your email address as sender.
9. Load Template enables you to a
ess any saved messages. You may have
standard messages you have
omposed for spe
i
mailouts.
10. Enter subje
t for
all.
11. You
an insert a eld from your member les. eg Member First Name.
Do the inserts by pla
ing them in the required position in the message by
li
king on Insert Field.
12. If
reating a new message write it in message blo
k.
13. Add an atta
hment if you wish.
14. Save will save the message as a new template.
15. Send.
41
11.4 Edit Report
For making hanges to report ontent and layout.
1. Highlight the report name that you want and
li
k on Edit report.
2. A s
reen will open giving the data
urrently displayed in the report.
3. By highlighting a data line you
an move a
ross to the Sum total. Cli
k
if it is a
olumn that you wish to have added. eg a nan
ial
olumn or
numbers.
4. Moving on from the Sum
olumn you
an set the sort order that di
tates
the order that
olumns appear in the report by
hanging the number.
5. Use of the lters requires some knowledge of PSQL. Che
k with treshna
if you wish to make these
hanges.
6. You
an add additional
olumns.
By li king on Add Column a s reen
will open listing the data that is available as a new
olumn. Highlight the
data
olumn required then Add. De ne sort order for the
olumns.
7. Save
olumn properties.
8. To remove a
olumn rst highlight the line to be removed,
li
k on Remove
Column then
on rm.
12 Graphs
Graphs to show some key trends
1. Choose graphs from the Dashboard then
li
k on Show Graph. There may
be a delay while GymMaster pro
esses the data.
2. Choose the target year.
3. Hover
ursor over graph to get de nition of multiple lines.
4. Current Members. Real number is the a
tual members who have a
urrent
membership ea
h month. In the latest year it will be a downwards trend
for forward months based on expiries whi
h
an be
ome renewals. Unique
member visits is the number of dierent members a
tually attending the
gym in ea
h month. (The fa
ility graph shows total visits whi
h ion
ludes
multiple visits by a member in the period.) From a management perspe
tive you probably want to have these 2 lines
lose to ea
h other to indi
ate
high parti
ipation level and therefore potential high renewals.
5. Members joining is the number of joins and renewals.
6. Member movement breaks down
hanges in membership by various types
of membership
hange.
7. Visits to the fa
ility shows total re
orded visits in period.
42
13 Gym Set Up
This gives dire t a ess to various on guration fun tions. See later se tions for details. 19
14 Corresponden e
For sending standard letters or emails to members.
Standard message templates are set up in the Dashboard > Setup > Corresponden e 19.7
14.1 Sending Individual Messages
1. Cli k i on alongside email address or ell phone on front page of Membership . A message s reen will appear. Type message and send.
14.2 Send Bulk Email
This form provides a way that you
an send an email to all or some of
your members.
1. Cli k on Corresponden e on Dashboard menu bar.
2. You an hoose an already saved template from the drop box.
3. Sele t a re ipient ategory from the drop box. Additional ategories an
be set up for you by Treshna. If the re ipient list needs ltering, other
drop down boxes should appear at the bottom of the s reen.
4. Enter From Email address. (This is your own email address)
5. Subje t of the email.
6. Insert Field.
Choose as many values as you wish su h as rst name,
surname et , position in the main text then li k on Insert after ea h
hoi e.
7. In the large text area you an enter the text of the email or use the
standard template you have hosen.
8. Send will open all the addresses that you have sele ted.
You an un-
sele t all by li king on the bottom button or individual remove ti ks
from members.
9. Atta hments an be added but it is not re ommended that you do so for
large bulk mailings as it may result in spam lassi ation problems.
10. When targets nalised, li k send.
43
11. For testing purposes, it maybe an idea to
hoose the re
ipient of 'First
Member' whi
h you
an set up as a dummy message to have your own
email address.Insert Field.
Choose as many values as you wish su h as
rst name, surname et and li k on Insert after ea h.
14.3 Send Bulk SMS
TXT Messages an be sent from GymMaster dire tly to your members.
TXT messaging allows you to qui kly onta t members to remind them
about appointments, or let them know that they have missed a payment.
A essed through Corresponden e > Send Bulk SMS on top menu bar of
Dashboard.
1. When sending TXT messages you
an have your
ell phone number be
the reply address whi
h appears on the text although it is sent through
our network. When the members reply it goes dire
tly to you. This is not
supported on all telephone networks so when the text is sent to someone
on an unsupported network the message will appear from an overseas
number.
2. You
an
hoose an already saved template from the drop box or write a
new one.
3. Insert Field.
Choose as many values as you wish su h as rst name,
surname et , position in the main text then li k on Insert after ea h
hoi e.
4. Send SMS
5. Text messages vary between ountries. In NZ TXT messages an be prepur hased for $NZ20 for 100 messages or you an pay $NZ40 per month
for 200 TXT messages per month whi h a umulate.
6. Email us at sales-. om for more information.
14.4 Mail Merge
Mail merge links data from GymMaster into a word pro
essor do
ument
providing a way to produ
e form-letters,
1. Sele t MailMerge from the Corresponden e menu
2. Chose a do ument from the list. You may need to use the lter su h as
when sending to members of one programme.
3. Ti k box if wanting to ex lude those who have already been emailed.
4. Cli k
5. Word will open and ask to in lude data from :\\. sv, li k yes.
44
6. Word will open the do ument
7. Sele t Tools > Letters and Mailings > Mailmerge
8. Cli k Next on the bottom right of the s reen through all the steps up to
and in luding omplete the merge
9. Now you an print the merged do uments.
10. Further ltering an be done utilising Word fun tions.
14.5 Email Template Setup
1. The tool bar has i ons for adding a new message, editing, an elling and
arrows for viewing the saved messages.
2. Title is a des riptive heading for you to identify messages. eg Member of
a Group
3. Email From is your email address.
4. Subje t of the email.
5. Respondents Filter. Choose from drop box. Additional ategories an be
set up for you by Treshna
6. Con gure Re ipients sets the parameters limiting who the email is to be
sent to.
7. In the large text area enter the text of the email.
Use the Insert Field
fun
tion for inserting details su
h as rst name in the appropriate pla
e
in the text.
8. Add atta
hments if any and
li
k on OK. Remember that adding atta
hments to a large bulk email mailing may result in spam
lassi
ation problems.
14.6 SMS Templates
For setting up standard phone text messages
1. Give a title to the message.
2. Enter the text and use the Insert fun tion for inserting data into the text.
45
14.7 Mail Merge Templates
For setting up letters for mailmerge.
Mu h of the data is entered from
your word pro essor.
1. Give the do ument title
2. Identify the template do ument
3. Cli k and hoose do ument if wanting to edit it.
4. Choose a Respondents Filter from the drop box options.
5. The template, when saved, will be available under the Corresponden e >
Mail Merge fun tion.
14.8 Advan ed Filters
This is where the settings are for de ning whi
h members are in
luded in
a mailmerge or an email.
1. Sear h for lter referen e by using arrows.
2. Give it a title.
3. List elds to be in luded
4. Where SQL ......
5. Ti k lters required.
6. Ok
14.9 Clear Print-id Flags
This unmarks all the Print Card boxes on all the members. This is to
tell GymMaster that all the membership
ards have been printed.
You
an on gure the Print Card fun tion from the General Con guration.
15 Information
This gives information on the urrent status of programmes and members.
It is a essed from Information on the top menu bar of the Dashboard.
46
15.1 Last Visitor
1. Lists in time order all the members who have re
ently presented or swiped
a
ard.
2. Cli
king on a member will display the member's pi
ture and key information. Then
li
king on Show Member will transfer you to their membership
re
ord.
3. An individual member's visit history
an be obtained under Member >
Member Visit History.
4. The visits for the last week
an be printed with key,member information.
5. Members in the gym
an be found by
li
king on the funnel i
on. This will
only be a
urate if a
ard a
tivated exit gate or door is used. Otherwise
it will show those who have
ome in on the
urrent day.
6. Con rm Membership to Che
kin enables you to ..................
15.2 Enrollment Numbers
Qui k he k of the total number in any programme.
1. Choose Enrolments and a s
reen will open and the programme group
should be
hosen from the drop box.
2. Lists
urrent membership numbers for ea
h programme group.
3. All the programmes in the group will be listed showing the number of
urrent members. It will also show if there is a limit that has been set for
that programme or
lass and if there are waitlisted people.
47
15.3 Key Performan e Indi ators
Gives a report of key indi ators relating to members.
1. Use the
alendar to
hoose the date and period and
hange
hoi
es..
2. Gives the
urrent nan
ial members. To get the total number of members
on le go to Help menu bar then About GymMaster.
3. The happy, satis ed and sad member numbers only add those for whom
a
ard has been issued and used.
4. Total male and female will not agree with
urrent members total if no
gender has been entered in some memberships.
5. Gives membership movement over period.
6. Overall retention for period
ompares the total number of
urrent members
at the beginning of the period
ompared with the number still
urrent at
the end of the period. If a period of 6 months was
hosen, there were 1000
urrent members at that time and of those members 900 were still
urrent
at the end of the 6 months, overall retention is 90% for the period.
7. Gives the number of members who have a
ard issued and have not visited
in the period and the number of swipes registering visits.
8. Also gives key totals from POS.
15.4 Membership List
1. Highlight a programme. They are listed within programme groups and
the sort order an be hanged by li king beside the group heading.
2. It will then list all of the urrent members in the programme. Cli k on a
member to open their re ord.
15.5 Debtors
1. A listing of
urrent amounts owing by members.
2. Shows amount due, last visit, last payment and programmes.
3. The 3 weeks, 2 months and 3 months
olumns indi
ate how long the
omponent amounts have been owing on a
umulative basis.
4. Can highlight a member,
li
k on JumpTo i
on and it will open that
member's le.
15.6 Reports
1. A
ess to your word les. See Reports in dashboard Navigation for main
reports.
48
16 Point of Sale
The POS an be mainly for re ording sales of items from a shop et or it
an re ord all inwards ash transa tions in luding membership payments.
It also allows full reporting on sales and integrates with a sto k ontrol
system. The sales fun tion is lo ated under Point of Sale i on on the top
menu bar or under GymMaster. If the POS s reen (till equivalent) is going
to be an important part of your internal ontrol, all re eipts and refunds
that would go through the ash drawer should be registered through POS.
First set up under Setup > Point of Sale des ribed under Set Up 19.5
Features in lude
Can set up your own produ t lists in groups with urrent pri e and Memberships.
Easy entry of sales with the ability to
onne
t to a
ash drawer, produ
e
a re
eipt or invoi
e and re
ord the sale against a parti
ular member and
harge to their a
ount if wished.
Full tra
king of all histori
al sales and in
orporates a sto
k system.
A warning
an be set up under General Con guration - POS where a limit
is set on the amount of debt a member
an run up.
16.0.1 Point of Sale Tou h S reen.
49
An a
tual tou
h s
reen is not needed as it works well on a standard
monitor with mouse.
1. A
ess through Point of Sale i
on in membership se
tion or under GymMaster on top menu bar.
Also in Dashboard top top menu bar under
Point of Sale > POS Tou h S reen
2. If the s reen has been on gured to show Produ t Types rst li k on type
and it will then display produ ts in that Type.
3. Cli k on items being sold.
Multiple li ks will in rease quantity or use
the Change Quantity pad. The Ba
k pad will revert to the previous type
s
reen. Produ
ts from other Types
an now be added to the sale.
4. Can enter a dis
ount by using button then amount on the tou
h pad. Can
be a % or $ amount. Cal
ulate by highlighting the item to be dis
ounted.
At present you
an't make one % dis
ount
al
ulation on a sale of multiple
items.
5. Can highlight then delete an item line using the delete button on the POS
s
reen.
6. Can add an amount for non spe
i ed item through use of General Sale.
7. Can
an
el the sale.
8. Cli
k on payment method (eg Pay Cash) and if full amount then on Done
and it will default to the full sum. If only part payment or using more
than one method of payment, enter the amount to be
redited on the
tou
h s
reen amount pad and if required, type of
redit
ard then Done.
9. The sale
an be
harged to the member. Cli
k on Charge to Member, nd
and highlight Member then
omplete sale. At this stage you
annot part
harge a sale to member so if this is required put through as 2 dierent
sales transa
tions.
10. A member
an join a gym membership or renew it through the POS if
the member le has already been set up and the POS
on guration has
in
luded Memberships. As with produ
ts,
li
k on the membership group
square,
li
k on the spe
i
programme them make payment, Find and
highlight Member,
hoose payment method, Done and Complete Sale. It
will automati
ally add that membership and the payment to the Member's
le. The
redit limit you have set up for POS transa
tions will for
e you
to take at least enough payment to bring below limit. You will need to
go to the member's le, highlight the new membership and
li
k on the
Complete button.
50
11. If member wants to make a payment against their a
ount, Find Member,
Highlight, Pay Member Pad, enter amount, Done,
hoose payment method
(Credit Card, Cash et
), don't enter any further amount, Complete Sale.
The payment will show in the Member's Transa
tions in their le.
12. A refund of a
redit balan
e in a member's a
ount
an also be made
through POS. Find the member and highlight. Cash Out button, enter
amount of refund and done. Complete sale.
13. If
ash is to be given use Cash Out fun
tion.
This may be an eftpos
transa
tion where the sale is $5 and
ash drawn from the persons a
ount
being $10. The
harge to their bank a
ount is $15. So enter sale at $5.
Eftpos payment at $15, Cash Out of $10 then
omplete sale. When all
done
li
k on Complete Sale and paid invoi
e will print out if re
eipt box
is ti
ked.
14. Payments made dire
t through the Members le will appear in the View
POS Transa
tions available through the Dashboard POS, and reports as a
payment as it will be part of the days transa
tions. APs and DDs imported
from the bank statement et
will not appear in POS as not a transa
tion
through the POS (Till).
16.1 View POS Transa tions
This shows sales transa
tions for a spe
i
period that have been put
through the POS s
reen.
1. In Dashboard, Go to Point of Sale on the top menu bar > View POS
Transa
tions.
51
2. On the left hand side of the s
reen there are 2
alendars whi
h give a
number of options on the information to be reported. The top
alendar
is to give the latest date to be viewed. The middle drop box enables you
to
hoose whether to Sele
t a Start Date or for a xed period su
h as
Today or 1 Week. If you
hoose Sele
t Start Date enter this in the bottom
alendar.
3. There is a print i
on to print the page.
4. On the bottom details are available of a highlighted sale transa
tion.
5. A total sales gure is given for the displayed period.
This in ludes all
the transa
tions that have gone through POS as sales reported above and
payments that have been
redited dire
t to members' a
ounts with the
money going in the till but not rung up as a sale.
6. A sale
an be voided. Highlight transa
tion and
li
k on Void Sale. It will
reverse the sale but retain both the original entry and the reversal on the
report as an audit trail.
16.2 Managing Sto k Inventory
GymMaster tra ks urrent sto k levels by integrating re ords for sales,
sto k takes and produ t pur hases. A omplete re ord of these is kept,
with a variety of potential uses, su h as tra king sales trends, identifying
missing sto k et .
16.2.1 View Inventory
This will list the sto k the system believes exists. ie pur hases less sales.
1. A ess through Dashboard > Point of Sale > View Inventory.
2. The order an be sorted by li king beside the heading and details
ltered by Produ t Type.
52
3. The urrent day's inventory is updated by ea h sale, pur hase or sto k
adjustment. Previous dates list the sto k at the beginning of the day.
This report in a slightly dierent format an be printed out from this
s reen as an the Minimum Sto k Level report.
4. The value of sto k at the hosen date valued at urrent pur hase pri e (not
histori al) will appear in the top right of the s reen and at the bottom of
the printed reports.
16.2.2 Pur hases
To re ord a new sto k pur hase.
1. In Dashboard, Sele t the Point of Sale > Pur hases.
2. Previous pur hases an be viewed by using the lters and highlighting the
transa tion date on the left hand side of the s reen. If you have set up
suppliers you an also use them for a sear h.
3. Cli k the "+" button to begin.
4. Cli k on the orre t date for the pur hase whi h should be the top entry
on the left hand side. The date an be amended through the date box,
perhaps for an order to be delivered the following day.
5. Edit the number of ea h item pur hased by sele ting the row from the list,
then sele ting the quantity eld. Note that you an jump dire tly to the
orre t row for a produ t by s anning its bar ode; this will also in rease
the number of units pur hased by one, so for single pur hases all you need
to do is s an the bar ode on e. Make ertain you move the highlight past
the quantity entry for the pur hase to be registered.
53
6. You will be able to
hange the default
ost pri
e of the produ
t when
entering the pur
hase but this is not
urrently enabled.
The pur hase
pri e will default to the one set up for the produ t.
7. Save and exit.
16.2.3 Sto k takes
Sto
ktakes are undertaken periodi
ally to re
ord the a
tual level of sto
k
found during a physi
al
he
k. This sets all
urrent sto
k levels
a
urately at the time of the sto
ktake. The user
an also see the levels
that should be present, a
ounting for pur
hases and sales of sto
k.
1. A ess from Dashboard > POS > Sto k takes.
2. Cli k the "+" button to begin. This will update the inventory olumn to
what the system says it should be.
3. Adjust the time and date of the sto ktake if required; it will default to the
urrent time and date.
4. Edit the number of ea h sto k type found by sele ting the row from the
list, then sele ting the quantity eld. Move past the entry for it to register.
Note that you an jump dire tly to the row for a produ t by s anning its
bar ode.
5. When nished, li k on Save i on before exiting. It will update the inventory reports for any hanges made to the physi al sto ktake.
6. It is possible to see the results of any previous sto ktake re orded with
GymMaster. When in Sto k takes use the navigational buttons to browse
through the re orded sto k takes.
7. To delete a sto k take from the re ords highlight the sto k take date and
time and li k the delete button. Con rm the request.
54
17 Bookings
Bookings enables you to book for a personal trainer, an item of equipment,
a lass or a spa e, et .
The booking form is ustomised for your needs
through the Bookings set up. 19.4
1. The Booking Form is viewed by going to GymMaster on the top menu >
Booking Form or using the Booking Form i on.
2. The booking S reen has areas for the booking timetable and date, the
resour e type and the member identi ation.
3. First Setup your Gym's Resour es. 19.4
4. By Default the two resour es that are set up are ourt one and two with
your opening hours in 30 minute slots and 2 sta members under Personal
Trainers. You an hange their names in Booking Form Setup.
5. There are Buttons along the top below the menu bar for various fun tions.
6. You an print out bookings and lasses from this s reen.
17.1 Making a Booking
1. If there are a number of Resour e Types you an book for, rst hoose
your resour e from the drop box. eg. Fa ility, Personal Trainer.
55
2. To make a booking for a member rst use the member nd fun
tion. Cli
k
on The Member then
hoose the Resour
e from the drop box. Choose the
date in the
alendar and highlight the time required on the booking sheet.
Cli
k on Add Booking. A box will open requesting type of booking with
drop box options. Either
hoose option or just
li
k OK if not appli
able.
You
an book any number of
onse
utive time slots by highlighting them.
3. The Today button will bring the booking s
reen ba
k to today's date.
4. To Can el a Booking sele t the booking then li k the an el button.
5. To Create a Casual Member Booking Cli k the date and time you want to
make the booking then the Add Casual Booking (Non member) Button
A new s reen will open and type at least a First Name and Conta t phone
number in the box that opens and hoose booking type. Cli k on Add.
6. For basi member details related to any booking, li k on the name in the
booking and details will ome up in bottom left orner.
7. To Show a member's full Details li k the booking then li k on the show
members details button. This will bring up the details on the GymMaster
Main Page. Then li k on Booking Form i on to return to booking s reen.
8. Con rm Booking i on indi ates that the member has been reminded or
has on rmed the booking.
Will hange the ba kground olour of the
booking.
9. When a member arrives highlight the booking and
li
k on the Che
kin
Member i
on. A s
reen opens with some member detail and the option
to open a spe
i
door.
This will re ord the booking in the Member's
membership se
tion under bookings. It will also
hange the booking
olour
to re e
t that the person has arrived.
If the member does not have a
urrent membership it will not allow
he
kin (will give a warning message)
but booking will still be inta
t.
10. For a no show
li
k on the booking and then the i
on. (You may need to
li
k on fresh to get the
olour
hange.) If the person then turns up the
booking
an be reinstated ( if not booked to somebody else) by
li
king
on the time spa
e again. To book somebody else in
an
el the booking.
11. To
hange a booking,
li
k on existing booking then on Amend Booking
i
on. A new s
reen will open for entering the new booking. Complete new
date et
then Ok. It will delete the old booking and re
ord the new for
that person.
56
17.2 Repeat Bookings
1. To repeat a standing booking for a member, highlight the rst repeat
booking date, time and resour e.
Repeat Bookings.
Go to Bookings on the menu bar >
Complete the details, he k that the right member
name is highlighted and then Ok. It will
ome up with an error message
if one of the booking times has already been taken. The repeat fun
tion
will book up to the maximum period set under General Con guration
> Booking.
Another repeat booking will need to be made if a further
period is required. This
annot be made until near the end of the original
booking.
2. To
an
el one or all repeat bookings go to Booking on the menu bar >
Show Repeat Bookings. You
an then highlight and delete bookings.
17.3 Making Time Unavailable
Blo king out times and dates.
1. For one spe
i
time and date to be blo
ked out. In Booking Form sele
t
Resour
e, Date and mark Time. On Booking Form, go to Booking on top
menu bar > Make Time Unavailable. Can be
an
elled through Can
el
i
on.
2. For repeat blo
king for a
hosen period, rst
hoose the Resour
e, Day
and Time to be blo
ked. Then to Booking > Make Repeating Time Unavailable. Choose interval, end date and booking type.
3. To blo
k out a spe
i
entire day,
hoose Resour
e, Date and highlight
beginning of target day. Then to Booking > Make Day Unavailable.
17.4 Classes
For setting up one o or regular lasses
1. Classes
an be set up under Booking > Classes. + to add a new
lass then
save.
2. Highlight the day, resour
e and time for the rst
lass then
li
k on Add
Repeating Class i
on. Complete the small s
reen that
omes up then OK.
For a one o
lass have the end date the same as the beginning. The times
will re e
t those
hosen on the booking form but the time shown for the
end will be the beginning of the nal time slot.
3. You
an set it for a year and then delete any individual weeks that a
lass
may not be running by highlighting that
lass then
li
k on the Can
el
Booking i
on. This will have booked the spa
e you require over the period
to whi
h members
an now be allo
ated.
57
17.4.1 Bookings in a Class
1. To add a member to the lass, nd member, highlight the lass then li k
on Add Booking. Ok in Booking Type box. Highlighting the lass again
will list the lass members. The Non Member asual fun tion an also be
used by li king on Add Casual Member, highlight the lass involved and
then omplete details and Add.
2. To remove a person from a lass, highlight the lass, li k on the Class
Status i on, highlight the name from the list that omes up then Can el
button to remove name.
3. The Class Status an also be used for he king people into a lass.
4. Book members in for the lasses as in on e o lasses. This needs to be
done for ea h lass on the assumption that people book by lass rather
than term or period.
5. If the same people are going to omplete say a term of lasses, use the Repeat Classes for booking the fa ility but open a Pre Set Date Programme
under Programmes to manage the lass details and membership.
18 Prospe t Sales Enquiries
For listing sales enquiries who
ould be
ome members with an allo
ation
fun
tion to a sta member for follow up. See 3.5
19 Con guration - Set up
The set up menu provides a means to edit the settings that de ne your
enterprise.
With the ex eption of the on g les all the settings in the
on guration menu are enterprise-wide settings.
The Setup page is a essed from the Dashboard navigation list.
19.1 Con g Files
The master on guration for your GymMaster terminal is done in a number of
text do uments.
For your onvenien e the les an be a essed from Con guration->General
Con guration->Con g Files
Ea h le ontrols a dierent omponent of GymMaster.
The relevant omponent must be restarted for hanges made to the le to
take ee t.
Save on g les makes the hanges permanent, otherwise after running the
update bat h the hanges will be lost.
58
Revert
on g les undoes the
hanges returning the les to the state they
were in before they were edited.
Settings done in the
on g les only ee
t the PC they are done on. If your
installation has multiple PCs running GymMaster be sure to redo the settings
on the other PCs as appropriate.
19.2 General Con guration
1. From Dashboard, under Gym Setup, li k on Open General Con guration. This has several se tions for ompletion. When making hanges in
General Con guration s reen, it may require you on ompletion to go out
of GymMaster and re-enter. Cli k on OK to restart and allow hanges to
take ee t. This is a safeguard as if a hange has been made all re ords
need to be updated before any more transa tions are made.
2. There is also a ess to a Con guration se tion from the dasboard top
menu bar. Use this for hanging sample data set up and under its General
Con guration unti k Disable Se urity to enable setting sta rights under
sta details.
19.2.1 Company Details.
1. After lling in the ompany data, li k on OK. GymMaster needs restarting as above. The an el button will undo any hange you have made if
li ked prior to Ok.
2. The Contra t se tion is for entering key onditions of your ontra t with
members. It is automati ally inserted in member ontra ts whi h an be
printed out for ea h member from their membership s reen.
Sta details - For setting up sta and se urity
1. User Administration.
For setting up sta and indi ating if they are a
personal trainer. To give a sta person a ess rights to GymMaster use
the right hand s reen, adding or deleting rights for the highlighted sta
person. A des ription of what the rights give appears in the lower box.
2. Ti k the Disable Se urity only if you do not want sta to have se urity
levels. Unti king will enable se urity again.
3. If your GymMaster has been set up for sta logins, a tivate through Enable User Logins. You would normally enable logins if running se urity.
4. Reset Se urity is used if you are having problems with user a ess and it
may resolve the problems.
59
19.2.2 Card Readers.
There are options to
on gure the way in whi
h
ards are handled. The
on guration de
ides how
ards are to be treated on presentation and
ontrols Pop Up signals.
Cardreader Hardware Setup
1. Cli k on Cardreader Hardware Setup and a s reen opens to set up readers
and lo ations.
2. Che k with Treshna on installation if there are to be multiple entry or exit
points. The orre t settings need to be entered in this s reen.
The Doors in Building is used to set up the ontrolled doors.
1. You may just have re eption or you may have additional doors that are
ontrolled by ard readers. You also may have an exit only door.
2. After entering details of a door li k on save.
Time out between swipes.
1. Time out between swipes is set in hh:mm:ss This means that if a ard is
swiped more than on e within the set time lapse, it will not re ord another
visit or dedu t again from a on ession ard. This avoids a idental on ession dedu tions if it has been set at say 5 minutes. It does mean that if
2 dedu tions are to be taken from a on ession ard (2 people using) this
may have to be dedu ted manually from the member's le or the lapse
time set for say 15 se onds and sta made aware of this.
Fa ility a ess for members. (Pop up warnings et )
1. Warn if Owing Ex eed is a dollar amount that will generate a Pop up
warning on presentation of a ard where more than that amount is owed.
You may set this at $1 so that a warning is triggered for all debtors.
2. Stop if Owing Ex eeds $ gives a pop up warning but also reje ts the ard.
You an set this for immediate ee t or allow some days of gra e.
Open Hours
1. This will open a s reen that enables you to set your standard opening
hours for ea h day of the week. If you have some memberships that are
related to O peak hours, these times an also be set up.
Enter any
hanges in the bottom half of that s reen.
2. Publi Holidays enables you to set any holidays that you will be losed.
Gra e Days
60
1. Gra e days for expired memberships means a number of days an be set
up before a ard is denied for expiry. This is parti ularly relevant if there
is say a weekly AP membership and there is a delay of a day before data
is updated from the bank.
Membership Cards
1. Cards Issued opens up a ard number list and who holds them.
From
there by highlighting a number and member an go dire t to the member's
re ord, delete, update or reset ounter.
2. Memberships that Issue Cards lists Programme Groups showing if they
have been set up to automati ally issue ards and if they are histori al.
Normally set up under Programme Groups on guration but an also be
done from here.
Members Che k In
1. Show amount owing if box ti ked will mean that the pop up s reen on a
member he king in will show the amount owing.
2. Show visitor statisti s will
Pop Up Hardware Settings
1. Enables you to de ne how the pop up s reen on member he k in works.
2. The display time is set in millise onds so 13000 is 13 se onds. Under Linux
this does not work and will use a 4 se ond by default.
Membership Cards with Bar odes
1. Generated bar odes pre x allows you to ustomise the symbols that are
written to the ards that you issue.
The bar ode written to the ard
will
onsist of the symbols entered here followed by the bar
ode number.
Changing the value here will not make old bar
odes invalid, but will ee
t
the
ontent of newly issued bar
odes. The purpose of this is to allow you
to have bar
odes that are dierent from those issued by others (like videoezy, subway, y-buys et
...) The automati
ally set print
ard gives you a
ontrol over when GymMaster sets the print
ard
he
kbox for a member.
19.2.3 A
ounting.
Banking
1. You
an enter your bank a
ount details.
2. Bank File Dire
tory
3. Credit Card Issuers is for setting up banks that issue
redit
ards. This
is not required in NZ where all Eftpos transa
tions go through the one
learing house. Some overseas situations have a number of terminals with
transa
tions handled by dierent banks.
61
Tax Settings
1. The Tax Setting for NZ would be GST at 0.125 for Membership and
produ
t.
You would leave the Add Tax After unti ked if you normally
deal in GST in lusive pri es.
2. Produ t Tax Rates enables you to set up the tax rate for ea h individual
produ t you are selling through POS. For NZ these would all be 0.125
Con gure Payment Methods
1. Set up types of payment su h as Cash, Cheque, Eftpos, Visa et .
This
would re e t your requirements for payment type analysis.
2. There are 3 boxes that an be ti ked. Type of redit ard would be ti ked
for payment option MasterCard, Visa et . Not a Real Payment would be
ti ked for a payment type of Charge to Member.
It does not result in
ash in the till. Open Cash Register is for any payment types (most) that
would open POS. Dis
ount payment type
ould have none of the boxes
ti
ked.
3. It also enables you to set up additional information if using a web booking
system. The name
ould be Cheque in Full Amount. The web instru
tion
as to who to make
heque out to and where to send it. The blurb would
be any additional info about the payment to go on web booking sheet.
Sort order is order that would appear in the drop boxes. eg 5 to indi
ate
after
ash 1, eftpos 2, et
. Per
ent now due
ould be 100
Billing Cy
le
1. Billing Cy
le is for when you pro
ess DD or APs on a set day ea
h week
or month. This also allows automati
ally adding the delay period to the
joining fee.
2. For using Dire
t Debits set up a warning amount, a default payment
harge
and a start date . Some of the information is spe
i
to ea
h bank or other
olle
tion systems su
h as Ezypay.
19.2.4 Point of Sale
This sets up various detail related to sales and sto
k. Most fun
tions
an
also be set up under Point of Sale se
tion in main Set Up page. 19.5
1. Manage Produ
ts, Produ
t Types and Suppliers shows the data already
set up under Set Up > POS > Manage Produ
ts from the Dashboard.
Settings in ludes setup for the ash drawer.
1. If a ash drawer is plugged dire tly into a omputer it is a serial port. If
the ash drawer is plugged into the re eipt printer it is not a serial port.
62
2. Where appli
able, the serial drawer port is
hosen from the drop box
options.
3. Default minimum sto
k level is if all produ
ts are to have the same reorder level.
This is often left blank and minimum levels set for ea h
produ t under POS > Manage Produ ts.
4. Font sizes an be hosen eg POS 10 and List 14.
5. Maximum Member Owing.
Any POS transa tions being harged to a
member who owes above the set amount will be stopped by a warning
message.In New Zealand the sales tax name is GST and the rate 0.125
6. Default
ash in till. If your
ash oat remains
onstant most of the time
set the normal amount as a default for use in till reports. Normally in NZ
the Pri
es do not in
lude Tax box will be left blank.
7. Shift Times enables you to set up the times for various shifts if you wish
to report POS transa
tions by shift.
8. Tou
h S
reen Full Con guration is the same fun
tion as setting up in
Dashboard Point of Sale > POS S
reen Con guration.
Re eipt Settings is the layout for re eipts.
1. Print Re eipt would be ti ked if re eipts are produ ed.
2. Show Company Address would normally be ti ked to in lude this on re eipt.
3. Re eipt Type would be hoosing the paper size appli able for your re eipt
printer.
4. Re eipt Footer Tag Line is an optional message to go on your re eipt.
eg. Thank you for shopping here. Please retain your re eipt for proof of
pur hase.
19.2.5 Display
De nes how data is displayed.
Member Field
1. Member Field enables you to
ustomise the standard layout of Member
les. The Combo Box option enables drop down boxes to be set up. This
se
tion does not require
ompletion.
Measurement Types
1. Set up the body fa
tors whi
h you wish to measure for your members.
63
2. You an hoose the order that they appear in measurement harts.
eg
Weight may be 1.
3. Show Measurement box. The programme has been set up with a number
of possible areas of measurement. If you want to use only some of them
you
an delete the unwanted measurements. Alternatively, unti
k the box
then highlight measurements wanted and ti
k box individually for them.
Task Types
1. Setting up tasks that
an be allo
ated to sta or trigger other
ommuni
ation or a
tion. These
an then appear on the ToDo list ea
h day.
2. By highlighting a task you
an edit it by
li
king on the Edit Task Type
button.
3. Tasks
an be added or deleted.
4. You
an highlight a task and then
omplete the relevant a
tion se
tions
on the right hand side whi
h will update the task a
tion boxes.
Expiry Reasons
1. Set up reasons you want for expiring of a membership su
h as
an
elled,
expired, medi
al, bad debt.
2. When a membership is expired the
hosen reason will appear against the
membership re
ord.
Member Visit Happiness.
1. Indi
ates member attendan
e status by 3 stages from a smiling to sad fa
e
appearing on member re
ords.
2. Set the Happiness Time Frame whi
h is the period over whi
h the happiness
hanges are registered. The default is 1 week.
3. Happy Visit Threshold lists the number of visits in the
hosen Time Frame
that are needed to keep the happy status. An in
rease in visits on past
re
ord even if less than threshold will give smiling fa
e.
4. The Sad Visit Threshold defaults to indi
ate less than 1 visit in the Time
Frame drops status.
5. Use Rate of Change box to be ti
ked if you want the indi
ator fa
e to
appear on the member le.
6. Change Threshold is set as a default of 1 whi
h indi
ates 1 visit in Time
Frame
an
hange status subje
t to previous rules.
Donations
64
1. GymMaster an re ord donations from members or be used as a donations
data base. If you want this fa ility a tivated, ti k box.
2. You an set up parti ular fundraising proje ts or donation ategories here
if you have a tivated the donations fa ility.
Curren y Symbol
1. Curren y would in NZ require a $ symbol.
Promotion Con guration
1. Set up promotions you want re orded for new member enquiry analysis.
eg website, radio, newspaper, spe ial one o promotions.
Environment Settings
Used for setting up default option settings
1. Name order de nes whether it is Christian or surname that gets listed rst
in les.
2. Set gender default to re e
t whether majority of members are male or
female
3. Default
ity avoids you having to enter ea
h time your home
ity.
4. MS Word Exe
utable, this is for mail merge. Where you
an sele
t the
winword.exe le that you use. This will vary between verisons of MS O
e
2003 and 2007.
5. Members photo dire
tory spe
i es the dire
tory that you are storing photos in.
6. Maximum Repeat Duration is for future bookings.
Sets how far in the
future bookings an be displayed. They an be set for longer periods but
will only be displayed for the period you have set here.
7. Default Suspend % Rate is where a per entage of a fee ontinues during
a suspension. Use 0 if there is no automati harge during suspension.
8. Retention Management BCC. Spe ify an email address to be used as a
Blind Carbon Copy for retention management emails.
Membership Completion
Can set riteria whi h has to be entered before a new membership is
ompleted.
1. Ti k box if a payment is essential before membership a epted.
2. Ti k box if bank a ount details must be entered for a Dire t Debit membership before it is a epted.
Booking Completion
1. Ti k box if a booking is to not be a epted without a booking type sele tion.
65
19.2.6 Communi ation
A pla e to tell GymMaster how to onne t to your internet servi e provider's
SMTP server
1. Email Sender is the name that emails will go out under. eg thelmagymsample.
om.
Make sure you
hange this from noreplytreshna.
om.
2. In Host Name pla
e the name of your ISPs SMTP server (or a lo
al SMTP
smarthost if you have one),
3. In port number put the TCP port to
ommuni
ate with the server on
(normally 25, 465 for Xtra)
4. For Proto
ol sele
t the the options needed Plain SMTP will work for
most people.
Xtra ustomers have to use host:send.xtra. o.nz port:465
and SSL and know their Xtra username and password. )
5. If your provider requires you to use a username and password to send
email enter them in the spa es provided.
6. GymMaster Passwords is the user name and password under the GymMaster li en e to enable onne tion with Treshna servers for regular updates.
SMS Settings
Set up the ell phone onne tion you are using.
1. Set up the number as per the example.
2. Validate the number.
Retention Management Communi ations
1. Ti k to allow ommuni ation to go automati ally without rst requiring
a prompt for approval.
19.3 Programme Groups and Programmes
Programmes are
olle
ted in groups, although you may only have one
group. You set up a group rst and then the programmes you wish to in
lude in the group. Groups and programmes
an subsequently be amended
from the same fun
tions.
19.3.1 Programme Groups
A group is a olle tion of programmes of a similar type. eg A group of
prepayed xed period memberships and a group of AP or DD regular
payment memberships.
1. A ess through the Dashboard, Setup > Programmes > Programme Groups.
66
2. Lists existing Groups.
3. If wishing to hange a Group name or details, highlight the Group and
type the new name or details in.
Save by li king the Save i on.
All
hanges require exiting from GymMaster and oming ba k in to enable
the system to update the re ords.
4. To add a new Group use the add i on.
5. The abbreviated name is optional but is onvenient in some s reen reports
where a shortened version is easier to display.
6. Issue ards by default box is used for ard systems and should be ti ked
if you use our bar ode or proximity ards system.
7. Histori group (Closed Programme Groups) box ti ked if group no longer
used but re ords to be kept. This will hide the re ords (shows as Hidden
under the Visibility olumn) whi h an be re overed and seen by unti king
the histori box.
8. To delete a Group use the delete i on but probable best solution is using
the histori fun tion.
19.3.2 Add / Edit Programmes
This is where details of spe
i
programmes and rules related to how they
fun
tion are set up.
1. In the Dashboard, go to Setup > Programmes > Add / Edit Programmes.
This will open the s reen to all urrent programmes.
Cli king on the
Funnel i
on will show Dis
ontinued Programmes (histori
) that are now
losed. If a programme has just been added to Dis
ontinued Programmes
67
it may take several se
onds to
omplete the re- sort. Cli
king the Funnel
again will return to
urrent programme listing.
2. To edit an existing programme, highlight it then
li
k on Edit Programme.
This opens up the setup pages. The se
tions in
lude General, Other Properties, Door A
ess and Web Properties.
If the pri e is hanged on a
Renewal, Fixed or Con ession programme, this will be hanged immediately for new memberships and on renewal for others.
For open ended
programmes a pri e hange requires a new programme to be set up. For
the in rease to apply to existing members, you have to go through ea h
member manually, expire their old membership and enter the new one
with the hanged pri e. Eventually the old membership may be losed in
Programme Set up.
3. Programmes an be sorted by name, ode, group or date by li king to
the right of the relevant heading to the table.
4. The trash an i on will allow you to dis ontinue a programme. Highlight
the programme then li k on the i on. It will transfer the programme to
the dis ontinued listing.
5. You an li k on Add or Edit for new or hanged programmes.
68
19.3.3 General Properties
Basi Programme Information
1. Start with the General se tion of the details.
2. Complete the relevant detail for a new programme then li k on save or
refresh.
3. The Programme Name needs to be short, des riptive, lear and easily
sear hed. Some other s reens have limited spa e for the des ription hen e
the need to be brief but des riptive.
4. Programme Group is hosen from drop box.
5. Pri e is for entering the pri e for a programme. The pri e for a weekly/monthly
Automati Payment based programme is the weekly/monthly amount.
The orre t period may not show until you have saved the Payments &
Restri tions se tion for that programme.
Programme Termination
1. Programme Basis is hosen from drop box.
Open Ended is where there is no set nish. eg APs that ontinue until the
member says stop.
Renewal Based Contra t is where the programme has a xed length at
whi h time it needs renewing. eg a 12 month membership.
Preset Date Programme is for lasses et where there is a spe i beginning
and end date. eg run from 1 Feb to 29 Feb 2008
Con ession is one where the length is until the on essions are used.
Addon Programme enables an additional harge for an extra value added
to a programme. eg nutrition instru tion.
Charge per visit. This will raise a harge ea h time the member presents
ard. eg a spin lass. Might be preferred method instead of on essions
for asual parti ipants.
2. Period Length of Membership is used when a programme is for a xed
length but open starting date.
eg.
3 month membership.
The number
will depend on whether Daily or Monthly has been
hosen as length type
in the next box.
A ontra t for 1 year whi h involves weekly APs will
have 12 months as the length. The weekly payment aspe
t will be entered
in the Payments & Restri
tions se
tion. For Open Ended and Con
ession
memberships the length will be left at 0.
3. Start Date is optional for entry. For an ongoing programme this will be
the date the programme started running from.
69
4. End Date is required if there is a spe
i
end date for that programme. ie
you will
ease running it.
5. Con
ession Limit is the number of
on
ession visits allowed for a membership. eg 10
on
ession aerobi
s
ard. Leave blank for other membership
types.
Payment by Installments
1. How Members Pay requires a
hoi
e from the drop box options. If Paid on
Signup is
hosen, the When and Delay boxes do not require
ompletion.
2. When Members Pay de nes the frequen
y of when a payment is required
for the membership. The options are weekly, fortnightly 4 weekly, monthly
or yearly. Other alternatives
an be set up if required. This line is not
ompleted if Paid on Signup has been
hosen under How Members Pay.
3. Delay Before First Payment.
For longer term memberships the hoi e
would be Not Appli able, Paid on Signup.
For APs and DDs or other
regular payments there may be a delay between when a person joins and
when the rst payment is expe
ted to be re
eived.
The rst 2 weeks
membership may be added to the join up fee and the AP begin being
olle
ted 2 weeks after that date.
being
harged from that time.
The Member's A ount would begin
Choose the appli able period from the
drop box. An option is to manually al ulate on sign up.
4. Gra e Days For Expiries is the number of days after a member's membership has expired before it will reje t. eg you may want to allow 2 days for
AP or Dire t Debit to be entered.
5. Follow up Programme.
If on the ompletion of one programme type,
the member moves to a programme with dierent details, this fun
tion
an be used to automati
ally open the new membership. You
hoose the
programme to move to from the drop box. It will not work if the Charge
Past Expiry fun
tion has been ti
ked in the original programme.
6. Signup Fee is where an initial
harge is made for a member to rst join
up for that programme. It will then
harge this to the member when they
are rst entered for this membership. You
an alternatively leave this box
empty and set up a separate joining fee programme membership. This is
required for Renewal Based programmes where payment is made up front
to avoid it being
harged on ea
h renewal.
19.3.4 Other Properties
Programme Conditions
1. A note relating to a spe ial ondition for the programme an be entered.
When adding this programme membership to a member the note will
70
appear on the s reen and will be added to the membership ontra t as a
spe ial ondition. eg a on ession membership may be restri ted to the
member only use, not multiple people.
2. Dis ontinue Programme should be ti ked if programme no longer being
run. It will hide it when viewing urrent programmes but will be a essible
from histori les. You an delete a programme from the main programme
listing but this will remove histori al re ords.
Addon Programmes
For linking one programme with another.
eg you may de ide to add a
omplimentary Nutrition programme to anybody signing up for a longer
term gym membership or it ould be a temporary promotional move.
1. First make ertain that the addon programme has been set up as a programme.
2. Cli k on plus programme. This will open a small s reen for ompleting
3. Complete the s reen, starting with hoosing the addon programme. You
may de ide to ti k the omplimentary box even though there is normally
a harge for it. Cli k ok. This will immediately take ee t for any of the
host programmes joins or renewals from that date until addon terminated.
4. If you wish the add on to apply to earlier members of the host programme
you use Tools to do the update.
Under Dashboard > GymMaster >
Tools > Update Addon Memberships is the a
tion for applying the add
on programme to existing members of the host programme.
Advan
ed Pri
ing
1. Automati
ally Paid. If ti
ked it will automati
ally add a payment when
somebody signs up a membership to that programme.
If full payment
is not made this fun tion an be manually over-ruled in the Member's
A ount.
The purpose of this fun tion is when you have programmes
where you are not responsible for the nan
ial side. Most operations will
leave this box blank and will manually enter payments.
2. Automati
Renew on Expiry. You would not ti
k this box for Open Ended
programmes. It may be ti
ked for a Fixed Period if you have de
ided that
you want the membership to be automati
ally renewed and
harged. eg.
at the end of a 3 month xed period membership where it is hoped the
membership will be rolled over by the member. If the payment does not
ome through the money owing warning will
ome up on the member's
s
reen. For longer term memberships it is possible that you will not ti
k
this box but will manually renew the membership when due.
3. Add on Fees is for use if this is an addon programme and this has been
hosen in General under Programme Basis. Cli
king on it will open up a
new s
reen where the basis of the add on fee
harge is set up.
71
Restri tions on Membership
1. Enrolment Limit sets the maximum number to be a epted for the programme. When no limit leave at 0.
2. Waiting List Limit sets the maximum number a epted on a wait list
where number in programme is limited.
3. Minimum Age for entering when appli able. Leave as 0 if not appli able.
Maximum Age for entering where appli able.
19.3.5 Door A ess
1. Add or remove a door, re eption or gate that a membership gives a ess
to.
Ti k box if it is limited to O Peak Hours or gives 24 hour a ess.
Ti
king these boxes will apply to all members of the programme. If sele
ted members are to be granted 24 hour a
ess a spe
ial membership
should be set up for this.
2. Times
an set for opeak if this box has been sele
ted. Times need to be
in the following format 14:00 using the
olon to separate minutes.
19.3.6 Web Information
This se
tion is for use where there is an interfa
e for web bookings. For
many gyms it will not require
ompletion.
72
1. Abbreviated
ode is optional.
It is up to 9 hara ters to dierentiate
programmes with same name but dierent dates.
2. Ref is a system allo ated number for that programme.
3. Sub Grouping helps with sear hing on the web if you have web integration.
4. Season/Term is for where programmes are run ea h season. These an be
set up under on guration. Can hoose Not Seasonal.
5. Information Blurb(Optional Fun tion).
6. Web Displayed Notes is used if you want a brief note for displaying on
web.
7. Des ription is for web using inter-related web bookings.
8. Lo ation where the programmes are run from dierent lo ations.
9. Sort Order Number sets priority listing on web.
10. Dire tor name for programme if needed.
11. Administrator's Email Address that web messages and registrations will
ome to. e.g. youyourdomain. om
73
12. A ept Web Bookings. Ti k if programme available for web bookings.
13. Hold Web Bookings. Ti k if web bookings are to be stopped.
14. Web payment methods ............
19.3.7 Other Set- ups
1. Add, Save, Edit, Delete and Show Dis ontinued Programmes i ons for
Programmes.
19.4 Booking Set Up
Setting up the booking form stru ture
19.4.1 Classes Setup
1. You an set up the lasses you run. There is add, edit and delete fun tions.
2. Can de ne name of lass, des ription, max to be enrolled and a maximum
number to be pla ed on any wait list.
19.4.2 Resour es Setup
1. Resour e names may be sauna, a personal trainer or a pie e of equipment.
2. If you had three squash ourts, there would be Court 1, Court 2 and Court
3 as dierent resour es but the same Resour e Type.
3. Resour e types is set up in the next se tion and hosen from the drop box
to group resour e names.
4. Sort order de nes the order resour e names will appear in the booking
form. The most ommonly used would normally be 1.
19.4.3 Resour e Types
1. They are the options that will have a s reen under the booking form. If
you had squash ourts or other physi al areas for a tivity bookings that
would be a resour e type, as would be personal trainers if you book them
out.
2. The various personal trainers named in the Resour es setup ould all be
in the Resour e Type Personal Trainers.
3. Allows you to hoose from the drop box the time slots that you want for
a resour e type. A squash ourt may be 30 minutes.
74
19.4.4 Booking Status Types
1. Under Personal Trainer you may have booking types su h as First Assessment, Measurements, Re- Assessments et .
2. A ba kground olour an be hosen for ea h booking type. Highlight the
status you want to hoose olour for then li k on Ba kground Colour.
Then in olour spe trum li k on stylus and use it to hoose your olour
from the ir le. Then Ok and the hosen olour will show. The booking,
when made in the Booking Form, will show in the relevant olour allowing
qui k visual identi ation of the nature of the booking.
19.5 Point of Sale Set Up
The POS an be mainly for re ording sales of items from a shop et or it
an re ord all inwards ash transa tions in luding membership payments.
It also allows full reporting on sales and integrates with a sto k ontrol
system. The sales fun tion is lo ated under Point of Sale i on on the top
menu bar or under GymMaster. If the POS s reen (till equivalent) is going
to be an important part of your internal ontrol, all re eipts and refunds
that would go through the ash drawer should be registered through POS.
First set up under Manage Produ ts whi h is des ribed in the next se tion.
Features in lude
Can set up your own produ t lists in groups with urrent pri e and Memberships.
Easy entry of sales with the ability to
onne
t to a
ash drawer, produ
e
a re
eipt or invoi
e and re
ord the sale against a parti
ular member and
harge to their a
ount if wished.
Full tra king of all histori al sales.
A warning an be set up under General Con guration - POS where a limit
is set on the amount of debt a member an run up.
19.5.1 Produ t Types
This sets up the groupings of items to be sold through POS. eg Drinks,
food, membership.
It is the rst stage of on guring the POS for your
operation.
1. To enter a new produ
t type,
li
k on add i
on, enter name of produ
t
type and the tax rate if appli
able (In NZ 0.125 for gst). Save.
2. To delete a Produ
t Type, highlight the name and
li
k on trash
an i
on.
75
19.5.2 Manage Produ ts
This is where you set up individual produ ts su h as a Co a Cola drink
for the POS.
1. First set up Produ t Types.
2. In the Dashboard go to Set Up > Point of Sale > Manage Produ ts.
3. To add a produ t see that you are in details in the bottom se tion, li k the
add button lo ated at the top of the window, and ll in the boxes in the
lower part of that s reen. A ode is not required for setting up produ ts
and an be just a letter like W for water.Produ ts su h as Sunbed Use or
Equipment Hire would not have the Tra k Sto k ti ked.
4. It is helpful to enter a minimum sto k level as this registers this produ t
for the Minimal Sto k Level report.
5. Suppliers are set up through the Dashboard > Set Up > POS > Suppliers.
6. Pur hase pa kages is an optional eld for where you an get a bulk or related pur hase qui kly entered. An example ould be pur hasing a arton
76
of drinks. You would set up the produ
t Carton of .... as a new produ
t
and save. Then go to Pur
hase Pa
kage. The new produ
t should be showing. On Right Hand side highlight the produ
t that is being pur
hased in
bulk. Cli
k Add button. Enter quantity that
omes in the
arton in the
Adds...Units. When a pur
hase is made of a
arton it will automati
ally
add the
arton quantity to the drink sto
ks. The Sales Pa
kage a
ts in a
similar way. It may also be used where the sale or pur
hase of an item is
paired with another. eg i
e
ream with
ones.
7. Sales Pa
kages ................
8. Pa
kaged by ..................
9. After
li
king the Save button some
hanges will not be visible till the
next time you open either the POS s
reen or the Manage produ
ts s
reen.
10. To delete a produ
t, sele
t the item and
li
k the delete button lo
ated at
the top of the window. Con rmation of the delete is required.
11. To edit a produ
t, sele
t the item you want to edit and
hange the boxes
below.
19.5.3 POS S reen Con guration
77
Used for setting up POS s reen for your parti ular needs.
1. Under Dashboard POS > POS S reen Con guration.
2. The s reen will have a default set up with su h buttons as Sale, Dis ount,
Delete Item.
3. Cli k on Auto Generate and it will set up all your produ t types with
produ ts set up behind them.
4. If you want to add an additional produ t type or produ t, rst set them
up under the Manage Produ ts et on guration. You an go to Con gure
Point of Sale Tou h S reen, Delete All, then do Auto Con gure but minor
hanges are best done individually.
5. To set up a new Produ t Type in tou h s reen on g, li k on target
square, Add Item, then hoose Produ t Type from right hand drop box.
6. If you wish to set up a popular produ t on the s reen rather than having
it hidden in its Produ t Type or have a small enough range to not want to
hide under Types, follow the following. Cli k on target square, Add Item,
hoose Produ t Type and then Produ t from drop boxes.
7. You an view Produ ts under a Produ t Type by highlighting the Type
square then Enter List. If a new Produ t has been added under Manage
Produ ts, it an now be added by li king on target square, Add Item,
hoose Produ t Type and then Produ t from drop boxes.
8. To return to the Types display, li k on Ba k to Top.
9. To add memberships from your programmes to the s reen and if you want
them in a group like Produ t Types, li k on the target square, hange
from Produ ts to Memberships on the right hand side of the s reen, Add
Item, type in Name (eg Gym Memberships) and the square will now be
labelled.
To add Programmes to the group, Enter List, li k on target
square, Add Item, hoose Programme from drop box.
To return to the
types s reen, Ba k to Top. This will now enable membership joining or
renewal dire t through POS.
10. To delete details in a square, li k on the target square then Delete Item.
11. To hange olour of boxes, li k on target box then on olour. Cli k on
eyedropper and hoose olour from ir le then li k ok. This an be done
both within Produ t Types and in the Produ ts display.
12. Use arrows to shift boxes. Group them in a logi al position.
19.5.4 Supplier Setup
1. Add, edit or delete suppliers of goods sold through POS. Optional.
78
19.6 Mis ellaneous
In ludes setup fun tions not in luded elsewhere.
19.6.1 Sta Setup
1. Input sta names whi h an then be available for other s reens su h as
follow up for prospe t sales enquiries
2. Can highlight sta person and ti k to identify as a personal trainer.
3. It will enable data a ess se urity ontrol levels. Still being developed.
19.6.2 Task Types
1. ................
19.6.3 Involvement Types.
Where you want people dierentiated.
eg member, asual, instru tor.
A ess from top tool bar under Con guration > Involvement Types.
19.6.4 Erase Sample Data Members.
When you have nished playing with the sample data, this fun
tion will
give you a
lean start for inputting your own data.
It will retain new
members you have entered. On top tool bar under Con guration > Erase
sample data members.
19.7 Corresponden e - Setup
Setting up templates for regular ommuni ation with members.
19.7.1 Email Template Setup
1. The tool bar has i ons for adding a new message, editing, an elling and
arrows for viewing the saved messages.
2. Title is a des riptive heading for you to identify messages.
3. Email from is your email address.
4. Subje t of the email.
5. Respondent lter. Choose from drop box. Additional ategories an be
set up for you by Treshna
79
6. Con gure re ipients sets the parameters limiting who the email is to be
sent to.
7. In the large text area enter the text of the email.
Use the Insert Field
fun
tion for inserting details su
h as rst name in the appropriate pla
e
in the text.
8. Add atta
hments if any and
li
k on OK.
19.7.2 Mail-Merge Template Setup
Mail merge links data from GymMaster into a word pro
essor do
ument
providing a way to produ
e form-letters.
1. The tool bar provides for adding and deleting and the arrows enable you
to move between messages.
2. Template do
ument is the le the message is in.
3. Edit will take you to the do
ument for you to edit.
4. Filter
an be
hosen from the drop box.
5. Ok
19.7.3 SMS Template Setup
For setting up standard phone text messages
1. Give a title to the message.
2. Enter the text and use the Insert fun tion for inserting data into the text.
19.8 Sales Enquiry
This is the set up for data to be used in Prospe
t Sales Enquiries. You
an
ustomise for your situation.
19.8.1 Conta t Types
1. Sets up the various types of onta t made. eg email, phone, web enquiry.
19.8.2 Enquiry Status
1. Set up for des ription of urrent status of enquiries.
eg Initial onta t,
Waiting for Sta Followup.
2. Ti k the Final box if the status ompletes the enquiry. eg Sale Made or
Sale Lost.
3. Ti k the New Member box if a new member le is to be reated as a result
of the enquiry. eg Sale Made
80
19.8.3 Promotion Setup
1. Promotions enables you to set up the reason stimulating an enquiry. eg.
Website, Radio, Summer Promotion, The Press July.
19.9 System
1. Update on restart.
If you li k on this it will upgrade your GymMas-
ter version to in
orporate
hanges made to the software. This will then
happen next time you restart GymMaster.
2. Auto upgrade enables you to
hoose an automati
upgrade time
y
le.
19.10 Member Data
1. Run Night run
20 Membership Cards
GymMaster supports two main types of member
ards, smart
ards, and bar
ode
ards.
Cards may be used for a ess-logging, a ess ontrol, and to identify
members in the point-of-sale system.
20.1 Gym Entry Noti ation (Popup)
The full version of Gym Master
omes with 'Popup', a noti
ation programmes that displays members details as they
he
k into the gym. This
runs in the ba
kground and brings the members details up on the s
reen
as they
ome into the gym.
1. The popup programme is a separate appli
ation, when you install gymmaster an i
on for this is
reated on your desktop. Whenever you turn on
your
omputer you should start up GymMaster popup. A little i
on for
this will appear in the system tray.............
2. If you use the smart
ards, presenting the
ard should bring up the members details straight away.
3. If you are using a keyboard wedge bar
ode reader, you need to be in the
members or entry visitor log windows in GymMaster before it will work.
This is be
ause when you present a bar
ode, it types in automati
ally the
bar
ode number and this only works from within GymMaster.
4. If you get garbage on the s
reen when people present their
ards then you
an x this by editing your popup
on guration le from the General
Con guration then Edit Con g Files, followed by popup.
Change
the option transenabled=true to transenabled=false and fadingenabled=true to fadingenabled=false.
81
5. If you play musi
for the gym though the
omputer that is running popup,
you
an disable the sound ee
ts on entry by
hanging the option soundenabled=true to soundenabled=false. You also need to do this if you do
not have a sound
ard installed in your
omputer.
20.2 Smart ards
Proximity Smart Cards are
onta
tless
ards, or wireless proximity
ards.
They
ontain a mi
ro
hip that identi es the
ard. The
ards have a maximum range of 3-7
m whi
h means that in many
ases
an be read while
still inside a wallet or gym bag. The internal mi
ro
hip makes it nearly
impossible to forge the
ard. So you
an be sure that if GymMaster re
ognises a
ard that it's one you issued.
1. For a
ess
ontrol the Proximity Card Reader has a
apability to operate
an ele
tri
lat
h on a turnstile, gate, or door,
2. The Proximity Card Reader also has small LCD display that
an display
short messages to the
ardholder
3. Proximity smart
ard reader software is started by the
ard sentry programme, the i
on for this should be on your desktop. You will need to
plug your reader into the serial port of your
omputer.
20.2.1 Issuing ards
Membership ards must be issued to a member before GymMaster is able
to asso iate the ard with the member.
1. Present the ard to the reader and it will be issued a serial-number by
GymMaster.
the ard.
This will often be a number that is dierent to that on
Cli king the get- ard button on the member s reen will then
asso
iate the
ard most re
ently seen by the reader with the displayed
member. 3.3.2 on page 15
20.3 Bar ode ards
Bar ode Cards arry a bar ode that identi es the ardholder to GymMaster.
GymMaster an use pre-printed bar odes or generate bar odes on
demand.
Bar ode based a ess ontrol to buildings is not supported as they an
be easily dupli ated using an ordinary photo opier, or a omputer and a
printer.
However, should the need arise, we will provide a bar
ode based a
ess
ontrol system.
82
20.3.1 Issuing bar ode ards
1. Bar ode ards must be issued to a member before GymMaster is able to
asso iate the bar ode with the member, there are two dierent pro edures
depending on whether you are wanting to use pre-printed bar odes or to
print your own.
20.3.2 Preprinted ards
1. For pre-printed ards present the ard to the reader and it will be issued a
serial-number by GymMaster this will often be a number that is dierent
to that on the ard. li king the get- ard button on the member s reen
will then asso iate that ard with the displayed member.
20.3.3 Printing your own bar odes
1. To print your own bar odes, sele t Create New Card For Member from
the member menu, and li k OK in the popup the new unprinted ard
will be asso iated with the member.
2. Bar odes may then be printed using the Mailmerge feature of the Corresponden e menu, Sele t Membership Card Bar odes and li k the MailMerge button. Print from MS Word.
3. There is no requirement to print the bar odes one at a time, many an be
printed at the same time.
4. If you do no see bar odes in the mailmerge see 21.5 on page 90 and install
the bar ode fonts.
21 Bar ode Reader
Three Types of bar ode reader are supported.
1. Keyboard wedge reader for manual operation.
2. Keyboard wedge reader with automati operation
3. Serial reader for remote or unattended operation.
21.1 Keyboard wedge Bar ode Readers
These readers
onne
t to your
omputer and behave to the
omputer like
a keyboard. This removes the need for the operator to
arefully enter the
member's
ard number when
he
king them in.
Manual Keyboard wedge readers require the operator to sele t the appropriate form before s anning the bar ode.
83
21.2 Manual Keyboard Wedge Bar ode Reader
1. The Manual Bar ode reader requires the operator to open the Che kin
members by bar ode window (Found in the member menu)
2. Most keyboard wedge type readers ome fa tory on gured to press enter
after typing the bar ode and so will work automati ally with this form.
3. While this form is being used gymmaster is not available for other tasks
(you risk having bar odes pop up in whatever you are editing)
84
21.3 Automati Keyboard Wedge Bar ode readers
The automati reader opens the he k-in form or point of sale automati ally, redu ing the workload on the operator.
Note: Where the bar
ode reader
able is tted with a (PS/2) so
ket to a
ept
a keybpard plug and a keyboard plug the keyboard must be plugged into the
so
ket for proper operation of the bar
ode reader. Most USB keyboards
ome
with an adaptor to enable them to be used in a PS/2 so
ket.
21.3.1 Manhattan bar ode reader
This keyboard wedge bar ode reader an be on gured as an automati bar ode
reader by s anning the following table of bar odes in sequen e.
The ode labeled Continuous Read auses the reader not to need the trigger
button pressed, if you do not want that feature do not s an that ode.
bar ode
fun tion
%$+/2
%$+/3
%7S5+
%00H1
%0074
%0273
%$+/4
%$+/0
reset to fa tory defaults
start on guring
sele t terminator: stx+etx
ode id: on
inter-key delay: 50ms
ontinuous read (optional)
end on g
save parameters
85
21.3.2 Zebex 3000 / 3010 bar ode reader
This keyboard emulating bar ode reader an be on gured as an automati
bar ode reader by s anning the following table of bar odes down ea h olumn
in order.
The ode labeled Continuous Read auses the reader not to need the trigger
button pressed, if you do not want that feature do not s an that ode.
86
This olumn rst
This olumn se ond
..
--
DT01
IS01
CI01
E
SET
CI02
P
SET
CI03
M
SET
CI04
B
SET
CI05
A
SET
CI06
D
SET
start on guring
M
reset to fa tory settings
set
sele t terminator: None
UPC-E ID
ode ID: on
B
Code39 ID
set
E
UPC-A ID
set
A
Code25 ID
set
P
EAN-13 ID
set
D
ZHP ID
set
87
This olumn third
This olumn last
CI07
C
SET
CI08
J
SET
CI09
F
SET
CI10
K
SET
CI11
N
SET
HT01
$B
SET
HT02
$C
SET
IC04
SM04
+-
EAN-8 ID
MSI ID
C
N
set
set
odabar ID
Header
J
<stx>
set
set
Code128 ID
Trailer
F
<stx>
set
set
Code93 ID
50ms inter- hara ter
K
ontinuous read (optional)
set
end on g
Note: The ode labeled Continuous Read auses the reader to stay on after
88
the trigger button is pressed until trigger button pressed again, if you do not
want that feature do not s
an that
ode.
21.3.3 Other Readers
If you do not have a reader that's ompatible with those odes, the following
information if used in onjun tion with the do umentation for your existing
reader may enable you to on gure it for use with Gymmaster.
For more s an odes for other models of readers, onsult the bar ode manual
that omes with GymMaster. Also he k with your bar ode manual supplied.
We use a keyboard wedge type reader (it produ
es the equivalent of normal
keystrokes).
It is on gured to send an <STX> symbol ( ontrol-B) before the bar ode
and an <ETX> symbol ( ontrol-C) after it.
In addtition it is set to identify the type of bar ode by prepending a letter
Any reader that
an be
on gured to provide those features should work with
gymmaster.
This table lists the
hara
ters used to signify the bar
ode type.
Retail
odes
Other Codes
UPC-A
UPC-E
CODE39 (3 of 9)
CODE128
EAN-8
interleave25
EAN-13
Industrial25
Matrix25
Codabar
CODE93
CODE11
hina post
MSI/PLESSEY
BC412
Code 2 of 5
telepen
21.4 Serial Bar ode Reader
This type of bar
ode reader
onne
ts to your
omputer by way of the serial
port (or possibly by a spe
ial USB adaptor).
GymMaster uses a separate appli
ation to
ommuni
ate with the reader
so it
an fun
tion while gymmaster is
losed.
serial readers are only usable for member
he
k-in (not for point of sale,
sto
k management et
).
89
The reader must use standard RS232 ASCII symbols to ommuni ate,
wand type bar ode readers are not supported.
Con guration for the bar ode reader is found in on g les. 19.1 on page 58
21.5 Writing Bar odes
If you wish to produ e your own bar odes (eg for member ards) you will need
to install bar ode fonts. Gymmaster omes with two free bar ode fonts whi h
must be installed before the member bar odes mailmerge will produ e bar odes.
Re ent versions of the Gymmaster (full version) Installer install the fonts
automati ally.
If your do uments (eg: Member Bar odes mailmerge) ome
out with text instead of bar
odes, the bar
ode fonts free3of9.ttf and fre3of9x.ttf
are provided in the
:\gymmaster\templates dire
tory. To install them follow
these steps.
1. Cli
k on Start, Sele
t settings and
li
k on Control Panel.
2. Double
li
k fonts or Type fonts in the address bar.
3. In the File menu sele
t Install-new font..
4. Sele
t the folder where the Code 39 bar
ode font is. (C:\GymMaster\templates)
5. The Code 39 bar
ode font will appear and look like this:
Free 3 of 9
Regular (true type) - sele t this font and Cli k on OK.
6. You may also install the other font(s)..
7. If the font does not work immediately, save any other work you have open
then Cli k Start and hoose to shut down and restart the omputer.
8. The font should be available when the omputer is restarted.
22 Installation
This se tion goes over installing GymMaster onto your omputer.
22.1 Software and Hardware Requirements
If you are unsure on installing software onto your omputer system or networks
please onsult with your omputer te hni ian/administrator. GymMaster is a
network based system and requires administrative a ess in order for it to be
installed. You will also need a fast internet onne tion.
90
22.1.1 Hardware requirements
A omputer with at least 256MB of RAM is re ommended whi h is at least
500MHz or faster.
Any omputer pur hased in the last 5 years should meet
these requirements. For large s
ale network environment or where you require
website integration we re
ommend you have a separate database server.
22.1.2 Operating systems requirements
GymMaster requires Windows XP Professional or Windows XP Home,
re ommended for a non-windows domain environment.
Windows Vista
also works. Software is also available for Linux on request.
GymMaster Lite works with Windows 2000 also. Windows 95/98/ME/NT
are not supported at all.
An internet
onne
tion is required for GymMaster Full, the system will
onne
t to our servers to download the latest software.
The le system needs to be formatted to NTFS.
If you are on a windows network domain, you need to arrange with your
network administrator to install GymMaster. You need to install the software as a lo al omputer administrator, not using your normal omputer
log-in a ount.
For Windows 2000 Terminal Server and Windows 2003 Terminal Server
you need to install GymMaster on the lo
al server, not in a remote session. If your installing onto a Windows Domain Server, PostgreSQL needs
installing manually. Please
onta
t us for our terminal server install manual.
22.1.3 Graphi s ard and s reen resolution
It is re
ommended you have a 15 in
h or larger display. Your windows resolution display needs to be at least 1024x768. 1280x1024 is re
ommended
with a 17 in
h display for easy viewing of all data.
The alert monitor popup that tells you when someone enters the building
or is
he
ked in needs to have a graphi
s
ard that supports OpenGL. Some
older video
ards may not work with the alert monitor.
22.1.4 Networking
GymMaster is a network based system. It works in a server
lient environment. When you install GymMaster Lite it installs PostgreSQL whi
h
is the database SQL server.
91
If you wish to set up GymMaster on several omputers on a network, you
need to modify the lo al bondfrontend. onf in the GymMaster dire tory.
Edit db_host and hange this from lo alhost to the name or IP address
of the omputer that you want to a t as the main server for GymMaster.
On omputers whi h are needed to be set up as lients to the server, you
should opt out of installing PostgreSQL on these other omputers.
There is more information on the PostgreSQL website http://www.postgresql.org
http://www.postgresql.org for rewall and installation issues for PostgreSQL.
22.1.5 Firewalls
If you have a rewall installed, this must rst be disabled before you
an install GymMaster. PostgreSQL must be able to listen for in
oming
TCP/IP
onne
tions whi
h a rewall
an blo
k.
PostgreSQL listens on
port 5432 on the lo al IP address of 127.0.0.1.
You need to make sure your rewall allows
onne
tions through on port
5432.
If you want to have GymMaster work over a network you need to allow
a
ess to port 5432 through your rewall and edit the pg_hba.
onf le
22.2 Installing GymMaster Lite
GymMaster Lite (The Free/Demo version) is installed from an .exe le or
a CD-ROM
1. The CD-ROM is on gured to automati ally start the installer.
If it
does not start automati
ally, open the CD-ROM drive (found in my
omputer) and double-
li
k the installer (whi
h will be
alled GymMaster_Lite_Installer.x.x.x.exe where x.x.x is a version number).
2. The default settings of the installer should work with most stand-alone
installs.
3. The install will populate the database with a few hundred
tional
lients
to make testing easier; if you don't want that, un
he
k the install sample
data
he
kbox.
Step by step:
1. Cli
k next to leave the wel
ome page
2. The default is to install all the
omponents and the sample data
GymMaster
Postgresql
92
Database
Sample Data
Desktop short ut
Unless you have a spe
i
reason to ex
lude part of the system (for instan
e if another se
tion of the manual said to omit some
omponents) we
re
ommend you install all the parts.
3. Cli
k next and sele
t a suitable date format,
The Allow network
onne
tions option makes the database a
essible from
other
omputers, if you a
tivate this option be sure to
he
k your rewall.
22.1.4
4. Cli
k install and the install will pro
eed automati
ally.
5. At the end of the install you are asked to reboot your
omputer unless
you are
ontinuing on to install the full version.
22.3 Installing GymMaster Full
The full version of GymMaster (Standard, Professional, or Premium) is designed
to be installed over a lite install.
You will need:
Gym aster Full Install CD-ROM
2GB free disk spa e
A fast Internet onne tion.
Your install password and username, provided by treshna Enterprises.
Already installed GymMaster Lite
If you have not installed the demo version there is a opy of the lite installer
on the CD-ROM. The lite installer installs the database server, so this is
needed to be installed rst.
Insert the installer CD. The full installer will start the lite installer automati ally if needed.
Follow the instru tions in 22.2 on the previous page Installing GymMaster
Lite
When you are ready to pro eed with the installation:
1. Close down all programs and reboot your omputer.
2. Log in as administrator if you dont have administrative rights already.
Insert the CD.
93
3. If it does not automati
ally start, open the CD-ROM drive in My Computer and run the GymMaster_setup program.
4. Cli
k the Next button
5. See that all
omponents are ti
ked,
li
k next again
6. Enter the username and password you are issued with. Cli
k Install.
7. The MiKTEX installer will open.
8. Miktex is free software. You must a
ept the li
en
e
onditions and
li
k
Next.
9. Install the
omplete version: leave "Complete MiKTEX marked" and
li
k
"Next".
10. Install for Anyone: leave "Anyone who uses this
omputer" marked and
li
k "Next"
11. Install MiKTEX to "C:\Program Files\MiKTEX 2.6": leave the settings
as presented and
li
k "Next"
12. Preferred paper set to "A4" (unless you would prefer letter)
13. Important:
Change option for install missing pa kages on-the- y to
"Yes".
14. Cli
k Next.
15. Che
k the summary s
reen reads like this:
Install pa kages to "C:\Program Files\MiKTEX 2.6"
Install MikTex for all users
Preferred paper size is A4
Pa kages will be installed on-the- y
16. Cli
k the "Start" button: the MiKTEX install pro
ess may take up to one
hour.
17. A page will
ome up 'The main task is being exe
uted' whi
h has a next
and
an
el button. Cli
k on next.
18. The
ompletion page will be shown,
li
k Close.
19. The Sili
on Laboratories installer for USB to UART will open,
li
k Install.
20. The GymMaster install will now open a dos window and download the
latest version of a number of GymMaster
omponents.
94
21. If asked
li
k any key to
ontinue, you rst need to have
li
ked the
ursor
on the s
rolling Windows s
reen.
22. Wait for it to load, it may take a few minutes. On
e open,
li
k Next
until the page Ready to install the Program opens.
23. Cli
k "Install" .
24. Wait for the install to
omplete,
25. Cli
k "Finish".
26. A
robat Reader may open with the li
en
e agreement you must
li
k "A
ept".
27. Cli
k Finish.
28. If you intend to use bar
odes now is a good time to install the bar
ode
fonts. 21.5 on page 90
29. Your GymMaster Installation is
omplete. You will need to reboot your
omputer if prompted. Note the rst time you start GymMaster, it may
load a series of dos windows. This is normal and the program will run
shortly after.
22.4 GymMaster Regular Updates
New versions of GymMaster are released regularly, normally on e a week. These
updates often in lude new features for the software, improvements to useablity
and xes to any bugs that have been raised by users.
Often these releases
in ludes feature requests made by other users that ould bene t you.
We re ommend that you update GymMaster on e a week to get the most
from the produ t.
If operating on Windows XP Home, before doing an update quit all GymMaster related programmes to avoid a potential lo
kup during install. We
will write a pro
edure to over
ome this problem experien
ed with XP
Home.
When you install the GymMaster full version, an i
on on the desktop will
appear
alled 'Gymmaster upgrade'. If you
li
k this it will go through
and download the latest version of GymMaster.
The rst time you run GymMaster after downloading the updates, the
system will automati
ally upgrade the produ
t. You will see a series of
bla
k boxes as it upgrades the system.
If you are running GymMaster in a network environment, all the
omputers in the network need to be running the same version. So you will
need to run the 'gymmaster update' programme on every
omputer in the
network.
95
If there are any problems during upgrades, or if you are
onfused about
any new features please
onta
t us.
The system should throw an error
message if there was any problems.
A produ
t news box
omes up with detailed information about the
hanges
to GymMaster that you got when you upgraded.
22.5 Troubleshooting
22.5.1 GymMaster interprets some dates in
orre
tly
It is essential to ensure that the database date format mat
hes the system
date format.
An example of this error would be if the system was set to US format, but the
database was set to NZ format. The date 2007/10/01, 10th of January 2007 in
US format, would be interpreted by the database as the 1st of O
tober 2007.
To
he
k the formats, see the following
Linux
Che k the values by opening a terminal and typing the ommand
lo ale.
The LANG and LC_TIME variables ontrol the system
date. If LC_TIME is set, then this is the lo
ale. If not, then LANG
is the lo
ale.
Set these variables by modifying /et
/default/lo
ale le. Appropriate entries (for New Zealand) would look like LANG=en_NZ.
Windows
Enter instru tions here
Postgresql Enter instru tions here
22.6 Setting Up Cash Drawer and Re eipt Printer
22.6.1 Hardware Set Up
1. Plug re eipt printer power able into power so ket and turn on printer.
2. Plug one end of the USB able into the ba k of the printer.
3. Plug ash drawer into the ba k of the printer.
4. Plug other end of USB able into ba k of omputer.
5. Found new hardware wizard dialogue should appear on s reen.
6. Printer power light should be solid green.
96
22.6.2 Install for ESC/POS Printers
1. Make sure drivers for your ESC/POS ompatible printer have been installed.
2. Plug ash drawer into the ba k of the printer if appli able.
3. If using a Star Mi roni s Printer:
(a) Goto Start Menu -> Programs -> StarMi roni s->Con guration Utility.
(b) Make sure ESC/POS Mode is sele ted and press Ok.
( ) On left hand side li k on Print Job Routing.
(d) Make sure the he k box Enable ESC/POS Routing is ti ked.
(e) Cli k Apply Changes.
(f ) Cli k Close.
4. Run the GymMaster Laun her from the Desktop or Start Menu.
5. When the triangular GymMaster Laun her i on appears in the System
Tray, (next to the lo k on the task bar) li k on it and sele t Laun her
Settings.
6. Ti k the he k box Enable Es /Pos re eipt printing.
7. Sele t the appropriate printer from the dropdown list below.
8. If the printer is powered on and ontains paper li k Test Print.
9. The printer should print out a short test message and then ut the paper.
10. If the paper does not ut then ESC/POS has not been orre tly on gured
on the printer and further help is required.
11. If the ash draw is plugged in through the printer then li k Test Drawer.
12. The ash draw should now open indi ating a su essful set up.
22.6.3 Install Driver and Setup for OPOS + Star Printer
1. Put Driver CD into omputer and installation programme will start up.(Refer
to trouble shooting if not.)
2. Cli k Install Now.
3. Cli k A ept.
4. Cli k WinXP&2K.
5. Insatallation will now start.
97
6. Cli
k Next.
7. Enter user name and organisation or just leave defaults.
8. Make sure Anyone who uses this
omputer is sele
ted.
9. Cli
k Next.
10. Make sure Typi
al is sele
ted and
li
k Next again.
11. Cli
k Install then Finish.
12. Cli
k Exit at main menu to quit.
13. Goto Start Menu -> Programs -> StarMi
roni
s ->Con guration Utility.
14. Make sure Starline modeis sele
ted and press Ok.
15. On left hand side
li
k on OPOS.
16. Under OPUS POSPrinter Devi
e Names
li
k Add New.
17. Sele
t default name, right
li
k and sele
t Copy.
18. Leave default name and
li
k :Ok.
19. Under OPUS Cash Drawer
li
k Add New.
20. Leave defaults and
li
k Ok.
21. Cli
k Apply Changes.
22. Cli
k Close.
22.6.4 Con guration with GymMaster.
1. Browse to C:/GymMaster
2. Run programme alled OposCCos-1_11_000
3. Cli k Next 6 times, then installation will begin.
4. Cli k Finish.
5. Under the urrent dire tory run programme bond_opos.
6. An error will appear. Cli k Can el.
7. Cli k Yes to edit the on g le.
8. Another error will appear. Cli k Can el then No.
9. S roll down to the bottom of the on guration le and lo ate the following
se tion:
98
10. #Appli ation Con g
11. posprinterid=pos_1
12. posdrawerid=pos_1
13. Change to mat h the following:
14. #Appli aton Con g
15. posprinterid=Press<Ctrl
V>
16. posdrawerid=Press<Ctrl
V>
17. Sele t File ->Save
18. Sele t File ->Save as
19. Save to Custom- hanges Folder.
20. Close Con g le.
22.6.5 Finalise Installation.
1. Under the same dire tory nd le bond_ops
2. Right li k and li k Create short ut
3. Cli k and drag short ut to desktop.
22.6.6 Testing
1. Run bond_ops short
ut on desktop.
2. Cli
k Test Printer. Printer should print test!. May need to press Feed
to roll up paper.
3. Cli
k Test drawer. Drawer should open.
22.6.7 Installation Complete
1. Installation is now omplete. You are required to run the bond_ops programme every time GymMaster starts.
23 Tools
In the Dashboard, under GymMaster on the top menu bar there is a se
tion
headed Tools. This
overs various administrative fun
tions in
luding ba
kups.
99
23.1 Export Data to Spreadsheet
This will export all the member data to a spreadsheet whi h you an then sort,
delete part of, import into other programmes et .
1. Go to GymMaster of top menu bar then under Tools hoose Export Data
to Spreadsheet.
2. Identify a le you wish to save to, enter in the name box and give it a . sv
su x.
3. Save
23.2 Run Night Run / Pro ess Expiring Membership
Normally the pro
essing and updating of member les will be done automati
ally with the night run. For this to happen the
omputer with the
data needs to be left on overnight and logged in to GymMaster. You
an
do a manual update at any time by going to GymMaster on top menu
bar in the Dashboard , then Tools and
hoose Run Night Run / Pro
ess Expiring Memberships. If this fun
tion is not a
tivated daily, either
automati
ally or manually,
harges for members will not be updated.
23.3 Ba kup and restore databases
There is a ba kup and restore fun tion with GymMaster.
1. From within the dashboard, GymMaster > Tools
hoose 'Ba
kup database
to le'. It will prompt you for a lename. You
an save ba
kup les to
a removable ash drive or to your lo
al
omputer. Sele
t the lo
ation to
save and name the le. For se
urity reasons you
annot save this le to a
folder on your desktop or My do
uments. We suggest removeable storage
or saving to a
ustom folder. Files should end in .sql. An example lename
ould be ba
kup.sql.
2. To restore the database sele
t 'Restore database le' from Tools. Then
hoose the database le you wish to restore.
3. Its a good idea to do regular ba
kups in
ase of
omputer failure, theft or
re.
4. Remember to keep your ba
kups in a se
ure pla
e. They
ontain sensitive
information about your business and your
lients.
23.4 Update Addon Membership
For updating earlier programmes with an addon programme. Addon programmes are set up under Setup > Add / Edit Programmes > Other
Properties.
100
1. Where an addon is done for an existing programme under Setup > Programmes > Properties, it automati
ally takes ee
t from that date.
2. If you wish to addon with existing members of the home programme, use
this tools fun
tion to update existing members.
24 Treshna Enterprises Support
Website: http://www.treshna. om
Support emails : gymmastertreshna. om
Sales emails : salestreshna. om
Telephone and fax: +64 3 9749169
Lo al Toll Free support: 0800 894149
Postal and physi al address:
treshna Enterprises Ltd
P O Box 13522
Armagh, Christ hur h, 8141.
267 Madras St
Christ hur h 8011
New Zealand
The Manual is available under Help.
If onta ting Treshna for support you may need to quote information
available under Help then About GymMaster.
25 Date Updated
Binary
Version : 4.0.5
S hema
Version : 218
Updated
30 November 2009
101
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