ClubSoft is proud to reveal Version 5.6 of the ClubSoft Office suite. This version brings with it a lot of great changes as we roll our our first major visual update to the user interface. The Office and POS product have both undergone a lot of work to update their look and feel. Don't worry though, with all that work we have also added new features such as the Data Genie and Customized Dashboards. Read More below to get the full details...

Highlights

Quick Links: Grid Update, Tabbed Navigation, Custom Themes, Data Genie, Dashboards, MembersFirst Sync, GateAccess Control, POS User Interface Update

Grids

All list maintenance screens have been updated with new grids. Every grid in the system has been converted or upgraded to have a consistent feature set and appearance. Features listed below are common to all grids.

Search Highlighting - The grids will now highlight partial text search results based on text entered in to the “Search” box in the toolbar.

Auto Filter Row  - The grids have been updated to allow the user to turn on or off an “Auto Filter Row” by right-clicking on any column header. Once enabled, the user can type search criteria into the first empty row now visible on the grid. This search will only search values in the column below it based on a “starts with” criteria. NOTE: This can be used in conjunction with the toolbar search field.

Customize Columns - The grid customization box has been updated to allow the user to see each additional field that is available to them and either double-click the item to add it to the right-most position on the grid, or to drag and drop the field into the desired location.

Font Size - An option has been added to increase the font size on all grids globally from either the right-click context menu, or by hitting Ctrl+ and Ctrl- respectively.

Auto Refresh - An option has been added to define the automatic refresh rate for each grid. By default the system will refresh any visible grid based on this duration. If a grid is currently not visible, then the next time the user selects that grid to be visible it will automatically refresh.

Active/All Records - The Active button on the toolbar has been updated to show the user deleted records on the grid by highlighting them in red. Additionally, some grids will show rows that are hidden based on system settings, but that are not deleted in yellow. (Example: Members that are set to hide on the member grid based on status will now show up when selecting to see All Records.)

Master Detail - All grids that were showing values in a split screen format have been updated to use a Master/Detail drill down mode. This allows the user to click the + or – icons on the left most side of the grid to expand in line details for specific records.

Multi-Select - All grids have been updated to allow the user to select multiple records. The user can hold down the Shift key to select a range with the mouse, or hold down the Ctrl key to select individual rows.

  • Multi-Edit - Once the user has one or more records highlighted, clicking the “Edit” button will open each record up for edit.

  • Multi-Delete - Once the user has one or more records highlighted, clicking the “Delete” button will open the bulk delete dialog for confirmation. If there is a reason that a selected record cannot be deleted, it will be listed in the bulk delete dialog box for the user to take action.

Group By - All grids have been updated to allow the user to Group By a specific column or columns to build their own drill down. To start grouping, right-click on the column header and choose “Group by this Column”. You can also group by dragging the desired column to the Group by Area above the grid.

Grid Layouts - All grids have been updated with a new saved layout model based on the updated features of the grids. By right-clicking on a grid the user can select to work with “Grid Layouts” menu.

  • New Layout - This option will create a new grid layout.

  • Load Layout - This option will allow the user to switch to an alternate saved layout.

  • Delete Layout - This option will allow the user to remove a previously saved layout.

  • Reset Layout - This option will reset the current grid layout to the “default” arrangement for that list.

  • NOTE: The membership grid has an additional option that will allow the user to import all previously saved grid layouts for the membership list built in previous versions of the applications. All other grids will revert to their default layout, but can be customized by the user using the Grid Layout functions above.

 

 

Tabbed Navigation

All list maintenance screens have been updated to allow a new display mode called “Tabbed Navigation”. This feature allows the user to keep open and available multiple screens of information at one time. When opening a management list the list name will display across the top of the application. Features listed below are common to all tabs.

Open Tabs - Each list can only be opened into a single tab. If the user selects a list that has already been opened, the application will instead select that tab to make it visible to the user.

Rearrange Tabs - Each tab item can be dragged and dropped to rearrange its order.

Split Tab View - Each tab item can also be dragged out of the primary container control and docked horizontally or vertically in a new window. I.E. Two tabs can be set to display side by side.

Saved Tab Layout - All open tabs are saved when the application is closed, and reopened by default the next time the user logs into the application. If all tabs are closed at log off, then the default Club Intelligence tab will open instead.

Sub Tabs

  • Each tab also has a collection of “side-tabs” that can be places on the top, left, right or bottom of the tab control by right-clicking on the tab and choosing the “Tab Position” item.

  • The “Home” side-tab contains the standard maintenance grid for the selected list.

  • When a user chooses to add a new record, or edit an existing record, that form is now opened into a side-tab instead of its own dialog box.

  • Close All / Close All But This – Each side-tab control has a right-click menu that will allow the user to close the selected tab without saving, or close all tabs except for the selected tab without saving. NOTE: If the user has unsaved changes, they will be prompted to confirm closing without saving.

 

Themes

The application has been updated to allow the user to select from several custom display themes. These themes are purely cosmetic and do not affect the functionality of the application in any way.

Select Theme - From the main toolbar, choose the “Select Theme” drop down to switch themes. The selected theme will be persisted during each log in.

NOTE: Some of the custom themes may make dramatic changes to the User Interface. ClubSoft will attempt to maintain the primary themes, but the bonus themes are just for fun, and are not guaranteed to render perfectly.

 

ClubSoft Data Genie

A powerful new reporting tool has been added to the application. This tool allows the user to analyze detailed transaction data with drag and drop functionality to generate a Genie Report. The user can access the Genie in the Interactive Reporting section.

Select View - The Genie provides detailed pivot-table reporting based on select views of data from your system. The following list details available views:

  • Sales Summary - This view contains all sales transactions for the entire system with only summary data. This view is suitable for analysis of ticket trends and can include gratuity and cover counts.

  • Sales Summary with Line Item Detail - This view contains all sales transactions for the entire system with additional drill down to the ticket detail level. This view is suitable for analysis of line item sales detail but does not contain gratuity or covers information.

  • Sales Summary with Settlement Detail - This view contains all sales transactions for the entire system but only shows the total values of the tickets based on settlement type. This view is suitable for analysis of tender activity at the club.

  • Employee Hours Worked - This view contains all timekeeping transactions for the entire system. This view is suitable for analysis of labor hours and wages. NOTE: This view does not include wage calculations for overtime.

  • Ledger Transactions - This view contains all posted General Ledger transactions.

  • Member Billing - This view contains information about all billings generated using the month end wizard. This view is suitable for analysis of billing, minimum or late fee trends.

  • Member Payments - This view contains information about all member payments captured by the system. This view is suitable for analysis of member payment cash flow detail.

  • Guest Visits - This view contains information about all member guest visits to the club. This view is suitable for analysis of guest activity.

  • Vendor Purchases - This view contains all purchase information from posted AP invoices and credit memos. This view is suitable for analysis of expense history, reciprocal member charges, and inventory purchases.

  • Golf Play Detail - This view contains all sales transactions of item flagged in the system as a “Golf Round”. This view is suitable for analysis of golf rounds and cart activity billed through the POS system regardless of Tee Sheet being used.

  • Managing Layouts – Once you have configured a view to your liking, the user can save that view using the Save, Save as New and Load Layout options. This allows a quick jump back to a previously configured Genie report.

Getting Started - To being select the desired view, and pick the date range you would like to pull into the Genie. NOTE: Depending on the view and club activity the view can contain 100s of thousands of records. Chose values based on desired analysis, and avoid pulling in too much data at once.

  • Once you have the view selected, on the top of the Genie interface are a series of available columns. Simply Drag-and-Drop a column to either the left side (row results) or top side (column results) to begin. Don’t be afraid to experiment, this data is completely read-only.

  • For advanced view, select multiple columns on the left or top side to enable drill-down analysis.

Trim Data - When there is significant transaction detail it can often be worthwhile to pre-filter the data before pulling from the database. Select the “Add Filter” button to customize your data retrieval based on any combination of filters and search criteria. These filters will be applied at the database level and help reduce load times and memory usage locally.

Post Analysis -  When completed the user can save their layout, print or export the layout using the tool bar at the top.

Charts - Additional automatic charting is available at the bottom of the screen based on currently highlighted records.

Data Genie Introduction from ClubSoft on Vimeo.

 

 

Club Intelligence Dashboard

Custom Dashboards - Added a new feature to allow the user to define their own custom dashboards based on existing dashboard components. Adding a new Custom Dashboards record to the Custom Dashboards list will present the user a toolbar with several options.

  • Add Dashboard - Select from any one of the existing dashboard controls, and the select the area on the screen you would like that dashboard to reside.

  • Add Row/Remove Row - Use these options to add or remove additional rows to your custom dashboard if you want to see more than 3 rows of information at once.

  • Auto-Load - Check off this option if you would like this Custom Dashboard to automatically display when you are viewing this section.

  • Active - Check off this option to select which Custom Dashboard should be the first visible dashboard when you are viewing this section.

Once a new dashboard has been added to the dashboard layout window, the user can select from two icons on the upper window of each dashboard.

  • Move - This will allow you to reposition a dashboard to another open space on the layout.

  • Resize - This option will allow you to make the dashboard taller or wider, if open space is available.

  • Close -This option will remove the selected dashboard from your custom view.

 

Point of Sale User Interface Update

The POS software in this release has been given a complete overhaul visually. The new POS application is more modern and allows for easier interaction with users who are already comfortable with existing touch interfaces. Every screen has been updated to follow the new design goals where buttons are easier to read, font sizes are appropriate for the button size, and common actions are easy to determine with visual cues. Options where users would be required to interact with complex controls have been updated to be more touch screen friendly. The items below highlight the most prominent changes to the user interface.

NOTE: All user steps and action have remained the same. This update should not require any retraining of server staff as each button or option still exists in the same location, but just has an updated look and feel.

Design Goals - We wanted to highlight actions for the user that are typically associated with forward movement in the work flow. For example, on each screen the OK buttons are more prominent and are colored green, where the Cancel or Exit buttons are colored red. The user can immediately determine the best course of action from the color coding. 

Main Form - We wanted to highlight frequently used navigation options, like Select Table, or New Transaction. This brings to the front of the screen the obvious next step to start a new ticket. In the picture below you can see the "Select Table" option has been highlighted. In addition the top tab control has been updated to be more touch friendly.

Select Table - The select table screen was updated with more touch friendly scroll control on the left hand side, with easier to use paging buttons. The actual area layouts have been modified to automatically zoom or shrink to fit the available space on the screen. This allows for one area layout to be built that can be used on small and large devices without any additional configuration.

Find Member - The find member screen has been update to use a more uniform grid with easier to read font and text. Additionally, the keyboard has been update to be easier to use on a touch screen.

Order Entry - The order entry screen has been update with a new ticket control. This ticket control has slightly larger font, and should be easier to read and interact with when adding items to the tickets.

Signature Capture - A new system option has been added that allows the POS to prompt a user for a signature during the settlement process. This would typically be used in conjunction with a tablet installation of POS, where the member can be handed the device to use their finger to "sign' their ticket.

 

MembersFirst - Roster Sync and POS Integration

Configuration - Added a new System Settings -> Partner Products configuration screen for setting up the MembersFirst Interface.

Settings

  • Sync & Event Settings - Allows you to define the URL for the events interface endpoint, user name password and sync interval.

  • Tee Time Settings - Allows you to define the URL for the tee times interface endpoint, club ID and password.

  • Item Categories - Allows you to configure which item categories are synced to be used in pricing configuration options.

  • Log - Allows you to view log history of the interface sync process.

Membership Sync

      • Two-Way Membership Sync - Based on the system settings sync interval, the interface will push and pull the following fields using a two-way sync; member title, first name, middle name, last name and suffix.

      • Nightly Push - Each night a full copy of the membership roster data is pushed to MembersFirst using an XML format. This data includes all changes to other profile information not pushed in the two-way sync, like emails, addresses and phones. Please note that only certain values are mapped in MembersFirst:

        • Email Addresses - The member’s default email address is pushed and mapped to the 'Primary' email in MembersFirst.

        • Mailing Addresses - Only two member addresses are pushed. The first address is the default address category in CMA, and the second is determined by MembersFirst during their import process.

        • Phone Numbers - A maximum of 5 phone numbers are synced. Phones are mapped based on the 'Phone Type' in ClubSoft. ClubSoft -> MembersFirst mappings are:

          • Business -> Work
          • Home -> Home
          • Mobile ->Mobile
          • Fax -> Fax
          • Other -> Pager

        • NOTE: The first instance of each phone type in ClubSoft is mapped to the corresponding field in MembersFirst. Since phone numbers are stored under each address on the MembersFirst profile, only the first address in MembersFirst will contain phone numbers from ClubSoft.

 

Gate Access Control

In this release we have added support for a door relay device that can be used in conjunction with a card reader to provide physical access control for an outside door. This is typically used in a pool or fitness area to control after hours access by members with key cards. The supported relay device is a ComputerWise EP310. 

System Settings - Added a new system settings configuration screen to add/edit one or more remote relay devices. To setup a new device enter a friendly name for the relay, its network IP address and port number. Additionally define the relay ID and duration to enable to relay when a approved scan is read. The device will compare a scan received by the device to the Member's Swipe ID value.

  • Member Types - You can configure which member types are allowed access through this relay by selecting one or more member types from the list.

  • Member Status - You can also configure specific member status are allowed access. 

  • NOTE: If you have both types and statuses selected, the member must be in both to gain access. 

 

 

Accounts Payable

New Features

  • Manage Vendor Invoices - Changed the system so that an invoice will only display once on this grid regardless of the number of checks it has paid.  In previous versions if an invoice was paid, and the check voided, and the invoice paid again, the invoice would display on the grid one time for each check printed.

  • Void Checks - Changed the system so checks that have been reconciled cannot be voided.

  • All Ledger Departments - Added new option to the grid toolbar which can be used to filter the grid by Ledger Department.

  • Payment Terms  - Added ' Include Current Month' option which will enable when the Due on field is set to a day of the month.   When Checked the system will will set the Due Date in Invoice entry to the current month if the invoice date is prior to the Due On day.   When it is unchecked the system will set the Due Date to the next month.

Fixes

  • Enter Vendor Invoices - Corrected an issue where if the Terms are changed while creating an invoice, and the invoice is reopened, closed, and reopened again, the Terms would revert back to the default Terms.

  • Enter Vendor Invoices - Corrected an issue where if the Terms on the invoice were brought in from an Item Receipt and then changed on the Invoice Entry it was not saving.

  • Quick Check - Changed label on screen from 'Remit To' to 'Vendor Name' to properly reflect which field is being used.

  • Quick Check - Corrected an issue which allowed batches to be posted into closed periods.

  • Approve Vendor Invoice Batches - Corrected an issue where unposting a batch would not unpost the Credit Memo.  Please Note - The system will not unpost an invoice batch if it contains any invoices that have been paid, any invoices or credit memos that have inventory items on them, any invoices that have reciprocal charges to members on them, or any invoices that were paid and the checks voided.

  • Enter Vendor Invoices - Corrected an issue where after using Save and New, when tabbing to the Due Date box the system was placing the cursor in the middle of the field instead of the beginning of the field.

CMA

New Features

  • Notes – Throughout the system the Notes options have been replaced with a new editor which will allow all notes to be easily edited as well as printed.

  • Custom Filter - Enhanced Custom Filter to allow easier use and more flexibility.

Fixes

  • Invoice Transfer Wizard - Corrected an issue where the View Ticket option in the Member file reflected tickets as negative amounts if the ticket was transferred with the Invoice Transfer Wizard.

Club Intelligence

New Features

  • Custom Dashboards - Added ability to create custom dashboards which can be set to auto load when CMA is launched. (See highlights section for more details.)

  • Membership/Member Birthdays - Changed Birthday column to Month/Day with sort by Day and added a birth date column with ability to sort by year.

Fixes

  • Membership Dashboard/Projected Member Billing - Corrected an issue causing the Projected Member Billing: This Month report to not launch from the Report icon.

Employee

New Features

  • Timekeeping Export - Added support for Paycor Payroll.

  • Job Codes - Added new option, 'Automatically subtract ?minutes for every shift over ? minutes'.  When enabled the system will take an automatic deduction when the employee's shift matches the criteria.  The deduction will be reported on the Employee Hours report and reflected in the Timekeeping export.

Fixes

  • Groups - Corrected an issue where using Save and New from a group that doesn't have any employees, areas, or roles selected would display a Copy Employee Group box with three check boxes but no labels.

General Ledger

New Features

  • Companies - Changed the system so a Company cannot be deleted if it is linked to a Department.

Fixes

  • Departments - Corrected an issue where the Company field was not saving if the new Department was created using Save and New.

  • Accounts - Corrected an issue where the Rollups were not saving if the new Account was created using Save and New.

 

Interfaces 

New Features

Reserve Anywhere - Added support for the Admin Fee in Reserve Anywhere.  It will be imported into CMA as a service charge.

 

Item

New Features

Fixes

  • Manage Items - Corrected an issue where deleted Item Modifier Groups were available for selection in the Item screen.

  • Manage Item Modifier Groups - Corrected an issue where deleted Modifiers were available for selection in the Modifier Group screen. 

  • Manage Item Combos - Corrected an issue where the system would not allow the same Item Category to be used as the previous Item Combo when the new Item Combo was created using Save and New.

Membership

New Features

  • Manage Members - Changed the options for Gender from Male, Female or Unknown to Male, Female or blank.  All members currently set to Unknown will be changed to blank the next time the member file is Saved.

  • Print Member Statements - When using the 'Save Statement Copy to File' option the system will now display a progress bar on the Processing screen.

  • Print Member Statements/PDF - Renamed the existing Attach PDF option to Attach PDF (Rich).  Attach PDF (Rich) will continue to use the Marketing Templates and HTML editor. Attach PDF option will now use a simple text editor instead of the Marketing Templates and HTML editor.  

  • Manage Members/Delete - Corrected an issue causing the system to throw an error that it can not delete a member due to outstanding credit book balances when the member doesn't have an outstanding credit book balance.
  • Manage Members/Credit Cards - Added ability to set Max Charge Amount when using ETS.  To enable right click on the Credit Card in the member file and select Set Max Charge.  That will be the maximum amount charged to the card for an individual payment.
  • Member Payments - Added ability to apply payments based on Member Group.

Fixes

  • Manage Members/Member Grid – Corrected an issue causing new member’s default address to not display on the grid.

  • Manage Members/Member Grid – Corrected an issue causing the member aging to display as zero on the grid.

  • Member Groups - Corrected an issue causing an error to be thrown if a new Group was created using Save and New and then saved with the Save button. 

  • Manage Member/View Ticket - Corrected an issue where invoices transferred from one member to another would display on the View Ticket screen with all negatives.

Point of Sale

New Features

  • MembersFirst Event Sync - The POS Events Tab has been updated to allow it to show events and reservations from the MembersFirst event system. This feature is enabled in CMA -> System Settings -> Partner Products -> MembersFirst.

  • MembersFirst Tee Time Sync - The POS Tee Times Tab has been updated to allow it to show tee times from the MembersFirst tee sheet. This feature is enabled in CMA -> System Settings -> Partner Products -> MembersFirst. 

  • Area Layout - The Area Layout designer is now maximized to the user's screen, allowing tables to be placed outside the previous range.

  • Area Layout - In POS the Area Layout will Autoscale to fit the available region in POS, so it will scale up or down in size so that everything will fit perfectly without distorting the buttons.

  • Screen Groups - In POS the Screen Group will autoscale to fit the available region in POS, so it will scale up or down in size so that everything will fit perfectly without distorting the buttons.

  • Events - Corrected an issue where tax inclusive items were not being brought into POS from Links as tax inclusive.
  • Print Time Sheet/Manage Ticket Templates - Updated the Print Time Sheet option in POS to include all shifts in a week, breaking them out by shift and displaying any automatic deductions.  Added new control options in Manage Ticket Templates to the Timesheet, [TimeSheetDateRange] which will display the date range being reported and [TimeSheetSummary] which will include total hours, total deductions and net hours for the week.
  • ETS Card on File - Added support for Card on File when using ETS as the processor.  Now when the member has a credit card stored in their member file that is set as the Default Credit Card, when a ticket is being settled for that member POS will prompt asking if the user would like to use the card on file.
  • ETS Tab Notes - Added 'Prompt for Tab Notes Before Credit Card Swipe' option to Utilities in POS.  This option will work for clubs using ETS to process credit cards, and when enabled the system will prompt for tab notes when the user selects the Charge Tab button.  The Tab Notes will display on the main ticket screen as the Full Name. 

Fixes

  • Multi-Member Ticket – Corrected an issue where the Create Tickets button would not display if the Multi-Member Ticket button was selected when there were no other open tickets in the Open Ticket screen.

  • Terminals - Corrected an issue where the system would not save a new Terminal if the Terminal was created using Save and New.

  • Close Ticket Screen - Changed the system so the Change field doesn't populate unless a payment has been applied that is greater than the amount owed.

  • Tee Times - Corrected an issue where the system would not bring in the charges for tee times from Links if the tee time had multiple reciprocal members from the same club in it.

  • Credit Book Settlement - Corrected an issue where the system was not adjusting the amount to apply when the member had multiple credit book types available, used the Max feature on one and then used the Max feature on the other. 

  • Out of Seats message - Updated the message presented when all POS seats are in use to better explain the issue.
  • Bulk Entry (formerly Multiple Member Ticket) - Corrected an issue which caused the search results to include members that did not meet the search criteria.
  • Ticket Entry - Corrected an issue where the system would throw an error if the first item added to a retail ticket was a combo item.
  • Send Ticket - Corrected an issue where the Send ticket would not print in seat number order when the [Prep Details] control, 'SortByCourse' is set to TRUE.

Reports

Fixes

  • Criteria Filters - Expanded the drop down boxes on all report filters so that all options display properly.

  • Vendor/Item Receipt - Corrected the report so that negative lines in the Item Receipt will be included.

  • Accounting/Income Statement Consolidated - Corrected an issue where the report was reporting Rollups in alphabetical order instead of using the order set in the General Ledger Overview when the Group By filter was set to Rollup.

  • Items Purchased By Members - Corrected an issue causing the report to multiply the gratuity amount by the number of items sold, overstating the gratuity.

  • Items Purchased By Members - Corrected an issue where using Detail Level = Member Family, and Member Group with specific groups selected, would not include dependent spending in the totals.

System

New Features

  • MembersFirst Sync – Added a new interface with two-way roster sync between ClubSoft and MembersFirst system. (See highlights section for more details.) 

  • Areas - Changed layout of screen to a tree form for easier use.

  • Tax Codes - Increased auditing to include all fields in the screen.
  • Tax Code Items - Increased auditing to include all fields in the screen.

Fixes

  • Terminals - Corrected an issue causing an error to be thrown if a new Terminal was created using Save and New and then saved with the Save button. 

Web

Fixes

  • Event Calendar - Corrected an issue where the Event Calendar would print in alphabetical order instead of in the order listed on the screen.