TennisDirector
 
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Players & Memberships
About membership programs

Membership programs allow tennis facilities to give players special benefits in exchange of a subscription.

Typical benefits would be free court rentals and longer court reservation advance time but clubs can structure their benefits in any way they need to.

Membership programs can apply to on single facility or to a group of facilities. In latter case, all memberships are created under one primary facility and all sharing facilities will link to the primary one.

Player members reserving courts with either the primary or any of the sharing facilities will enjoy the exact same benefits.

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Creating membership programs

TennisDirector has three membership templates that cover most of facilities membership requirements:

Fixed price

A Fixed Price membership runs from a start month to an end month.

Price of memberships are fixed and do not change regardless the month that players join the program. After the program end month, all memberships expire and must be renewed.

Example: A Fixed Price program starts in October and ends in September. The price for the program for (e.g.) residents (living in the same city as the facility) is $240. A resident that joins the program in October pays the exact same price ($240) as a resident player that joins in January.

Prorated price

A Prorated Price membership runs from a start month to an end month.

Price of memberships are prorated from the date that the member actually joined to the end of the program. After the program end month, all memberships expire and must be renewed.

Example: A Prorated Price program starts in October and ends in September. The price for the program for (e.g.) residents (living in the same city as the facility) is $240. A resident that joins the program in October pays full price ($240). However, as a resident player that joins in January will pay 9 months of membership (January to September) or a total of $180.

Exact period

An Exact Period membership runs from the joining month for a specific period.

Price is fixed for a specific number of months. Membership expires at different dates for different members depending when they started.

Example: An Exact Period program runs for 12 months and costs $30. For a member that joins in April 2012 the membership expires March 31st 2013.

Creating a program

After logging in, the corporate owner takes the option "Rules and policies" from the "Business environment" section of the facility menu. This option is only available to corporate owners.

Let's focus on the bottom part of the page where membership programs are selected:

For each membership program (and we can have as many as required) the following information must be entered:

  1. Membership name Any description that tells adminitartors exactly what this membership program is all about.
  2. Dates. Depending on the membership type, start and end dates my be specified with calendar dates, start date and duration or start date and no end duration. The start date may also default to the day of registration.
  3. Pricing. One membership may have different prices for residents and non residents and, for each, we can have:
    1. Individual plans
    2. Junior plans (junior age must be specified)
    3. Senior plans (Senior age must be specified)
    4. Couple plans (for 2 people)
    5. Family plans (Specify maximum number of people allowed.
  4. Play time restrictions. Indicate if this membership has play time restrictions.
  5. Court restrictions. Are there any courts where this membership does not apply?
  6. Sales tax exemption. Some people belong to organizations where sales tax does not apply.
  7. Overlapping. Normally, each member can only have one membership program. However, in some cases we may want to create a membership program that can run concurrently with another.
  8. Additional reservation advance days. With this parameter we can extend the defined members advanced online reservation days by a specific number of days. It would almost be like a "Premium" membership that, for a fee, will give members an advantage over everybody else.
  9. Membership payment form. Memberships can be paid in full or in installments. If installments are an option, the number of allowed installemts are defined here.
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Adding new members or changing existing ones

After logging in, take the option "Manage memberships" from the "Operations" section of the facility menu.

The following selection page will show:

This page shows different ways of locating registered players as well as an option of creating a new one.

Searching for registered players

  1. Membership renewal? If "Yes". search results will only show players that are still members or were once members for this facility.
  2. First name. You may enter any number of characters and the system will search for all first names stating with these characters.
  3. Last name. You may enter any number of characters and the system will search for all last names stating with these characters.
  4. ZIP code. The system will search for registered players living in this ZIP code.

Click "Go"

The result of the search will look like

Where we searched for all registered players with names starting with the letter "ga".

If the searched player shows up, just click the "Select" link pointing to that player and proceed with "Registering a member".

Creating a new player

Click on the red "Create a new player" button on the top left of the page.

The next page will show with all fields completed if it's the result of a search or with all fields blank if you are creating a new player.

  1. Date start and end. Depending on the membership structure, this field(s) can be as simple as just indicating the year (see figure) to a more elaborate process where year and month of starting and ending dates will have to be entered.
  2. Program option. Many membership programs have different options with different prices. The same program may offer individual, junior, senior or family options.
  3. Player personal information. Self explanatory except for the ZIP code. Once entered, the ZIP code will trigger a list of cities that fall under that code. Select the one that applies to this specific player

Click "Submit"

If an individual plan was selected, skip to the confirmation page; otherwise. if a family plan was selected as an option, the following page will show, requesting the names of the family members:

To enter family members, click "ADD NEW FAMILY MEMBER" and the following page will show:

Which looks just like the search page that we saw before (and it is) but in this case we will be searching for players to add to a family program and not to create a new membership.

Search and select of click "Create new player" button and the following page will show:

Click "Reset" to ignore this selection or "Submit to accept it. The following page will show:

Repeat the process for up to the maximum number of family members allowed and click "Done" when you are finished.

A confirmation page will show:

Here, you may:

  1. Correct any mistakes. Click the yellow "Update personal info" button.
  2. Print this summary. And give the player a proof of membership by clicking "Print".
  3. Enter a new member. Click "Select player".
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List members

After logging in, the tennis professional takes the option "List members" from the "Operations" section of the staff menu.

The following page will show:

Which is very similar to the selection page that we saw on the "Adding and updating new members" and it works pretty much the same way:

  1. First name. You may enter any number of characters and the system will search for all first names stating with these characters.
  2. Last name. You may enter any number of characters and the system will search for all last names stating with these characters.
  3. ZIP code. The system will search for registered players living in this ZIP code.
  4. All members. Click the yellow "All members" button and all this facility members will be listed.

Click "Go"

The following page will show:

That shows the member that we have just created.

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Clear players' duplicated records

Interfaces recreating same players, players registering more that once because they for get passwords or front desks forgetting to search names before creating a new player are all possible causes for players to be duplicated in the database.

Facilities have the capability of identifying and clearing players' records so the system aggregates history to the the same individual.

This is how it's done:

From the main menu, take =Members & Players= option and then =Delete or merge duplicated players=:

Wait a few seconds and the following page will show:

You can see that the system pairs records with the same name. Of course, same name does not mean that players are the same so facility administrators should be carefull in establishing identity. One easy way of doing that is to clcik on teh player's number and check the complete history. Than may give an idea about who the person really is.

Administrators can now take one of three options:

  1. Ignore. In spite ofthe same name, these records correspond to two different people so, leave it alone.
  2. Delete the player. Both records correspond to the same person but one of them has no history so simply delete that record.
  3. Merge histories and delete one of the players. The players are the same person but both records have activity history. Click the "Keep (1 or 2)" link of the record that you want to keep. The other one will be eliminated. So, the administrator clicks "Keep2", "Keep1" record history will be merged into "Keep2" and Keep1 record will be deleted.
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List Players` statements

Listing transactions

Every financial transaction processed by TennisDirector under a client's profile automatically populates the client's account.

Account statements my be viewed from the main menu, by taking =Members & Players= option and then =Account statements=:

The following page will show:

Search alphabetically for a player and click =Statement= link:

Buttons =Refresh= and =Recalculate= are to be used only if a payment into account was entered (see next paragraph) or if new trasactions with a date older than the current month are entered.

Processing payments into account

"Every financial transaction processed by TennisDirector under a client's profile automatically populates the client's account" but it may be necessary to process a payment directly into the account with representing a sale. It will also must be possible to refund money from an account.

These functions are accomplished by clickinh eithe the =Payment= or the =Refund= buttons depending on the transaction objective. The following page shows:

Enter a description and the amount and process the payment using the relevant button and list the statement again:

Transfer money between accounts

It's a single transaction process. Clicking the Payment/Transfer button:

On the left side of the page we enter a transaction description and the amount to be transferred. On the right side of the page we indicate if the transfer is going to be FROM this account to another or from this account TO another. Finally, we enter the name of the other account involved. In the example above, we are transferring $100 from Oswaldo account to Beatrix

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Distributing statements

Setup a distribution list

There are 4 types of distribution methods:

  1. No distribution. Client account is kept confidential and not accessible by the client.
  2. Online only. Client can see the statement online but no other disptibution method (email or printout) will be considered.
  3. Online and email. Clients may check their statements online and they will receive a statement email for every cycle.
  4. Online and print. Clients may check their statements online and they will receive a statement email for every cycle.

TennisDirector is initially setup with "No distribution" as the default. All clients with a different distribution method must be change manually in the client's profile (see below). Any facility that wishes to have a different default please contact TennisDirector Support Services and we will gladly change all client profiles to a different default.

To manually change client profiles go to =Members & Players= option and then =Players information=:

Search for the player and select:

Change the statement delivery method and click =Submit=:

Showing statements online

Once a client logs in to an online account, the link =Acct statement= will be visible (if the client is set to see statements online) in the top menu:

Clicking the link, a list of current transactions will show:

Clicking on any link in the navigation side bar with show the transactions for that period:

Printing and emailing statement

It's accomplished in one step. By now the system knows exactly who gets emails, who gets posted mail and who does not get anything (or only online). So, go to =Members & Players= option and then =Account statements - Email & Print=:

Click the link:

And select the period to be listed in the statements that are about be distributed. Every account that qualifies for distribution and that has a non zero balance and/or transactions during the requested period will be listed. The result is: PRINT

Statements can be printed is laser (cost effective) or dot matrix printers. They are designed to fit in a Accounting Software Double Window Envelope

EMAIL:

Logos and headers artwork must be provided and uploaded by the facility.

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Storing or deleting credit card information

Access

There is sometimes the need of storing a credit card information even when a sale is not taking place. TennisDirector now allows this process to take place anywhere in the system where a player's name is shown. By clicking the name, personals and historical information is shown as well and the capability of storing credit card information.

From anywhere in the system, click the player's name:

We can see that this player does not have a card on file or it would show the last 4 digits of the credit card number and a different link.

To start the process, click on the "(Store credit card info)" or the "(Change card info)" link. If there was no car on file:

If there a card on file:

Here we can click on The "Remove this credit card profile" link and the card will be removed from storage.

To store a new card, we can now enter all the information required and click "Submit":

If the card information is accepted by the gateway, the message above is received. Now, simply click "Return" and it will be back to the player information page.

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Sales tax exemption certificates

Access

Some people or organizations may be issued sales tax exempt certificates by the State where the transaction takes place. These entities are exempt from paying sales tax on any purchase processed through the system. As described for "Storing credit card information" (above), storing tax exemption certificates number and due dates can take place anywhere in the system where a player's name is shown. By clicking on that name. :

Enter the certificate number and the certificate expire date. After this date and until it is updated, sales tax will be calculated.

Click "Update/Close" button to confirm the changes

Example:

The picture above shows how a taxable court reservation charge will look like when applied to an enetity possessing a valid Tax Exemption Certificate.

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Players registration information & Online links

TennisDirector only requires First and Last name in order to create a profile. But, although this is enough for the software to operate, it may not be enough for the facility to operate with their clients.

Facilities can now specify exactly what information their clients must or may enter when creating an online profile.

From the main menu, click "Members & Players" and then take the "Players registration information & Online links" option.

The top part of the page will be:

This section shows the links to be placed on third party websites to access TennisDirector:

  1. Court online reservations
  2. Program enrolmenty section. All programs and locations will show here.
  3. Access to a specific program. This link has a variable: Program number. The section "[Program number]" must be replaced by TennisDirector internal program number located in the program list under "Setup clinics, camps & tournaments".

The rest of the page will be:

Where we can specify the information to be collected from clients when creatin a new online profile.

Email and name are always mandatory. User name is always optional. As for the rest of the information, facilities may specify which information is required, optional or absent from the registration page.

  • Force online updates for existimng players?

    Should exiting clients be forwarded to the registration page when they access the online system if mandatory information is missing?

  • Must the front desk comply?

    Will the front desk also be forced to enter the mandatory information when creating or updating a profile?

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Giving selected players the power of charging a master account

This situation is common to many facilities: one or more clients have their purchases charged to a master account. As an example, a parent can have a master account with TennisDirector and their children will have their purchases automatically charged to the parent's account just by clicking the "Acct" link available in all purchases where the buyer is authorized to charge an account

To give a client the power to charge another account, we need to set the client's profile accordingly.

From the main menu, click "Members & Players" and then take the "Players information" option.

Search for the master account

Search by name the player holding the master account that will be charged by the child accounts and take note of the player's number as you are going to need it later in the process.

Now search for a child account that whose purchases will be charged to the master account we just identified. Click "Select"

In the "Charge account payments" box, enter the master account number that you noted above and click "Submit"

And trhe result will be:

To cancel this procedure, just blank out the master account box.

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Extend members due dates when a facility involuntarily has to close

In case of a major disaster that forces facilities to involuntarily close, this feature allows to extend members' due dates by a fixed amount of days and produce notification emails. Optionally, this feature will also extend installment due dates.

From the main menu, click "Members & Players" and then take the "Extend members' due dates" option.

The following page will be shown:

There are now two options:

  • Extend due dates by a known number of days

    All due dates and installments will be extended by a sp[ecific number of days.

  • Two step freeze and unfreeze memberships.

    Freeze memberships for an undetermined period. Later unfreeze memberships and add to the original due dates the frozen time.

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  • Add to every due date equal or later than

    This date will indicate the earliest due dates that will be affected. This is to avoid extending due dates to memberships that were already expired when the facility was closed.

  • Number of days to add

    This is the number of days added to the membership dues date.

  • Will installment due dates be affected too?

    (This parameter will not show is the facility does not sell memberships on installments)

    The facility may decide that extending due dates does not exempt members of paying on time for their installments. However, it may also be decided to extend the payment responsibility.

  • Notification email text

    Email subject and body. A default text is shown just to give an idea but management can now change the content to anything they require.

    Important: Wherever variable [duedate] is placed in the text, it will be replaced by the new due date that will be the membership expire date plus the number of days specified above.

  • Selectively, freeze current memberships

    The two step option to freeze and unfreeze membership due dates.

Click "Submit to Confirm" and the following page will show:

Select the button:

  • Submit to Process

    Executes the full function. Database is updated and notification emails are sent. This option may take a few minutes to process, depending on how many members are being notified. The delay caused by TennisDirector using a third party email company so, every email must be sent to this company through an API.

  • Test

    The database is not updated and no emails will be sent. A list of all affected members with the new due dates is shown.

  • Test Email

    One email will be sent to the logged in adminstrator showing what members will actually receive.

  • Back

    Go back to the previous page and adjust parameters.

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Freeze & Unfreeze membership due dates

In the previous page (see above) the freezing date, installments processing and email parameters were alreade created.

From the "Extend memberships" page described above, click the "Selectively, freeze current memberships" link

The following page will be shown:

Freezing memberships

  • Freeze/Unfreeze date

    Enter the membership freezing date. Effective from that that date, memberships will not be valid

  • Freeze checkboxes.

    Check freeze checkboxes for all members affected. Click "Check all" to check all members

  • Process checked members

    Click the button to process all checked members

Unfreezing memberships

  • Freeze/Unfreeze date

    Enter the membership unfreezing date. Memberships will restart this date. New due dates will be the unfreezsing date plus the total number of frozen days.

  • Unfreeze checkboxes.

    Check unfreeze checkboxes for all members affected. Click "Check all" to check all members

  • Process checked members

    Click the button to process all checked members

A confirmation page will show:

The work can be reedited by clicking the "Back" button or confirmed by clicking the "Confirm" button.

The "Reset" button will cancel all freezing/unfreezing work done.

Emails will be sent if the subject is not blank.

Installments will be frozen/unfrozen if that was decided in the previous page

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