10 THINGS CLASS SYSTEM ADMINISTRATORS …world/10+things+system+admins...10 THINGS CLASS SYSTEM...

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10 THINGS CLASS SYSTEM ADMINISTRATORS NEED TO KNOW

Andrew Chau

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MY ACTIVE IS…

— Dodgeball

— Volleyball

— Golf

— Cooking

ABOUT ME

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AGENDA

1) MAINTAIN INTERNET SETTINGS

2) SYSTEM MAINTENANCE

• SYSTEM OPTIONS

• VIEW CLASS USER LOGS

• COMMAND LINE PASSWORD

ENCRYPTION

• TOOLS OPTIONS

3) MAINTAIN ADJUSTMENTS

4) EMAIL FUNCTIONALITY

5) DUPLICATE CLIENTS

6) CREDIT CARD SECURITY

7) CUSTOM HELP

8) CUSTOMER ACCOUNT ADJUSTMENT

9) LINK/UNLINK ACCOUNTS CREDITS

10) PAYMENT PROCESSING

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• Default Option is None

• Option for Account (main contact)

• Option for Any Client

Prevent Duplicate Clients/Accounts

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• Last Name set to check first 10

characters

• First Name set to check first 5

characters

• Best Practice? Birth Date, Gender,

Address, etc

Maintain Internet Duplicate Client Criteria

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• Each account will need a unique

email address

• Each client will also need a unique

email address, if using email

address field – otherwise, inherit

from main account holder

System Options > Enforce Unique Client Email

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2) SYSTEM MAINTENACE

• Authorization Attempt – find by process name which permissions are missing

• Login/Logout – “Timecard”

View CLASS User Log

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• UCAB should be automated

• Security conscious admins may want

to use a tool to generate an encryped

XML file to run scheduled tasks

• Benefits?

Command Line Password Encryption

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• For staff that perform multiple

tasks at front counter

• If machine is unattended, you

can have computer workstation

play a sound when scanning

2) TOOLS > OPTIONS

Membership Sound Events

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• Special sound can play for

Active passes, Inactive passes,

punch cards that are on their

last pass

• They can even have a special

sound play for birthdays

2) TOOLS > OPTIONS

Membership Sound Events

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• Registration defaults are

controlled in the user options

• Each individual can choose

their own defaults but typically,

admins set this for all users

• This would include which

session is defaulted for front

desk registrations and

coordinators that are setting up

classes

2) TOOLS > OPTIONS

Registration Defaults

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• For sites that do any late

registrations, we recommend

removing “Use Current Date in

Default Course Search” as it

will only search for courses that

start in the future

• Administrator checkbox – lock

down to be controlled only by

administrators

2) TOOLS > OPTIONS

Registration Defaults

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• Certain documents at certain locations

should be set to not print

• At a pool, if we do drop ins, very few

people want their receipts

2) TOOLS > OPTIONS

Reports - Online

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• Adjustments are typically discounts

that exist in your database

• Can be tied to Program Registration,

Facility Booking and Memberships

• Special GL Account set to track all

these adjustments

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3) MAINTAIN ADJUSTMENTS…FOR

ONLINE

• Adjustment can also be used for online

• For example, you can make all

courses receive a discount for moving

online to drive up online registrations

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• Email directly from CLASS can

be setup

• Generally, sites that do not

email directly from CLASS

either don’t know about the

setting or the IT departments

security prevents them from

using this feature

• Setup however, is quite easy…

• Can have authentication for IT

that have concerns


System Options

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• We can choose which specific documents can be emailed directly from

CLASS and which documents can email via the internet

• We can personalize the message that is sent to all customers – good idea to

include link to online registration here


Maintain Email Configuration

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• The admin can also control which

computer terminals are setup for email

inside of CLASS

• Good idea for hyperlink so that we see this

on main client screen


Maintain Terminals

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• Duplicate clients report should be

run on a regular basis to minimize

the amount of duplicate clients in

your system

• For the criteria, start with Last

Name and First Name.

• Report can be customized to filter

out no Organization accounts as

those still show up


Duplicate Clients Report

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• Accounts from different

families can be combined

• People with mistyped names

can be merged into the same

person

• Once merged, there is no way

to unmerged, so make sure!

• Why can’t we take one person

out of the family and move to

another family?


Merge/Move Client

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• If credit cards are being taken in

to CLASS, credit card security

should be evaluated

• Trade off between security and

convenience

• 5 options on what to do with

credit card numbers

• Hosted Payment Server solution

allows for no credit cards to be

stored

6) CREDIT CARD SECURITY SETTINGS

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• Customer help screen exists for

most section in CLASS

• System administrator can give

key business practices to staff

via Custom Help

• Can lock down maintain Custom

Help through security

permissions

7) F12 - CUSTOM HELP

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• Customer account

adjustments should be

used sparingly, in cases

where amounts on the

customers account is

inaccurate, right off

balances for collection

agency

• Credit customer balance

gives money to lower

balances and debit

customer balance takes

money to raise balances

• GL Account will be

credited/debited as the

offset to Accounts

Recievable

8) CUSTOMER ACCOUNT ADJUSTMENTS

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• When a client makes a

payment, if the money is

not linked, it will post to

the most outstanding

due

• This may not

necessarily be what is

wanted

• Link/Unlink allows you to

unlink a dollar amount

from something we’ve

paid, and reallocate to

another entity.

• Examples?

• 2 different refunds owing

to same customers

9) LINK AND UNLINK ACCOUNT CREDITS

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• Two main ways that credit cards fail to

process in organizations that use self

hosted payment server

• Firstly, if you log into a “Terminal” and

Credit Card Processing is not even

setup

10) CREDIT CARD PROCESSING

Manual Payment Authorization VS Batch Authorize

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• This causes transactions to go into

a place called Manual Payment

Authorization



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• Transactions sitting in this

area are NOT processed

at all

• CLASS has assumed that

you are taking these

payments offline through

some external means

• It will show the customers

accounts as paid, but are

they truly paid?

• Look into this quarterly and

details on transaction

(which staff, which

terminal) can be found



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• Secondly, if you log into a “Terminal”

and Credit Card Processing is setup as

the screenshot shows on the left



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• …but the CSPEPublic Interface

is not installed, you will get a

message on the left when credit

cards are processed

• Other reasons: Network down,

payment server service down



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• These ones are different from

the previous example in that

it’s waiting for you reprocess

them

• They are accessed in the

Batch Authorize screen and

can be sent through the

payment server from a

machine that does have that

interface installed

• This should be monitors

much more frequently than

the previous section



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SUMMARY



• SYSTEM OPTIONS

• VIEW CLASS USER LOGS

• COMMAND LINE PASSWORD

ENCRYPTION

• TOOLS OPTIONS




6) CREDIT CARD SECURITY

7) CUSTOM HELP

8) CUSTOMER ACCOUNT ADJUSTMENT

9) LINK/UNLINK ACCOUNTS CREDITS

10) PAYMENT PROCESSING

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CLASS TASK LIST

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CLASS TASK LIST

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CLASS TASK LIST

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3 CLOSING THOUGHTS

LEARN. CONNECT. GROW.

1. Ask us questions

2. Schedule a 1:1

3. Let us know what you think!

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THANK YOU!

10 THINGS CLASS SYSTEM ADMINISTRATORS …world/10+things+system+admins...10 THINGS CLASS SYSTEM...

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