GymMaster ManualJanuary 11, 2011Contents1 Introdu tion 61.1 User Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71.2 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71.3 Night Run . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91.4 Ba kups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91.5 Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Main S reen - Member Details 113 Members 123.1 Existing Members . . . . . . . . . . . . . . . . . . . . . . . . . . 133.1.1 Find Fun tion . . . . . . . . . . . . . . . . . . . . . . . . . 133.1.2 I on A ess to Fun tions . . . . . . . . . . . . . . . . . . . 143.2 Card Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143.3 New Member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153.3.1 Entering New Members . . . . . . . . . . . . . . . . . . . 153.3.2 Card Issue Pro edure . . . . . . . . . . . . . . . . . . . . 163.3.3 Repla ing Lost or Faulty Card . . . . . . . . . . . . . . . 183.3.4 Photos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183.3.5 View Member Visit History . . . . . . . . . . . . . . . . . 183.4 Merge Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183.5 Prospe tive Members (Sales Enquiries) . . . . . . . . . . . . . . . 193.6 Member Can ellation . . . . . . . . . . . . . . . . . . . . . . . . . 203.7 Member Status and Smiley Fa e . . . . . . . . . . . . . . . . . . 203.8 Member Re ord Disabled . . . . . . . . . . . . . . . . . . . . . . 204 Programme Memberships 214.1 Entering Programme Memberships . . . . . . . . . . . . . . . . . 214.1.1 Membership Agreement . . . . . . . . . . . . . . . . . . . 234.2 Edit a membership . . . . . . . . . . . . . . . . . . . . . . . . . . 234.3 Suspension of a Membership (Freeze) . . . . . . . . . . . . . . . . 234.3.1 Freeze (Suspend) Members . . . . . . . . . . . . . . . . . 234.3.2 Add Payments . . . . . . . . . . . . . . . . . . . . . . . . 241

4.4 Can elling a Membership . . . . . . . . . . . . . . . . . . . . . . 244.5 Period and Con ession Memberships . . . . . . . . . . . . . . . . 255 Member's A ount (Finan ial) 255.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265.2 Add Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265.3 Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275.4 Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285.5 Make Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . 285.6 Advan e Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . 285.7 Invoi es . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285.8 Produ ts Sold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295.9 DC/CC History . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295.10 Bank A ount . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296 Additional Information 296.1 Extra details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306.2 Custom Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306.3 Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306.4 Donations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306.5 Bookings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316.6 Communi ations . . . . . . . . . . . . . . . . . . . . . . . . . . . 316.7 Measurements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316.8 Note Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316.9 Member Files / Workout Files . . . . . . . . . . . . . . . . . . . . 327 To Do List - Dashboard 327.1 To Do List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328 Find Member - Dashboard 339 Last Visitors - Dashboard 3310 Banking - Dashboard 3310.1 Setting up Banking . . . . . . . . . . . . . . . . . . . . . . . . . . 3310.1.1 Bank Statement Import . . . . . . . . . . . . . . . . . . . 3310.1.2 Setting up programmes . . . . . . . . . . . . . . . . . . . 3410.1.3 Setting up members for bank payments . . . . . . . . . . 3410.1.4 Couples and shared payments . . . . . . . . . . . . . . . . 3410.1.5 Import Bank Statements for Pro essing . . . . . . . . . . 3410.2 Undoing bank statement imports . . . . . . . . . . . . . . . . . . 3510.3 Bank Billing Export . . . . . . . . . . . . . . . . . . . . . . . . . 3510.3.1 Dire t Debit Pro ess . . . . . . . . . . . . . . . . . . . . . 3610.3.2 Exporting Data . . . . . . . . . . . . . . . . . . . . . . . . 3710.3.3 Additional Features . . . . . . . . . . . . . . . . . . . . . 3710.4 History of Bank Statement Imports . . . . . . . . . . . . . . . . . 3810.5 History of Bank Transa tions . . . . . . . . . . . . . . . . . . . . 382

11 Reports - Dashboard 3811.1 Key Performan e Indi ators . . . . . . . . . . . . . . . . . . . . . 3811.2 Papyrus Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . 3811.3 Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . 3911.3.1 Member Listings . . . . . . . . . . . . . . . . . . . . . . . 3911.3.2 Memberships . . . . . . . . . . . . . . . . . . . . . . . . . 3911.3.3 Retention . . . . . . . . . . . . . . . . . . . . . . . . . . . 4011.3.4 Finan ial . . . . . . . . . . . . . . . . . . . . . . . . . . . 4111.3.5 Point of Sale . . . . . . . . . . . . . . . . . . . . . . . . . 4111.3.6 Fa ility Use . . . . . . . . . . . . . . . . . . . . . . . . . . 4211.3.7 Sundry . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4211.4 Alternative Report Sele tion . . . . . . . . . . . . . . . . . . . . . 4211.5 Edit Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4312 Graphs 4413 Gym Set Up 4414 Corresponden e 4414.1 Sending Individual Messages . . . . . . . . . . . . . . . . . . . . 4414.2 Send Bulk Email . . . . . . . . . . . . . . . . . . . . . . . . . . . 4514.3 Send Bulk SMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4514.4 Mail Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4614.5 Email Template Setup . . . . . . . . . . . . . . . . . . . . . . . . 4714.6 SMS Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4714.7 Mail Merge Templates . . . . . . . . . . . . . . . . . . . . . . . . 4714.8 Advan ed Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . 4814.9 Clear Print-id Flags . . . . . . . . . . . . . . . . . . . . . . . . . 4815 Information 4815.1 Last Visitor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4815.2 Enrollment Numbers . . . . . . . . . . . . . . . . . . . . . . . . . 4915.3 Key Performan e Indi ators . . . . . . . . . . . . . . . . . . . . . 4915.4 Membership List . . . . . . . . . . . . . . . . . . . . . . . . . . . 5015.5 Debtors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5015.6 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5016 Donations 5016.1 Donations Set Up . . . . . . . . . . . . . . . . . . . . . . . . . . . 5016.2 Re eiving a Donation . . . . . . . . . . . . . . . . . . . . . . . . . 5116.3 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5116.4 Future Reminders . . . . . . . . . . . . . . . . . . . . . . . . . . 513

17 Point of Sale 5117.0.1 Point of Sale Tou h S reen. . . . . . . . . . . . . . . . . . 5217.1 View POS Transa tions . . . . . . . . . . . . . . . . . . . . . . . 5417.2 Managing Sto k Inventory . . . . . . . . . . . . . . . . . . . . . . 5517.2.1 View Inventory . . . . . . . . . . . . . . . . . . . . . . . . 5517.2.2 Pur hases . . . . . . . . . . . . . . . . . . . . . . . . . . . 5617.2.3 Sto k takes . . . . . . . . . . . . . . . . . . . . . . . . . . 5718 Bookings 5818.1 Making a Booking . . . . . . . . . . . . . . . . . . . . . . . . . . 5818.2 Repeat Bookings . . . . . . . . . . . . . . . . . . . . . . . . . . . 6018.3 Making Time Unavailable . . . . . . . . . . . . . . . . . . . . . . 6018.4 Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6018.4.1 Bookings in a Class . . . . . . . . . . . . . . . . . . . . . 6119 Prospe t Sales Enquiries 6120 Con�guration - Set up 6120.1 Con�g Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6320.2 General Con�guration . . . . . . . . . . . . . . . . . . . . . . . . 6320.2.1 Company Details. . . . . . . . . . . . . . . . . . . . . . . 6320.2.2 Card Readers. . . . . . . . . . . . . . . . . . . . . . . . . 6420.2.3 A ounting. . . . . . . . . . . . . . . . . . . . . . . . . . 6720.2.4 Point of Sale . . . . . . . . . . . . . . . . . . . . . . . . . 6820.2.5 Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6920.2.6 Communi ation . . . . . . . . . . . . . . . . . . . . . . . 7120.3 Programme Groups and Programmes . . . . . . . . . . . . . . . . 7220.3.1 Programme Groups . . . . . . . . . . . . . . . . . . . . . 7220.3.2 Add / Edit Programmes . . . . . . . . . . . . . . . . . . . 7220.3.3 General Properties . . . . . . . . . . . . . . . . . . . . . . 7420.3.4 Other Properties . . . . . . . . . . . . . . . . . . . . . . . 7620.3.5 Door A ess . . . . . . . . . . . . . . . . . . . . . . . . . . 7720.3.6 Web Information . . . . . . . . . . . . . . . . . . . . . . . 7820.3.7 Other Set- ups . . . . . . . . . . . . . . . . . . . . . . . . 7920.4 Booking Set Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7920.4.1 Classes Setup . . . . . . . . . . . . . . . . . . . . . . . . . 7920.4.2 Resour es Setup . . . . . . . . . . . . . . . . . . . . . . . 7920.4.3 Resour e Types . . . . . . . . . . . . . . . . . . . . . . . . 7920.4.4 Booking Status Types . . . . . . . . . . . . . . . . . . . . 8020.5 Point of Sale Set Up . . . . . . . . . . . . . . . . . . . . . . . . . 8020.5.1 Produ t Types . . . . . . . . . . . . . . . . . . . . . . . . 8020.5.2 Manage Produ ts . . . . . . . . . . . . . . . . . . . . . . . 8120.5.3 POS S reen Con�guration . . . . . . . . . . . . . . . . . . 8220.5.4 Supplier Setup . . . . . . . . . . . . . . . . . . . . . . . . 8320.6 Mis ellaneous . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8420.6.1 Sta� Setup . . . . . . . . . . . . . . . . . . . . . . . . . . 844

20.6.2 Task Types . . . . . . . . . . . . . . . . . . . . . . . . . . 8420.6.3 Involvement Types. . . . . . . . . . . . . . . . . . . . . . 8420.6.4 Erase Sample Data Members. . . . . . . . . . . . . . . . . 8420.7 Corresponden e - Setup . . . . . . . . . . . . . . . . . . . . . . . 8420.7.1 Email Template Setup . . . . . . . . . . . . . . . . . . . . 8420.7.2 Mail-Merge Template Setup . . . . . . . . . . . . . . . . . 8520.7.3 SMS Template Setup . . . . . . . . . . . . . . . . . . . . . 8520.8 Sales Enquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8520.8.1 Conta t Types . . . . . . . . . . . . . . . . . . . . . . . . 8520.8.2 Enquiry Status . . . . . . . . . . . . . . . . . . . . . . . . 8620.8.3 Promotion Setup . . . . . . . . . . . . . . . . . . . . . . . 8620.9 System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8620.10Member Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8621 Membership Cards 8621.1 Gym Entry Noti� ation (Popup) . . . . . . . . . . . . . . . . . . 8621.2 Smart ards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8721.2.1 Issuing ards . . . . . . . . . . . . . . . . . . . . . . . . . 8721.3 Bar ode ards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8821.3.1 Issuing bar ode ards . . . . . . . . . . . . . . . . . . . . 8821.3.2 Preprinted ards . . . . . . . . . . . . . . . . . . . . . . . 8821.3.3 Printing your own bar odes . . . . . . . . . . . . . . . . . 8822 Bar ode Reader 8922.1 Keyboard wedge Bar ode Readers . . . . . . . . . . . . . . . . . 8922.2 Manual Keyboard Wedge Bar ode Reader . . . . . . . . . . . . . 8922.3 Automati Keyboard Wedge Bar ode readers . . . . . . . . . . . 9022.3.1 Manhattan bar ode reader . . . . . . . . . . . . . . . . . 9022.3.2 Zebex 3000 / 3010 bar ode reader . . . . . . . . . . . . . 9122.3.3 Other Readers . . . . . . . . . . . . . . . . . . . . . . . . 9422.4 Serial Bar ode Reader . . . . . . . . . . . . . . . . . . . . . . . . 9422.5 Writing Bar odes . . . . . . . . . . . . . . . . . . . . . . . . . . . 9523 Installation 9523.1 Software and Hardware Requirements . . . . . . . . . . . . . . . 9523.1.1 Hardware requirements . . . . . . . . . . . . . . . . . . . 9623.1.2 Operating systems requirements . . . . . . . . . . . . . . 9623.1.3 Graphi s ard and s reen resolution . . . . . . . . . . . . 9623.1.4 Networking . . . . . . . . . . . . . . . . . . . . . . . . . . 9723.1.5 Firewalls . . . . . . . . . . . . . . . . . . . . . . . . . . . 9723.2 Installing GymMaster Lite . . . . . . . . . . . . . . . . . . . . . . 9723.3 Installing GymMaster Full . . . . . . . . . . . . . . . . . . . . . . 9823.4 GymMaster Regular Updates . . . . . . . . . . . . . . . . . . . . 10023.5 Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10123.5.1 Updates are failing. . . . . . . . . . . . . . . . . . . . . . 10123.5.2 GymMaster won't run or omes up with invalid �le. . . . 1015

23.5.3 Manually removing GymMaster. . . . . . . . . . . . . . . 10123.5.4 GymMaster interprets some dates in orre tly. . . . . . . . 10123.6 Setting Up Cash Drawer and Re eipt Printer . . . . . . . . . . . 10223.6.1 Hardware Set Up . . . . . . . . . . . . . . . . . . . . . . . 10223.6.2 Install for ESC/POS Printers . . . . . . . . . . . . . . . . 10224 Tools 10324.1 Export Data to Spreadsheet . . . . . . . . . . . . . . . . . . . . . 10324.2 Run Night Run / Pro ess Expiring Membership . . . . . . . . . . 10324.3 Ba kup and restore databases . . . . . . . . . . . . . . . . . . . . 10424.4 Update Addon Membership . . . . . . . . . . . . . . . . . . . . . 10425 Treshna Enterprises Support 10426 Date Updated 1051 Introdu tionGymMaster is a programme designed to manage membership data �les and theirrelated fun tions. It also provides signi� ant assistan e in retention of membersand management of a gym or membership asso iation. But �rst, what does itdo?� Stores member details and their involvement with the organisation in lud-ing their �nan ial a ount.� Re ords key details about ea h programme group and individual pro-gramme.� 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 amember a ount or to initiate dire t debit harges to a bank.� Can be integrated with web fun tionality to enable on line bookings anddata 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 ludingby mail, email or text message.� Re ords sales enquiries and follow up a tion.6

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 manualgives guidan e on this. (See Dashboard < Gym Setup 20) You may hoosenot 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 butan upgrade an be pur hased if wanted. The �rst part of the manual isabout 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 formatyou have set as your default when installing GymMaster. Short uts fordate entry in lude yd for yesterday, td for today and tm for tomorrow. Touse short ut, delete any default date, enter short ut then tab.1.2 Getting Started1. You may have downloaded the trial version from the web whi h an beused to introdu e yourself to the programme. When you pur hase we willsend a disk for the version you have pur hased.2. Download the disk and it will have the sample data and manual. Playwith the sample version to get familiar with the programme. The manualis under the help se tion. Start with entering members and membershipset . The operational parts for front desk are in the earlier part of themanual and set up et in the latter part.3. When you open GymMaster it will start with a news page on GymMasterupdates. You an email treshna from there about any news items, deletethe urrent item or move to the next news item. Cli k OK to lear newss reen. After losing this s reen it an be a essed again through Help onthe top menu bar then Show all GymMaster News.4. This will leave you on the dashboard s reen headed Wel ome to GymMas-ter. This is the main menu for a essing key fun tion groups.

7

5. From the Dashboard you an hoose Open the Member Window or Finda Member. The Members s reen has the Member Details and informationrelating to a member and that person's memberships. This is the s reenthat front o� e sta� (re eptionists et ) will primarily use.6. The Dashboard provides a short ut to Bookings, Point of Sale and SalesEnquiries 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, graphsand gym setup are shown on the menu beside the dashboard.7. In Members, play with the data and when you are reasonably familiarwith the fun tion, erase the sample members. The fun tion to do this isfound 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 anymembers you have entered. Now is the time to ustomise the set up tomeet your requirements starting from Programmes whi h is se tion 20.3in the manual. From the Dashboard hoose GymSetup from the left handmenu. This will enable you dire t a ess to the various set up fun tions. Ifyou hover the mouse over the buttons it will des ribe their fun tion. Workthrough the set-ups, ignore what you don't need and onta t treshna ifstruggling. In the manual, Member refers to the name address et in8

the top half of the member s reen. Membership is the lower half andrefers mainly to the programmes the member has joined and the relateda ounting. In Programme set up he k the manual for de�nition on datesand des riptions for APs and DDs memberships.9. On e your on�guration has been set up, begin entering members, startingwith 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 bulkof your re ords from your old system to GymMaster.10. We suggest you initially on entrate on using the fun tions that you haveused with a past system or that are essential for your operation. On efamiliar you an ommen e using other fun tions su h as Bookings, Pointof Sale, Bank interfa e, Messaging et .11. When training sta�, don't onfuse them with training about areas theydon't need to be aware of although a brief overview an be helpful. Sti kto their fun tion at least initially. As with all new systems, speed improvesimpressively with pra ti e as a tions be ome automati .1.3 Night Run1. 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 thekey omputer on 24 hours and remain logged in to GymMaster. This willautomati ally do the night run. If the omputer has been left o� or out ofGymMaster, run the night run manually. Under GymMaster on the topmenu bar of the Dashboard, hoose Tools > Run Night Run. It does notmatter if this a tion is repeated during the day as it will not dupli atewhat it has already updated.1.4 Ba kups� It is ru ial that you ba kup GymMaster regularly as you never know whenyou may be hit with a hard drive failure or problems su h as damage, �re,earthquake et 1. The ba kup fun tion is found under GymMaster on the top tool bar >Tools > Ba kup database to �le. You an hoose whi h �le to send theba kup to.2. Doing a ba kup to a ba kup �le will over you for restoring data if youget orrupted �les on GymMaster from a rash, power surge et . But itwill not help if you lose the hard drive that ontains the ba kup.3. It is sound pra ti e to have an o� site ba kup. The easiest way is to usea USB Drive. Plug the USB drive (a 1 GB drive is a good size) into yourUSB port. Then do a ba kup as above, dire ting the �le to the drive.9

Keep the USB o� site. You may also like to alternate 2 di�ernt USBs in ase one is lost or damaged.4. Tresna an arrange o�site ba kups for you on its servers for a fee.5. GymMaster will give you a reminder every 20 days if the ba kup fun tionhas not been used, but you should be ba king up at least daily.1.5 Help� The Help i on is on the right hand side of the menu bar in both theMember s reen and the dashboard.1. Manual. This enables you to open the full GymMaster manual and toprint it out.2. Card reader manual3. Bar ode manual. If you use a bar ode reader this manual provides thebar 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 asksyou to ontinue and then the bug report s reen omes up and will askfor your login. Make ertain you enter enough information for treshna tounderstand the request. Bugs are �xed at treshna ost and are prioritiseda ording to importan e. Response to feature requests depends on howgeneri the feature is to other users or is unique to your needs. Theremay 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 regard-ing developments with GymMaster. By li king on Next News you anprogressively tra k ba k through earlier messages. You an email treshnadire t from this s reen.6. About GymMaster. This gives details of the version of GymMaster thatyou are using. It will also show the total number of members in the systemand the number who are a tive.

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2 Main S reen - Member Details

This page, in luding its sub pages, ontains data for members and their mem-berships.It also provides a menu bar and i ons for fun tions. (The se ond s reen, theDashboard, ontains management related fun tions)� sear h fun tion� qui k visual indi ation of urrent or expired membership, re ent patternof 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 11

� 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 listSome fun tions also have an i on for qui k a ess. Under Help you an a essthe manual and other information about using GymMaster. The �rst time youopen 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 mem-bership and other information.See se tion 3 for using the member detail and se tion 4 for the member'smemberships et .3 MembersThis 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.

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3.1 Existing Members3.1.1 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 isname or part of name sear hes only.2. It is helpful to leave this sear h s reen open if doing frequent sear hes andyour monitor has the available spa e.3. You an sear h under a number of individual ategories or a ombinationof them.4. Under �Sear h For� type in part or all of the member's surname or Chris-tian 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 numberor member number and it will list members names meeting the riteria.5. Highlight your target member then li k on ShowMember 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'sdetails.8. Visited will list alphabeti ally those who have visited during the periodrequested from the drop box.9. Last Visitors will be one of the options under Visited. A time sorted listof visitors an be obtained from Last Visitors on the Dashboard.13

10. Modi�ed should bring up those members whose re ords have been hangedin the sele ted period.11. Programme will list the members of the hosen programme. Use in on-jun tion with a of period under Visitor.12. Mat hes to the sear h will be listed and double li k on the orre t oneor highlight then li k on Show Member. This will open up the member'ss 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 newmember, Save hanges, Refresh s reen, Undo hanges, Find, Booking form,POS, Prospe t sales enquiries, Show last visitors, Manual Che kin andHelp. If you hover the mouse arrow over the i ons the des ription will popup. 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 20� A forward and ba k arrow are on the right hand side of the s reen formoving between re ords. There is also an alternative �nd s reen whi hsear hes on all or part of a surname. Enter name then li k on sear h i onand 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 an be an audibleand if set up, a light signal on presentation to tell if it is a urrent validmembership for that time of day.� A Pop Up s reen will appear with the name, and if set up, photo. It willin lude other information that you have set up in Con�guration. If thereis a urrent message, overdue a ount or other trigger registered for themember it will show in the Pop up. You an set the trigger amount foroverdue a ounts and other information you want in Dashboard > Setup> General Con�guration > Cards Readers. The Pop up s reen will remainfor the time set up in on�guration and will then automati ally lose. You an also lose it by li king on the pop up.� If using a bar ode ard reader, you may need to have the members' re ordse tion or last visitors page open. See the se tion on bar odes for detailssee se tion 22 14

� If they have forgotten their ard, you an manually re ord their visit. Thisis done as follows:1. Open their member re ord.2. Cli k on Manual Che k in i on. (A member ard number must have beenpreviously allo ated to the member)3. Will open a small s reen and will automati ally pi k up the ard numberfrom the member re ord.4. Choose door if relevant.5. Cli k Ok. Will give normal pop up s reen message on�rming visit.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 alreadyexist in the data base, perhaps with a spelling error.� New members an be added by using Add Member under Member or theAdd a New Member i on.3.3.1 Entering New Members1. 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 installingGymMaster. Treshna an subsequently hange this for you. GymMasterwill 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 > General Con�guration > Display.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 messagesto be sent. Templates an be set up for standard messages.7. Notes in this se tion will appear on member's main s reen and in the NoteLog. The Note Log an be used for messages that will not appear in shortNotes in Member s reen. 15

8. Card Number is where a proximity ard is issued. It an be automati allypi ked up from the reader by use of the Get Card fun tion. It an also beentered manually (See Card issue pro edure below).9. Organisation is an optional �eld. One use is for a sorting option in report-ing. eg You have a orporate membership and want to report by ompanywithin 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. The member's email address an be entered. Standard template or indi-vidual messages an be sent from here.13. Where one payment is being made for more than one member, enter thedetails in the primary member's re ord. With the member �le open at themember who is to make payment (primary member as above), under Mem-ber on the top menu bar hoose Member Pays for Other Members. A tionby +, hoose members to be paid for, enter amount to go to those mem-bers, then save. This fun tion only works when exporting data through abank.14. When the member details are ompleted a box will have appeared Savenew 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 anexisting re ord by mistake. Che k before li king. This box is not requiredwhen opening a new member �le dire t from Sales Prospe ts.15. Web membership signups an open a new membership and re ord detailswhere there is not a lose mat h with an existing member.16. On the left hand side of the s reen, the system will automati ally generateMember No, Card No and Owing if relevant. Don't enter manually.17. Beside the photograph spa e, a pi ture su h as a rubbish tin or a fa e willindi ate the urrent status of the membership. eg expired or urrentlyvisiting. 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 di�erent from the Member Number whi h is a system allo atedreferen e.1. Open member name in GymMaster16

2. Present a new ard to the ard reader3. Cli k Get Card button4. The number that GymMaster will use to refer to that ard will appearin the ard-number �eld. For ards with numbers printed on them thisnumber will usually bear no resemblan e to the number printed on the ard.5. Cli k the Save i on. You an manually allo ate the ard number to themembership if it has not automati ally been allo ated. This is donethrough Edit of Membership. Complete the detail, Apply, Con�rm insmall 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 inthe 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-expiredmembership 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 byDefault box ti ked the number will automati ally also be entered againstthe 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 forsystem generated number.17

3.3.3 Repla ing Lost or Faulty Card1. 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 Assignnew ard for member for paper ards.4. This will automati ally an el the previous ard and transfer data to thenew ard.3.3.4 Photos� You an atta h a photo for ea h member and bring this to the s reen whena 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 torywill 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 Membership Card from top tool bar then View Visit History. As 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.18

4. Cli k on Merge Members in the Find s reen and a new s reen will openup showing the target re ords.5. Choose whi h re ord to Keep and li k on Merge Members. The memberdetails of the re ord hosen as Keep will be retained and the other re ordwill be deleted but any memberships will be transferred to the Keep mem-ber. First he k that there is no information in the �le to be deleted thatyou may have to transfer manually.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 gateto enable prospe t to view fa ilities. You an also make a booking dire tfrom 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 morefollow up detail. Open with the + i on for new onta t details. Conta tedOn is the date that a parti ular onta t is made starting with the �rstenquiry. Save i on when ompleted. Can then li k on Generate task ifwanting to appear in To Do list4. Conta t Type, Enquiry Status and Promotion Setup are set up under SetUp > Sales Enquiries >5. The onta t details will refresh ea h time a new onta t is re orded and thehistory an be he ked in the bottom se tion by highlighting the onta tdate.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 urrentenquiries.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 > EnquiryStatus. You an ti k status su h as No Sale or Sale Made to automati allyshift the enquiry re ord to Finished Enquiries.10. Cli king on the Show Required Followups i on will enable you to he kfollow ups for any parti ular period. Cli k on the last date you wish toenquire for and it should list all follow ups to be done up to that date. Itis updated when night run is done.19

11. Under Show Required Followups you an also do a sta� sear h by hoosingfrom the sta� drop box.12. From Finished Enquiries, you an use the Jump to Member i on to openthe member's �le.3.6 Member Can ellation1. 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. Normallyyou would not Delete but leave the member �le in your re ords in asethere is a rejoin in the future. See Memberships for deleting a member'sprogramme 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 entlyexpired, ll is suspended, a $ is on promotion and rubbish tin is expired.2. There is a happiness indi ator on the member's re ord whi h indi ateshow regularly members ome into the gym. Members that visit 3 or moretimes a week, or are in reasing their visits, get a smiley fa e. Memberswho visit on e or less a week or are de reasing their number of visits geta sad fa e. Members who have not visited in 10 weeks or new membersdo not get a rating until the day after their �rst visit. The a tion datesfor 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 throughMembership Card on the top menu bar.3.8 Member Re ord Disabled� To learly indi ate members who have not had a urrent membership for2 months.1. If a member has had no urrent membership for 2 months the re ord isdisabled. The s reen will be faded.2. If a new membership is added the s reen will automati ally be enabledagain and return to normal olour de�nition.3. If you want to amend a disabled re ord, li k on the trash an by themember photo. This will rea tivate the disabled member �les and willrevert to disabled with the night run unless a new membership is addedor date brought forward. 20

4 Programme MembershipsThis 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 datefor sorting in date order either as ending or des ending.4.1 Entering Programme Memberships� Under Memberships �le for the member1. Cli k on + i on for new programme membership.2. Choose a Programme Group then a Programme from the drop boxes. Ifit is a new programme it will �rst need to be set up in the ba k o� efun tion under Set Up > Programmes.3. The default start date an be hanged. The end date is not entered atthis stage but will be automati ally generated. If the start date is for thefuture it will indi ate this on the membership and ome up as a warningif he k in is tried.4. Programme pri e will be generated automati ally. Cli k on Add Paymentas a short ut to the Payments s reen. Use the edit fun tion after om-pleting the membership entry if you wish to hange the pri e for thatmember.5. Conditions an have an entry for anything di�erent from the normal. Thiswill be set up in the programme on�guration and will automati ally ap-pear for that programme membership and will appear as a ondition onthe printed membership ontra t.6. Cli king on the disk i on next to Conditions will bring up an appli ationform for signing if required.7. Card numbers will automati ally be entered against programme member-ships if a ard version is being used and if they are in a group that hasthe default box ti ked. It an also be manually assigned to a membershipif you have a member with several di�erent ards. On presenting a ardto 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 tmembership.8. The sign up fee that has been set up in the on�guration for that pro-gramme will appear on e the save i on is li ked. (This fun tion does notwork for Renewal Based Programmes with payment made on joining. Forthese a spe ial add on Programme an be set up in Sign Up Fees.) It an be manually hanged, parti ularly if it is to in lude the gap betweenjoining date and �rst AP payment.21

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 usingthe automati renew fun tion.11. If a membership has expired a Renew box will show in Memberships.You an renew a membership by �rst highlighting the membership to berenewed 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 periodadded.12. If membership has yet to expire but the member wishes to renew it, high-light the membership and li k on edit. Within this box there is a Renewfun tion under Dates. Change the Renew Times. It adds the renewedprogramme period to the expiry date of the existing programme.13. Renew is also used in dealing with APs or Dire t Debit weekly or monthlymemberships. Che k that the start date is the one you want.14. Visits shows the number of times a spe i� programme membership hasbeen used. You would normally not enter anything in here as attendan eswill be re orded when a ard is presented. The total an be hanged ifneeded. Go to Edit. In new s reen put new number of visits in appli ablebox. Con�rm in small s reen with Yes. Give reason in next small s reenthen OK.15. Complete and Save button is li ked when all data entered. This will opena on�rmation s reen whi h an be he ked then li k on omplete.16. If the membership is urrent, a box will show Expire and in the lowers reen the membership will be shown as urrent. At the end of a timebased membership this will automati ally expire and the box will hangeto Unexpire. The box an be used by li king on it to hange the statusof a membership.17. If the ost of an ongoing programme is hanged (eg weekly AP), the newpri e would be set in the Programme Add & Edit, the existing programmein the member's membership would be ti ked expired and they would berejoined with a 0 rejoin fee to the programme. This will enable the newpri 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 websiteby 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 kthe waitlist button to remove them from the waitlist for a programme.22

4.1.1 Membership Agreement1. If a standard membership agreement has been set up, li king on the diski on at the bottom of Memberships alongside Conditions will bring up themember's ontra t for printing and signing.4.2 Edit a membership1. Highlight a membership you wish to edit. If it has already expired, youwill need to �rst Unexpire it to get a ess to the edit fun tion. Rememberto make it Expired afterwoods if that is the intention.2. Cli k on the edit button whi h will open up a new s reen.3. Choose to hange Progamme, Pri e, Dates (in luding renewal) and an he k a ess details.4. 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 e�e tively lengthens the membership by the dayssuspended. 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 edrate. A �nan ial adjustment an be made through the Make A ountAdjustment under Members if required. The freeze period an be subse-quently amended.� The Ongoing Fee fun tion should only be used if there are ongoing hargesfor the membership being suspended.� Complete an ellation of a membership is also possible.4.3.1 Freeze (Suspend) Members1. 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 thesuspension period. The dates shown in the suspension s reen an be set forthe a tual period the suspension will apply for. On saving, the end datefor the membership will be extended in the membership se tion. If themembership had expired, un li k the Expired before adding the suspensionperiod.4. A reason for the extension an be entered.23

5. If an ongoing fee is to be harged for the suspension period, enter theamount. If there is to be a Set up Fee, enter that. This harge may notshow 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 reenwill open showing all suspensions. Editing an be done here.8. The suspension an be hanged (edited) by going ba k into the Freeze Alls reen. Highlight the suspension then hange dates as required. Can eland 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 o�ered as part ofa promotion.4.3.2 Add Payments� This is a short ut to A ounts Payments whi h is parti ularly onvenientwhen 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. Theymay be liable for the full period in whi h ase any ongoing harges su has 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 onthe member's page then li k on the Expire box. A small s reen will openwhi h allows you to set an expiry date and give a reason. If you wantthe membership re ord to be ompletely removed, ti k the box. This willleave 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 theeasiest method is to use the A ount Adjustments fun tion. This is lo atedon 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. Therefund 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, unexpireit then expire and ti k the Wipe Membership Completely box.24

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 youwould not delete but leave the member �le in your re ords in ase thereis a rejoin in the future.4.5 Period and Con ession MembershipsA di� ulty o urs if a person has a period type membership su h as a 3 monthgeneral gym membership and also pur hases a on ession based membership forsay 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 getaround this and we would be pleased to re eive any other suggestions.1. If the on ession based membership is for lasses where the GymMasterbooking system is used, GymMaster will identify if that member is bookedfor the lass within the next hour. If the member is booked the on essionis dedu ted. This solution will not work if individual members are notbooked into the on ession a tivity in GymMaster.2. You an have have 2 ard readers at re eption. One would be learlylabelled as �Con essions Only� and a on ession would only be dedu tedif this se ond reader was used. The problem is that the normal reader willgive a ess to the member and you rely on their honesty or sta� he kingto 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 isprobably the best solution if there is one on ession type a tivity and aneasily ontrolled area.4. What is frequently done is that a ard is issued for a period based mem-bership and a ardboard on ession ard is physi ally ti ked o� as usedfor the on essions. This is not needed if the only membership for themember 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 lefthand 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 underNavigation.25

5.1 Overview1. Overview shows all harges and payments. The total owing appears onthe 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 uratelywhen the payment input is mat hed against a spe i� harge.3. In the A ounts Overview the Print Statement button enables you to printout the transa tion history.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 inthe member re ord. Can also Add Payments from button in Membershipse tion of Member �le. 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 hargeswill automati ally appear from the date set for �rst payment. Cli k onMember's A ount > Overview to a ess transa tion data.3. All ash re eipts or refunds (a negative entry) must go through the Pay-ments se tion to retain the integrity of ash reports for the period. Thesetransa tions will appear in the POS reports and the View POS Transa -tions. 26

4. If the Automati ally Add Payments box has been ti ked in ba k o� eprogramme set up, a full payment will automati ally be redited to themembership. You would only use this for spe ial reasons, perhaps whenyou 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 addedmanually. 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, justAdd Payment.6. The payment will appear on the Payments s reen, in Overview and willamend the amount showing as owing in the Member �le.7. The rubbish tin i on will allow a highlighted payment to be deleted. Asmall s reen will open up asking for your on�rmation. The payment isthen deleted and removed from the transa tion s reen. The amount owingby 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 printi on under Payments.9. A statement an be printed through Print Statement.10. Payments detail annot be amended on e saved for se urity reasons. Aplus 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 alternativelybe made through the POS system and will re ord the payment in themember re ord. Payment transa tions entered through the member �leswill 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 ateunassigned items as it sees �t.3. The rubbish tin i on will allow a highlighted payment to be deleted. Asmall s reen will open up asking for your on�rmation. The payment isthen deleted and removed from the transa tion s reen. The amount owingby the member will show on e the Member s reen has been refreshed.27

5.4 Charges� Charges is found under A ounts > Charges and re ords all harges againstthe member.1. A harge on e entered annot be deleted for se urity purposes. An Ad-justment an be made whi h then re ords the hange. See MembershipCan ellation 4.4 if that is the obje tive. You an also edit Membershipdetails through the Edit fun tion under Memberships.2. An i on allows an invoi e to be generated for a highlighted harge if it hasnot already been done. See 5.7 for viewing or printing the invoi e.3. An i on allows you to view Dire t Debit harges.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 membershipor other harge has not yet been a tioned. Not normally used and designedto 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. In invoi es there is an i on to allow generation of al loutstanding invoi es.It will not generate invoi es that have been paid.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 Overviewthen Print Statement. On e a harge has been invoi ed the paymentshould refer to the invoi e number.28

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 toregister 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 member-ships.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 tionsfor Dire t Debits. The ost is pi ked up by the system from the programmemembership.2. For Automati Payments, you only need to omplete the Bank Payer De-tails se tion. This an either be the Bank A ount name or the BankA ount number. This identi� ation links the payment re eived by yourbank ba k to the member a ount �le.3. The DD Company is the bank or organisation you have hosen to olle tthe 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 isno limit.6. Credit ards an be harged instead of banks. Conta t treshna if you wishto use this fa ility.7. Overdue deadline indi ates that if an a ount is overdue for beyond thisdate they will be stopped by the ard reader. The General Con�gurationsets up the standard rules re warnings and stops for your fa ility andthis box is where a spe i� member has until a ertain date to sort theira ount and over rules General Con�guration.6 Additional Information� GymMaster omes with provision for additional information whi h is listedunder Navigation on the lower left hand side of the Member �le.29

6.1 Extra details1. 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 in-volvement started.6. You an hoose a Client Manager if you wish.7. Conta t preferen es, agreeing to emails or SMS messages. Can ti k morethan one.6.2 Custom Details� Only set up for some gyms.1. Where additional spe i� information is needed and some items may beshifted 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 tasksare then listed on top half.2. Standard tasks an be set up under Set Up > Mis ellaneous. This anin lude them appearing in the Pop Up messages when a member he ksin 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 tionwill 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 riptiongiving 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 Donations1. 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 gymthat has fundraising. To a tivate, go to Set Up > Open Con�gurationCon�guration > Display and turn on Donations.30

6.5 Bookings1. For making a booking for that member and re ording bookings madethrough the booking form. You an make a booking dire t from thisse tion of the membership. See 186.6 Communi ations1. Re ords ommuni ations made. Messages are not originated from herebut are re orded when sent through the orresponden e fun tion on thedashboard menu bar. See Corresponden e 14 for more information onsending ommuni ation.2. The ell phone i on in the member se tion allows text messages to be sentto members. Cli king on the i on will open a message s reen and you ansend 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 dis-played, appear on li king the Add i on.2. To add a new measurement, li k on add and highlight the orre t dateor enter the required date. Highlight the measurement type, li k on thevalue, enter the value, move highlight to another line then save. If enteringa number of items use the down arrow and then enter to save time. TheAttention olumn an be ti ked to identify measurement being monitoredfor 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 onthe upper s reen.2. Cli king again on + the lower s reen will lear for entering the next mes-sage.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.31

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/A3. Identify the target �le in Word or where it is stored and upload.4. You an hoose the latest �le only for opening.7 To Do List - Dashboard� When you open GymMaster you will get a wel ome s reen listing vari-ous key se tions of GymMaster. On the left hand side of the s reen aredashboard items. If in the Members' window, you an return to Dash-board through the top menu bar GymMaster > Dashboard. Normallythe Dashboard s reen will be sitting behind member s reen for immediatea ess.� Dashboard is primarily a management tool for managing membershipsand the gym. It may not need to be a essed by front sta� who are justinvolved 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 boxor 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, itwill drop from the list.6. You an use the Complete Task on bottom of s reen for some tasks. Ifusing, a reason is requested for ompletion. eg A member has de ided notto 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 Task32

8 Find Member - Dashboard� Normal fun tion for lo ating member. You an open a new member re orddire t from here. 3.1.19 Last Visitors - Dashboard� Lists re ent visitors who have presented ards. On highlighting a parti u-lar member any un ompleted tasks and amount owing will appear at thebottom of the s reen. Can open a spe i� member �le from there by usingthe Show Member button.10 Banking - Dashboard� Enables a ess to all banking fun tions.� GymMaster an automati ally he k that members are paying you throughtheir internet banking or bank aps or dire t debits and enter it into themember's a ount. You an load your bank statement into GymMasterand it will pro ess them.� Bank A ount is a essed from the Dashboard menu bar.10.1 Setting up Banking10.1.1 Bank Statement Import1. If you have Internet banking or Ele troni banking you an normally down-load a �le of your bank statement. This �le an be dire tly imported toGymMaster for pro essing. This feature allows you to automati ally ex-tend or expire memberships based on who has paid and who hasn't. This isuseful for people who pay weekly, fortnightly, and monthly for their mem-berships. The system will renew the member's membership if a paymenthas been re eived.2. The system a epts a omma delimited �le format (CSV). The �le formatsdo vary between internet banking sites. We set up the system spe i� toyour site with GymMaster pur hases. You need to provide a CSV �le fromyour 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 toload. To save time in the future you an add the dire tory where yousave bank statements to your 'pla es' bookmarks by right li king on thedire tory and li king 'Add to bookmarks'.33

10.1.2 Setting up programmes1. 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 payments1. When pro essing the bank statement GymMaster mat hes payee or par-ti ulars in the statement to individual members. In the members' �le youneed 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.2. In the membership se tion, the ost of the programme will automati allyset the weekly AP �gure. The amount an be edited if di�erent fromdefault.3. See the se tion for setting up programmes 20.310.1.4 Couples and shared payments1. 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 boxblank for the others.3. With the member �le open at the member who is to make payment (pri-mary member as above), under Member on the top menu bar hoose Mem-ber Pays for Other Members. A tion by +, hoose members to be paidfor, enter amount to go to those members then ok.10.1.5 Import Bank Statements for Pro essing1. 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 thebank. Choose the �le from where you have saved it. Open.3. All transa tions for the period will appear. If they have pro essed inmessage olumn it indi ates they have been mat hed to a member's mem-bership.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 1member where the allo ation has not been set up orre tly.34

6. When all transfers are orre tly shown, pro ess.7. Before returning to the member s reen you will see a report of memberswho have missed or overpaid payments. Go to members to he k reasonand take relevant a tion. You an also print out the Debtors Listing underreports to he k who is not paying.10.2 Undoing bank statement imports1. 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 youimported your banking details.2. Cli k un Unpro ess Bank Statement Import. The transa tions for thatperiod 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 anotherbank onta t treshna and the information an be a quired to set that bankup.� Ezypay New Zealand� Ezypay Australia� ASB� Westpa Deskbank� Bank of NZ� National Bank1. To have data exported, ea h member must have the appropriate DD om-pany sele ted in the Member's A ount > Bank A ount. This is yourorganisation's bank that will be doing the olle ting.2. The Bank Billing Export is on the right hand side of the s reen underDashboard > Banking. It will show the last date that an export was sentto the bank.3. Set the date you wish to harge to for the next data export. This wouldbe a onvenient day of the week for you.4. Choose the membership period the harge is for. eg weekly, monthly.35

5. Additionally Ezypay Australia requires ea h ustomer to have a statere orded for them. We require the ompany to on�gure a default statewhi 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 duefor payment at that time. Multiple transa tions for one member will be ombined into a single transa tion, saving the member transa tion feesand redu ing the penalties for a failed payment (as a maximum of onepenalty fee is applied when there is only one transa tion). If a memberhas missed past payments they will be ombined to one total, limited bythe maximum re overy amount per billing period. (Set up in Member'sA ounts > Bank.)7. Go to Edit Unpro essed bat h. By highlighting a member line you anedit payments on the lower part of the s reen. You an also a ess or addto 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 Ex-porting Data10.3.1 Dire t Debit Pro essDD Preview Export

DD Export

DD Process Export

Correct Member Data

[ incorrect data]

[correct data]

Bank Processes Export File[correct data]

[ incorrect data]

Mark Exported Charges Add Payments for Charges

[may not add payments]

[May Add Payments]

View DD MembersView DD List Select Record Charge fee if applicable

Delete Payment Record

[not f inished]

[ is dishonour]

[ is fai led]

Unflag Exported[f inished]

Dishonour Processing

DD Export Process

36

10.3.2 Exporting Data1. 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 startdate 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, butshould be on�gured to be the date of the �rst DD export run throughthe GymMaster installation. DD exports will always use this as the startdate, ensuring that any payments marked as failed/dishonoured will beextra ted again for pro essing.3. At this point the data to be exported will be shown.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 underGeneral Con�guration - A ounts).Blue is data that has already been exported (by default this is hidden andwill 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 formatrequired by Ezypay Aust/NZ, so the user should not hange this. The�lename is not important for Deskbank, so hanging the name is permis-sible.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 againstWestpa / Deskbankat the moment. Ezypay provides an appropriate import �le whi h an al-ternatively 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 beenpro essed and those whi h may not be pro essed. (e.g. Ezypay NZ/AUexports).37

10.4 History of Bank Statement Imports1. This will list the bat hes of bank statements that have been importedand the period overed. Information helpful for undoing bank imports or he king details of a bank transfer History.10.5 History of Bank Transa tions1. Will list all transa tions from a bank statement for the period the datesare 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.� Standard report formats ome with GymMaster. You an also reate yourown report formats. Most reports require parameters to be set to limitthe report to the information you require.11.1 Key Performan e Indi ators� This is a set report that has measures of your gym's performan e.1. Cli k on KPI to open and then hoose the period you wish the report to over. Some would run the report at the end of every month so that they an ben hmark against their performan e tagets.2. You an hose to print a ombined report (All Groups) or by ProgrammeGroup.3. Cli k on Show KPIs and then wait while your omputer pro esses thereport.11.2 Papyrus Reports1. 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 toredu e the report to the information you require.5. If you get an error message telling you there was no output generated yourparameters are likely to be too restri tive. Try using a longer date rangefor the report. 38

6. When the hoi e is made, perhaps from a drop box or alendar, li k onOk.7. A ess �le from Browse if you want to save to Output To a �le on yoursystem.8. If you want to view the report hoose PDF or other format under OutputAs. 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 delayif it is a big data base as it a esses and sorts.11.3 Standard Reports11.3.1 Member Listings1. Membership movement statisti s for group - Choose reporting period andprogramme group in parameters. Lists memberships (one member mayhave 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 havejoined 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 limitfor the programme.4. Membership demographi statisti s - Statisti s of members for all pro-grammes 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 anbe ustomised to meet individual lients needs.5. Initial member onta t - Lists for a period members who ame through asta� member and for parti ular promotions.6. Membership per Client Manager - Lists memberships for ea h lient andrelated totals.7. Membership Sales report for programme group - Lists sales value and num-bers by group of programmes for hosen period.11.3.2 Memberships1. Membership movement statisti s for group - Choose reporting period andprogramme group in parameters. Lists memberships (one member mayhave more than 1 membership) and members movement for the period.Average new member pri e, retention rate and visits over period.39

2. Joining Members in a Period - Lists by programme group those who havejoined 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 limitfor the programme.4. Membership demographi statisti s - Statisti s of members for all pro-grammes 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 anbe ustomised to meet individual lients needs.5. Initial member onta t - Lists for a period members who ame through asta� member and for parti ular promotions.6. Membership per Client Manager - Lists memberships for ea h lient andrelated totals.7. Membership Sales report for programme group - Lists sales value and num-bers by group of programmes for hosen period.11.3.3 Retention1. Members who have not visited in a period - Lists members who have notre orded an attendan e for the hosen period. Gives the programme, lastre orded attendan e, date of joining, onta t details and trainer.2. Members who stopped visiting in last 3 weeks - A listing in groups for ho-sen period of members that attended in the 3 weeks before the parameterdate but not in the 3 weeks after parameter date. Gives name, programme,last visit, joined, onta t details and personal trainer. Possible indi ationof a developing retention issue in time to address issue.3. Expiring Members by group - Lists members in a group of programmes orall groups whose membership expires in a hosen period. A key use is forinitiating 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 pro-gramme within hosen period as per Group above.5. Members oming due date - Lists memberships for whom a Dire t Debitis due on hosen date6. Future Expiry Fore ast - Gives total expiry numbers in oming months bygroup in luding all groups. Designed to help fore asting. Use Expiry byGroup report for detailed follow up with members40

7. Lost members - Lists members who have not renewed their membershipwithin hosen period. It does not in lude members until they have rea hed29 days without renewal so any sear h period should be for at least amonth.8. Retention allba ks - Lists members who need to be onta ted either forrenewal or goodwill feedba k all.9. Retention follow up - Lists 8 week follow up alls required.11.3.4 Finan ial1. Members a ount information - Lists all members alphabeti ally and theira ount balan e.2. Members who owe money (Debtors) listing for a group - Lists balan esshowing in member's a ounts within a group of programmes.3. Members who owe money by Programme - Lists balan es owing in Mem-ber'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 omere eived in advan e. Based on urrent membership ost rather than his-tori al. Chosen by Programme Group.5. Remaining membership in ome - Summarises by Programme what hasbeen harged, paid and is still owing.6. Bank debit list - Lists the Dire t Debit transa tions for a hosen period.7. Donor report - Only if using GymMaster for re ording donors. Listing ofdonors8. Donations report - Only if using GymMaster for re ording donations bymembers et 11.3.5 Point of Sale1. Sales produ ts for period - Lists sales through Point of Sale fa ility (drinkset ) 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 par-ti ular period and time. In ludes details of what payments are for wherethis was designated on input. Make ertain date and time parameters havebeen hosen. Time parameters are set up under General Con�guration.41

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 underGeneral Con�guration.5. Inventory report - Lists all sto k on hosen day in luding value if ost hasbeen input. Provides total value.6. Minimum sto k level - Lists POS items where sto k level has droppedbelow minimum set up under POS - Manage Produ ts.11.3.6 Fa ility Use1. Visitor usage (statisti al log) - Gives total number of ards presented fora set period for both programmes and groups.2. Fa ility usage log for period - Logs time and names of members who pre-sented their ards during hosen period. Put the end date as one day afterperiod required. EG If wanting the use for the 17th, use that as openingand 18th as losing.3. Peak times - Shows attendan e against time bands for hosen period.4. Booking lasses - Lists for a period the lasses date, start time, lass name,resour es, length and maximum number of parti ipants.11.3.7 Sundry1. Birthday list - Lists birthday dates for hosen month in luding name, ageand programme involvement.2. Hundredth visitor / New member - Used by some gyms as a spe ial lotterytype in entive. Choose a date and it will list from that date to urrentdate. Will list all 100th member joins.11.4 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 orFinan ial, Retention et .2. From Report Name highlight the report you require. Under Report Infor-mation 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 thosewhose membership has expired and who have not renewed. Cli k on SendBulk Email 42

6. The new report that omes up will indi ate the members who have anemail address. This is no guarantee that the address is valid. You anunti 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 appearunder 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 havestandard 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.11.5 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 kif it is a olumn that you wish to have added. eg a �nan ial olumn ornumbers.4. Moving on from the Sum olumn you an set the sort order that di tatesthe order that olumns appear in the report by hanging the number.5. Use of the �lters requires some knowledge of PSQL. Che k with treshnaif you wish to make these hanges.6. You an add additional olumns. By li king on Add Column a s reenwill open listing the data that is available as a new olumn. Highlight thedata 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 RemoveColumn then on�rm. 43

12 Graphs� Graphs to show some key trends1. Choose graphs from the Dashboard then li k on Show Graph. There maybe 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 urrentmembership ea h month. In the latest year it will be a downwards trendfor forward months based on expiries whi h an be ome renewals. Uniquemember visits is the number of di�erent members a tually attending thegym in ea h month. (The fa ility graph shows total visits whi h ion ludesmultiple 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 atehigh 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 typesof membership hange.7. Visits to the fa ility shows total re orded visits in period.13 Gym Set Up� This gives dire t a ess to various on�guration fun tions. See later se -tions for details. 2014 Corresponden e� For sending standard letters or emails to members.� Standard message templates are set up in the Dashboard > Setup > Cor-responden e 20.714.1 Sending Individual Messages1. Cli k i on alongside email address or ell phone on front page of Member-ship . A message s reen will appear. Type message and send.44

14.2 Send Bulk Email� This form provides a way that you an send an email to all or some ofyour 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 anbe set up for you by Treshna. If the re ipient list needs �ltering, otherdrop down boxes should appear at the bottom of the s reen. For testingpurposes, it maybe an idea to hoose the re ipient of 'First Member' whi hyou an set up as a dummy message to have your own email address.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 thestandard 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 ksfrom members.9. Atta hments an be added but it is not re ommended that you do so forlarge bulk mailings as it may result in you being lassi�ed as a spammerby your internet provider and having trouble sening emails in the future.10. When �nalised, li k send.11. A list of re ipients will open, thes 'send' he kbox an be leared for thoseyou do not wish to send email to. You may need to s roll the window forthis he kbox to be ome visible.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 themabout appointments, or let them know that they have missed a payment.A essed through Corresponden e > Send Bulk SMS on top menu bar ofDashboard.45

1. When sending TXT messages you an have your ell phone number bethe reply address whi h appears on the text although it is sent throughour network. When the members reply it goes dire tly to you. This is notsupported on all telephone networks so when the text is sent to someoneon an unsupported network the message will appear from an overseasnumber.2. You an hoose an already saved template from the drop box or write anew 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 SMS5. Text messages vary between ountries. In NZ TXT messages an be pre-pur hased for $NZ20 for 100 messages or you an pay $NZ40 per monthfor 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 umentproviding a way to produ e form-letters,1. Sele t MailMerge from the Corresponden e menu2. Chose a do ument from the list. You may need to use the �lter su h aswhen sending to members of one programme.3. Ti k box if wanting to ex lude those who have already been emailed.4. Cli k5. Word will open and ask to in lude data from � :\\. sv�, li k �yes�.6. Word will open the do ument7. Sele t Tools > Letters and Mailings > Mailmerge8. Cli k �Next� on the bottom right of the s reen through all the steps up toand in luding � omplete the merge�9. Now you an print the merged do uments.10. Further �ltering an be done utilising Word fun tions.46

14.5 Email Template Setup1. The tool bar has i ons for adding a new message, editing, an elling andarrows for viewing the saved messages.2. Title is a des riptive heading for you to identify messages. eg Member ofa Group3. Email From is your email address.4. Subje t of the email.5. Respondents Filter. Choose from drop box. Additional ategories an beset up for you by Treshna6. Con�gure Re ipients sets the parameters limiting who the email is to besent to.7. In the large text area enter the text of the email. Use the Insert Fieldfun tion for inserting details su h as �rst name in the appropriate pla ein the text.8. Add atta hments if any and li k on OK. Remember that adding atta h-ments to a large bulk email mailing may result in spam lassi� ation prob-lems.14.6 SMS Templates� For setting up standard phone text messages1. Give a title to the message.2. Enter the text and use the Insert fun tion for inserting data into the text.14.7 Mail Merge Templates� For setting up letters for mailmerge. Mu h of the data is entered fromyour word pro essor.1. Give the do ument title2. Identify the template do ument3. 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. 47

14.8 Advan ed Filters� This is where the settings are for de�ning whi h members are in luded ina 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 luded4. Where SQL ......5. Ti k �lters required.6. Ok14.9 Clear Print-id Flags� This unmarks all the �Print Card� boxes on all the members. This is totell 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.15.1 Last Visitor

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1. Lists in time order all the members who have re ently presented or swipeda ard.2. Cli king on a member will display the member's pi ture and key informa-tion. Then li king on Show Member will transfer you to their membershipre 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 willonly be a urate if a ard a tivated exit gate or door is used. Otherwiseit 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 groupshould 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 forthat programme or lass and if there are waitlisted people.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 for the period to, hoose the periodand the Programme Group. Cli k on Show KPI.2. Gives the urrent �nan ial members. To get the total number of memberson �le go to Help menu bar then About GymMaster.3. The happy, satis�ed and sad member numbers only add those for whoma ard has been issued and used.4. Total male and female will not agree with urrent members total if nogender has been entered in some memberships.5. Gives membership movement over period.49

6. Overall retention for period ompares the total number of urrent membersat the beginning of the period ompared with the number still urrent atthe 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 urrentat 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 visitedin the period and the number of swipes registering visits.8. Also gives key totals from POS.15.4 Membership List1. Highlight a programme. They are listed within programme groups andthe 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 amember to open their re ord.15.5 Debtors1. 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 thatmember's �le.15.6 Reports1. A ess to your word �les. See Reports in dashboard Navigation for mainreports.16 Donations� A fa ility you an use if wanting to re ord donations.16.1 Donations Set Up1. Go to Set Up > General Co�guration > Display2. Ti k Show Donations box3. To set up any spe i� proje ts, li k on Donation Proje ts and enter, editor delete any proje ts. This then be omes an appli ation option whenentering donations from a spe i� meber or organisation.50

16.2 Re eiving a Donation1. If donation is from an existing meber, open their meber detail. If a newperson or organisation, open a new member �le (eg XYZ Trust) in thenormal way.2. In the Member File there will be a Donations heading under the Nav-igationIn the Member File there will be a Dontions heading under theNavigation list.3. You may want to use the Notes to re ord the date of an appli ation for agrant. Then make a new entry when money re eived.16.3 Reports1. You an he k a donors �le in the member �le.2. You an get a report under the Reports in the main Navigation list and li k on Papyrus.3. Under Finan ial li k on Donor Reports. You an save this report to aspread sheet then manipulate the data.16.4 Future Reminders1. To get a reminder of dates for appli ations or donation requests, use theTask fun tion in Member Details2. In Set Up go to Task Type and open your task. It ould be Donor withCall as the a tion box.3. In Set Up you ould list a sta� person who had responsibility for fundrais-ing or list the fun tion under sta�.4. Open up Member Details > Task, and allo ated to the Task Type andsta� person with an a tion date.5. Have designated person he k To Do List under the assigned sta� name orfun tion. If you sele t CSV as your output you will get a spread sheet that an be saved and data manipulated. Customised reports an be designedon request to Treshna.17 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 ontrolsystem. The sales fun tion is lo ated under Point of Sale i on on the topmenu bar or under GymMaster. If the POS s reen (till equivalent) is going51

to be an important part of your internal ontrol, all re eipts and refundsthat would go through the ash drawer should be registered through POS.� First set up under Setup > Point of Sale des ribed under Set Up 20.5Features in lude� Can set up your own produ t lists in groups with urrent pri e and Mem-berships.� Easy entry of sales with the ability to onne t to a ash drawer, produ ea 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 limitis set on the amount of debt a member an run up.17.0.1 Point of Sale Tou h S reen.

� An a tual tou h s reen is not needed as it works well on a standardmonitor with mouse. 52

1. A ess through Point of Sale i on in membership se tion or under Gym-Master on top menu bar. Also in Dashboard top top menu bar underPoint of Sale > POS Tou h S reen2. If the s reen has been on�gured to show Produ t Types �rst li k on typeand it will then display produ ts in that Type.3. Cli k on items being sold. Multiple li ks will in rease quantity or usethe Change Quantity pad. The Ba k pad will revert to the previous types 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. Canbe 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 multipleitems.5. Can highlight then delete an item line using the delete button on the POSs 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 Doneand it will default to the full sum. If only part payment or using morethan one method of payment, enter the amount to be redited on thetou 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, �ndand 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 di�erentsales transa tions.10. A member an join a gym membership or renew it through the POS ifthe member �le has already been set up and the POS on�guration hasin luded Memberships. As with produ ts, li k on the membership groupsquare, li k on the spe i� programme them make payment, Find andhighlight Member, hoose payment method, Done and Complete Sale. Itwill 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 youto take at least enough payment to bring below limit. You will need togo to the member's �le, highlight the new membership and li k on theComplete button.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.53

12. A refund of a redit balan e in a member's a ount an also be madethrough POS. Find the member and highlight. Cash Out button, enteramount of refund and done. Complete sale.13. If ash is to be given use Cash Out fun tion. This may be an eftpostransa tion where the sale is $5 and ash drawn from the persons a ountbeing $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 alldone li k on Complete Sale and paid invoi e will print out if re eipt boxis ti ked.14. Payments made dire t through the Members �le will appear in the ViewPOS Transa tions available through the Dashboard POS, and reports as apayment as it will be part of the days transa tions. APs and DDs importedfrom the bank statement et will not appear in POS as not a transa tionthrough the POS (Till).17.1 View POS Transa tions

� This shows sales transa tions for a spe i� period that have been putthrough the POS s reen.1. In Dashboard, Go to Point of Sale on the top menu bar > View POSTransa tions.2. On the left hand side of the s reen there are 2 alendars whi h give anumber of options on the information to be reported. The top alendaris to give the latest date to be viewed. The middle drop box enables youto hoose whether to Sele t a Start Date or for a �xed period su h asToday or 1 Week. If you hoose Sele t Start Date enter this in the bottom alendar. 54

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 allthe transa tions that have gone through POS as sales reported above andpayments that have been redited dire t to members' a ounts with themoney 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 willreverse the sale but retain both the original entry and the reversal on thereport as an audit trail.17.2 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, identifyingmissing sto k et .17.2.1 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.3. The urrent day's inventory is updated by ea h sale, pur hase or sto kadjustment. Previous dates list the sto k at the beginning of the day.This report in a slightly di�erent format an be printed out from thiss 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 (nothistori al) will appear in the top right of the s reen and at the bottom ofthe printed reports. 55

17.2.2 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 thetransa tion date on the left hand side of the s reen. If you have set upsuppliers 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 entryon 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 reasethe number of units pur hased by one, so for single pur hases all you needto do is s an the bar ode on e. Make ertain you move the highlight pastthe quantity entry for the pur hase to be registered.6. You will be able to hange the default ost pri e of the produ t whenentering the pur hase but this is not urrently enabled. The pur hasepri e will default to the one set up for the produ t.7. Save and exit.56

17.2.3 Sto k takes

� Sto ktakes are undertaken periodi ally to re ord the a tual level of sto kfound during a physi al he k. This sets all urrent sto k levelsa urately at the time of the sto ktake. The user an also see the levelsthat 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 towhat 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 thelist, 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 itsbar ode.5. When �nished, li k on Save i on before exiting. It will update the inven-tory 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 withGymMaster. When in Sto k takes use the navigational buttons to browsethrough the re orded sto k takes.7. To delete a sto k take from the re ords highlight the sto k take date andtime and li k the delete button. Con�rm the request.57

18 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 needsthrough the Bookings set up. 20.41. 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, theresour e type and the member identi� ation.3. First Setup your Gym's Resour es. 20.44. By Default the two resour es that are set up are ourt one and two withyour opening hours in 30 minute slots and 2 sta� members under PersonalTrainers. 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.18.1 Making a Booking1. If there are a number of Resour e Types you an book for, �rst hooseyour resour e from the drop box. eg. Fa ility, Personal Trainer.58

2. To make a booking for a member �rst use the member �nd fun tion. Cli kon The Member then hoose the Resour e from the drop box. Choose thedate 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 withdrop 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 tomake the booking then the Add Casual Booking (Non member) ButtonA new s reen will open and type at least a First Name and Conta t phonenumber 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 thebooking 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 showmembers details button. This will bring up the details on the GymMasterMain 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 orhas on�rmed the booking. Will hange the ba kground olour of thebooking.9. When a member arrives highlight the booking and li k on the Che kinMember i on. A s reen opens with some member detail and the optionto open a spe i� door. This will re ord the booking in the Member'smembership se tion under bookings. It will also hange the booking olourto 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 thebooking an be reinstated ( if not booked to somebody else) by li kingon 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 Bookingi on. A new s reen will open for entering the new booking. Complete newdate et then Ok. It will delete the old booking and re ord the new forthat person.59

18.2 Repeat Bookings1. To repeat a standing booking for a member, highlight the �rst repeatbooking date, time and resour e. Go to Bookings on the menu bar >Repeat Bookings. Complete the details, he k that the right membername is highlighted and then Ok. It will ome up with an error messageif one of the booking times has already been taken. The repeat fun tionwill book up to the maximum period set under General Con�guration> Booking. Another repeat booking will need to be made if a furtherperiod is required. This annot be made until near the end of the originalbooking.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.18.3 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 tResour e, Date and mark Time. On Booking Form, go to Booking on topmenu bar > Make Time Unavailable. Can be an elled through Can eli on.2. For repeat blo king for a hosen period, �rst hoose the Resour e, Dayand Time to be blo ked. Then to Booking > Make Repeating Time Un-available. Choose interval, end date and booking type.3. To blo k out a spe i� entire day, hoose Resour e, Date and highlightbeginning of target day. Then to Booking > Make Day Unavailable.18.4 Classes� For setting up one o� or regular lasses1. Classes an be entered under Set Up > Booking > Classes. + to add anew lass then save. Can also do dire t from Bookings se tion. BookingsCon�guration from top menu bar.2. Highlight the day, resour e and time for the �rst lass then li k on AddRepeating 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 timeswill re�e t those hosen on the booking form but the time shown for theend 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 lassmay not be running by highlighting that lass then li k on the Can elBooking i on. This will have booked the spa e you require over the periodto whi h members an now be allo ated.60

18.4.1 Bookings in a Class1. To add a member to the lass, �nd member, highlight the lass then li kon Add Booking. Ok in Booking Type box. Highlighting the lass againwill list the lass members. The Non Member asual fun tion an also beused by li king on Add Casual Member, highlight the lass involved andthen omplete details and Add.2. To remove a person from a lass, highlight the lass, li k on the ClassStatus i on, highlight the name from the list that omes up then Can elbutton 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 bedone for ea h lass on the assumption that people book by lass ratherthan term or period.5. If the same people are going to omplete say a term of lasses, use the Re-peat Classes for booking the fa ility but open a Pre Set Date Programmeunder Programmes to manage the lass details and membership.19 Prospe t Sales Enquiries� For listing sales enquiries who ould be ome members with an allo ationfun tion to a sta� member for follow up. See 3.520 Con�guration - Set up� The set up menu provides a means to edit the settings that de�ne yourenterprise. 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.

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20.1 Con�g FilesThe master on�guration for your GymMaster terminal is done in a number oftext do uments.For your onvenien e the �les an be a essed from Con�guration->GeneralCon�guration->Con�g FilesEa h �le ontrols a di�erent omponent of GymMaster.The relevant omponent must be restarted for hanges made to the �le totake e�e t.Save on�g �les makes the hanges permanent, otherwise after running theupdate bat h the hanges will be lost.Revert on�g �les undoes the hanges returning the �les to the state theywere in before they were edited.Settings done in the on�g �les only e�e t the PC they are done on. If yourinstallation has multiple PCs running GymMaster be sure to redo the settingson the other PCs as appropriate.20.2 General Con�guration1. From Dashboard, under Gym Setup, li k on Open General Con�gura-tion. This has several se tions for ompletion. When making hanges inGeneral Con�guration s reen, it may require you on ompletion to go outof GymMaster and re-enter. Cli k on OK to restart and allow hanges totake e�e t. This is a safeguard as if a hange has been made all re ordsneed 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 topmenu bar. Use this for hanging sample data set up and under its GeneralCon�guration unti k �Disable Se urity� to enable setting sta� rights understa� details.20.2.1 Company Details.1. After �lling in the ompany data, li k on OK. GymMaster needs restart-ing 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 withmembers. It is automati ally inserted in member ontra ts whi h an beprinted out for ea h member from their membership s reen.� Sta� details - For setting up sta� and se urity1. User Administration. For setting up sta� and indi ating if they are apersonal trainer. To give a sta� person a ess rights to GymMaster usethe 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.63

2. Ti k the Disable Se urity only if you do not want sta� to have se uritylevels. Unti king will enable se urity again.3. If your GymMaster has been set up for sta� logins, a tivate through En-able 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 itmay resolve the problems.20.2.2 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 Setup1. Cli k on Cardreader Hardware Setup and a s reen opens to set up readersand lo ations.2. Che k with Treshna on installation if there are to be multiple entry or exitpoints. The orre t settings need to be entered in this s reen.Setting up Card Reader1. Cli k on Card Reader Hardware Setup and a s reen opens to set up readersand lo ations. (This is lo ated via Setup � Open General Con�guration� Card Readers)2. Ensure orre t Devi e is sele ted (Type of Card Reader) The small bla kreader is under the heading of ASCII. Otherwise leave on Auto-dete t(only top 3).3. Ensure COM Port is set to auto-dete t.Problem solving:� Issue not Auto-dete ting COM port.1. To solve: Computer � Control Panel � System � Hardware � Devi eManager. If unable to lo ate you are probably using Windows 7.2. For Windows 7 go to http://p support.about. om/od/windows7/f/open-devi e-manager-windows-7.htm or google Windows 7 and Devi e Manager.3. Sele t - Ports (COM &LPT) on e menu expands should be a devi e in submenu take note of COM Port number should appear as (COM #) afterthe devi e des ription. e.g. Proli� USB-to-Serial Comm Port (COM 8)4. Return to ard reader hardware setup and hange COM Port from Auto-dete t to now identi�ed COM # in previous example would sele t COM8. Cli k okay, li k okay again in GymMaster Con�guration64

5. Pop-up should appear informing you that GymMaster Needs Restarting li k Close. Gym Master will lose and another pop-up should appear �Dothe update now and restart GymMaster� li k Yes.6. To test wave the RFID tag or ard over the reader multiple times.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 isswiped more than on e within the set time lapse, it will not re ord anothervisit 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 if2 dedu tions are to be taken from a on ession ard (2 people using) thismay have to be dedu ted manually from the member's �le or the lapsetime 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 upwarning 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 e�e t or allow some days of gra e.Open Hours1. This will open a s reen that enables you to set your standard openinghours for ea h day of the week. If you have some memberships that arerelated 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 Days1. Gra e days for expired memberships means a number of days an be setup before a ard is denied for expiry. This is parti ularly relevant if thereis say a weekly AP membership and there is a delay for a day before datais updated from the bank.Member Visit Happiness.1. Indi ates member attendan e status by 3 stages from a smiling to sad fa eappearing on member re ords. 65

2. Set the Happiness Time Frame whi h is the period over whi h the happi-ness hanges are registered. The default is 1 week.3. Happy Visit Threshold lists the number of visits in the hosen Time Framethat are needed to keep the happy status. An in rease in visits on pastre 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 TimeFrame drops status.5. Use Rate of Change box to be ti ked if you want the indi ator fa e toappear on the member �le.6. Change Threshold is set as a default of 1 whi h indi ates 1 visit in TimeFrame an hange status subje t to previous rules.ekly AP membershipand there is a delay of a day before data is updated from the bank.Membership Cards1. Cards Issued opens up a ard number list and who holds them. Fromthere by highlighting a number and member an go dire t to the member'sre ord, delete, update or reset ounter.2. Memberships that Issue Cards lists Programme Groups showing if theyhave 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 bedone from here.Members Che k In1. Show amount owing if box ti ked will mean that the pop up s reen on amember he king in will show the amount owing.2. Show visitor statisti s willPop Up Hardware Settings1. 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 Linuxthis does not work and will use a 4 se ond by default.Membership Cards with Bar odes1. Generated bar odes pre�x allows you to ustomise the symbols that arewritten to the ards that you issue. The bar ode written to the ardwill 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 e�e tthe ontent of newly issued bar odes. The purpose of this is to allow youto have bar odes that are di�erent from those issued by others (like video-ezy, 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.66

20.2.3 A ounting.Banking1. You an enter your bank a ount details.2. Bank File Dire tory3. Credit Card Issuers is for setting up banks that issue redit ards. Thisis not required in NZ where all Eftpos transa tions go through the one learing house. Some overseas situations have a number of terminals withtransa tions handled by di�erent banks.Tax Settings1. The Tax Setting for NZ would be GST at 0.125 for Membership andprodu t. You would leave the Add Tax After unti ked if you normallydeal in GST in lusive pri es.2. Produ t Tax Rates enables you to set up the tax rate for ea h individualprodu t you are selling through POS. For NZ these would all be 0.125Con�gure Payment Methods1. Set up types of payment su h as Cash, Cheque, Eftpos, Visa et . Thiswould 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 kedfor payment option MasterCard, Visa et . Not a Real Payment would beti 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) thatwould open POS. Dis ount payment type ould have none of the boxesti ked.3. It also enables you to set up additional information if using a web bookingsystem. The name ould be Cheque in Full Amount. The web instru tionas to who to make heque out to and where to send it. The blurb wouldbe 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 ateafter ash 1, eftpos 2, et . Per ent now due ould be 100Billing Cy le1. Billing Cy le is for when you pro ess DD or APs on a set day ea h weekor month. This also allows automati ally adding the delay period to thejoining fee.2. For using Dire t Debits set up a warning amount, a default payment hargeand a start date . Some of the information is spe i� to ea h bank or other olle tion systems su h as Ezypay.67

20.2.4 Point of Sale� This sets up various detail related to sales and sto k. Most fun tions analso be set up under Point of Sale se tion in main Set Up page. 20.51. Manage Produ ts, Produ t Types and Suppliers shows the data alreadyset 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. Ifthe ash drawer is plugged into the re eipt printer it is not a serial port.2. Where appli able, the serial drawer port is hosen from the drop boxoptions.3. Default minimum sto k level is if all produ ts are to have the same re-order level. This is often left blank and minimum levels set for ea hprodu 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 amember who owes above the set amount will be stopped by a warningmessage.In New Zealand the sales tax name is GST and the rate 0.1256. Default ash in till. If your ash �oat remains onstant most of the timeset the normal amount as a default for use in till reports. Normally in NZthe �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 wishto report POS transa tions by shift.8. Tou h S reen Full Con�guration is the same fun tion as setting up inDashboard 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 eiptprinter.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 ofpur hase. 68

20.2.5 Display� De�nes how data is displayed.Member Field1. Member Field enables you to ustomise the standard layout of Member�les. The Combo Box option enables drop down boxes to be set up. Thisse tion does not require ompletion.Measurement Types1. Set up the body fa tors whi h you wish to measure for your members.2. You an hoose the order that they appear in measurement harts. egWeight may be 1.3. Show Measurement box. The programme has been set up with a numberof possible areas of measurement. If you want to use only some of themyou an delete the unwanted measurements. Alternatively, unti k the boxthen highlight measurements wanted and ti k box individually for them.Task Types1. 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 Typebutton.3. Tasks an be added or deleted.4. You an highlight a task and then omplete the relevant a tion se tionson the right hand side whi h will update the task a tion boxes.Expiry Reasons1. 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 themembership re ord.Member Visit Happiness.1. Indi ates member attendan e status by 3 stages from a smiling to sad fa eappearing on member re ords.2. Set the Happiness Time Frame whi h is the period over whi h the happi-ness hanges are registered. The default is 1 week.3. Happy Visit Threshold lists the number of visits in the hosen Time Framethat are needed to keep the happy status. An in rease in visits on pastre ord even if less than threshold will give smiling fa e.69

4. The Sad Visit Threshold defaults to indi ate less than 1 visit in the TimeFrame drops status.5. Use Rate of Change box to be ti ked if you want the indi ator fa e toappear on the member �le.6. Change Threshold is set as a default of 1 whi h indi ates 1 visit in TimeFrame an hange status subje t to previous rules.Donations1. GymMaster an re ord donations from members or be used as a donationsdata 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 hereif you have a tivated the donations fa ility.Curren y Symbol1. Curren y would in NZ require a $ symbol.Promotion Con�guration1. 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 settings1. Name order de�nes whether it is Christian or surname that gets listed �rstin �les.2. Set gender default to re�e t whether majority of members are male orfemale3. 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 thewinword.exe �le that you use. This will vary between versions of MS O� e2003 and 2007.5. Members photo dire tory spe i�es the dire tory that you are storing pho-tos in.6. Maximum Repeat Duration is for future bookings. Sets how far in thefuture bookings an be displayed. They an be set for longer periods butwill only be displayed for the period you have set here.7. Default Suspend % Rate is where a per entage of a fee ontinues duringa suspension. Use 0 if there is no automati harge during suspension.70

8. Retention Management BCC. Spe ify an email address to be used as aBlind 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 mem-bership before it is a epted.Booking Completion1. Ti k box if a booking is to not be a epted without a booking type sele -tion.20.2.6 Communi ation� A pla e to tell GymMaster how to onne t to your internet servi e provider'sSMTP server1. Email Sender is the name that emails will go out under. eg thelma�gymsample. om.Make sure you hange this from noreply�example. om.2. In Host Name pla e the name of your ISPs SMTP server (or a lo al SMTPsmarthost 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 formost people. Xtra ustomers have to use host:send.xtra. o.nz port:465and SSL and know their Xtra username and password. )5. If your provider requires you to use a username and password to sendemail enter them in the spa es provided.6. GymMaster Passwords is the user name and password under the GymMas-ter 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 ations1. Ti k to allow ommuni ation to go automati ally without �rst requiringa prompt for approval. 71

20.3 Programme Groups and Programmes� Programmes are olle ted in groups, although you may only have onegroup. You set up a group �rst and then the programmes you wish to in- lude in the group. Groups and programmes an subsequently be amendedfrom the same fun tions.20.3.1 Programme Groups� A group is a olle tion of programmes of a similar type. eg A group ofprepayed �xed period memberships and a group of AP or DD regularpayment memberships.1. A ess through the Dashboard, Setup > Programmes > ProgrammeGroups.2. Lists existing Groups.3. If wishing to hange a Group name or details, highlight the Group andtype 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 enablethe 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 reportswhere a shortened version is easier to display.6. Issue ards by default box is used for ard systems and should be ti kedif you use our bar ode or proximity ards system.7. Histori group (Closed Programme Groups) box ti ked if group no longerused but re ords to be kept. This will hide the re ords (shows as Hiddenunder the Visibility olumn) whi h an be re overed and seen by unti kingthe histori box.8. To delete a Group use the delete i on but probable best solution is usingthe histori fun tion.20.3.2 Add / Edit Programmes� This is where details of spe i� programmes and rules related to how theyfun tion are set up.72

1. In the Dashboard, go to Setup > Programmes > Add / Edit Programmes.This will open the s reen to all urrent programmes. Cli king on theFunnel i on will show Dis ontinued Programmes (histori ) that are now losed. If a programme has just been added to Dis ontinued Programmesit may take several se onds to omplete the re- sort. Cli king the Funnelagain 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 Prop-erties, Door A ess and Web Properties. If the pri e is hanged on a Re-newal, Fixed or Con ession programme, this will be hanged immediatelyfor new memberships and on renewal for others. For open ended pro-grammes a pri e hange requires a new programme to be set up. For thein rease to apply to existing members, you have to go through ea h mem-ber manually, expire their old membership and enter the new one with the hanged pri e. Eventually the old membership may be made histori al inProgramme Set up.3. Programmes an be sorted by name, ode, group or date by li king tothe right of the relevant heading to the table.4. The trash an i on will allow you to dis ontinue a programme. Highlightthe programme then li k on the i on. It will transfer the programme tothe dis ontinued listing.5. You an li k on Add or Edit for new or hanged programmes.73

20.3.3 General PropertiesBasi Programme Information1. Start with the General se tion of the details.2. Complete the relevant detail for a new programme then li k on save orrefresh.3. The Programme Name needs to be short, des riptive, lear and easilysear hed. Some other s reens have limited spa e for the des ription hen ethe 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/monthlyAutomati 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 74

1. Programme Basis is hosen from drop box.Open Ended is where there is no set �nish. eg APs that ontinue until themember says stop.Renewal Based Contra t is where the programme has a �xed length atwhi h time it needs renewing. eg a 12 month membership.Preset Date Programme is for lasses et where there is a spe i� beginningand end date. eg run from 1 Feb to 29 Feb 2009Con ession is one where the length is until the on essions are used.Addon Programme enables an additional harge for an extra value addedto 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 essionsfor asual parti ipants.2. Period Length of Membership is used when a programme is for a �xedlength but open starting date. eg. 3 month membership. The numberwill depend on whether Daily or Monthly has been hosen as length typein the next box. A ontra t for 1 year whi h involves weekly APs willhave 12 months as the length. The weekly payment aspe t will be enteredin the Payments & Restri tions se tion. For Open Ended and Con essionmemberships the length will be left at 0.3. Start Date is optional for entry. For an ongoing programme this will bethe date the programme started running from.4. End Date is required if there is a spe i� end date for that programme. ieyou will ease running it.5. Con ession Limit is the number of on ession visits allowed for a member-ship. eg 10 on ession aerobi s ard. Leave blank for other membershiptypes.Payment by Installments1. How Members Pay requires a hoi e from the drop box options. If Paid onSignup 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 requiredfor the membership. The options are weekly, fortnightly 4 weekly, monthlyor 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 ewould be Not Appli able, Paid on Signup. For APs and DDs or otherregular payments there may be a delay between when a person joins andwhen the �rst payment is expe ted to be re eived. The �rst 2 weeksmembership may be added to the join up fee and the AP begin being75

olle ted 2 weeks after that date. The Member's A ount would beginbeing harged from that time. Choose the appli able period from thedrop 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 member-ship has expired before it will reje t. eg you may want to allow 2 days forAP 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 di�erent details, this fun tion an be used to automati ally open the new membership. You hoose theprogramme to move to from the drop box. It will not work if the ChargePast 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 joinup for that programme. It will then harge this to the member when theyare �rst entered for this membership. You an alternatively leave this boxempty and set up a separate joining fee programme membership. This isrequired for Renewal Based programmes where payment is made up frontto avoid it being harged on ea h renewal.20.3.4 Other PropertiesProgramme Conditions1. A note relating to a spe ial ondition for the programme an be entered.When adding this programme membership to a member the note willappear on the s reen and will be added to the membership ontra t as aspe ial ondition. eg a on ession membership may be restri ted to themember only use, not multiple people.2. Dis ontinue Programme should be ti ked if programme no longer beingrun. It will hide it when viewing urrent programmes but will be a essiblefrom histori �les. You an delete a programme from the main programmelisting 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 longerterm gym membership or it ould be a temporary promotional move.1. First make ertain that the addon programme has been set up as a pro-gramme.2. Cli k on plus programme. This will open a small s reen for ompleting3. Complete the s reen, starting with hoosing the addon programme. Youmay de ide to ti k the omplimentary box even though there is normallya harge for it. Cli k ok. This will immediately take e�e t for any of thehost programmes joins or renewals from that date until addon terminated.76

4. If you wish the add on to apply to earlier members of the host programmeyou use Tools to do the update. Under Dashboard > GymMaster >Tools > Update Addon Memberships is the a tion for applying the addon programme to existing members of the host programme.Advan ed Pri ing1. Automati ally Paid. If ti ked it will automati ally add a payment whensomebody signs up a membership to that programme. If full paymentis not made this fun tion an be manually over-ruled in the Member'sA ount. The purpose of this fun tion is when you have programmeswhere you are not responsible for the �nan ial side. Most operations willleave this box blank and will manually enter payments.2. Automati Renew on Expiry. You would not ti k this box for Open Endedprogrammes. It may be ti ked for a Fixed Period if you have de ided thatyou 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 themembership will be rolled over by the member. If the payment does not ome through the money owing warning will ome up on the member'ss reen. For longer term memberships it is possible that you will not ti kthis 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 anew s reen where the basis of the add on fee harge is set up.Restri tions on Membership1. Enrolment Limit sets the maximum number to be a epted for the pro-gramme. When no limit leave at 0.2. Waiting List Limit sets the maximum number a epted on a wait listwhere 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.20.3.5 Door A ess1. Add or remove a door, re eption or gate that a membership gives a essto. 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 se-le ted members are to be granted 24 hour a ess a spe ial membershipshould be set up for this.2. Times an set for o�peak if this box has been sele ted. Times need to bein the following format 14:00 using the olon to separate minutes.77

20.3.6 Web Information� This se tion is for use where there is an interfa e for web bookings. Formany gyms it will not require ompletion.

�1. Abbreviated ode is optional. It is up to 9 hara ters to di�erentiateprogrammes with same name but di�erent 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 beset 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 onweb.7. Des ription is for web using inter-related web bookings.8. Lo ation where the programmes are run from di�erent lo ations.78

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. you�yourdomain. om12. 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 ............20.3.7 Other Set- ups1. Add, Save, Edit, Delete and Show Dis ontinued Programmes i ons forProgrammes.20.4 Booking Set Up� Setting up the booking form stru ture20.4.1 Classes Setup1. 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 maximumnumber to be pla ed on any wait list.20.4.2 Resour es Setup1. 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 Court3 as di�erent 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 boxto group resour e names.4. Sort order de�nes the order resour e names will appear in the bookingform. The most ommonly used would normally be 1.20.4.3 Resour e Types1. They are the options that will have a s reen under the booking form. Ifyou had squash ourts or other physi al areas for a tivity bookings thatwould be a resour e type, as would be personal trainers if you book themout.2. The various personal trainers named in the Resour es setup ould all bein the Resour e Type Personal Trainers.79

3. Allows you to hoose from the drop box the time slots that you want fora resour e type. A squash ourt may be 30 minutes.20.4.4 Booking Status Types1. Under Personal Trainer you may have booking types su h as First Assess-ment, Measurements, Re- Assessments et .2. A ba kground olour an be hosen for ea h booking type. Highlight thestatus 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 olourfrom 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 allowingqui k visual identi� ation of the nature of the booking.20.5 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 ontrolsystem. The sales fun tion is lo ated under Point of Sale i on on the topmenu bar or under GymMaster. If the POS s reen (till equivalent) is goingto be an important part of your internal ontrol, all re eipts and refundsthat 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 Mem-berships.� Easy entry of sales with the ability to onne t to a ash drawer, produ ea 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 limitis set on the amount of debt a member an run up.20.5.1 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 youroperation.1. To enter a new produ t type, li k on add i on, enter name of produ ttype 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.80

20.5.2 Manage Produ ts

� This is where you set up individual produ ts su h as a Co a Cola drinkfor 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 theadd button lo ated at the top of the window, and �ll in the boxes in thelower part of that s reen. A ode is not required for setting up produ tsand an be just a letter like W for water.Produ ts su h as Sunbed Use orEquipment 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 tfor 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 re-lated pur hase qui kly entered. An example ould be pur hasing a arton81

of drinks. You would set up the produ t Carton of .... as a new produ tand save. Then go to Pur hase Pa kage. The new produ t should be show-ing. On Right Hand side highlight the produ t that is being pur hased inbulk. Cli k Add button. Enter quantity that omes in the arton in theAdds...Units. When a pur hase is made of a arton it will automati allyadd the arton quantity to the drink sto ks. The Sales Pa kage a ts in asimilar way. It may also be used where the sale or pur hase of an item ispaired 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 thenext 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 atthe 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 boxesbelow.20.5.3 POS S reen Con�guration

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� 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 withprodu ts set up behind them.4. If you want to add an additional produ t type or produ t, �rst set themup under the Manage Produ ts et on�guration. You an go to Con�gurePoint 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 targetsquare, 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 havingit hidden in its Produ t Type or have a small enough range to not want tohide 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 Typesquare then Enter List. If a new Produ t has been added under ManageProdu 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 wantthem in a group like Produ t Types, li k on the target square, hangefrom Produ ts to Memberships on the right hand side of the s reen, AddItem, type in Name (eg Gym Memberships) and the square will now belabelled. To add Programmes to the group, Enter List, li k on targetsquare, Add Item, hoose Programme from drop box. To return to thetypes s reen, Ba k to Top. This will now enable membership joining orrenewal 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 oneyedropper and hoose olour from ir le then li k ok. This an be doneboth within Produ t Types and in the Produ ts display.12. Use arrows to shift boxes. Group them in a logi al position.20.5.4 Supplier Setup1. Add, edit or delete suppliers of goods sold through POS. Optional.83

20.6 Mis ellaneous� In ludes setup fun tions not in luded elsewhere.20.6.1 Sta� Setup1. Input sta� names whi h an then be available for other s reens su h asfollow up for prospe t sales enquiries2. 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.20.6.2 Task Types� For setting up task reminders.1. You an add or delete tasks. To add you need to omplete the details.2. A tion boxes an be ti ked or unti ked by highlighing the task and thenmaking the hange on the right hand a tion settings s reen. A tions in- lude phone, email, text, pop up meesage, and stop at gate.3. To hange a task, hoose the edit fun tion.20.6.3 Involvement Types.� Where you want people di�erentiated. eg member, asual, instru tor.A ess from top tool bar under Con�guration > Involvement Types.20.6.4 Erase Sample Data Members.� When you have �nished playing with the sample data, this fun tion willgive you a lean start for inputting your own data. It will retain newmembers you have entered. On top tool bar under Con�guration > Erasesample data members.20.7 Corresponden e - Setup� Setting up templates for regular ommuni ation with members.20.7.1 Email Template Setup1. The tool bar has i ons for adding a new message, editing, an elling andarrows 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. 84

5. Respondent �lter. Choose from drop box. Additional ategories an beset up for you by Treshna6. Con�gure re ipients sets the parameters limiting who the email is to besent to.7. In the large text area enter the text of the email. Use the Insert Fieldfun tion for inserting details su h as �rst name in the appropriate pla ein the text.8. Add atta hments if any and li k on OK.20.7.2 Mail-Merge Template Setup� Mail merge links data from GymMaster into a word pro essor do umentproviding a way to produ e form-letters.1. The tool bar provides for adding and deleting and the arrows enable youto 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. Ok20.7.3 SMS Template Setup� For setting up standard phone text messages1. Give a title to the message.2. Enter the text and use the Insert fun tion for inserting data into the text.20.8 Sales Enquiry� This is the set up for data to be used in Prospe t Sales Enquiries. You an ustomise for your situation.20.8.1 Conta t Types1. Sets up the various types of onta t made. eg email, phone, web enquiry.85

20.8.2 Enquiry Status1. 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 orSale Lost.3. Ti k the New Member box if a new member �le is to be reated as a resultof the enquiry. eg Sale Made20.8.3 Promotion Setup1. Promotions enables you to set up the reason stimulating an enquiry. eg.Website, Radio, Summer Promotion, The Press July.20.9 System1. 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 thenhappen next time you restart GymMaster.2. Auto upgrade enables you to hoose an automati upgrade time y le.20.10 Member Data� Run Night run� Normally the pro essing and updating of member �les will be done auto-mati ally with the night run. For this to happen the omputer with thedata needs to be left on overnight and logged in to GymMaster. You ando a manual update at any time by going to GymMaster on top menubar in the Dashboard , then Tools and hoose Run Night Run / Pro- ess Expiring Memberships. If this fun tion is not a tivated daily, eitherautomati ally or manually, harges for members will not be updated.21 Membership CardsGymMaster 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 identifymembers in the point-of-sale system.21.1 Gym Entry Noti� ation (Popup)� The full version of Gym Master omes with 'Popup', a noti� ation pro-grammes that displays members details as they he k into the gym. Thisruns in the ba kground and brings the members details up on the s reenas they ome into the gym. 86

1. The popup programme is a separate appli ation, when you install gym-master an i on for this is reated on your desktop. Whenever you turn onyour omputer you should start up GymMaster popup. A little i on forthis will appear in the system tray.............2. If you use the smart ards, presenting the ard should bring up the mem-bers details straight away.3. If you are using a keyboard wedge bar ode reader, you need to be in themembers 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 thebar 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 �GeneralCon�guration� then �Edit Con�g Files�, followed by �popup�. Changethe option �transenabled=true� to �transenabled=false� and �fadingen-abled=true� to �fadingenabled=false�.5. If you play musi for the gym though the omputer that is running popup,you an disable the sound e�e ts on entry by hanging the option �sounden-abled=true� to �soundenabled=false�. You also need to do this if you donot have a sound ard installed in your omputer.21.2 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 max-imum range of 3-7 m whi h means that in many ases an be read whilestill inside a wallet or gym bag. The internal mi ro hip makes it nearlyimpossible to forge the ard. So you an be sure that if GymMaster re og-nises a ard that it's one you issued.1. For a ess ontrol the Proximity Card Reader has a apability to operatean ele tri lat h on a turnstile, gate, or door,2. The Proximity Card Reader also has small LCD display that an displayshort messages to the ardholder3. Proximity smart ard reader software is started by the � ard sentry� pro-gramme, the i on for this should be on your desktop. You will need toplug your reader into the serial port of your omputer.21.2.1 Issuing ards� Membership ards must be issued to a member before GymMaster is ableto asso iate the ard with the member.87

1. Present the ard to the reader and it will be issued a serial-number byGymMaster. This will often be a number that is di�erent to that onthe ard. Cli king the get- ard button on the member s reen will thenasso iate the ard most re ently seen by the reader with the displayedmember. 3.3.2 on page 1621.3 Bar ode ards� Bar ode Cards arry a bar ode that identi�es the ardholder to GymMas-ter. GymMaster an use pre-printed bar odes or generate bar odes ondemand.� Bar ode based a ess ontrol to buildings is not supported as they anbe easily dupli ated using an ordinary photo opier, or a omputer and aprinter.� However, should the need arise, we will provide a bar ode based a ess ontrol system.21.3.1 Issuing bar ode ards1. Bar ode ards must be issued to a member before GymMaster is able toasso iate the bar ode with the member, there are two di�erent pro eduresdepending on whether you are wanting to use pre-printed bar odes or toprint your own.21.3.2 Preprinted ards1. For pre-printed ards present the ard to the reader and it will be issued aserial-number by GymMaster this will often be a number that is di�erentto that on the ard. li king the get- ard button on the member s reenwill then asso iate that ard with the displayed member.21.3.3 Printing your own bar odes1. To print your own bar odes, sele t �Create New Card For Member� fromthe member menu, and li k �OK� in the popup the new unprinted ardwill be asso iated with the member.2. Bar odes may then be printed using the Mailmerge feature of the Corre-sponden e menu, Sele t �Membership Card Bar odes� and li k the �Mail-Merge� button. Print from MS Word.3. There is no requirement to print the bar odes one at a time, many an beprinted at the same time.4. If you do no see bar odes in the mailmerge see 22.5 on page 95 and installthe bar ode fonts. 88

22 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.22.1 Keyboard wedge Bar ode Readers� These readers onne t to your omputer and behave to the omputer likea keyboard. This removes the need for the operator to arefully enter themember's ard number when he king them in.� Manual Keyboard wedge readers require the operator to sele t the appro-priate form before s anning the bar ode.22.2 Manual Keyboard Wedge Bar ode Reader1. The Manual Bar ode reader requires the operator to open the �Che kinmembers by bar ode� window (Found in the member menu)2. Most keyboard wedge type readers ome fa tory on�gured to press enterafter 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)

89

22.3 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 epta keybpard plug and a keyboard plug the keyboard must be plugged into theso ket for proper operation of the bar ode reader. Most USB keyboards omewith an adaptor to enable them to be used in a PS/2 so ket.22.3.1 Manhattan bar ode readerThis keyboard wedge bar ode reader an be on�gured as an automati bar odereader by s anning the following table of bar odes in sequen e.The ode labeled �Continuous Read� auses the reader not to need the triggerbutton pressed, if you do not want that feature do not s an that ode.bar ode fun tion�%$+/2� reset to fa tory defaults�%$+/3� start on�guring�%7S5+� sele t terminator: stx+etx�%00H1� ode id: on�%0074� inter-key delay: 50ms�%0273� ontinuous read (optional)�%$+/4� end on�g�%$+/0� save parameters90

22.3.2 Zebex 3000 / 3010 bar ode readerThis 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 olumnin order.The ode labeled �Continuous Read� auses the reader not to need the triggerbutton pressed, if you do not want that feature do not s an that ode.

91

This olumn �rst This olumn se ond�..� �M�start on�guring �M��--� �SET�reset to fa tory settings set�DT01� �CI04�sele t terminator: None UPC-E ID�IS01� �B� ode ID: on �B��CI01� �SET�Code39 ID set�E� �CI05��E� UPC-A ID�SET� �A�set �A��CI02� �SET�Code25 ID set�P� �CI06��P� EAN-13 ID�SET� �D�set �D��CI03� �SET�ZHP ID set92

This olumn third This olumn last�CI07� �CI11�EAN-8 ID MSI ID�C� �N��C� �N��SET� �SET�set set�CI08� �HT01� odabar ID Header�J� �$B��J� <stx>�SET� �SET�set set�CI09� �HT02�Code128 ID Trailer�F� �$C��F� <stx>�SET� �SET�set set�CI10� �IC04�Code93 ID 50ms inter- hara ter�K� �SM04��K� ontinuous read (optional)�SET� �+-�set end on�gNote: The ode labeled �Continuous Read� auses the reader to stay on after93

the trigger button is pressed until trigger button pressed again, if you do notwant that feature do not s an that ode.22.3.3 Other ReadersIf you do not have a reader that's ompatible with those odes, the followinginformation if used in onjun tion with the do umentation for your existingreader 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 manualthat 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 normalkeystrokes).� It is on�gured to send an <STX> symbol ( ontrol-B) before the bar odeand an <ETX> symbol ( ontrol-C) after it.� In addtition it is set to identify the type of bar ode by prepending a letterAny reader that an be on�gured to provide those features should work withgymmaster.This table lists the hara ters used to signify the bar ode type.Retail odes Other CodesA UPC-A E CODE39 (3 of 9)B UPC-E F CODE128C EAN-8 G interleave25D EAN-13 H Industrial25I Matrix25J CodabarK CODE93L CODE11M hina postN MSI/PLESSEYO BC412P Code 2 of 5T telepen22.4 Serial Bar ode Reader� This type of bar ode reader onne ts to your omputer by way of the serialport (or possibly by a spe ial USB adaptor).� This is the simpliest bar ode reader to on�gure. There is no s anning odes normally required. And it will work with any type of serial basedbar ode reader.� GymMaster uses a separate appli ation to ommuni ate with the readerso it an fun tion while gymmaster is losed.94

� Serial readers are only usable for member he k-in (not for point of sale,sto k management et ).� 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 done from the ard readers se tionin general on�g.22.5 Writing Bar odesIf you wish to produ e your own bar odes (eg for member ards) you will needto install bar ode fonts. Gymmaster omes with two free bar ode fonts whi hmust be installed before the member bar odes mailmerge will produ e bar odes.Re ent versions of the Gymmaster (full version) Installer install the fontsautomati ally. If your do uments (eg: �Member Bar odes� mailmerge) omeout with text instead of bar odes, the bar ode fonts free3of9.ttf and fre3of9x.ttfare provided in the :\gymmaster\templates dire tory. To install them followthese 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 9Regular (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 openthen Cli k Start and hoose to shut down and restart the omputer.8. The font should be available when the omputer is restarted.23 Installation� This se tion goes over installing GymMaster onto your omputer.23.1 Software and Hardware RequirementsIf you are unsure on installing software onto your omputer system or networksplease onsult with your omputer te hni ian/administrator. GymMaster is anetwork based system and requires administrative a ess in order for it to beinstalled. You will also need a fast internet onne tion.95

23.1.1 Hardware requirementsA omputer with at least 512MB of RAM is re ommended whi h is at least2.5GHz or faster. Any omputer pur hased in the last 5 years should meetthese requirements. For large s ale network environment where you have 4 ormore people a essing GymMaster we re ommend you have a separate databaseserver.Ideal requirements are :i3 CPU2GB Ram250 GB Hard DriveUPS Surge Prote tion23.1.2 Operating systems requirements� GymMaster requires Windows XP Professional or Windows XP Home,re ommended for a non-windows domain environment. Windows Vistaalso works. Software is also available for Linux on request.� GymMaster Lite works with Windows 2000 also. Windows 95/98/ME/NTare 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 yournetwork administrator to install GymMaster. You need to install the soft-ware as a lo al omputer administrator, not using your normal omputerlog-in a ount.� For Windows 2000 Terminal Server and Windows 2003 Terminal Serveryou need to install GymMaster on the lo al server, not in a remote ses-sion. If your installing onto a Windows Domain Server, PostgreSQL needsinstalling manually. Please onta t us for our terminal server install man-ual.23.1.3 Graphi s ard and s reen resolution� It is re ommended you have a 15 in h or larger display. Your windows res-olution display needs to be at least 1024x768. 1280x1024 is re ommendedwith a 17 in h display for easy viewing of all data.� The alert monitor �popup� that tells you when someone enters the buildingor is he ked in needs to have a graphi s ard that supports OpenGL. Someolder video ards may not work with the alert monitor.96

23.1.4 Networking� GymMaster is a network based system. It works in a server lient envi-ronment. When you install GymMaster Lite it installs PostgreSQL whi his the database SQL server.� If you wish to set up GymMaster on several omputers on a network, youneed 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 addressof 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, youshould opt out of installing PostgreSQL on these other omputers.There is more information on the PostgreSQLwebsite http://www.postgresql.orghttp://www.postgresql.org for �rewall and installation issues for PostgreSQL.23.1.5 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 omingTCP/IP onne tions whi h a �rewall an blo k. PostgreSQL listens onport 5432 on the lo al IP address of 127.0.0.1.� You need to make sure your �rewall allows onne tions through on port5432.� If you want to have GymMaster work over a network you need to allowa ess to port 5432 through your �rewall and edit the pg_hba. onf �le23.2 Installing GymMaster Lite� GymMaster Lite (The Free/Demo version) is installed from an .exe �le ora CD-ROM1. The CD-ROM is on�gured to automati ally start the installer. If itdoes not start automati ally, open the CD-ROM drive (found in �my omputer�) and double- li k the installer (whi h will be alled GymMas-ter_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-aloneinstalls.3. The install will populate the database with a few hundred � tional lientsto make testing easier. These an be removed by sele ting �setup� indashboard and li king �Erase Sample Data�.Step by step:1. Cli k next to leave the wel ome page97

2. The default is to install all the omponents and the sample data� GymMaster� Postgresql� Database� Sample Data� Desktop short utUnless you have a spe i� reason to ex lude part of the system (for in-stan e if another se tion of the manual said to omit some omponents) were ommend you install all the parts.3. Cli k next and sele t a suitable date format, preferably �EURO�.The Allow network onne tions option makes the database a essible fromother omputers. If you a tivate this option be sure to he k your �rewall.23.1.44. 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 unlessyou are ontinuing on to install the full version.23.3 Installing GymMaster FullThe full version of GymMaster (Standard, Professional, or Premium) is designedto be installed �over� a lite install.You will need:� GymMaster 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 LiteIf you have not installed the demo version there is a opy of the lite installeron the CD-ROM. The lite installer installs the database server, so this isneeded to be installed �rst.Insert the installer CD. The full installer will start the lite installer auto-mati ally if needed.Follow the instru tions in 23.2 on the pre eding page �Installing GymMas-ter Lite�When you are ready to pro eed with the installation:98

1. Close down all programs and reboot your omputer.2. Log in as �administrator� if you dont have administrative rights already.Insert the CD.3. If it does not automati ally start, open the CD-ROM drive in �My Com-puter� and run the GymMaster_setup program.4. Cli k the �Next� button5. See that all omponents are ti ked, li k next again6. 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 settingsas 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-�y16. Cli k the "Start" button: the MiKTEX install pro ess may take up to onehour.17. A page will ome up 'The main task is being exe uted' whi h has a nextand 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 �In-stall�. 99

20. The GymMaster install will now open a �dos window� and download thelatest version of a number of GymMaster omponents.21. If asked li k any key to ontinue, you �rst need to have li ked the ursoron 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 odefonts. 22.5 on page 9529. Your GymMaster Installation is omplete. You will need to reboot your omputer if prompted. Note the �rst time you start GymMaster, it mayload a series of �dos windows�. This is normal and the program will runshortly after.23.4 GymMaster Regular UpdatesNew versions of GymMaster are released regularly, normally on e a week. Theseupdates often in lude new features for the software, improvements to useablityand �xes to any bugs that have been raised by users. Often these releasesin 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 mostfrom the produ t.� If operating on Windows XP Home, before doing an update quit all Gym-Master related programmes to avoid a potential lo kup during install. Wewill write a pro edure to over ome this problem experien ed with XPHome.� When you install the GymMaster full version, an i on on the desktop willappear alled 'Gymmaster upgrade'. If you li k this it will go throughand download the latest version of GymMaster.� The �rst time you run GymMaster after downloading the updates, thesystem will automati ally upgrade the produ t. You will see a series ofbla k boxes as it upgrades the system.100

� If you are running GymMaster in a network environment, all the om-puters in the network need to be running the same version. So you willneed to run the 'gymmaster update' programme on every omputer in thenetwork.� If there are any problems during upgrades, or if you are onfused aboutany new features please onta t us. The system should throw an errormessage if there was any problems.� A produ t news box omes up with detailed information about the hangesto GymMaster that you got when you upgraded.23.5 Troubleshooting23.5.1 Updates are failing.Some virus he kers and �rewall software blo k requests to download updates.GymMaster uses wget.exeto download updates from our website. You may need to disable anti-virusand �rewall software while you install GymMaster and doing updates.23.5.2 GymMaster won't run or omes up with invalid �le.Sometimes if you are doing an update and if it get intrupted, GymMaster maybeleft in a half working state.To resolve this run this ommandgymupd username passwordWhere username and password were hte username and password issued bytreshna Enterprises. Conta t us if you don't know these.23.5.3 Manually removing GymMaster.When gymmaster is installed it reates a postgres a ount, and the postgresdire tory. This an be removed by running the gymmaster un-installer. Ifyou delete the un-installer programme by a ident, you an manually uninstallgymmaster by going to add/remove programmes and removing postgresql. You an then delete the postgres user by right li king on my omputer and goingto manage my omputer, then users. And delete the postgres user.GymMaster Postgres Username/PasswordThe postgres us23.5.4 GymMaster interprets some dates in orre tly.� It is essential to ensure that the database date format mat hes the systemdate format.101

An example of this error would be if the system was set to US format, but thedatabase was set to NZ format. The date 2007/10/01, 10th of January 2007 inUS format, would be interpreted by the database as the 1st of O tober 2007.To he k the formats, see the followingWindows Che k the time zone settings for your lo k. If you have issuesinstalling or on�guring gymmaster, he k you are in the orre ttime zone. If it still doesn't work, you may need to add your timezone for on�guration. Please onta t us if you need this.Linux Che k the values by opening a terminal and typing the ommand�lo ale�. The LANG and LC_TIME variables ontrol the systemdate. If LC_TIME is set, then this is the lo ale. If not, then LANGis the lo ale.Set these variables by modifying /et /default/lo ale �le. Appropri-ate entries (for New Zealand) would look like �LANG=en_NZ�.Postgresql Enter instru tions here23.6 Setting Up Cash Drawer and Re eipt Printer23.6.1 Hardware Set Up1. 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.23.6.2 Install for ESC/POS Printers1. Make sure drivers for your ESC/POS ompatible printer have been in-stalled.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�gurationUtil-ity.(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.102

(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 SystemTray, (next to the lo k on the task bar) li k on it and sele t �Laun herSettings�.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�guredon 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.24 ToolsIn the Dashboard, under GymMaster on the top menu bar there is a se tionheaded Tools. This overs various administrative fun tions in luding ba kups.24.1 Export Data to SpreadsheetThis 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 Datato Spreadsheet.2. Identify a �le you wish to save to, enter in the name box and give it a . svsu�x.3. Save24.2 Run Night Run / Pro ess Expiring Membership� Normally the pro essing and updating of member �les will be done auto-mati ally with the night run. For this to happen the omputer with thedata needs to be left on overnight and logged in to GymMaster. You ando a manual update at any time by going to GymMaster on top menubar in the Dashboard , then Tools and hoose Run Night Run / Pro- ess Expiring Memberships. If this fun tion is not a tivated daily, eitherautomati ally or manually, harges for members will not be updated.103

24.3 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 databaseto �le'. It will prompt you for a �lename. You an save ba kup �les toa removable �ash drive or to your lo al omputer. Sele t the lo ation tosave and name the �le. For se urity reasons you annot save this �le to afolder on your desktop or My do uments. We suggest removeable storageor 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 sensitiveinformation about your business and your lients.24.4 Update Addon Membership� For updating earlier programmes with an addon programme. Addon pro-grammes are set up under Setup > Add / Edit Programmes > OtherProperties.1. Where an addon is done for an existing programme under Setup > Pro-grammes > Properties, it automati ally takes e�e t from that date.2. If you wish to addon with existing members of the home programme, usethis tools fun tion to update existing members.25 Treshna Enterprises SupportWebsite: http://www.treshna. omSupport emails : support�gymmaster. o.nzSales emails : sales�treshna. omTelephone and fax: +64 3 9749169Lo al Toll Free support: 0800 894149Postal and physi al address:Treshna Enterprises LtdP O Box 13522Armagh, Christ hur h, 8141.267 Madras StChrist hur h 8011New Zealand 104

� The Manual is available under Help.� If onta ting Treshna for support you may need to quote informationavailable under Help then About GymMaster.26 Date UpdatedBinary Version : 4.2.0S hema Version : 252Updated 5 January 2011

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