GymMaster Manual

Table of Contents
1 Introduction >
2 Main Screen - Member Details >
3 Members >
4 Programme Memberships >
5 Member's Account (Financial) >
6 Additional Information >
7 To Do List - Dashboard >
8 Find Member - Dashboard >
9 Last Visitors - Dashboard >
10 Banking - Dashboard >
11 Reports - Dashboard >
12 Gym Set Up >
13 Correspondence >
14 Information >
15 Donations >
16 Point of Sale >
17 Bookings >
18 Prospect Sales Enquiries >
19 Configuration - Set up >
20 Membership Cards >
21 Barcode Reader >
22 Installation >
23 Tools >
24 Treshna Enterprises Support >
25 Date Updated >

Introduction

GymMaster is a programme designed to manage membership data files and their related functions. It also provides significant assistance in retention of members and management of a gym or membership association. But first, what does it do?

1.1 User Notes

1.2 Getting Started

  1. You may have downloaded the trial version from the web which can be used to introduce yourself to the programme. When you purchase we will send a disk for the version you have purchased.
  2. Download the disk and it will have the sample data and manual. Play with the sample version to get familiar with the programme. The manual is under the help section. Start with entering members and memberships etc. The operational parts for front desk are in the earlier part of the manual and set up etc in the latter part.
  3. When you open GymMaster it will start with a news page on GymMaster updates. You can email treshna from there about any news items, delete the current item or move to the next news item. Click OK to clear news screen. After closing this screen it can be accessed again through Help on the top menu bar then Show all GymMaster News.
  4. This will leave you on the dashboard screen headed Welcome to GymMaster. This is the main menu for accessing key function groups.
    image: 0_home_dru_work_mrbounce_illustrations_screenshot-dashboard-b4.png
  5. From the Dashboard you can choose Open the Member Window or Find a Member. The Members screen has the Member Details and information relating to a member and that person's memberships. This is the screen that front office staff (receptionists etc) will primarily use.
  6. The Dashboard provides a short cut to Bookings, Point of Sale and Sales Enquiries which can also be accessed from icons on the member page. Management functions including tasks to be done, banking, reports, graphs and gym setup are shown on the menu beside the dashboard.
  7. In Members, play with the data and when you are reasonably familiar with the function, erase the sample members. The function to do this is found in the Dashboard screen under Configuration on the top menu bar.
  8. You will now be left with the sample set up back office data plus any members you have entered. Now is the time to customise the set up to meet your requirements starting from Programmes which is section 19.3 in the manual. From the Dashboard choose GymSetup from the left hand menu. This will enable you direct access to the various set up functions. If you hover the mouse over the buttons it will describe their function. Work through the set-ups, ignore what you don't need and contact treshna if struggling. In the manual, Member refers to the name address etc in the top half of the member screen. Membership is the lower half and refers mainly to the programmes the member has joined and the related accounting. In Programme set up check the manual for definition on dates and descriptions for APs and DDs memberships.
  9. Once your configuration has been set up, begin entering members, starting with those where payment is made in full then moving to the slightly more complex APs and DDs. You may have paid treshna to migrate the bulk of your records from your old system to GymMaster.
  10. We suggest you initially concentrate on using the functions that you have used with a past system or that are essential for your operation. Once familiar you can commence using other functions such as Bookings, Point of Sale, Bank interface, Messaging etc.
  11. When training staff, don't confuse them with training about areas they don't need to be aware of although a brief overview can be helpful. Stick to their function at least initially. As with all new systems, speed improves impressively with practice as actions become automatic.

1.3 Night Run

  1. Charging of accounts etc is done by doing the night run. If this is not run, membership charges are not updated. The best method is to leave the key computer on 24 hours and remain logged in to GymMaster. This will automatically do the night run. If the computer has been left off or out of GymMaster, run the night run manually. Under GymMaster on the top menu bar of the Dashboard, choose Tools > Run Night Run. It does not matter if this action is repeated during the day as it will not duplicate what it has already updated.

1.4 Backups

  1. The backup function is found under GymMaster on the top tool bar > Tools > Backup database to file. You can choose which file to send the backup to.
  2. Doing a backup to a backup file will cover you for restoring data if you get corrupted files on GymMaster from a crash, power surge etc. But it will not help if you lose the hard drive that contains the backup.
  3. It is sound practice to have an off site backup. The easiest way is to use a USB Drive. Plug the USB drive (a 1 GB drive is a good size) into your USB port. Then do a backup as above, directing the file to the drive. Keep the USB off site. You may also like to alternate 2 differnt USBs in case one is lost or damaged.
  4. Tresna can arrange offsite backups for you on its servers for a fee.
  5. GymMaster will give you a reminder every 20 days if the backup function has not been used, but you should be backing up at least daily.

1.5 Help

  1. Manual. This enables you to open the full GymMaster manual and to print it out.
  2. Card reader manual
  3. Barcode manual. If you use a barcode reader this manual provides the barcodes you need to scan. Not all readers are supported by Gym,Master.
  4. Report bug / Request Feature. This will open a small screen that asks you to continue and then the bug report screen comes up and will ask for your login. Make certain you enter enough information for treshna to understand the request. Bugs are fixed at treshna cost and are prioritised according to importance. Response to feature requests depends on how generic the feature is to other users or is unique to your needs. There may be a charge if it is a unique feature for your business but treshna will check with you before commencing work.
  5. Show all GymMaster news. This will bring up the latest message regarding developments with GymMaster. By clicking on Next News you can progressively track back through earlier messages. You can email treshna direct from this screen.
  6. About GymMaster. This gives details of the version of GymMaster that you are using. It will also show the total number of members in the system and the number who are active.

Main Screen - Member Details

image: 1_home_dru_work_mrbounce_illustrations_screenshot-member-b4.png
This page, including its sub pages, contains data for members and their memberships.
It also provides a menu bar and icons for functions. (The second screen, the Dashboard, contains management related functions)
Some functions also have an icon for quick access. Under Help you can access the manual and other information about using GymMaster. The first time you open after install you may need to accept the Adobe license agreement.
The bottom half of the Member Screen has details of the member's membership and other information.
See section 3 for using the member detail and section 4 for the member's memberships etc.

3 Members

This is the top half of the screen and records data relating to your members. The actual fields used will depend on your specific requirements.

3.1 Existing Members

3.1.1 Find Function

image: 2_home_dru_work_mrbounce_illustrations_screenshot-find.png
  1. Use Find Members under Member on the menu bar or Find Member icon. You can use the right hand part of the tool bar search as well but this is name or part of name searches only.
  2. It is helpful to leave this search screen open if doing frequent searches and your monitor has the available space.
  3. You can search under a number of individual categories or a combination of them.
  4. Under “Search For” type in part or all of the member's surname or Christian name. Not case sensitive. You can use a variety of search details including Sam Brown searched under s b Can also search under card number or member number and it will list members names meeting the criteria.
  5. Highlight your target member then click on Show Member to open member file.
  6. Check in Member will enable manual check in of highlighted member.
  7. Add Member opens a blank member file for entering a new member's details.
  8. Visited will list alphabetically those who have visited during the period requested from the drop box.
  9. Last Visitors will be one of the options under Visited. A time sorted list of visitors can be obtained from Last Visitors on the Dashboard.
  10. Modified should bring up those members whose records have been changed in the selected period.
  11. Programme will list the members of the chosen programme. Use in conjunction with a of period under Visitor.
  12. Matches to the search will be listed and double click on the correct one or highlight then click on Show Member. This will open up the member's screen.

3.1.2 Icon Access to Functions

3.2 Card Use

  1. Open their member record.
  2. Click on Manual Check in icon. (A member card number must have been previously allocated to the member)
  3. Will open a small screen and will automatically pick up the card number from the member record.
  4. Choose door if relevant.
  5. Click Ok. Will give normal pop up screen message confirming visit.
  6. You can also do manual check in direct from Find Member screen.

3.3 New Member

3.3.1 Entering New Members

  1. Member names can be entered in lower case and the first letter will be converted to a capital on tabbing down.
  2. Movement around the screen can be achieved by using tab, shift + tab, up and down arrows, and by clicking on a box.
  3. The decision on how format dates are shown is decided when installing GymMaster. Treshna can subsequently change this for you. GymMaster will convert most date entries to the chosen format.
  4. Tick the relevant gender. It can be set to gender default option in Configuration > General Configuration > Display.
  5. Enter address. If additional addresses are needed such as for billing, this can be entered in the lower half membership section in Extra Details.
  6. Clicking on the cell phone icon opens a screen that enables text messages to be sent. Templates can be set up for standard messages.
  7. Notes in this section will appear on member's main screen and in the Note Log. The Note Log can be used for messages that will not appear in short Notes in Member screen.
  8. Card Number is where a proximity card is issued. It can be automatically picked up from the reader by use of the Get Card function. It can also be entered manually (See Card issue procedure below).
  9. Organisation is an optional field. One use is for a sorting option in reporting. eg You have a corporate membership and want to report by company within that membership.
  10. Involvement type is chosen from preset options and may include Member, Casual or other classification you have set up under Configuration.
  11. Personal Trainer can be chosen if allocated.
  12. The member's email address can be entered. Standard template or individual messages can be sent from here.
  13. Where one payment is being made for more than one member, enter the details in the primary member's record. With the member file open at the member who is to make payment (primary member as above), under Member on the top menu bar choose Member Pays for Other Members. Action by +, choose members to be paid for, enter amount to go to those members, then save. This function only works when exporting data through a bank.
  14. When the member details are completed a box will have appeared Save new Member. You must click on this box to save the record. This is a check for you to make certain any changes have not been typed over an existing record by mistake. Check before clicking. This box is not required when opening a new member file direct from Sales Prospects.
  15. Web membership signups can open a new membership and record details where there is not a close match with an existing member.
  16. On the left hand side of the screen, the system will automatically generate Member No, Card No and Owing if relevant. Don't enter manually.
  17. Beside the photograph space, a picture such as a rubbish tin or a face will indicate the current status of the membership. eg expired or currently visiting. See 3.7 for details.

3.3.2 Card Issue Procedure

  1. Open member name in GymMaster
  2. Present a new card to the card reader
  3. Click Get Card button
  4. The number that GymMaster will use to refer to that card will appear in the card-number field. For cards with numbers printed on them this number will usually bear no resemblance to the number printed on the card.
  5. Click the Save icon. You can manually allocate the card number to the membership if it has not automatically been allocated. This is done through Edit of Membership. Complete the detail, Apply, Confirm in small box, give reason in small box.
  6. Present that card again to confirm that it now works.
For self-printed Bar Code Cards:
  1. On Menu Bar under Membership Card, click on Assign New Paper Card. A small screen will open.
  2. See that main screen is open for the member.
  3. Click on ok.
  4. The barcodes or cards may be printed using the mail-merge tool found in the correspondence menu found in the top tool bar on the dashboard. Barcodes (or cards) will only be printed for those members with a non-expired membership that have the print-card box checked. (see correspondence )
  5. The start of the barcode and the rules GymMaster uses to automatically fill the print card checkbox can be set from the general configuration page.
  6. Provided the Programme Group for a membership has the Issue Cards by Default box ticked the number will automatically also be entered against the individual memberships.
Where no physical card or manual entering of number.
  1. Open the member file.
  2. Under Membership Card on top menu bar, choose Assign New Paper Card.
  3. A small box will appear. Either put in specific number or click ok for system generated number.

3.3.3 Replacing Lost or Faulty Card

  1. Open the Member's file.
  2. Delete the lost or faulty Card Number from member record.
  3. Follow the above procedures again. For a proximity card, click on grab card as above. Under Membership Card on top menu bar, click on Assign new card for member for paper cards.
  4. This will automatically cancel the previous card and transfer data to the new card.

3.3.4 Photos

  1. Under Member on the menu bar, choose Add/Change Photo.
  2. Find the photo file for the member.
  3. Click on photo and it will be transferred to that member in the data base.
  4. The image source file can then be deleted or overwritten.
You can bookmark directories to speed up the time it takes to load photos. When you have found the directory where the photo is stored in, you can right click on the directory and click “Add to Bookmarks”. From then on the directory will be listed in the left hand “Places” menu.

3.3.5 View Member Visit History

  1. Open up the member file.
  2. Click on Membership Card from top tool bar then View Visit History. A screen will open with that member's visit history.

3.4 Merge Members

  1. Open the member record for one of the records to be merged.
  2. Select Merge Member from under Member on the top menu bar.
  3. Select the other record through the Find function that opens up.
  4. Click on Merge Members in the Find screen and a new screen will open up showing the target records.
  5. Choose which record to Keep and click on Merge Members. The member details of the record chosen as Keep will be retained and the other record will be deleted but any memberships will be transferred to the Keep member. First check that there is no information in the file to be deleted that you may have to transfer manually.

3.5 Prospective Members (Sales Enquiries)

  1. Go to GymMaster on top menu bar then Prospect Sales Enquiries or icon. (Or go from dashboard)
  2. Click on + icon, record data then save. Check In will open door or gate to enable prospect to view facilities. You can also make a booking direct from the enquiry screen by use of an icon.
  3. Second section allows allocation of enquiry to a staff person and more follow up detail. Open with the + icon for new contact details. Contacted On is the date that a particular contact is made starting with the first enquiry. Save icon when completed. Can then click on Generate task if wanting to appear in To Do list
  4. Contact Type, Enquiry Status and Promotion Setup are set up under Set Up > Sales Enquiries >
  5. The contact details will refresh each time a new contact is recorded and the history can be checked in the bottom section by highlighting the contact date.
  6. The enquiry can be deleted by using the delete icon.
  7. Click on Show Finished Enquiries icon and click again to return to current enquiries.
  8. The enquiry can be converted direct to membership by clicking on the convert icon. Go then to member record and complete membership detail.
  9. The Status on followups is set under Set Up > Sales Enquiry > Enquiry Status. You can tick status such as No Sale or Sale Made to automatically shift the enquiry record to Finished Enquiries.
  10. Clicking on the Show Required Followups icon will enable you to check follow ups for any particular period. Click on the last date you wish to enquire for and it should list all follow ups to be done up to that date. It is updated when night run is done.
  11. Under Show Required Followups you can also do a staff search by choosing from the staff drop box.
  12. From Finished Enquiries, you can use the Jump to Member icon to open the member's file.

3.6 Member Cancellation

  1. If you wish to remove the member from your records, open the member file and under Member on the top menu bar, choose Delete. Normally you would not Delete but leave the member file in your records in case there is a rejoin in the future. See Memberships for deleting a member's programme membership.

3.7 Member Status and Smiley Face

  1. The current membership status indicator. Green tick is current or recently expired, ll is suspended, a $ is on promotion and rubbish tin is expired.
  2. There is a happiness indicator on the member's record which indicates how regularly members come into the gym. Members that visit 3 or more times a week, or are increasing their visits, get a smiley face. Members who visit once or less a week or are decreasing their number of visits get a sad face. Members with temporary suspend a sick face. Members who have not visited for some time get a sleeping face. New members do not get a rating until the day after their first visit. The action dates for the face can be changed in Settings > GymMaster Preferences > Card Readers > Members Visit Happiness
  3. The times and dates of a specific member's visits can be found through Membership Card on the top menu bar.

3.8 Member Record Disabled

  1. If a member has had no current membership for 2 months the record is disabled. The screen will be faded.
  2. If a new membership is added the screen will automatically be enabled again and return to normal colour definition.
  3. If you want to amend a disabled record, click on the trash can by the member photo. This will reactivate the disabled member files and will revert to disabled with the night run unless a new membership is added or date brought forward.

Programme Memberships

This is the bottom half of the member details. It records programme memberships, accounts, extra personal details if needed, visits and other details. Memberships can be sorted by clicking beside the table headings. eg. start date for sorting in date order either ascending or descending.

4.1 Entering Programme Memberships

  1. Click on + icon for new programme membership.
  2. Choose a Programme Group then a Programme from the drop boxes. If it is a new programme it will first need to be set up in the back office function under Set Up > Programmes.
  3. The default start date can be changed. The end date is not entered at this stage but will be automatically generated. If the start date is for the future it will indicate this on the membership and come up as a warning if check in is tried.
  4. Programme price will be generated automatically. Click on Add Payment as a shortcut to the Payments screen. Use the edit function after completing the membership entry if you wish to change the price for that member.
  5. Conditions can have an entry for anything different from the normal. This will be set up in the programme configuration and will automatically appear for that programme membership and will appear as a condition on the printed membership contract.
  6. Clicking on the disk icon next to Conditions will bring up an application form for signing if required.
  7. Card numbers will automatically be entered against programme memberships if a card version is being used and if they are in a group that has the default box ticked. It can also be manually assigned to a membership if you have a member with several different cards. On presenting a card to the reader it will record the attendance against the presented card. If doing a manual check in when member does not have card on them, the attendance record will need to be manually changed to the correct membership.
  8. The sign up fee that has been set up in the configuration for that programme will appear once the save icon is clicked. (This function does not work for Renewal Based Programmes with payment made on joining. For these a special add on Programme can be set up in Sign Up Fees.) It can be manually changed, particularly if it is to include the gap between joining date and first AP payment.
  9. First Payment Date is for use with APs or DDs. It is the date that the first payment will appear on your bank statement.
  10. Renew is the number of times the membership has been taken out using the automatic renew function.
  11. If a membership has expired a Renew box will show in Memberships. You can renew a membership by first highlighting the membership to be renewed and clicking the renew box. As the number of renews increase, the membership end date will be moved back and the charge for the period added.
  12. If membership has yet to expire but the member wishes to renew it, highlight the membership and click on edit. Within this box there is a Renew function under Dates. Change the Renew Times. It adds the renewed programme period to the expiry date of the existing programme.
  13. Renew is also used in dealing with APs or Direct Debit weekly or monthly memberships. Check that the start date is the one you want.
  14. Visits shows the number of times a specific programme membership has been used. You would normally not enter anything in here as attendances will be recorded when a card is presented. The total can be changed if needed. Go to Edit. In new screen put new number of visits in applicable box. Confirm in small screen with Yes. Give reason in next small screen then OK.
  15. Complete and Save button is clicked when all data entered. This will open a confirmation screen which can be checked then click on complete.
  16. If the membership is current, a box will show Expire and in the lower screen the membership will be shown as current. At the end of a time based membership this will automatically expire and the box will change to Unexpire. The box can be used by clicking on it to change the status of a membership.
  17. If the cost of an ongoing programme is changed (eg weekly AP), the new price would be set in the Programme Add & Edit, the existing programme in the member's membership would be ticked expired and they would be rejoined with a 0 rejoin fee to the programme. This will enable the new price to be picked up in their accounts record.
  18. See 5 for entering payments for programmes.
The following 2 functions are hidden on most versions as not relevant.
  1. The Web box is for use if the booking is made on line from your website by the member, and not entered in via the normal system.
  2. Wait listed is ticked if the person is wait listed for this programme. Untick the waitlist button to remove them from the waitlist for a programme.

4.1.1 Membership Agreement

  1. If a standard membership agreement has been set up, clicking on the disk icon at the bottom of Memberships alongside Conditions will bring up the member's contract for printing and signing.

4.2 Edit a membership

  1. Highlight a membership you wish to edit. If it has already expired, you will need to first Unexpire it to get access to the edit function. Remember to make it Expired afterwoods if that is the intention.
  2. Click on the edit button which will open up a new screen.
  3. Choose to change Progamme, Price, Dates (including renewal) and can check access details.
  4. Enter the changed details to the right of the existing data then Apply and confirm.

4.3 Suspension of a Membership (Freeze)

4.3.1 Freeze (Suspend) Members

  1. Highlight the membership being altered.
  2. Click on the Freeze Memberships button. This will open up a new screen.
  3. Click on the + Add Freeze and this will open a new screen. Choose the suspension period. The dates shown in the suspension screen can be set for the actual period the suspension will apply for. On saving, the end date for the membership will be extended in the membership section. If the membership had expired, unclick the Expired before adding the suspension period.
  4. A reason for the extension can be entered.
  5. If an ongoing fee is to be charged for the suspension period, enter the amount. If there is to be a Set up Fee, enter that. This charge may not show until you refresh the member record.
  6. Tick the boxes as relevant for Stop Freeze on Return, Extend Membership, Stop Charges.
  7. To view frozen memberships click on Freeze Memberships button. A screen will open showing all suspensions. Editing can be done here.
  8. The suspension can be changed (edited) by going back into the Freeze All screen. Highlight the suspension then change dates as required. Cancel and start again if other detail such as fees needs to be changed.
  9. The Promotion is to allow a bonus period that may be offered as part of a promotion.

4.3.2 Add Payments

4.4 Cancelling a Membership

  1. The financial action will depend on your contract with the member. They may be liable for the full period in which case any ongoing charges such as Direct Debits would continue.
  2. There may be a cancellation fee which should be collected.
  3. If the membership is no longer to be valid, highlight the membership on the member's page then click on the Expire box. A small screen will open which allows you to set an expiry date and give a reason. If you want the membership record to be completely removed, tick the box. This will leave no record in the member file. Click on Ok to action cancellation.
  4. If a refund is owing and you want this recorded in the member account the easiest method is to use the Account Adjustments function. This is located on the left hand side of the screen under Accounts > Make Adjustment. Make a negative adjustment if a credit adjustment is to be made. The refund itself would be put through Add Payments as a negative amount. Check end result in Member Account > Transactions afterwards.
  5. If you wish to remove an expired membership from your records, unexpire it then expire and tick the Wipe Membership Completely box.
  6. If you wish to remove the member from your records, open the member file and under Member on the top menu bar, choose delete. Normally you would not delete but leave the member file in your records in case there is a rejoin in the future.

4.5 Period and Concession Memberships

A difficulty occurs if a person has a period type membership such as a 3 month general gym membership and also purchases a concession based membership for say spin bikes. When a person comes in for a general membership workout, swiping the card will deduct a concession as well. There are some ways to get around this and we would be pleased to receive any other suggestions.
  1. If the concession based membership is for classes where the GymMaster booking system is used, GymMaster will identify if that member is booked for the class within the next hour. If the member is booked the concession is deducted. This solution will not work if individual members are not booked into the concession activity in GymMaster.
  2. You can have have 2 card readers at reception. One would be clearly labelled as “Concessions Only” and a concession would only be deducted if this second reader was used. The problem is that the normal reader will give access to the member and you rely on their honesty or staff checking to make certain they swipe the Concession Reader.
  3. If concession activities take place in a specific controlled area, the second concession reader can be set up at the activity area door or gate. This is probably the best solution if there is one concession type activity and an easily controlled area.
  4. What is frequently done is that a card is issued for a period based membership and a cardboard concession card is physically ticked off as used for the concessions. This is not needed if the only membership for the member is a concession based one as GymMaster handles this perfectly.

Member's Account (Financial)

5.1 Overview

  1. Overview shows all charges and payments. The total owing appears on the member screen and on the top right hand side of the Overview screen.
  2. It endeavours to match payments with charges and will do this accurately when the payment input is matched against a specific charge.
  3. In the Accounts Overview the Print Statement button enables you to print out the transaction history.

5.2 Add Payments

  1. image: 3_home_dru_work_mrbounce_illustrations_screenshot-payment.png
  2. When a membership is entered it will automatically enter the programme cost in the Member's Account. For an AP or DD membership the charges will automatically appear from the date set for first payment. Click on Member's Account > Overview to access transaction data.
  3. All cash receipts or refunds (a negative entry) must go through the Payments section to retain the integrity of cash reports for the period. These transactions will appear in the POS reports and the View POS Transactions.
  4. If the Automatically Add Payments box has been ticked in back office programme set up, a full payment will automatically be credited to the membership. You would only use this for special reasons, perhaps when you have programmes where you are not responsible for the financial side.
  5. If the automatic system is not being used the payment needs to be added manually. In Accounts > Add Payments the payment screen will open. Tick the charge being paid if possible. Enter amount and other detail. Then choose Add Payment with Receipt if receipt wanted. A receipt will come up on the screen and can be printed. If receipt not required, just Add Payment.
  6. The payment will appear on the Payments screen, in Overview and will amend the amount showing as owing in the Member file.
  7. The rubbish tin icon will allow a highlighted payment to be deleted. A small screen will open up asking for your confirmation. The payment is then deleted and removed from the transaction screen. The amount owing by the member will show once the Member screen has been refreshed.
  8. A receipt can be produced for a highlighted payment by using the print icon under Payments.
  9. A statement can be printed through Print Statement.
  10. Payments detail cannot be amended once saved for security reasons. A plus or minus separate payment will need to be put through.

5.3 Payments

  1. You can generate a receipt by highlighting the target payment.
  2. The Clean up the Account icon can be used for the system to reallocate unassigned items as it sees fit.
  3. The rubbish tin icon will allow a highlighted payment to be deleted. A small screen will open up asking for your confirmation. The payment is then deleted and removed from the transaction screen. The amount owing by the member will show once the Member screen has been refreshed.

5.4 Charges

  1. A charge once entered cannot be deleted for security purposes. An Adjustment can be made which then records the change. See Membership Cancellation 4.4 if that is the objective. You can also edit Membership details through the Edit function under Memberships.
  2. An icon allows an invoice to be generated for a highlighted charge if it has not already been done. See 5.7 for viewing or printing the invoice.
  3. An icon allows you to view Direct Debit charges.

5.5 Make Adjustments

  1. In Accounts click on Make Adjustments box.
  2. A new screen opens. Fill in the detail. A credit adjustment is entered as -. Click on OK to action. Check that the account has adjusted correctly.

5.6 Advance Charges

5.7 Invoices

  1. If the invoice has not already been generated go to the Charges section, highlight the required charge and click on generate invoice icon.
  2. In invoices there is an icon to allow generation of al loutstanding invoices. It will not generate invoices that have been paid.
  3. Can delete a generated invoice or print it by using icons.
  4. Receipts can be obtained from the Payments section.
  5. If you want to print out all the transactions for a member go to Overview then Print Statement. Once a charge has been invoiced the payment should refer to the invoice number.

5.8 Products Sold

  1. If the file is open at the member when a POS transaction is put through, you may have to go out of that member and then return for the sale to register or click on refresh icon.
  2. You can print document or cancel highlighted transaction.

5.9 DC/CC History

5.10 Bank Account

  1. Complete all the details required for member bank to action transactions for Direct Debits. The cost is picked up by the system from the programme membership.
  2. For Automatic Payments, you only need to complete the Bank Payer Details section. This can either be the Bank Account name or the Bank Account number. This identification links the payment received by your bank back to the member account file.
  3. The DD Company is the bank or organisation you have chosen to collect the debits from the banks.
  4. Ignore parameters and State is only for Australia.
  5. Maximum Money Collected sets a limit for that member in any one billing cycle where overdue amounts are being collected. Leave blank if there is no limit.
  6. Credit cards can be charged instead of banks. Contact treshna if you wish to use this facility.
  7. Overdue deadline indicates that if an account is overdue for beyond this date they will be stopped by the card reader. The General Configuration sets up the standard rules re warnings and stops for your facility and this box is where a specific member has until a certain date to sort their account and over rules General Configuration.

Additional Information

6.1 Extra details

  1. Emergency contact details.
  2. Allows for 2 additional addresses to be entered. eg Postal and Billing.
  3. Medical information.
  4. Web access details for those applications where this is used.
  5. Gives brief detail on member's involvement including age and date involvement started.
  6. You can choose a Client Manager if you wish.
  7. Contact preferences, agreeing to emails or SMS messages. Can tick more than one.

6.2 Custom Details

  1. Where additional specific information is needed and some items may be shifted from main membership page.

6.3 Tasks

  1. Enter the tasks on the bottom half of the screen and accumulated tasks are then listed on top half.
  2. Standard tasks can be set up under Set Up > Miscellaneous. This can include them appearing in the Pop Up messages when a member checks in or to reject entry. Further information can be put under Description.
  3. Standard tasks will appear on the To Do list and when actioned the action will be recorded on the Tasks file for the member.
  4. General Task Stop at Gate can be used in conjunction with a description giving the reason.
  5. When a task is completed, click on the completion box and fill in details. This will remove task from To Do list in dashboard.

6.4 Donations

  1. This is a section designed for recording donations from members, etc. This is particularly applicable for a charitable but may be used for a gym that has fundraising. To activate, go to Set Up > Open Configuration Configuration > Display and turn on Donations.

6.5 Bookings

  1. For making a booking for that member and recording bookings made through the booking form. You can make a booking direct from this section of the membership. See 17

6.6 Communications

  1. Records communications made. Messages are not originated from here but are recorded when sent through the correspondence function on the dashboard menu bar. See Correspondence 13 for more information on sending communication.
  2. The cell phone icon in the member section allows text messages to be sent to members. Clicking on the icon will open a message screen and you can send either a standard or unique message.

6.7 Measurements

  1. The measurement types set up in configuration will, if not already displayed, appear on clicking the Add icon.
  2. To add a new measurement, click on add and highlight the correct date or enter the required date. Highlight the measurement type, click on the value, enter the value, move highlight to another line then save. If entering a number of items use the down arrow and then enter to save time. The Attention column can be ticked to identify measurement being monitored for that member.
  3. Highlight an earlier date to check those measurements.
  4. Use print button to print a report for the member.

6.8 Note Log

  1. Click on + then type message on lower screen. Save and it will appear on the upper screen.
  2. Clicking again on + the lower screen will clear for entering the next message.
  3. Delete for removing a highlighted message.
  4. Reasons given for editing a membership will appear in the Notes Log.
  5. Use Tasks for messages requiring pop up warning.

6.9 Member Files / Workout Files

  1. Click on Add and choose file type from drop box. eg Workout file.
  2. If related to a specific programme, choose it. If not, leave as N/A
  3. Identify the target file in Word or where it is stored and upload.
  4. You can choose the latest file only for opening.

To Do List - Dashboard

7.1 To Do List

  1. You can log in as a specific staff member from the Staff Member drop box or just leave it as All.
  2. The Todo List is all matters requiring attention.
  3. Choose the task type to be reported on. It will default to all. Similarly, choose whether it is one staff member's tasks or all.
  4. Incomplete Membership indicates that not all detail has been entered.
  5. If a task is completed, such as an expiring membership being renewed, it will drop from the list.
  6. You can use the Complete Task on bottom of screen for some tasks. If using, a reason is requested for completion. eg A member has decided not to renew. The member will be removed from that list.
  7. Assign enables you to give the task to a specific staff member.
  8. Cancel, Reopen and Add New Task

Find Member - Dashboard

9 Last Visitors - Dashboard

Banking - Dashboard

10.1 Setting up Banking

10.1.1 Bank Statement Import

  1. If you have Internet banking or Electronic banking you can normally download a file of your bank statement. This file can be directly imported to GymMaster for processing. This feature allows you to automatically extend or expire memberships based on who has paid and who hasn't. This is useful for people who pay weekly, fortnightly, and monthly for their memberships. The system will renew the member's membership if a payment has been received.
  2. The system accepts a comma delimited file format (CSV). The file formats do vary between internet banking sites. We set up the system specific to your site with GymMaster purchases. You need to provide a CSV file from your bank to us in order to set this up.
  3. After you have selected your bank from the list, it will ask for a file to load. To save time in the future you can add the directory where you save bank statements to your 'places' bookmarks by right clicking on the directory and clicking 'Add to bookmarks'.

10.1.2 Setting up programmes

  1. Members need to be part of programme designed specifically for automatic payments. eg Weekly AP Gym Membership. Done under Programmes - Add/Edit Programmes - Payments & Restrictions section.

10.1.3 Setting up members for bank payments

  1. When processing the bank statement GymMaster matches payee or particulars in the statement to individual members. In the members' file you need to input their bank details. Go Accounts > Bank Details. When the first payment comes in it is matched to the member detail and any error corrected in the reference detail.
  2. In the membership section, the cost of the programme will automatically set the weekly AP figure. The amount can be edited if different from default.
  3. See the section for setting up programmes 19.3

10.1.4 Couples and shared payments

  1. One payment can be allocated to more than one person.
  2. Enter the bank details in the primary member's record. Leave this box blank for the others.
  3. With the member file open at the member who is to make payment (primary member as above), under Member on the top menu bar choose Member Pays for Other Members. Action by +, choose members to be paid for, enter amount to go to those members then ok.

10.1.5 Import Bank Statements for Processing

  1. Every time a bank statement is imported any receipts from members are credited to their Membership Account and their membership renewed.
  2. Click on Import bank Statement in Dashboard > Banking. Identify the bank. Choose the file from where you have saved it. Open.
  3. All transactions for the period will appear. If they have processed in message column it indicates they have been matched to a member's membership.
  4. If there is an error message, highlight each transaction and decide what change to make. Can assign an unknown to the member it should go to. Ignore transactions that are not related to members.
  5. Too many members error message indicates a payment for more than 1 member where the allocation has not been set up correctly.
  6. When all transfers are correctly shown, process.
  7. Before returning to the member screen you will see a report of members who have missed or overpaid payments. Go to members to check reason and take relevant action. You can also print out the Debtors Listing under reports to check who is not paying.

10.2 Undoing bank statement imports

  1. You can undo any bank statement imports that were done on a specific day. Find out from 'History of bank statement import' what days you imported your banking details.
  2. Click un Unprocess Bank Statement Import. The transactions for that period can now be Imported again, amended and processed.

10.3 Bank Billing Export

  1. Open this function under dashboard - Banking.
  2. Currently we are supporting several export formats. If you use another bank contact treshna and the information can be acquired to set that bank up.
  1. To have data exported, each member must have the appropriate DD company selected in the Member's Account > Bank Account. This is your organisation's bank that will be doing the collecting.
  2. The Bank Billing Export is on the right hand side of the screen under Dashboard > Banking. It will show the last date that an export was sent to the bank.
  3. Set the date you wish to charge to for the next data export. This would be a convenient day of the week for you.
  4. Choose the membership period the charge is for. eg weekly, monthly.
  5. Additionally Ezypay Australia requires each customer to have a state recorded for them. We require the company to configure a default state which will be used for each company that does not have a state specified.
  6. Click on New Billing Breakdown and it will list all member accounts due for payment at that time. Multiple transactions for one member will be combined into a single transaction, saving the member transaction fees and reducing the penalties for a failed payment (as a maximum of one penalty fee is applied when there is only one transaction). If a member has missed past payments they will be combined to one total, limited by the maximum recovery amount per billing period. (Set up in Member's Accounts > Bank.)
  7. Go to Edit Unprocessed batch. By highlighting a member line you can edit payments on the lower part of the screen. You can also access or add to the member's notes in their file.
  8. The members due for payment will be colour coded to indicate their financial status.
  9. Print the report if you want to keep a paper copy then export. See Exporting Data

10.3.1 Direct Debit Process

image: 4_home_dru_work_mrbounce_illustrations_dd-export-1.png

10.3.2 Exporting Data

  1. In Dashboard > Banking Export Bank Direct Debits from Edit Unprocessed Batch or direct from Generate .
  2. In order to ensure that no payments have been missed, a consistent start date must be configured in the General Configuration - Accounts section. This date will be set to the date that the upgrade is installed, but should be configured to be the date of the first DD export run through the GymMaster installation. DD exports will always use this as the start date, ensuring that any payments marked as failed/dishonoured will be extracted again for processing.
  3. At this point the data to be exported will be shown.
  1. Red is data with insufficient details and will not be exported.
  2. Yellow is a warning that the amount is over the threshhold (Set up under General Configuration - Accounts).
  3. Blue is data that has already been exported (by default this is hidden and will not be exported. To include it, select the “include extracted” checkbox at the bottom).
  4. Green indicates a combined transaction.
  5. White is for normal that will be exported.
  1. Select Export. Select the file location; the default filename is the format required by Ezypay Aust/NZ, so the user should not change this. The filename is not important for Deskbank, so changing the name is permissible.
  2. Select the location to save the file, select save, and done.

10.3.3 Additional Features

  1. To access this, go to Bank Accounts - Process Direct Debit Payments. Select the record you wish to process, then the Process Payments button. Note that this button will be disabled for exports which have already been processed and those which may not be processed. (e.g. Ezypay NZ/AU exports).

10.4 History of Bank Statement Imports

  1. This will list the batches of bank statements that have been imported and the period covered. Information helpful for undoing bank imports or checking details of a bank transfer History.

10.5 History of Bank Transactions

  1. Will list all transactions from a bank statement for the period the dates are imported. Get date from History of statement imports.

Reports - Dashboard

11.1 Key Performance Indicators

  1. Click on KPI to open and then choose the period you wish the report to cover. Some would run the report at the end of every month so that they can benchmark against their performance tagets.
  2. You can chose to print a combined report (All Groups) or by Programme Group.
  3. If you have multiple sites, you can choose under Company whether to group all or select individually.
  4. Click on Show KPIs and then wait while your computer processes the report.
  5. Sad members total will not include those who have not attended for a while and are treated as inactive. Members become inative if they have not visited for 10 times the happiness time frame set up under General Configuration > Card Readers > Happiness.

11.2 Papyrus Reports

  1. Highlight the required report and set the parameters then Ok and Execute. When the report opens it will show Parameters that it may require. This could cover a period or particular programme and is to act as a filter to reduce the report to the information you require.
  2. If you get an error message telling you there was no output generated your parameters are likely to be too restrictive. Try using a longer date range for the report.
  3. The alphabetical sort is by Christian or surname. The choice is made from Setup > General Configuration > Display > Environment Setting.
  4. Save as favourite if you want it included in your own report listing.
  5. Access file from Browse if you want to save to Output To a file on your system.
  6. To view the report choose PDF or other format under Output As. Tick Open in Viewer.
  7. Tick Validate against DTD is an extra validation check that will not normally need ticking.

11.3 Graphs

  1. Choose graphs from reports. There may be a delay while GymMaster processes the data.
  2. Choose the target year.
  3. Hover cursor over graph to get definition of multiple lines.
  4. Current Members. Real number is the actual members who have a current membership each month. In the latest year it will be a downwards trend for forward months based on expiries which can become renewals. Unique member visits is the number of different members actually attending the gym in each month. (The facility graph shows total visits which includes multiple visits by a member in the period.) From a management perspective you probably want to have these 2 lines close to each other to indicate high participation level and therefore potential high renewals.
  5. Members joining is the number of joins and renewals.
  6. Member movement breaks down changes in membership by various types of membership change.
  7. Visits to the facility shows total recorded visits in period.

11.4 Configurable Reports

11.4.1 Member Listings

  1. Membership movement statistics for group - Choose reporting period and programme group in parameters. Lists memberships (one member may have more than 1 membership) and members movement for the period. Average new member price, retention rate and visits over period.
  2. Joining Members in a Period - Lists by programme group those who have joined or renewed membership during chosen period.
  3. Programme Group capacity report - Lists each programme in groups indicating total current members and if set up, the wait list number and limit for the programme.
  4. Membership demographic statistics - Statistics of members for all programmes in a group at a chosen date and shows gender and average age. The second page gives a breakdown against age groups. This report can be customised to meet individual clients needs.
  5. Initial member contact - Lists for a period members who came through a staff member and for particular promotions.
  6. Membership per Client Manager - Lists memberships for each client and related totals.
  7. Membership Sales report for programme group - Lists sales value and numbers by group of programmes for chosen period.

11.4.2 Memberships

  1. Membership movement statistics for group - Choose reporting period and programme group in parameters. Lists memberships (one member may have more than 1 membership) and members movement for the period. Average new member price, retention rate and visits over period.
  2. Joining Members in a Period - Lists by programme group those who have joined or renewed membership during chosen period.
  3. Programme Group capacity report - Lists each programme in groups indicating total current members and if set up, the wait list number and limit for the programme.
  4. Membership demographic statistics - Statistics of members for all programmes in a group at a chosen date and shows gender and average age. The second page gives a breakdown against age groups. This report can be customised to meet individual clients needs.
  5. Initial member contact - Lists for a period members who came through a staff member and for particular promotions.
  6. Membership per Client Manager - Lists memberships for each client and related totals.
  7. Membership Sales report for programme group - Lists sales value and numbers by group of programmes for chosen period.

11.4.3 Retention

  1. Members who have not visited in a period - Lists members who have not recorded an attendance for the chosen period. Gives the programme, last recorded attendance, date of joining, contact details and trainer.
  2. Members who stopped visiting in last 3 weeks - A listing in groups for chosen period of members that attended in the 3 weeks before the parameter date but not in the 3 weeks after parameter date. Gives name, programme, last visit, joined, contact details and personal trainer. Possible indication of a developing retention issue in time to address issue.
  3. Expiring Members by group - Lists members in a group of programmes or all groups whose membership expires in a chosen period. A key use is for initiating membership renewal reminders. Shows expiry date, programme, outstanding fees, payment type and contact details.
  4. Expiring Members by programme - Lists expiring membership for a programme within chosen period as per Group above.
  5. Members coming due date - Lists memberships for whom a Direct Debit is due on chosen date
  6. Future Expiry Forecast - Gives total expiry numbers in coming months by group including all groups. Designed to help forecasting. Use Expiry by Group report for detailed follow up with members
  7. Lost members - Lists members who have not renewed their membership within chosen period. It does not include members until they have reached 29 days without renewal so any search period should be for at least a month.
  8. Retention callbacks - Lists members who need to be contacted either for renewal or goodwill feedback call.
  9. Retention follow up - Lists 8 week follow up calls required.

11.4.4 Financial

  1. Members account information - Lists all members alphabetically and their account balance.
  2. Members who owe money (Debtors) listing for a group - Lists balances showing in member's accounts within a group of programmes.
  3. Members who owe money by Programme - Lists balances owing in Member's account within a programme.
  4. Income in advance - Calculates value of unused membership for both concession and time based members. Used for accounting provision of income received in advance. Based on current membership cost rather than historical. Chosen by Programme Group.
  5. Remaining membership income - Summarises by Programme what has been charged, paid and is still owing.
  6. Bank debit list - Lists the Direct Debit transactions for a chosen period.
  7. Donor report - Only if using GymMaster for recording donors. Listing of donors
  8. Donations report - Only if using GymMaster for recording donations by members etc

11.4.5 Point of Sale

  1. Sales products for period - Lists sales through Point of Sale facility (drinks etc) for chosen period.
  2. POS summary - Provides an analysis of all sales through POS for the chosen period.
  3. Detailed till take, payments for a period -Lists POS transactions for a particular period and time. Includes details of what payments are for where this was designated on input. Make certain date and time parameters have been chosen. Time parameters are set up under General Configuration.
  4. Till take - Records cash transactions for period but does not list items. Designed to reconcile cash for a shift or day. Time parameters set under General Configuration.
  5. Inventory report - Lists all stock on chosen day including value if cost has been input. Provides total value.
  6. Minimum stock level - Lists POS items where stock level has dropped below minimum set up under POS - Manage Products.

11.4.6 Facility Use

  1. Visitor usage (statistical log) - Gives total number of cards presented for a set period for both programmes and groups.
  2. Facility usage log for period - Logs time and names of members who presented their cards during chosen period. Put the end date as one day after period required. EG If wanting the use for the 17th, use that as opening and 18th as closing.
  3. Peak times - Shows attendance against time bands for chosen period.
  4. Booking classes - Lists for a period the classes date, start time, class name, resources, length and maximum number of participants.

11.4.7 Sundry

  1. Birthday list - Lists birthday dates for chosen month including name, age and programme involvement.
  2. Hundredth visitor / New member - Used by some gyms as a special lottery type incentive. Choose a date and it will list from that date to current date. Will list all 100th member joins.

11.5 Alternative Report Selection

  1. Choose from the drop box the type of report you want. eg Member or Financial, Retention etc.
  2. From Report Name highlight the report you require. Under Report Information a description will appear of the report content.
  3. Set any required parameters such as the period to be covered.
  4. Generate the report and wait for it to come up on screen.
  5. You can send a bulk email to the members in the report. eg To those whose membership has expired and who have not renewed. Click on Send Bulk Email
  6. The new report that comes up will indicate the members who have an email address. This is no guarantee that the address is valid. You can untick any member that you want to exclude from the email.
  7. Click on Next to activate the message. The chosen members will appear under recipients.
  8. Complete the From Email with your email address as sender.
  9. Load Template enables you to access any saved messages. You may have standard messages you have composed for specific mailouts.
  10. Enter subject for call.
  11. You can insert a field from your member files. eg Member First Name. Do the inserts by placing them in the required position in the message by clicking on Insert Field.
  12. If creating a new message write it in message block.
  13. Add an attachment if you wish.
  14. Save will save the message as a new template.
  15. Send.

11.6 Edit Report

  1. Highlight the report name that you want and click on Edit report.
  2. A screen will open giving the data currently displayed in the report.
  3. By highlighting a data line you can move across to the Sum total. Click if it is a column that you wish to have added. eg a financial column or numbers.
  4. Moving on from the Sum column you can set the sort order that dictates the order that columns appear in the report by changing the number.
  5. Use of the filters requires some knowledge of PSQL. Check with treshna if you wish to make these changes.
  6. You can add additional columns. By clicking on Add Column a screen will open listing the data that is available as a new column. Highlight the data column required then Add. Define sort order for the columns.
  7. Save column properties.
  8. To remove a column first highlight the line to be removed, click on Remove Column then confirm.

Gym Set Up

13 Correspondence

13.1 Sending Individual Messages

  1. Click icon alongside email address or cell phone on front page of Membership . A message screen will appear. Type message and send.

13.2 Send Bulk Email

  1. Click on Correspondence on Dashboard menu bar.
  2. You can choose an already saved template from the drop box.
  3. Select a recipient category from the drop box. Additional categories can be set up for you by Treshna. If the recipient list needs filtering, other drop down boxes should appear at the bottom of the screen. For testing purposes, it maybe an idea to choose the recipient of 'First Member' which you can set up as a dummy message to have your own email address.
  4. Enter From Email address. (This is your own email address)
  5. Subject of the email.
  6. Insert Field. Choose as many values as you wish such as first name, surname etc, position in the main text then click on Insert after each choice.
  7. In the large text area you can enter the text of the email or use the standard template you have chosen.
  8. Send will open all the addresses that you have selected. You can un-select all by clicking on the bottom button or individual remove ticks from members.
  9. Attachments can be added but it is not recommended that you do so for large bulk mailings as it may result in you being classified as a spammer by your internet provider and having trouble sening emails in the future.
  10. When finalised, click send.
  11. A list of recipients will open, thes 'send' checkbox can be cleared for those you do not wish to send email to. You may need to scroll the window for this checkbox to become visible.

13.3 Send Bulk SMS

  1. When sending TXT messages you can have your cell phone number be the reply address which appears on the text although it is sent through our network. When the members reply it goes directly to you. This is not supported on all telephone networks so when the text is sent to someone on an unsupported network the message will appear from an overseas number.
  2. You can choose an already saved template from the drop box or write a new one.
  3. Insert Field. Choose as many values as you wish such as first name, surname etc, position in the main text then click on Insert after each choice.
  4. Send SMS
  5. Text messages vary between countries. In NZ TXT messages can be prepurchased for $NZ20 for 100 messages or you can pay $NZ40 per month for 200 TXT messages per month which accumulate.
  6. Email us at sales@-.com for more information.

13.4 Mail Merge

  1. Select MailMerge from the Correspondence menu
  2. Chose a document from the list. You may need to use the filter such as when sending to members of one programme.
  3. Tick box if wanting to exclude those who have already been emailed.
  4. Click
  5. Word will open and ask to include data from “c:\\.csv”, click “yes”.
  6. Word will open the document
  7. Select Tools > Letters and Mailings > Mailmerge
  8. Click “Next” on the bottom right of the screen through all the steps up to and including “complete the merge”
  9. Now you can print the merged documents.
  10. Further filtering can be done utilising Word functions.

13.5 Email Template Setup

  1. The tool bar has icons for adding a new message, editing, cancelling and arrows for viewing the saved messages.
  2. Title is a descriptive heading for you to identify messages. eg Member of a Group
  3. Email From is your email address.
  4. Subject of the email.
  5. Respondents Filter. Choose from drop box. Additional categories can be set up for you by Treshna
  6. Configure Recipients sets the parameters limiting who the email is to be sent to.
  7. In the large text area enter the text of the email. Use the Insert Field function for inserting details such as first name in the appropriate place in the text.
  8. Add attachments if any and click on OK. Remember that adding attachments to a large bulk email mailing may result in spam classification problems.

13.6 SMS Templates

  1. Give a title to the message.
  2. Enter the text and use the Insert function for inserting data into the text.

13.7 Mail Merge Templates

  1. Give the document title
  2. Identify the template document
  3. Click and choose document 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 Correspondence > Mail Merge function.

13.8 Advanced Filters

  1. Search for filter reference by using arrows.
  2. Give it a title.
  3. List fields to be included
  4. Where SQL ......
  5. Tick filters required.
  6. Ok

13.9 Clear Print-id Flags

Information

14.1 Last Visitor

image: 5_home_dru_work_mrbounce_illustrations_screenshot-lastvisit-b4.png
  1. Lists in time order all the members who have recently presented or swiped a card.
  2. Clicking on a member will display the member's picture and key information. Then clicking on Show Member will transfer you to their membership record.
  3. An individual member's visit history can be obtained under Member > Member Visit History.
  4. The visits for the last week can be printed with key,member information.
  5. Members in the gym can be found by clicking on the funnel icon. This will only be accurate if a card activated exit gate or door is used. Otherwise it will show those who have come in on the current day.
  6. Confirm Membership to Checkin enables you to ..................

14.2 Enrollment Numbers

  1. Choose Enrolments and a screen will open and the programme group should be chosen from the drop box.
  2. Lists current membership numbers for each programme group.
  3. All the programmes in the group will be listed showing the number of current members. It will also show if there is a limit that has been set for that programme or class and if there are waitlisted people.

14.3 Key Performance Indicators

  1. Use the calendar to choose the date for the period to, choose the period and the Programme Group. Click on Show KPI.
  2. Gives the current financial members. To get the total number of members on file go to Help menu bar then About GymMaster.
  3. The happy, satisfied and sad member numbers only add those for whom a card has been issued and used.
  4. Total male and female will not agree with current members total if no gender has been entered in some memberships.
  5. Gives membership movement over period.
  6. Overall retention for period compares the total number of current members at the beginning of the period compared with the number still current at the end of the period. If a period of 6 months was chosen, there were 1000 current members at that time and of those members 900 were still current at the end of the 6 months, overall retention is 90% for the period.
  7. Gives the number of members who have a card issued and have not visited in the period and the number of swipes registering visits.
  8. Also gives key totals from POS.

14.4 Membership List

  1. Highlight a programme. They are listed within programme groups and the sort order can be changed by clicking beside the group heading.
  2. It will then list all of the current members in the programme. Click on a member to open their record.

14.5 Debtors

  1. A listing of current amounts owing by members.
  2. Shows amount due, last visit, last payment and programmes.
  3. The 3 weeks, 2 months and 3 months columns indicate how long the component amounts have been owing on a cumulative basis.
  4. Can highlight a member, click on JumpTo icon and it will open that member's file.

14.6 Reports

  1. Access to your word files. See Reports in dashboard Navigation for main reports.

Donations

15.1 Donations Set Up

  1. Go to Set Up > General Cofiguration > Display
  2. Tick Show Donations box
  3. To set up any specific projects, click on Donation Projects and enter, edit or delete any projects. This then becomes an application option when entering donations from a specific meber or organisation.

15.2 Receiving a Donation

  1. If donation is from an existing meber, open their meber detail. If a new person or organisation, open a new member file (eg XYZ Trust) in the normal way.
  2. In the Member File there will be a Donations heading under the NavigationIn the Member File there will be a Dontions heading under the Navigation list.
  3. You may want to use the Notes to record the date of an application for a grant. Then make a new entry when money received.

15.3 Reports

  1. You can check a donors file in the member file.
  2. You can get a report under the Reports in the main Navigation list and click on Papyrus.
  3. Under Financial click on Donor Reports. You can save this report to a spread sheet then manipulate the data.

15.4 Future Reminders

  1. To get a reminder of dates for applications or donation requests, use the Task function in Member Details
  2. In Set Up go to Task Type and open your task. It could be Donor with Call as the action box.
  3. In Set Up you could list a staff person who had responsibility for fundraising or list the function under staff.
  4. Open up Member Details > Task, and allocated to the Task Type and staff person with an action date.
  5. Have designated person check To Do List under the assigned staff name or function. If you select CSV as your output you will get a spread sheet that can be saved and data manipulated. Customised reports can be designed on request to Treshna.

Point of Sale

Features include

16.0.1 Point of Sale Touch Screen.

image: 6_home_dru_work_mrbounce_illustrations_screenshot-postouch.png
  1. Access through Point of Sale icon in membership section or under GymMaster on top menu bar. Also in Dashboard top top menu bar under Point of Sale > POS Touch Screen
  2. If the screen has been configured to show Product Types first click on type and it will then display products in that Type.
  3. Click on items being sold. Multiple clicks will increase quantity or use the Change Quantity pad. The Back pad will revert to the previous type screen. Products from other Types can now be added to the sale.
  4. Can enter a discount by using button then amount on the touch pad. Can be a % or $ amount. Calculate by highlighting the item to be discounted. At present you can't make one % discount calculation on a sale of multiple items.
  5. Can highlight then delete an item line using the delete button on the POS screen.
  6. Can add an amount for non specified item through use of General Sale.
  7. Can cancel the sale.
  8. Click on payment method (eg Pay Cash) and if full amount then on Done and it will default to the full sum. If only part payment or using more than one method of payment, enter the amount to be credited on the touch screen amount pad and if required, type of credit card then Done.
  9. The sale can be charged to the member. Click on Charge to Member, find and highlight Member then complete sale. At this stage you cannot part charge a sale to member so if this is required put through as 2 different sales transactions.
  10. A member can join a gym membership or renew it through the POS if the member file has already been set up and the POS configuration has included Memberships. As with products, click on the membership group square, click on the specific programme them make payment, Find and highlight Member, choose payment method, Done and Complete Sale. It will automatically add that membership and the payment to the Member's file. The credit limit you have set up for POS transactions will force you to take at least enough payment to bring below limit. You will need to go to the member's file, highlight the new membership and click on the Complete button.
  11. If member wants to make a payment against their account, Find Member, Highlight, Pay Member Pad, enter amount, Done, choose payment method (Credit Card, Cash etc), don't enter any further amount, Complete Sale. The payment will show in the Member's Transactions in their file.
  12. A refund of a credit balance in a member's account can also be made through POS. Find the member and highlight. Cash Out button, enter amount of refund and done. Complete sale.
  13. If cash is to be given use Cash Out function. This may be an eftpos transaction where the sale is $5 and cash drawn from the persons account being $10. The charge to their bank account is $15. So enter sale at $5. Eftpos payment at $15, Cash Out of $10 then complete sale. When all done click on Complete Sale and paid invoice will print out if receipt box is ticked.
  14. Payments made direct through the Members file will appear in the View POS Transactions available through the Dashboard POS, and reports as a payment as it will be part of the days transactions. APs and DDs imported from the bank statement etc will not appear in POS as not a transaction through the POS (Till).

16.1 View POS Transactions

image: 7_home_dru_work_mrbounce_illustrations_screenshot-viewpos.png
  1. In Dashboard, Go to Point of Sale on the top menu bar > View POS Transactions.
  2. On the left hand side of the screen there are 2 calendars which give a number of options on the information to be reported. The top calendar is to give the latest date to be viewed. The middle drop box enables you to choose whether to Select a Start Date or for a fixed period such as Today or 1 Week. If you choose Select Start Date enter this in the bottom calendar.
  3. There is a print icon to print the page.
  4. On the bottom details are available of a highlighted sale transaction.
  5. A total sales figure is given for the displayed period. This includes all the transactions that have gone through POS as sales reported above and payments that have been credited direct to members' accounts with the money going in the till but not rung up as a sale.
  6. A sale can be voided. Highlight transaction and click on Void Sale. It will reverse the sale but retain both the original entry and the reversal on the report as an audit trail.

16.2 Managing Stock Inventory

16.2.1 View Inventory

image: 8_home_dru_work_mrbounce_illustrations_screenshot-Inventory.png
  1. Access through Dashboard > Point of Sale > View Inventory.
  2. The order can be sorted by clicking beside the heading and details filtered by Product Type.
  3. The current day's inventory is updated by each sale, purchase or stock adjustment. Previous dates list the stock at the beginning of the day. This report in a slightly different format can be printed out from this screen as can the Minimum Stock Level report.
  4. The value of stock at the chosen date valued at current purchase price (not historical) will appear in the top right of the screen and at the bottom of the printed reports.

16.2.2 Purchases

image: 9_home_dru_work_mrbounce_illustrations_screenshot-purchases.png
  1. In Dashboard, Select the Point of Sale > Purchases.
  2. Previous purchases can be viewed by using the filters and highlighting the transaction date on the left hand side of the screen. If you have set up suppliers you can also use them for a search.
  3. Click the "+" button to begin.
  4. Click on the correct date for the purchase which should be the top entry on the left hand side. The date can be amended through the date box, perhaps for an order to be delivered the following day.
  5. Edit the number of each item purchased by selecting the row from the list, then selecting the quantity field. Note that you can jump directly to the correct row for a product by scanning its barcode; this will also increase the number of units purchased by one, so for single purchases all you need to do is scan the barcode once. Make certain you move the highlight past the quantity entry for the purchase to be registered.
  6. You will be able to change the default cost price of the product when entering the purchase but this is not currently enabled. The purchase price will default to the one set up for the product.
  7. Save and exit.

16.2.3 Stock takes

image: 10_home_dru_work_mrbounce_illustrations_screenshot-stocktakes.png
  1. Access from Dashboard > POS > Stock takes.
  2. Click the "+" button to begin. This will update the inventory column to what the system says it should be.
  3. Adjust the time and date of the stocktake if required; it will default to the current time and date.
  4. Edit the number of each stock type found by selecting the row from the list, then selecting the quantity field. Move past the entry for it to register. Note that you can jump directly to the row for a product by scanning its barcode.
  5. When finished, click on Save icon before exiting. It will update the inventory reports for any changes made to the physical stocktake.
  6. It is possible to see the results of any previous stocktake recorded with GymMaster. When in Stock takes use the navigational buttons to browse through the recorded stock takes.
  7. To delete a stock take from the records highlight the stock take date and time and click the delete button. Confirm the request.

Bookings

image: 11_home_dru_work_mrbounce_illustrations_screenshot-booking.png
  1. The Booking Form is viewed by going to GymMaster on the top menu > Booking Form or using the Booking Form icon.
  2. The booking Screen has areas for the booking timetable and date, the resource type and the member identification.
  3. First Setup your Gym's Resources. 19.4
  4. By Default the two resources that are set up are court one and two with your opening hours in 30 minute slots and 2 staff members under Personal Trainers. You can change their names in Booking Form Setup.
  5. There are Buttons along the top below the menu bar for various functions.
  6. You can print out bookings and classes from this screen.

17.1 Making a Booking

  1. If there are a number of Resource Types you can book for, first choose your resource from the drop box. eg. Facility, Personal Trainer.
  2. To make a booking for a member first use the member find function. Click on The Member then choose the Resource from the drop box. Choose the date in the calendar and highlight the time required on the booking sheet. Click on Add Booking. A box will open requesting type of booking with drop box options. Either choose option or just click OK if not applicable. You can book any number of consecutive time slots by highlighting them.
  3. The Today button will bring the booking screen back to today's date.
  4. To Cancel a Booking select the booking then click the cancel button. image: 12_home_dru_work_mrbounce_cancel_booking.png
  5. To Create a Casual Member Booking Click the date and time you want to make the booking then the Add Casual Booking (Non member) Buttonimage: 13_home_dru_work_mrbounce_add_new_member.png A new screen will open and type at least a First Name and Contact phone number in the box that opens and choose booking type. Click on Add.
  6. For basic member details related to any booking, click on the name in the booking and details will come up in bottom left corner.
  7. To Show a member's full Details click the booking then click on the show members details button. This will bring up the details on the GymMaster Main Page. Then click on Booking Form icon to return to booking screen.
  8. Confirm Booking icon indicates that the member has been reminded or has confirmed the booking. Will change the background colour of the booking.
  9. When a member arrives highlight the booking and click on the Checkin Member icon. A screen opens with some member detail and the option to open a specific door. This will record the booking in the Member's membership section under bookings. It will also change the booking colour to reflect that the person has arrived. If the member does not have a current membership it will not allow checkin (will give a warning message) but booking will still be intact.
  10. For a no show click on the booking and then the icon. (You may need to click on fresh to get the colour change.) If the person then turns up the booking can be reinstated ( if not booked to somebody else) by clicking on the time space again. To book somebody else in cancel the booking.
  11. To change a booking, click on existing booking then on Amend Booking icon. A new screen will open for entering the new booking. Complete new date etc then Ok. It will delete the old booking and record the new for that person.

17.2 Repeat Bookings

  1. To repeat a standing booking for a member, highlight the first repeat booking date, time and resource. Go to Bookings on the menu bar > Repeat Bookings. Complete the details, check that the right member name is highlighted and then Ok. It will come up with an error message if one of the booking times has already been taken. The repeat function will book up to the maximum period set under General Configuration > Booking. Another repeat booking will need to be made if a further period is required. This cannot be made until near the end of the original booking.
  2. To cancel one or all repeat bookings go to Booking on the menu bar > Show Repeat Bookings. You can then highlight and delete bookings.

17.3 Making Time Unavailable

  1. For one specific time and date to be blocked out. In Booking Form select Resource, Date and mark Time. On Booking Form, go to Booking on top menu bar > Make Time Unavailable. Can be cancelled through Cancel icon.
  2. For repeat blocking for a chosen period, first choose the Resource, Day and Time to be blocked. Then to Booking > Make Repeating Time Unavailable. Choose interval, end date and booking type.
  3. To block out a specific entire day, choose Resource, Date and highlight beginning of target day. Then to Booking > Make Day Unavailable.

17.4 Classes

  1. Classes can be entered under Set Up > Booking > Classes. + to add a new class then save. Can also do direct from Bookings section. Bookings Configuration from top menu bar.
  2. Highlight the day, resource and time for the first class then click on Add Repeating Class icon. Complete the small screen that comes up then OK. For a one off class have the end date the same as the beginning. The times will reflect those chosen on the booking form but the time shown for the end will be the beginning of the final time slot.
  3. You can set it for a year and then delete any individual weeks that a class may not be running by highlighting that class then click on the Cancel Booking icon. This will have booked the space you require over the period to which members can now be allocated.

17.4.1 Bookings in a Class

  1. To add a member to the class, find member, highlight the class then click on Add Booking. Ok in Booking Type box. Highlighting the class again will list the class members. The Non Member casual function can also be used by clicking on Add Casual Member, highlight the class involved and then complete details and Add.
  2. To remove a person from a class, highlight the class, click on the Class Status icon, highlight the name from the list that comes up then Cancel button to remove name.
  3. The Class Status can also be used for checking people into a class.
  4. Book members in for the classes as in once off classes. This needs to be done for each class on the assumption that people book by class rather than term or period.
  5. If the same people are going to complete say a term of classes, use the Repeat Classes for booking the facility but open a Pre Set Date Programme under Programmes to manage the class details and membership.

Prospect Sales Enquiries

19 Configuration - Set up

image: 14_home_dru_work_mrbounce_illustrations_screenshot-setup.png

19.1 Config Files

The master configuration for your GymMaster terminal is done in a number of text documents.
For your convenience the files can be accessed from Configuration->General Configuration->Config Files
Each file controls a different component of GymMaster.
The relevant component must be restarted for changes made to the file to take effect.
Save config files makes the changes permanent, otherwise after running the update batch the changes will be lost.
Revert config files undoes the changes returning the files to the state they were in before they were edited.
Settings done in the config files only effect the PC they are done on. If your installation has multiple PCs running GymMaster be sure to redo the settings on the other PCs as appropriate.

19.2 General Configuration

  1. From Dashboard, under Gym Setup, click on Open General Configuration. This has several sections for completion. When making changes in General Configuration screen, it may require you on completion to go out of GymMaster and re-enter. Click on OK to restart and allow changes to take effect. This is a safeguard as if a change has been made all records need to be updated before any more transactions are made.
  2. There is also access to a Configuration section from the dasboard top menu bar. Use this for changing sample data set up and under its General Configuration untick “Disable Security” to enable setting staff rights under staff details.

19.2.1 Company Details.

  1. After filling in the company data, click on OK. GymMaster needs restarting as above. The cancel button will undo any change you have made if clicked prior to Ok.
  2. The Contract section is for entering key conditions of your contract with members. It is automatically inserted in member contracts which can be printed out for each member from their membership screen.
  1. User Administration. For setting up staff and indicating if they are a personal trainer. To give a staff person access rights to GymMaster use the right hand screen, adding or deleting rights for the highlighted staff person. A description of what the rights give appears in the lower box.
  2. Tick the Disable Security only if you do not want staff to have security levels. Unticking will enable security again.
  3. If your GymMaster has been set up for staff logins, activate through Enable User Logins. You would normally enable logins if running security.
  4. Reset Security is used if you are having problems with user access and it may resolve the problems.

19.2.2 Card Readers.

Cardreader Hardware Setup
  1. Click on Cardreader Hardware Setup and a screen opens to set up readers and locations.
  2. Check with Treshna on installation if there are to be multiple entry or exit points. The correct settings need to be entered in this screen.
Setting up Card Reader
  1. Click on Card Reader Hardware Setup and a screen opens to set up readers and locations. (This is located via Setup → Open General Configuration → Card Readers)
  2. Ensure correct Device is selected (Type of Card Reader) The small black reader is under the heading of ASCII. Otherwise leave on Auto-detect (only top 3).
  3. Ensure COM Port is set to auto-detect.
Problem solving:
  1. To solve: Computer → Control Panel → System → Hardware → Device Manager. If unable to locate you are probably using Windows 7.
  2. For Windows 7 go to http://pcsupport.about.com/od/windows7/f/open-device-manager-windows-7.htm or google Windows 7 and Device Manager.
  3. Select - Ports (COM &LPT) once menu expands should be a device in sub menu take note of COM Port number should appear as (COM #) after the device description. e.g. Prolific USB-to-Serial Comm Port (COM 8)
  4. Return to card reader hardware setup and change COM Port from Auto-detect to now identified COM # in previous example would select COM 8. Click okay, click okay again in GymMaster Configuration
  5. Pop-up should appear informing you that GymMaster Needs Restarting click Close. GymMaster will close and another pop-up should appear “Do the update now and restart GymMaster” click Yes.
  6. To test wave the RFID tag or card over the reader multiple times.
The Doors in Building is used to set up the controlled doors.
  1. You may just have reception or you may have additional doors that are controlled by card readers. You also may have an exit only door.
  2. After entering details of a door click on save.
Time out between swipes.
  1. Time out between swipes is set in hh:mm:ss This means that if a card is swiped more than once within the set time lapse, it will not record another visit or deduct again from a concession card. This avoids accidental concession deductions if it has been set at say 5 minutes. It does mean that if 2 deductions are to be taken from a concession card (2 people using) this may have to be deducted manually from the member's file or the lapse time set for say 15 seconds and staff made aware of this.
Facility access for members. (Pop up warnings etc)
  1. Warn if Owing Exceed is a dollar amount that will generate a Pop up warning on presentation of a card 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 Exceeds $ gives a pop up warning but also rejects the card. You can set this for immediate effect or allow some days of grace.
Open Hours
  1. This will open a screen that enables you to set your standard opening hours for each day of the week. If you have some memberships that are related to Off peak hours, these times can also be set up. Enter any changes in the bottom half of that screen.
  2. Public Holidays enables you to set any holidays that you will be closed.
Grace Days
  1. Grace days for expired memberships means a number of days can be set up before a card is denied for expiry. This is particularly relevant if there is say a weekly AP membership and there is a delay for a day before data is updated from the bank.
Member Visit Happiness.
  1. Indicates member attendance status by 3 stages from a smiling to sad face appearing on member records.
  2. Set the Happiness Time Frame which is the period over which the happiness changes are registered. The default is 1 week.
  3. Happy Visit Threshold lists the number of visits in the chosen Time Frame that are needed to keep the happy status. An increase in visits on past record even if less than threshold will give smiling face.
  4. The Sad Visit Threshold defaults to indicate less than 1 visit in the Time Frame drops status.
  5. Use Rate of Change box to be ticked if you want the indicator face to appear on the member file.
  6. Change Threshold is set as a default of 1 which indicates 1 visit in Time Frame can change status subject to previous rules.
  7. Members change from sade to inactive if they have not visited for 10 times the time scale set up for the happiness indicator.
Membership Cards
  1. Cards Issued opens up a card number list and who holds them. From there by highlighting a number and member can go direct to the member's record, delete, update or reset counter.
  2. Memberships that Issue Cards lists Programme Groups showing if they have been set up to automatically issue cards and if they are historical. Normally set up under Programme Groups configuration but can also be done from here.
Members Check In
  1. Show amount owing if box ticked will mean that the pop up screen on a member checking in will show the amount owing.
  2. Show visitor statistics will
Pop Up Hardware Settings
  1. Enables you to define how the pop up screen on member check in works.
  2. The display time is set in milliseconds so 13000 is 13 seconds. Under Linux this does not work and will use a 4 second by default.
Membership Cards with Barcodes
  1. Generated barcodes prefix allows you to customise the symbols that are written to the cards that you issue. The barcode written to the card will consist of the symbols entered here followed by the barcode number. Changing the value here will not make old barcodes invalid, but will effect the content of newly issued barcodes. The purpose of this is to allow you to have barcodes that are different from those issued by others (like video-ezy, subway, fly-buys etc...) The automatically set print card gives you a control over when GymMaster sets the print card checkbox for a member.

19.2.3 Accounting.

Banking
  1. You can enter your bank account details.
  2. Bank File Directory
  3. Credit Card Issuers is for setting up banks that issue credit cards. This is not required in NZ where all Eftpos transactions go through the one clearing house. Some overseas situations have a number of terminals with transactions handled by different banks.
Tax Settings
  1. The Tax Setting for NZ would be GST at 0.125 for Membership and product. You would leave the Add Tax After unticked if you normally deal in GST inclusive prices.
  2. Product Tax Rates enables you to set up the tax rate for each individual product you are selling through POS. For NZ these would all be 0.125
Configure Payment Methods
  1. Set up types of payment such as Cash, Cheque, Eftpos, Visa etc. This would reflect your requirements for payment type analysis.
  2. There are 3 boxes that can be ticked. Type of credit card would be ticked for payment option MasterCard, Visa etc. Not a Real Payment would be ticked for a payment type of Charge to Member. It does not result in cash in the till. Open Cash Register is for any payment types (most) that would open POS. Discount payment type could have none of the boxes ticked.
  3. It also enables you to set up additional information if using a web booking system. The name could be Cheque in Full Amount. The web instruction as to who to make cheque out to and where to send it. The blurb would be any additional info about the payment to go on web booking sheet. Sort order is order that would appear in the drop boxes. eg 5 to indicate after cash 1, eftpos 2, etc. Percent now due could be 100
Billing Cycle
  1. Billing Cycle is for when you process DD or APs on a set day each week or month. This also allows automatically adding the delay period to the joining fee.
  2. For using Direct Debits set up a warning amount, a default payment charge and a start date . Some of the information is specific to each bank or other collection systems such as Ezypay.

19.2.4 Point of Sale

  1. Manage Products, Product Types and Suppliers shows the data already set up under Set Up > POS > Manage Products from the Dashboard.
  1. If a cash drawer is plugged directly into a computer it is a serial port. If the cash drawer is plugged into the receipt printer it is not a serial port.
  2. Where applicable, the serial drawer port is chosen from the drop box options.
  3. Default minimum stock level is if all products are to have the same re-order level. This is often left blank and minimum levels set for each product under POS > Manage Products.
  4. Font sizes can be chosen eg POS 10 and List 14.
  5. Maximum Member Owing. Any POS transactions being charged to a member who owes above the set amount will be stopped by a warning message.In New Zealand the sales tax name is GST and the rate 0.125
  6. Default cash in till. If your cash float remains constant most of the time set the normal amount as a default for use in till reports. Normally in NZ the “Prices do not include Tax” box will be left blank.
  7. Shift Times enables you to set up the times for various shifts if you wish to report POS transactions by shift.
  8. Touch Screen Full Configuration is the same function as setting up in Dashboard Point of Sale > POS Screen Configuration.
  1. Print Receipt would be ticked if receipts are produced.
  2. Show Company Address would normally be ticked to include this on receipt.
  3. Receipt Type would be choosing the paper size applicable for your receipt printer.
  4. Receipt Footer Tag Line is an optional message to go on your receipt. eg. Thank you for shopping here. Please retain your receipt for proof of purchase.

19.2.5 Display

Member Field
  1. Member Field enables you to customise the standard layout of Member files. The Combo Box option enables drop down boxes to be set up. This section does not require completion.
Measurement Types
  1. Set up the body factors which you wish to measure for your members.
  2. You can choose the order that they appear in measurement charts. eg Weight may be 1.
  3. Show Measurement box. The programme has been set up with a number of possible areas of measurement. If you want to use only some of them you can delete the unwanted measurements. Alternatively, untick the box then highlight measurements wanted and tick box individually for them.
Task Types
  1. Setting up tasks that can be allocated to staff or trigger other communication or action. These can then appear on the ToDo list each day.
  2. By highlighting a task you can edit it by clicking on the Edit Task Type button.
  3. Tasks can be added or deleted.
  4. You can highlight a task and then complete the relevant action sections on the right hand side which will update the task action boxes.
Expiry Reasons
  1. Set up reasons you want for expiring of a membership such as cancelled, expired, medical, bad debt.
  2. When a membership is expired the chosen reason will appear against the membership record.
Member Visit Happiness.
  1. Indicates member attendance status by 3 stages from a smiling to sad face appearing on member records.
  2. Set the Happiness Time Frame which is the period over which the happiness changes are registered. The default is 1 week.
  3. Happy Visit Threshold lists the number of visits in the chosen Time Frame that are needed to keep the happy status. An increase in visits on past record even if less than threshold will give smiling face.
  4. The Sad Visit Threshold defaults to indicate less than 1 visit in the Time Frame drops status.
  5. Use Rate of Change box to be ticked if you want the indicator face to appear on the member file.
  6. Change Threshold is set as a default of 1 which indicates 1 visit in Time Frame can change status subject to previous rules.
Donations
  1. GymMaster can record donations from members or be used as a donations data base. If you want this facility activated, tick box.
  2. You can set up particular fundraising projects or donation categories here if you have activated the donations facility.
Currency Symbol
  1. Currency would in NZ require a $ symbol.
Promotion Configuration
  1. Set up promotions you want recorded for new member enquiry analysis. eg website, radio, newspaper, special one off promotions.
Environment Settings
  1. Name order defines whether it is Christian or surname that gets listed first in files.
  2. Set gender default to reflect whether majority of members are male or female
  3. Default city avoids you having to enter each time your home city.
  4. MS Word Executable, this is for mail merge. Where you can select the winword.exe file that you use. This will vary between versions of MS Office 2003 and 2007.
  5. Members photo directory specifies the directory that you are storing photos in.
  6. Maximum Repeat Duration is for future bookings. Sets how far in the future bookings can be displayed. They can be set for longer periods but will only be displayed for the period you have set here.
  7. Default Suspend % Rate is where a percentage of a fee continues during a suspension. Use 0 if there is no automatic charge during suspension.
  8. Retention Management BCC. Specify an email address to be used as a Blind Carbon Copy for retention management emails.
Membership Completion
  1. Tick box if a payment is essential before membership accepted.
  2. Tick box if bank account details must be entered for a Direct Debit membership before it is accepted.
Booking Completion
  1. Tick box if a booking is to not be accepted without a booking type selection.

19.2.6 Communication

  1. Email Sender is the name that emails will go out under. eg thelma@gymsample.com. Make sure you change this from noreply@example.com.
  2. In Host Name place the name of your ISPs SMTP server (or a local SMTP smarthost if you have one),
  3. In port number put the TCP port to communicate with the server on (normally 25, 465 for Xtra)
  4. For Protocol select the the options needed “Plain SMTP “ will work for most people. Xtra customers have to use host:send.xtra.co.nz port:465 and SSL and know their Xtra username and password. )
  5. If your provider requires you to use a username and password to send email enter them in the spaces provided.
  6. GymMaster Passwords is the user name and password under the GymMaster licence to enable connection with Treshna servers for regular updates.
SMS Settings
  1. Set up the number as per the example.
  2. Validate the number.
Retention Management Communications
  1. Tick to allow communication to go automatically without first requiring a prompt for approval.

19.3 Programme Groups and Programmes

19.3.1 Programme Groups

  1. Access through the Dashboard, Setup > Programmes > Programme Groups.
  2. Lists existing Groups.
  3. If wishing to change a Group name or details, highlight the Group and type the new name or details in. Save by clicking the Save icon. All changes require exiting from GymMaster and coming back in to enable the system to update the records.
  4. To add a new Group use the add icon.
  5. The abbreviated name is optional but is convenient in some screen reports where a shortened version is easier to display.
  6. Issue cards by default box is used for card systems and should be ticked if you use our barcode or proximity cards system.
  7. Historic group (Closed Programme Groups) box ticked if group no longer used but records to be kept. This will hide the records (shows as Hidden under the Visibility column) which can be recovered and seen by unticking the historic box.
  8. To delete a Group use the delete icon but probable best solution is using the historic function.

19.3.2 Add / Edit Programmes

image: 15_home_dru_work_mrbounce_illustrations_screenshot-pg-edit.png
  1. In the Dashboard, go to Setup > Programmes > Add / Edit Programmes. This will open the screen to all current programmes. Clicking on the Funnel icon will show Discontinued Programmes (historic) that are now closed. If a programme has just been added to Discontinued Programmes it may take several seconds to complete the re- sort. Clicking the Funnel again will return to current programme listing.
  2. To edit an existing programme, highlight it then click on Edit Programme. This opens up the setup pages. The sections include General, Other Properties, Door Access and Web Properties. If the price is changed on a Renewal, Fixed or Concession programme, this will be changed immediately for new memberships and on renewal for others. For open ended programmes a price change requires a new programme to be set up. For the increase to apply to existing members, you have to go through each member manually, expire their old membership and enter the new one with the changed price. Eventually the old membership may be made historical in Programme Set up.
  3. Programmes can be sorted by name, code, group or date by clicking to the right of the relevant heading to the table.
  4. The trash can icon will allow you to discontinue a programme. Highlight the programme then click on the icon. It will transfer the programme to the discontinued listing.
  5. You can click on Add or Edit for new or changed programmes.
image: 16_home_dru_work_mrbounce_illustrations_screenshot-pg-prop1.png

19.3.3 General Properties

Basic Programme Information
  1. Start with the General section of the details.
  2. Complete the relevant detail for a new programme then click on save or refresh.
  3. The Programme Name needs to be short, descriptive, clear and easily searched. Some other screens have limited space for the description hence the need to be brief but descriptive.
  4. Programme Group is chosen from drop box.
  5. Price is for entering the price for a programme. The price for a weekly/monthly Automatic Payment based programme is the weekly/monthly amount. The correct period may not show until you have saved the Payments & Restrictions section for that programme.
Programme Termination
  1. Programme Basis is chosen from drop box.
  2. Period Length of Membership is used when a programme is for a fixed length but open starting date. eg. 3 month membership. The number will depend on whether Daily or Monthly has been chosen as length type in the next box. A contract for 1 year which involves weekly APs will have 12 months as the length. The weekly payment aspect will be entered in the Payments & Restrictions section. For Open Ended and Concession memberships the length will be left at 0.
  3. Start Date is optional for entry. For an ongoing programme this will be the date the programme started running from.
  4. End Date is required if there is a specific end date for that programme. ie you will cease running it.
  5. Concession Limit is the number of concession visits allowed for a membership. eg 10 concession aerobics card. Leave blank for other membership types.
Payment by Installments
  1. How Members Pay requires a choice from the drop box options. If Paid on Signup is chosen, the When and Delay boxes do not require completion.
  2. When Members Pay defines the frequency of when a payment is required for the membership. The options are weekly, fortnightly 4 weekly, monthly or yearly. Other alternatives can be set up if required. This line is not completed if Paid on Signup has been chosen under How Members Pay.
  3. Delay Before First Payment. For longer term memberships the choice would be Not Applicable, Paid on Signup. For APs and DDs or other regular payments there may be a delay between when a person joins and when the first payment is expected to be received. The first 2 weeks membership may be added to the join up fee and the AP begin being collected 2 weeks after that date. The Member's Account would begin being charged from that time. Choose the applicable period from the drop box. An option is to manually calculate on sign up.
  4. Grace Days For Expiries is the number of days after a member's membership has expired before it will reject. eg you may want to allow 2 days for AP or Direct Debit to be entered.
  5. Follow up Programme. If on the completion of one programme type, the member moves to a programme with different details, this function can be used to automatically open the new membership. You choose the programme to move to from the drop box. It will not work if the Charge Past Expiry function has been ticked in the original programme.
  6. Signup Fee is where an initial charge is made for a member to first join up for that programme. It will then charge this to the member when they are first entered for this membership. You can alternatively leave this box empty and set up a separate joining fee programme membership. This is required for Renewal Based programmes where payment is made up front to avoid it being charged on each renewal.

19.3.4 Other Properties

Programme Conditions
  1. A note relating to a special condition for the programme can be entered. When adding this programme membership to a member the note will appear on the screen and will be added to the membership contract as a special condition. eg a concession membership may be restricted to the member only use, not multiple people.
  2. Discontinue Programme should be ticked if programme no longer being run. It will hide it when viewing current programmes but will be accessible from historic files. You can delete a programme from the main programme listing but this will remove historical records.
Addon Programmes
  1. First make certain that the addon programme has been set up as a programme.
  2. Click on plus programme. This will open a small screen for completing
  3. Complete the screen, starting with choosing the addon programme. You may decide to tick the complimentary box even though there is normally a charge for it. Click ok. This will immediately take effect for any of the host programmes joins or renewals from that date until addon terminated.
  4. If you wish the add on to apply to earlier members of the host programme you use Tools to do the update. Under Dashboard > GymMaster > Tools > Update Addon Memberships is the action for applying the add on programme to existing members of the host programme.
Advanced Pricing
  1. Automatically Paid. If ticked it will automatically add a payment when somebody signs up a membership to that programme. If full payment is not made this function can be manually over-ruled in the Member's Account. The purpose of this function is when you have programmes where you are not responsible for the financial side. Most operations will leave this box blank and will manually enter payments.
  2. Automatic Renew on Expiry. You would not tick this box for Open Ended programmes. It may be ticked for a Fixed Period if you have decided that you want the membership to be automatically renewed and charged. eg. at the end of a 3 month fixed period membership where it is hoped the membership will be rolled over by the member. If the payment does not come through the money owing warning will come up on the member's screen. For longer term memberships it is possible that you will not tick this box but will manually renew the membership when due.
  3. Add on Fees is for use if this is an addon programme and this has been chosen in General under Programme Basis. Clicking on it will open up a new screen where the basis of the add on fee charge is set up.
Restrictions on Membership
  1. Enrolment Limit sets the maximum number to be accepted for the programme. When no limit leave at 0.
  2. Waiting List Limit sets the maximum number accepted on a wait list where number in programme is limited.
  3. Minimum Age for entering when applicable. Leave as 0 if not applicable. Maximum Age for entering where applicable.

19.3.5 Door Access

  1. Add or remove a door, reception or gate that a membership gives access to. Tick box if it is limited to Off Peak Hours or gives 24 hour access. Ticking these boxes will apply to all members of the programme. If selected members are to be granted 24 hour access a special membership should be set up for this.
  2. Times can set for offpeak if this box has been selected. Times need to be in the following format 14:00 using the colon to separate minutes.

19.3.6 Web Information

  1. Abbreviated code is optional. It is up to 9 characters to differentiate programmes with same name but different dates.
  2. Ref is a system allocated number for that programme.
  3. Sub Grouping helps with searching on the web if you have web integration.
  4. Season/Term is for where programmes are run each season. These can be set up under configuration. Can choose Not Seasonal.
  5. Information Blurb(Optional Function).
  6. Web Displayed Notes is used if you want a brief note for displaying on web.
  7. Description is for web using inter-related web bookings.
  8. Location where the programmes are run from different locations.
  9. Sort Order Number sets priority listing on web.
  10. Director name for programme if needed.
  11. Administrator's Email Address that web messages and registrations will come to. e.g. you@yourdomain.com
  12. Accept Web Bookings. Tick if programme available for web bookings.
  13. Hold Web Bookings. Tick if web bookings are to be stopped.
  14. Web payment methods ............

19.3.7 Other Set- ups

  1. Add, Save, Edit, Delete and Show Discontinued Programmes icons for Programmes.

19.4 Booking Set Up

19.4.1 Classes Setup

  1. You can set up the classes you run. There is add, edit and delete functions.
  2. Can define name of class, description, max to be enrolled and a maximum number to be placed on any wait list.

19.4.2 Resources Setup

  1. Resource names may be sauna, a personal trainer or a piece of equipment.
  2. If you had three squash courts, there would be Court 1, Court 2 and Court 3 as different resources but the same Resource Type.
  3. Resource types is set up in the next section and chosen from the drop box to group resource names.
  4. Sort order defines the order resource names will appear in the booking form. The most commonly used would normally be 1.

19.4.3 Resource Types

  1. They are the options that will have a screen under the booking form. If you had squash courts or other physical areas for activity bookings that would be a resource type, as would be personal trainers if you book them out.
  2. The various personal trainers named in the Resources setup could all be in the Resource Type Personal Trainers.
  3. Allows you to choose from the drop box the time slots that you want for a resource type. A squash court may be 30 minutes.

19.4.4 Booking Status Types

  1. Under Personal Trainer you may have booking types such as First Assessment, Measurements, Re- Assessments etc.
  2. A background colour can be chosen for each booking type. Highlight the status you want to choose colour for then click on Background Colour. Then in colour spectrum click on stylus and use it to choose your colour from the circle. Then Ok and the chosen colour will show. The booking, when made in the Booking Form, will show in the relevant colour allowing quick visual identification of the nature of the booking.

19.5 Point of Sale Set Up

Features include

19.5.1 Product Types

  1. To enter a new product type, click on add icon, enter name of product type and the tax rate if applicable (In NZ 0.125 for gst). Save.
  2. To delete a Product Type, highlight the name and click on trash can icon.

19.5.2 Manage Products

image: 18_home_dru_work_mrbounce_illustrations_screenshot-mng-products.png
  1. First set up Product Types.
  2. In the Dashboard go to Set Up > Point of Sale > Manage Products.
  3. To add a product see that you are in details in the bottom section, click the add button located at the top of the window, and fill in the boxes in the lower part of that screen. A code is not required for setting up products and can be just a letter like W for water.Products such as Sunbed Use or Equipment Hire would not have the Track Stock ticked.
  4. It is helpful to enter a minimum stock level as this registers this product for the Minimal Stock Level report.
  5. Suppliers are set up through the Dashboard > Set Up > POS > Suppliers.
  6. Purchase packages is an optional field for where you can get a bulk or related purchase quickly entered. An example could be purchasing a carton of drinks. You would set up the product Carton of .... as a new product and save. Then go to Purchase Package. The new product should be showing. On Right Hand side highlight the product that is being purchased in bulk. Click Add button. Enter quantity that comes in the carton in the Adds...Units. When a purchase is made of a carton it will automatically add the carton quantity to the drink stocks. The Sales Package acts in a similar way. It may also be used where the sale or purchase of an item is paired with another. eg ice cream with cones.
  7. Sales Packages ................
  8. Packaged by ..................
  9. After clicking the Save button some changes will not be visible till the next time you open either the POS screen or the Manage products screen.
  10. To delete a product, select the item and click the delete button located at the top of the window. Confirmation of the delete is required.
  11. To edit a product, select the item you want to edit and change the boxes below.

19.5.3 POS Screen Configuration

image: 19_home_dru_work_mrbounce_illustrations_screenshot-pos-config.png
  1. Under Dashboard POS > POS Screen Configuration.
  2. The screen will have a default set up with such buttons as Sale, Discount, Delete Item.
  3. Click on Auto Generate and it will set up all your product types with products set up behind them.
  4. If you want to add an additional product type or product, first set them up under the Manage Products etc configuration. You can go to Configure Point of Sale Touch Screen, Delete All, then do Auto Configure but minor changes are best done individually.
  5. To set up a new Product Type in touch screen config, click on target square, Add Item, then choose Product Type from right hand drop box.
  6. If you wish to set up a popular product on the screen rather than having it hidden in its Product Type or have a small enough range to not want to hide under Types, follow the following. Click on target square, Add Item, choose Product Type and then Product from drop boxes.
  7. You can view Products under a Product Type by highlighting the Type square then Enter List. If a new Product has been added under Manage Products, it can now be added by clicking on target square, Add Item, choose Product Type and then Product from drop boxes.
  8. To return to the Types display, click on Back to Top.
  9. To add memberships from your programmes to the screen and if you want them in a group like Product Types, click on the target square, change from Products to Memberships on the right hand side of the screen, Add Item, type in Name (eg Gym Memberships) and the square will now be labelled. To add Programmes to the group, Enter List, click on target square, Add Item, choose Programme from drop box. To return to the types screen, Back to Top. This will now enable membership joining or renewal direct through POS.
  10. To delete details in a square, click on the target square then Delete Item.
  11. To change colour of boxes, click on target box then on colour. Click on eyedropper and choose colour from circle then click ok. This can be done both within Product Types and in the Products display.
  12. Use arrows to shift boxes. Group them in a logical position.

19.5.4 Supplier Setup

  1. Add, edit or delete suppliers of goods sold through POS. Optional.

19.6 Miscellaneous

19.6.1 Staff Setup

  1. Input staff names which can then be available for other screens such as follow up for prospect sales enquiries
  2. Can highlight staff person and tick to identify as a personal trainer.
  3. It will enable data access security control levels. Still being developed.

19.6.2 Task Types

  1. You can add or delete tasks. To add you need to complete the details.
  2. Action boxes can be ticked or unticked by highlighing the task and then making the change on the right hand action settings screen. Actions include phone, email, text, pop up meesage, and stop at gate.
  3. To change a task, choose the edit function.

19.6.3 Involvement Types.

19.6.4 Erase Sample Data Members.

19.7 Correspondence - Setup

19.7.1 Email Template Setup

  1. The tool bar has icons for adding a new message, editing, cancelling and arrows for viewing the saved messages.
  2. Title is a descriptive heading for you to identify messages.
  3. Email from is your email address.
  4. Subject of the email.
  5. Respondent filter. Choose from drop box. Additional categories can be set up for you by Treshna
  6. Configure recipients sets the parameters limiting who the email is to be sent to.
  7. In the large text area enter the text of the email. Use the Insert Field function for inserting details such as first name in the appropriate place in the text.
  8. Add attachments if any and click on OK.

19.7.2 Mail-Merge Template Setup

  1. The tool bar provides for adding and deleting and the arrows enable you to move between messages.
  2. Template document is the file the message is in.
  3. Edit will take you to the document for you to edit.
  4. Filter can be chosen from the drop box.
  5. Ok

19.7.3 SMS Template Setup

  1. Give a title to the message.
  2. Enter the text and use the Insert function for inserting data into the text.

19.8 Sales Enquiry

19.8.1 Contact Types

  1. Sets up the various types of contact made. eg email, phone, web enquiry.

19.8.2 Enquiry Status

  1. Set up for description of current status of enquiries. eg Initial contact, Waiting for Staff Followup.
  2. Tick the Final box if the status completes the enquiry. eg Sale Made or Sale Lost.
  3. Tick the New Member box if a new member file is to be created as a result of the enquiry. eg Sale Made

19.8.3 Promotion Setup

  1. Promotions enables you to set up the reason stimulating an enquiry. eg. Website, Radio, Summer Promotion, The Press July.

19.9 System

  1. Update on restart. If you click on this it will upgrade your GymMaster version to incorporate changes made to the software. This will then happen next time you restart GymMaster.
  2. Auto upgrade enables you to choose an automatic upgrade time cycle.

19.10 Member Data

Membership Cards

GymMaster supports two main types of member cards, smart cards, and barcode cards. Cards may be used for access-logging, access control, and to identify members in the point-of-sale system.

20.1 Gym Entry Notification (Popup)

  1. The popup programme is a separate application, when you install gymmaster an icon for this is created on your desktop. Whenever you turn on your computer you should start up GymMaster popup. A little icon for this will appear in the system tray.............
  2. If you use the smart cards, presenting the card should bring up the members details straight away.
  3. If you are using a keyboard wedge barcode reader, you need to be in the members or entry visitor log windows in GymMaster before it will work. This is because when you present a barcode, it types in automatically the barcode number and this only works from within GymMaster.
  4. If you get garbage on the screen when people present their cards then you can fix this by editing your popup configuration file from the “General Configuration” then “Edit Config Files”, followed by “popup”. Change the option “transenabled=true” to “transenabled=false” and “fadingenabled=true” to “fadingenabled=false”.
  5. If you play music for the gym though the computer that is running popup, you can disable the sound effects on entry by changing the option “soundenabled=true” to “soundenabled=false”. You also need to do this if you do not have a sound card installed in your computer.

20.2 Smart cards

  1. For access control the Proximity Card Reader has a capability to operate an electric latch on a turnstile, gate, or door,
  2. The Proximity Card Reader also has small LCD display that can display short messages to the cardholder
  3. Proximity smart card reader software is started by the “card sentry” programme, the icon for this should be on your desktop. You will need to plug your reader into the serial port of your computer.

20.2.1 Issuing cards

  1. Present the card to the reader and it will be issued a serial-number by GymMaster. This will often be a number that is different to that on the card. Clicking the get-card button on the member screen will then associate the card most recently seen by the reader with the displayed member. 3.3.2

20.3 Barcode cards

20.3.1 Issuing barcode cards

  1. Barcode cards must be issued to a member before GymMaster is able to associate the barcode with the member, there are two different procedures depending on whether you are wanting to use pre-printed barcodes or to print your own.

20.3.2 Preprinted cards

  1. For pre-printed cards present the card to the reader and it will be issued a serial-number by GymMaster this will often be a number that is different to that on the card. clicking the get-card button on the member screen will then associate that card with the displayed member.

20.3.3 Printing your own barcodes

  1. To print your own barcodes, select “Create New Card For Member” from the member menu, and click “OK” in the popup the new unprinted card will be associated with the member.
  2. Barcodes may then be printed using the Mailmerge feature of the Correspondence menu, Select “Membership Card Barcodes” and click the “Mail-Merge” button. Print from MS Word.
  3. There is no requirement to print the barcodes one at a time, many can be printed at the same time.
  4. If you do no see barcodes in the mailmerge see 21.5 and install the barcode fonts.

21 Barcode Reader

  1. Keyboard wedge reader for manual operation.
  2. Keyboard wedge reader with automatic operation.
  3. Serial reader for remote or unattended operation.

21.1 Keyboard wedge Barcode Readers

21.2 Manual Keyboard Wedge Barcode Reader

  1. The Manual Barcode reader requires the operator to open the “Checkin members by barcode“ window (Found in the member menu)
  2. Most keyboard wedge type readers come factory configured to press enter after typing the barcode and so will work automatically with this form.
  3. While this form is being used gymmaster is not available for other tasks (you risk having barcodes pop up in whatever you are editing)

21.3 Automatic Keyboard Wedge Barcode readers

Note: Where the barcode reader cable is fitted with a (PS/2) socket to accept a keybpard plug and a keyboard plug the keyboard must be plugged into the socket for proper operation of the barcode reader. Most USB keyboards come with an adaptor to enable them to be used in a PS/2 socket.

21.3.1 Manhattan barcode reader

This keyboard wedge barcode reader can be configured as an automatic barcode reader by scanning the following table of barcodes in sequence.
The code labeled “Continuous Read” causes the reader not to need the trigger button pressed, if you do not want that feature do not scan that code.
=wlc39 scaled 1800

21.3.2 Zebex 3000 / 3110 barcode reader

This keyboard emulating barcode reader can be configured as an automatic barcode reader by scanning the following table of barcodes down each column in order.
The code labeled “Continuous Read” causes the reader not to need the trigger button pressed, if you do not want that feature do not scan that code.
Note: The code labeled “Continuous Read” causes the reader to stay on after the trigger button is pressed until trigger button pressed again, if you do not want that feature do not scan that code.

21.3.3 Other Readers

If you do not have a reader that's compatible with those codes, the following information if used in conjunction with the documentation for your existing reader may enable you to configure it for use with Gymmaster.
For more scan codes for other models of readers, consult the barcode manual that comes with GymMaster. Also check with your barcode manual supplied.
Any reader that can be configured to provide those features should work with gymmaster.
This table lists the characters used to signify the barcode type.

21.4 Serial Barcode Reader

21.5 Writing Barcodes

If you wish to produce your own barcodes (eg for member cards) you will need to install barcode fonts. Gymmaster comes with two free barcode fonts which must be installed before the member barcodes mailmerge will produce barcodes.
Recent versions of the Gymmaster (full version) Installer install the fonts automatically. If your documents (eg: ”Member Barcodes” mailmerge) come out with text instead of barcodes, the barcode fonts free3of9.ttf and fre3of9x.ttf are provided in the c:\gymmaster\templates directory. To install them follow these steps.
  1. Click on Start, Select settings and click on Control Panel.
  2. Double click fonts or Type “fonts” in the address bar.
  3. In the File menu select “Install-new font..
  4. Select the folder where the Code 39 barcode font is. (C:\GymMaster\templates)
  5. The Code 39 barcode font will appear and look like this: “Free 3 of 9 Regular (true type)” - select this font and Click on OK.
  6. You may also install the other font(s)..
  7. If the font does not work immediately, save any other work you have open then Click Start and choose to shut down and restart the computer.
  8. The font should be available when the computer is restarted.

Installation

22.1 Software and Hardware Requirements

If you are unsure on installing software onto your computer system or networks please consult with your computer technician/administrator. GymMaster is a network based system and requires administrative access in order for it to be installed. You will also need a fast internet connection.

22.1.1 Hardware requirements

A computer with at least 512MB of RAM is recommended which is at least 2.5GHz or faster. Any computer purchased in the last 5 years should meet these requirements. For large scale network environment where you have 4 or more people accessing GymMaster we recommend you have a separate database server.
Ideal requirements are :
i3 CPU
2GB Ram
250 GB Hard Drive
UPS Surge Protection

22.1.2 Operating systems requirements

22.1.3 Graphics card and screen resolution

22.1.4 Networking

There is more information on the PostgreSQL website http://www.postgresql.org http://www.postgresql.org for firewall and installation issues for PostgreSQL.

22.1.5 Firewalls

22.2 Installing GymMaster Lite

  1. The CD-ROM is configured to automatically start the installer. If it does not start automatically, open the CD-ROM drive (found in “my computer”) and double-click the installer (which will be called GymMaster_Lite_Installer.x.x.x.exe where x.x.x is a version number).
  2. The default settings of the installer should work with most stand-alone installs.
  3. The install will populate the database with a few hundred fictional clients to make testing easier. These can be removed by selecting “setup” in dashboard and clicking “Erase Sample Data”.
Step by step:
  1. Click next to leave the welcome page
  2. The default is to install all the components and the sample data
  3. Click next and select a suitable date format, preferably “EURO”.
  4. Click install and the install will proceed automatically.
  5. At the end of the install you are asked to reboot your computer unless you are continuing on to install the full version.

22.3 Installing GymMaster Full

The full version of GymMaster (Standard, Professional, or Premium) is designed to be installed “over” a lite install.
You will need:
When you are ready to proceed with the installation:
  1. Close down all programs and reboot your computer.
  2. Log in as “administrator” if you dont have administrative rights already. Insert the CD.
  3. If it does not automatically start, open the CD-ROM drive in “My Computer” and run the GymMaster_setup program.
  4. Click the “Next” button
  5. See that all components are ticked, click next again
  6. Enter the username and password you are issued with. Click “Install”.
  7. The MiKTeX installer will open.
  8. Miktex is free software. You must accept the licence conditions and click “Next”.
  9. Install the complete version: leave "Complete MiKTeX marked" and click "Next".
  10. Install for Anyone: leave "Anyone who uses this computer" marked and click "Next"
  11. Install MiKTeX to "C:\Program Files\MiKTeX 2.6": leave the settings as presented and click "Next"
  12. Preferred paper set to "A4" (unless you would prefer “letter”)
  13. Important: Change option for “install missing packages on-the-fly” to "Yes".
  14. Click “Next”.
  15. Check the summary screen reads like this:
  16. Click the "Start" button: the MiKTeX install process may take up to one hour.
  17. A page will come up 'The main task is being executed' which has a next and cancel button. Click on “next.”
  18. The completion page will be shown, click “Close”.
  19. The Silicon Laboratories installer for USB to UART will open, click “Install”.
  20. The GymMaster install will now open a “dos window” and download the latest version of a number of GymMaster components.
  21. If asked click any key to continue, you first need to have clicked the cursor on the scrolling Windows screen.
  22. Wait for it to load, it may take a few minutes. Once open, click “Next “ until the page “Ready to install the Program” opens.
  23. Click "Install" .
  24. Wait for the install to complete,
  25. Click "Finish".
  26. Acrobat Reader may open with the licence agreement you must click "Accept".
  27. Click “Finish”.
  28. If you intend to use barcodes now is a good time to install the barcode fonts.21.5
  29. Your GymMaster Installation is complete. You will need to reboot your computer if prompted. Note the first time you start GymMaster, it may load a series of “dos windows”. This is normal and the program will run shortly after.

22.4 GymMaster Regular Updates

New versions of GymMaster are released regularly, normally once a week. These updates often include new features for the software, improvements to useablity and fixes to any bugs that have been raised by users. Often these releases includes feature requests made by other users that could benefit you.

22.5 Troubleshooting

22.5.1 Updates are failing.

Some virus checkers and firewall software block requests to download updates. GymMaster uses wget.exe
to download updates from our website. You may need to disable anti-virus and firewall software while you install GymMaster and doing updates.

22.5.2 GymMaster won't run or comes up with invalid file.

Sometimes if you are doing an update and if it get intrupted, GymMaster maybe left in a half working state.
To resolve this run this command
Where username and password were hte username and password issued by treshna Enterprises. Contact us if you don't know these.

22.5.3 Manually removing GymMaster.

When gymmaster is installed it creates a postgres account, and the postgres directory. This can be removed by running the gymmaster un-installer. If you delete the un-installer programme by accident, you can manually uninstall gymmaster by going to add/remove programmes and removing postgresql. You can then delete the postgres user by right clicking on my computer and going to manage my computer, then users. And delete the postgres user.
GymMaster Postgres Username/Password
The postgres us

22.5.4 GymMaster interprets some dates incorrectly.

An example of this error would be if the system was set to US format, but the database was set to NZ format. The date 2007/10/01, 10th of January 2007 in US format, would be interpreted by the database as the 1st of October 2007.
To check the formats, see the following
  1. Windows Check the time zone settings for your clock. If you have issues installing or configuring gymmaster, check you are in the correct time zone. If it still doesn't work, you may need to add your time zone for configuration. Please contact us if you need this.
  2. Linux Check the values by opening a terminal and typing the command “locale”. The LANG and LC_TIME variables control the system date. If LC_TIME is set, then this is the locale. If not, then LANG is the locale.
    Set these variables by modifying /etc/default/locale file. Appropriate entries (for New Zealand) would look like “LANG=en_NZ”.
  3. Postgresql Enter instructions here

22.6 Setting Up Cash Drawer and Receipt Printer

22.6.1 Hardware Set Up

  1. Plug receipt printer power cable into power socket and turn on printer.
  2. Plug one end of the USB cable into the back of the printer.
  3. Plug cash drawer into the back of the printer.
  4. Plug other end of USB cable into back of computer.
  5. Found new hardware wizard dialogue should appear on screen.
  6. Printer power light should be solid green.

22.6.2 Install for ESC/POS Printers

  1. Make sure drivers for your ESC/POS compatible printer have been installed.
  2. Plug cash drawer into the back of the printer if applicable.
  3. If using a Star Micronics Printer:
    1. Goto Start Menu -> Programs -> StarMicronics->Configuration Utility.
    2. Make sure ``ESC/POS Mode'' is selected and press ``Ok''.
    3. On left hand side click on ``Print Job Routing''.
    4. Make sure the check box ``Enable ESC/POS Routing'' is ticked.
    5. Click ``Apply Changes''.
    6. Click ``Close''.
  4. Run the GymMaster Launcher from the Desktop or Start Menu.
  5. When the triangular GymMaster Launcher icon appears in the System Tray, (next to the clock on the task bar) click on it and select ``Launcher Settings''.
  6. Tick the check box ``Enable Esc/Pos receipt printing''.
  7. Select the appropriate printer from the dropdown list below.
  8. If the printer is powered on and contains paper click ``Test Print''.
  9. The printer should print out a short test message and then cut the paper.
  10. If the paper does not cut then ESC/POS has not been correctly configured on the printer and further help is required.
  11. If the cash draw is plugged in through the printer then click ``Test Drawer''.
  12. The cash draw should now open indicating a successful set up.

Tools

In the Dashboard, under GymMaster on the top menu bar there is a section headed Tools. This covers various administrative functions including backups.

23.1 Export Data to Spreadsheet

This will export all the member data to a spreadsheet which you can then sort, delete part of, import into other programmes etc.
  1. Go to GymMaster of top menu bar then under Tools choose Export Data to Spreadsheet.
  2. Identify a file you wish to save to, enter in the name box and give it a .csv suffix.
  3. Save

23.2 Run Night Run / Process Expiring Membership

23.3 Backup and restore databases

  1. From within the dashboard, GymMaster > Tools choose 'Backup database to file'. It will prompt you for a filename. You can save backup files to a removable flash drive or to your local computer. Select the location to save and name the file. For security reasons you cannot save this file to a folder on your desktop or My documents. We suggest removeable storage or saving to a custom folder. Files should end in .sql. An example filename could be backup.sql.
  2. To restore the database select 'Restore database file' from Tools. Then choose the database file you wish to restore.
  3. Its a good idea to do regular backups in case of computer failure, theft or fire.
  4. Remember to keep your backups in a secure place. They contain sensitive information about your business and your clients.

23.4 Update Addon Membership

  1. Where an addon is done for an existing programme under Setup > Programmes > Properties, it automatically takes effect from that date.
  2. If you wish to addon with existing members of the home programme, use this tools function to update existing members.

Treshna Enterprises Support

Website: http://www.treshna.com
Support emails : support@gymmaster.co.nz
Sales emails : sales@treshna.com
Telephone and fax: +64 3 9749169
Local Toll Free support: 0800 894149
Postal and physical address:
Treshna Enterprises Ltd
P O Box 13522
Armagh, Christchurch, 8141.
267 Madras St
Christchurch 8011
New Zealand

Date Updated

  1. Binary Version : 4.2.4
  2. Schema Version : 291
Updated
30 November 2011