The Club Membership System

Version 4

 

 

 

 

 

An East Coast Software Product


Software License and Warranty

 

The software, which accompanies this license, is the property of East Coast Software and is protected by copyright law.

 

You may:

(1) use one copy of the software on a single computer;

(2) make one copy of the software for archival purposes or copy the software  onto the hard disk of your computer and retain the original for archival purposes;

(3) transfer the software on a permanent basis to another person, provided that you retain no copies of the software and the transferee agrees to the terms of this license.

 

You may not:

(1) copy the documentation which accompanies the software;

(2) sublicense, rent or lease any portion of the software;

(3) reverse engineer, decompile, disassemble , modify, or make any attempt to discover the source code of the software.

 

Limited Warranty:

East Coast Software warrants that the media on which the software is distributed will be free from defects for a period of thirty days from the date of delivery of the software to you. Your sole remedy in the event of a breech of this warranty will be that East Coast Software will, at its option, replace any defective media returned to East Coast Software within the warranty period or refund the money you paid for the software. East Coast Software does not warrant that the software will meet your requirements or that operation of the software will be uninterrupted or that the software will be error-free.

 

Disclaimer of damages:

East Coast Software will not be liable for any consequential losses, including lost profits or lost data arising out of the use or inability to use the software. In no case will East Coast Software’s liability exceed the purchase price of the software.


Contents

 

What the system does- 1

System requirements- 1

Installing-- 2

Uninstalling-- 2

Getting started- 3

Using the system-- 6

The help system-- 6

Entering members details- 7

Membership grades- 10

Membership periods- 11

Membership fees- 13

Club Offices- 15

Club Lockers- 16

Membership renewals- 17

Individual 17

Standard Renewals- 20

Summary- 21

Attendances- 22

Renewal reminders- 26

Address labels- 27

Membership Cards- 28

Membership fees paid- 30

Tools- 31

The reminder 31

Permanent diary- 33

Set Colour Theme- 34

Set Report Font 34

Set Toolbar 35

Access Card List 36

Calendar 37

Date Formats- 38

Postcode Areas- 39

Room Bookings- 40

View bookings by Date- 40

View Bookings by Client 43

Non-member Clients- 45

Rooms- 47

Payment Summary- 48

Booking Summary- 49

Backup- 50

Restore- 52

Reindex Data- 53

Import Member Records- 54

Select Logo-- 55

Club Address- 56

VAT Details- 57

Exit- 58


Thank you for buying The Club Membership System from East Coast Software.

What the system does

Keep records of all your members' names, addresses and contact details.

Keep a record of the utilisation of club lockers.

Produce printouts of individual member details or selected summary details of members.

Produce address labels and membership cards for selected or all members.

Transfers selected information to HTM, Excel files and text (TXT) files for emailing or use with other software.

Keep records of all your members' attendances.

View attendance details of individual members or attendance of all members for a particular day.

Keep records of memberships, membership periods and fees.

Totalise subscriptions paid over any period.

Produce membership reminders and receipts for members automatically.

Keep diary reminders for renewals and club events.

Keep records of rooms booked by current members and non-member clients. Raise itemised invoices for each booking and keep a record of payments made on each invoice.

System requirements

The minimum hardware required is a Pentium with Windows95 or later, 32MB RAM, 20MB disc space and a compatible printer.

Installing

Insert the CD in your drive and wait several seconds. It should start up and install itself. If it fails to do this, click on Start then Run and type D: SETUP in the box provided (assuming your CD drive letter is D, if not, substitute the drive letter). Click OK.

As the installation starts up, you will be shown a form where you can choose where to install the system. If you have only one hard disk (C:) then just accept the defaults. If you have partitioned your hard disk or have more than one hard disk, you may want to install it on a disk other than ‘C:\’. This is the place to choose. It is recommended that you leave the directory or folder (the bit after C:\) at the default (PROGRAM FILES \ EAST COAST SOFTWARE \ CMS4). If you decide to install anywhere other than the ‘C:’ drive you may want to remove the ‘PROGRAM FILES \ ’ reference. The software is installed in this folder. The club records are stored in the ‘ProgramData’ folder and this cannot be altered.

Uninstalling

This software can be removed from your computer using the standard windows ‘Add/Remove Software’ feature or by using the icon provided. To do this select ‘Start’, ‘Settings’ and ‘Control Panel’ from the system ‘Start’ button in the bottom left of your screen. Double-click on the icon for ‘Add/Remove Programs’ and find the ‘CMS4’ in the list. Click on this to highlight it and then select the ‘Add/Remove’ pushbutton.

Getting started

These are a few tips, which may prove useful when first entering member's details.

It is essential that before you start entering member’s details that you have defined all of your membership grades, membership periods and club offices. When you are entering member details you are only allowed to select from existing entries. If you are in the middle of entering details of a new member and the required option does not appear in the pop up list you will have to open the required form, add the missing selection and then return to adding that new member.

Adding fees for combinations of membership grade and membership period can either be done from the option 'Memberships' | 'Fees' or if an appropriate fee has not been entered you will be prompted to enter this when saving the member details.

When you first start using the membership system you can either enter members actual join date or you can enter the last renewal date as the join date. If you enter the actual join date and this was say ten years ago you will then have to enter all of the renewals in chronological order. Otherwise that member will be displayed as having lapsed membership. The choice is yours, it is obviously more time consuming to enter actual join dates but this will give you a complete record. The same applies for attendances you can enter these for as far back as you have records if you wish.

The entry of 'Membership I.D.' is not restricted to number entries. Letters can be entered as well. This means that if you 'Set Order To' 'Membership I.D.' this list will not appear in numeric order. If your 'Membership I.D.' is numeric and you wish them to appear in numeric order you will have to pad out the front of the number with either 0's or spaces. If for example your membership numbers went to four figures, up to 9999 then '1' would have to be entered as '0001' or '    1'.

If you want the club address and contact details to appear on printouts you need to select the 'File' | 'Club' Address option and enter these details.

When selecting the report pushbutton on most forms you have the option to preview the report before printing. If the ‘Preview’ tick box is selected then a preview will be generated when you click the ‘OK’ pushbutton. You should have selected the printer you wish to print to. If you have selected the ‘Generic Text only’ printer your display may have a number of lines of text on top of one another. If this happens close the preview and select the printer you wish to print to.

 

If you wish to print more than one copy of this report you can either do this from the print options page or when selecting the print icon from the preview page the spin box for number of copies will be active.

 

Another option is to ‘Print to File’. If you tick this box the file that is generated will contain the report and all the control codes for the printer selected. If you wish to generate a file that can be edited with a word processor you must select the ‘Generic Text only’ printer. If this is not available in your list of printers you will have to install it from the ‘Start’ | ‘Settings’ | ‘Printers’ form. You will need to double-click the ‘Add Printer’ icon, select local printer and from the list of printer manufacturers select ‘Generic’. There is only one printer in this list. Complete the process of adding this printer and it will then appear in your list of printers. Selecting this printer will produce a text file, which can be edited or used in another document.

It is possible, once you have entered a member to open several forms simultaneously displaying different information relevant to that member. Forms displaying individual member information are linked to the members detail form. Changing the selected member on this form will result in that member’s information being displayed on the individual form when you return to it. On the summary forms you have the ability, by ‘right-clicking’ a members name in the displayed list to display that member’s details. You can therefore navigate through the details of selected members going to and from individual detail forms and summary lists.

 

A number of forms have the facility to save listed information as an HTM file, Excel file or text (TXT) file. The facility to save to an Excel file is dependant upon Excel being available on the same computer as the membership software. The facility to save to a text (TXT) file does not require any other program to be present to generate the file. In the process of generating this file you have to select the delimiters used to determine the end of a field, i.e. each part of a members details and the end of a record i.e. the end of each member’s details. If you select a delimiter you have used in the members details the save process will be terminated. Once these files have been saved they can be attached to an email and sent to a third party. The email facility requires Outlook to be the email service used and any email generated is deposited in the Outbox of that service. If you are connected to the internet and your version of outlook is set to transmit immediately then the email will be sent otherwise any email will remain in the email outbox until manually transmitted. The external files saved can also be used to transfer membership information to other third party software. A list of members with addresses saved in an Excel file or text file, for example can be used by Microsoft Word to produce address labels on formats other than the Avery formats offered.

Using the system

Across the top of the main window is the menu bar, which reads, File, Memberships, Property Attendances, Reports, Tools, Room Bookings, Windows, Help. As with all windows programs, you can access these items by either clicking with the mouse or by holding down ALT and typing the underlined letter. Doing this will reveal the drop-down menu items.

The help system

Before trying to use the system, have a look at the help contents. If you click on Help and then Contents or hold down ALT and type H then C, you will start the help system.

When you are using the system, help can be obtained by pressing F1 on any of the system forms.

If you have ideas that could improve the system or require further assistance in using The Club Membership System, please contact us by e-mail via the Internet. (See 'Help' | 'About' in the Club Membership System)

Entering members details

There is little point in trying to do anything until you have entered member's personal details. You will need address, contact information i.e. telephone numbers, email addresses etc. Any information you wish to store that does not fit in the titled entries can be entered in the member's notes area. This is a free form field and will take several pages of notes if required.

You can access the “Members details” from the Memberships menu. When you choose Memberships Member details you will be presented with the form below.

As with most of the forms, you can back out of the operation by clicking the Cancel button. When you have entered member’s details, click OK.

This is the form in which all the member’s personal details are added and edited. All club members are added into the system at this point and details entered here are extracted and used throughout the system. It is accessed by selecting 'Memberships' | 'Member' details from the main menu. To add a new member to the system click the Add pushbutton, this enables all the data entry fields and you start by entering the title. To move from field to field press the tab key or select the field by moving the cursor to that field and clicking the left mouse button. Some fields such as membership grades, periods and office are select only fields where you select the appropriate entry from a pop up list. It is not possible to type in a new entry for these fields they must be entered from their appropriate menu selection. Members address details are entered by first clicking the Address tab at the bottom of the form. A free form notes field is available for any further points you wish to note pertaining to each individual member.

The dates can be added or changed in one of three ways. You can type the date in, use the scroll arrows to the right of the date entry field to increment or decrement starting from the current date or you can call up a calendar by clicking the right mouse button on the date field. Once you have the calendar displayed you simply select the date required by double clicking the left mouse button on the date display.

A facility also exists to store members’ photographs. These need to have been scanned into a file saved on your hard disk prior to being imported into the membership system. We recommend that you use the ‘jpg’ or ‘jpeg’ format, as this is more efficient in storing a photograph, using the smallest disk space. To import a photograph you need to have selected ‘Add’ or ‘Edit’. If you then click the ‘right’ mouse button on the photograph area you will be presented with another form, shown below, which allows you to search for and select your members photograph. Once the photograph is selected and saved as part of the members details the file you selected it from is not required. If you click the ‘right’ mouse button after selecting and saving your members photograph the system will enlarge the displayed photograph.

The report produced from this form contains all of the information held by the system for that member, including renewal dates amount paid and attendance information if entered.

A summary list of members can be produced by selecting 'Memberships' | 'Summary' from the main menu. A list of members is displayed which can either be in alphabetic order on the members name or ordered on the 'Membership I.D.' Please remember that 'Membership I.D.' is not a numeric field and that the entry of 'Membership I.D.' is not restricted to number entries. Letters can be entered as well. This means that if you 'Set Order To' 'Membership I.D.' this list will not appear in numeric order. If your 'Membership I.D.' is numeric and you wish them to appear in numeric order you will have to pad out the front of the number with either 0's or spaces. If for example your membership numbers went to four figures, up to 9999 then '1' would have to be entered as '0001' or '    1'. A number of print options are available for printing lists of members. You can select the details you wish to print.

Membership grades

Grades of membership should be defined prior to entering Member details for new members, as you will only be able to select from the grades already entered. To add membership grades select 'Memberships' | 'Grades' from the main menu and then select the 'Add' pushbutton by clicking the left mouse button on it. You will then be prompted to enter the grade description after which you should click the Save pushbutton to retain it. Clicking the 'Cancel' pushbutton aborts the operation. Typical grades of membership are full, probationary, guest etc.

 

To edit grade descriptions first select the membership grades form from the main menu by selecting 'Memberships' | 'Grades'. When the grades form is displayed select the description to be changed either by clicking it with the left mouse button or by using the NEXT/PREVIOUS Pushbuttons. Once you have selected the description to be changed click the Edit pushbutton. To save your changes click the 'Save' pushbutton. To abort the changes click the 'Cancel' pushbutton.

It is only possible to delete membership grades if they have not been used in a Member details.

Membership periods

Membership periods must be defined prior to entering Member details for new members, as you will only be able to select from the membership periods already entered. To add membership periods select 'Memberships' | 'Periods' from the main menu and then select the Add pushbutton by clicking the left mouse button on it. You will then be prompted to enter the grade description after which you should click the Save pushbutton to retain it. Clicking the Cancel pushbutton aborts the Add operation. Typical membership periods are annual, quarterly etc.

To edit membership period descriptions first select the membership periods form from the main menu by selecting 'Memberships' | 'Periods'. When the periods form is displayed select the description to be changed either by clicking it with the left mouse button or by using the 'NEXT' / 'PREVIOUS' Pushbuttons. Once you have selected the description to be changed click the Edit pushbutton. To save your changes click the 'Save' pushbutton. To abort the changes press the 'Cancel' pushbutton.

It is only possible to delete membership periods if they have not been used in a Member details

Membership fees

Fees can be entered in advance by selecting 'Memberships' | 'Fees' and then clicking the Add pushbutton or they can be left and you will be prompted to enter relevant fees when a combination of grade of membership and period of membership that does not have a fee defined for it is used. This prompting is done when entering the Member details for a new member. Membership fees are broken down into joining and renewal fees. This is in case your club charges a joining fee in addition to its renewal fee. If you do not make this distinction then enter the relevant renewal fee into both entry boxes as the first fee paid is assumed to be the joining fee and subsequent fees the renewal fee.

To edit any of the fees entered first select the fees form by selecting 'Memberships' | 'Fees' from the main menu. Select the fee you wish to edit either using the NEXT|PREVIOUS pushbuttons or by clicking in the fee to be changed. Having selected the fee to be changed click the Edit pushbutton. A row of entry fields will be displayed where you can now enter new values. If you wish to save your changes click the Save pushbutton. If you wish to discard your changes click the Cancel button.

An alternative way of entering the subscription rates is to click the left mouse button on the one to be modified and then click the right mouse button on this entry. This displays a numeric entry pad and when you enter a value using the numbered pads and click the OK pushbutton the value you enter is transferred to the selected subscription. Having opened this entry pad if you simply wish to close it without entering a value either press the Esc key or click the form close option at the top of the keypad.

Club Offices

Club offices must be defined prior to entering Member details for new members, as you will only be able to select from the offices already entered. To add offices select 'Memberships' | 'Offices' from the main menu and then select the Add pushbutton by clicking the left mouse button on it. You will then be prompted to enter the office description after which you should click the Save pushbutton to retain it. Clicking the Cancel pushbutton aborts the Add operation. Typical offices are chairman, secretary etc.

To edit office descriptions first select the offices form from the main menu by selecting 'Memberships' | 'Office'. When the offices form is displayed select the description to be changed either by clicking it with the left mouse button or by using the 'NEXT' / 'PREVIOUS' Pushbuttons. Once you have selected the description to be changed click the Edit pushbutton. If you wish to save your changes click the Save pushbutton. To abort the changes press the Cancel pushbutton.

It is only possible to delete offices if they have not been used in a Member details.

Club Lockers

The allocation of club lockers can be displayed using the ‘Memberships / Locker Assignment’ menu option. The locker used by each member is entered in the member details. The number of club lockers is set at the top of the form. This needs to be set to the number you have when you first use this option. If you wish to check a member’s address details from the displayed list you can do this by positioning the mouse cursor on the name of the member and clicking the ‘right’ mouse button.

Membership renewals

Individual

To enter renewal information select 'Memberships' | 'Renewals' | 'Individual' from the main menu. Once the individual renewals page is displayed type the surname of the individual that you want to record renewals details for into the Search for field, you may not have to type the whole surname to find the required member. If there are two members with very similar names you may have to use the 'NEXT' / 'PREVIOUS' pushbuttons to locate the required member. Alternately if you set the order to membership I.D. instead of surname you should enter the membership I.D. into the Search for field. You cannot enter new members names at this point they must have already been entered Using the 'Memberships' | 'Member' details menu selection. When entering the member details an initial entry of when the membership started and when the first renewal is due is automatically entered. To 'Edit' the renewal details you first select the renewal details to be modified and click the 'Edit' pushbutton. Add the date paid, amount paid and method of payment details you should then click the ‘Save’ pushbutton to record these details. At this point another entry is made automatically for the date of the next renewal. This date is calculated from the last renewal date and the membership period applicable to the selected member. When editing the amount paid is automatically entered from the fees details already entered. You can change any or all of the details displayed and should click the 'Save' pushbutton to record the changes. If you wish to abandon the changes you have made click the 'Cancel' pushbutton and the edits will be discarded.

 

It is only possible to edit renewal records from the individual renewal form. This is accessed by selecting 'Membership' | 'Renewals' | 'Individual' from the main menu. First select the member you wish to edit the renewal details of either by using the 'NEXT' / 'PREVIOUS' pushbuttons or by using the Search for entry field. Then select the line containing the renewal details you wish to edit and click the 'Edit' pushbutton. This allows the details on that line to be changed. If you wish to record your changes then click the Save pushbutton. To discard the changes select the Cancel pushbutton. If you are editing the latest renewal details and adding payment information another line will be added automatically, see Add renewals.

The dates can be changed in one of three ways. You can type the date in, use the scroll arrows to the right of the date entry field to increment or decrement starting from the current date or you can call up a calendar by clicking the right mouse button on the date field. Once you have the calendar displayed you simply select the date required by double clicking the left mouse button on the date display.

This page is linked to the ‘members detail’ page. If the members detail page is open then the same members renewal information will appear and if the member selected in the members detail page is changed the renewal page will follow the change when it has ‘focus’ i.e. when the page is again selected.

 

The pushbutton below ‘Report’ changes to either ‘Receipt’ or ‘Reminder’ depending on whether the ‘Date Paid’ entry in the displayed list has been completed. This will either print an   individual receipt or a renewal reminder for the selected member.

 

If you wish to check a member’s address details when entering renewals you can do this by positioning the mouse cursor on the grid in the middle of the form and clicking the ‘right’ mouse button.

 

Standard Renewals

This feature simplifies the task of entering multiple individual renewals. A date is selected at the top of the form of approximately when the renewal was due and members are listed if their last renewal was earlier than or equal to this date. This date defaults to the current date. The facility to limit the members in the list to specific grades of member is provided via a drop down list of grades of membership. A ‘seeker’ is available at the top left of the form, as you type the surname of a member into this box the system automatically searches for that member. You select the tick box to the right of the member’s name that you wish to add a renewal for and select the ‘Renew Selected’ pushbutton. The renewal information is added and the member removed from the list. The amount paid is taken from the fee entered for that grade of membership. It is assumed that if a membership has lapsed for more than a period of membership that the joining fee has to be paid by the member. The fee entered is then the joining fee plus the renewal fee otherwise it is just the renewal fee. If this needs to be any different then it will have to be modified using the individual renewals option. No entry is made for the method of payment.

 

If you wish to check a members details when selecting members you can do this by positioning the mouse cursor on the name in the list and clicking the ‘right’ mouse button.

 

Summary

The renewals summary form displays all the renewals that are due between the dates specified or all the renewals that have been paid to date. If you wish to check a member’s address details from the displayed list you can do this by positioning the mouse cursor on the name of the member and clicking the ‘right’ mouse button.

The pushbutton to the right of ‘Report’ changes to either ‘Receipt’ or ‘Reminder’ depending on whether the ‘Date Paid’ entry in the displayed list has been completed. This pushbutton will print either a receipt or a renewal reminder for the selected member or you can print all receipts or all renewal reminders for the members listed.

Attendances

Selecting Attendance from the main menu and then Individual Attendance can enter attendance dates. Once the individual attendance page is displayed type the surname of the individual that you want to record attendance for into the Search for field, you may not have to type the whole surname to find the required member. If there are two members with very similar names you may have to use the 'NEXT' / 'PREVIOUS' pushbuttons to locate the required member. Alternately if you set the order to membership I.D. instead of surname you should enter the membership I.D. into the Search for field. You cannot enter new members names at this point they must have already been entered Using the 'Memberships' | 'Member' details menu selection. When the members name is displayed then select the Add pushbutton and you will be allowed to enter the attendance date and also any notes you want to add for this member.

It is only possible to edit attendance records from the individual attendance form. This is accessed by selecting 'Attendance' | 'Individual' attendance from the main menu. First select the member you wish to edit the attendance details of either by using the 'NEXT' | 'PREVIOUS' pushbuttons or by using the Search for entry field. Then select the attendance date you wish to edit details of and click the Edit pushbutton, This allows the attendance date and the free form notes for that date to be changed. If you wish to record your changes then click the Save pushbutton. To discard the changes select the Cancel pushbutton.

 

The date can be entered in one of three ways. You can type the date in, use the scroll arrows to the right of the date entry field to increment or decrement starting from the current date or you can call up a calendar by clicking the right mouse button on the date field. Once you have the calendar displayed you simply select the date required by double clicking the left mouse button on the date display.

If the ‘members detail’ page is open then the same members attendance information will appear and if the member selected in the members detail page is changed the attendance page will follow the change when it has ‘focus’ i.e. when the page is again selected.

 

A simplified method of entering attendances is available by selecting ‘Attendances’ | ‘Daily’ this is similar to the ‘Standard Renewals’ feature. Here you select the attendance date, which defaults to the current date, select the tick box to the right of the members name and then select the ‘Record Selected’ pushbutton. This records that the member has attended on the date set but does not add any notes relevant to that member’s attendance. As many members as are required can be selected prior to selecting the pushbutton.

A summary of attendances is also available when you select 'Attendances' | 'Summary' from the main menu. This screen is shown below.

Renewal reminders

This form allows membership reminders to be sent to selected members. The printed form is a predefined format the Member details are taken from those entered previously.

Address labels

Address labels can be printed for groups of members or individual members. The address details are taken from those entered when the Member details are entered. The label format is taken from the standard Avery label type numbers. This is selectable from the drop down list on the labels form. This is accessed by selecting 'Reports' | 'Address Labels' from the main menu. Once the labels selection form is displayed you can select the group of people required using the buttons at the top of the form. If you select the ‘Select Members’ button then you can select any or all of your members using the arrow pushbuttons in the centre of the form.

Right-clicking the members’ name can check the member details of any member appearing in the list.

Membership Cards

Membership cards can be printed for groups of members or individual members. The details are taken from those entered when the Member details are entered. The label format is taken from the standard Avery label type numbers. This is selectable from the drop down list on the form. This is accessed by selecting ‘Reports’ | ‘Membership Cards’ from the main menu. Once the membership cards selection form is displayed you can select the group of people required using the buttons at the top of the form. If you select the ‘Select members’ button then you can select any or all of your members using the arrow pushbuttons in the centre of the form. The layout of this form is almost identical to that for ‘Address Labels’.

Right-clicking the members’ name can check the member details of any member appearing in the list.

The self-adhesive labels used for these membership cards can be attached to any card or plastic of the appropriate size and the card then laminated if required.

The content of the membership card can be customised once the ‘Card’ pushbutton has been selected from a list of tick boxes. The items that are ‘ticked’ will be included in the membership card. Items that are not selectable are club name, club logo, members photograph and member’s name.

 

Membership fees paid

This is a report of the subscription fees paid between the two dates. It is accessed by selecting 'Reports' | 'Fees paid’. The default for the two dates is the current year. This can be modified for any dates required.

The dates can be changed in one of three ways. You can type the date in, use the scroll arrows to the right of the date entry field to increment or decrement starting from the current date or you can call up a calendar by clicking the right mouse button on the date field. Once you have the calendar displayed you simply select the date required by double clicking the left mouse button on the date display.

Right-clicking the members’ name can check the member details of any member appearing in the list.

Tools

There are a few tools provided to make life a bit easier. These are accessed under Tools in the main menu. There is a temporary reminder, a permanent diary, a calendar and a selection of date formats for you to use.

 

The reminder

This is a temporary reminder into which you enter notes of things you want an automatic reminder for.

On the form there is a spin box at the top, which you set for the number of days ahead you want reminding. For example, you may want to put a notice out on the result forms for two weeks before club subs are due. If you click on the 'Add' button, some entry areas will appear. The first is a date spin box, which, like those you have already met, can be spun to the date you require or you can right click on it for a calendar to appear and when you double click on any date it will be placed into the date field. Next, tab to the short note field where you put in words that will remind you what you want to remember. If you want longer notes, enter them in the box at the bottom left of the form. When you click the Save button, the reminder will be entered into the central table. You cannot change things in this central table. Click on Edit to do that.

Any entries you have made which fall inside the number of days you set on the top spin box from the date for the reminder will be displayed as you start up the system. For example, if you set the days ahead to 14, when the current date gets to 14 days before the remind date, each time you start system, that reminder will be displayed. As the remind date is passed, these entries are automatically deleted. You can re-set the days ahead at any time.

A good use for this is to enter your wife’s/husband’s birthday. After all a few brownie points gained by remembering their birthday will be valuable.

Permanent diary

The permanent diary is very similar to the reminder except that entries are not automatically deleted. You decide when and if you want individual entries deleted. It is permanent and you can view its contents whenever you want.

 

Set Colour Theme

This is an option to set a basic colour scheme for the background, menu and border.

Set Report Font

This is an option to set a report font for printed reports and membership cards. The size and style of font is set by the program.

It is advisable to check the printouts and membership cards when selecting a font as selecting a wide font can give unpredictable results resulting in the print being too large to fit the page or label.

Set Toolbar

This is an option to set the toolbars associated with forms so that they are vertical, on the left of the application window or horizontal, at the top of the application window.

Depending on the features available on each form the toolbar may be split into two or three segments. Positing the cursor on the ‘dotted lines’ and holding the mouse button down allows the toolbars to be moved. You may have  parts of the toolbar ‘floating’. To ‘dock’ a floating toolbar either double-click the top of the toolbar or click on the ‘arrow’ to reveal a drop-down list of options.

Similarly double-clicking on the menu allows it to be floating or docked.

Access Card List

Listed are members who have been allocated a security access card number. The purpose of this list is to generate a file ‘CardData.csv’, which is compatible with the Progeny Access Control System. The file contains six pieces of information per line for each member. The information contained in this file is Card Number, Last Name, First Name, Valid From Date, Valid To Date and Enabled Status. This file can be used in conjunction with the access control system to update the member’s access information. If a member has paid their membership fee the ‘valid to date’ and ‘enabled status’ will allow them to have access, if their membership has lapsed access will be denied.

 

Further information about Progeny Access Controls can be obtained by visiting the website at http://www.progeny.co.uk/

 

Calendar

This is a perpetual calendar. Just click the arrow buttons to the side of the month and year to get to the month you want to view.


Date Formats

A number of date formats can be selected from the ‘Tools’, ’Date Format’ menu option. These are as follows:

 

            American         MM/DD/YYYY

            Ansi                 YYYY.MM.DD

            British             DD/MM/YYYY

            French             DD/MM/YYYY

            German           DD.MM.YYYY

            Italian              DD-MM-YYYY

            Japan               YYYY/MM/DD

            USA                MM-DD-YYYY

 

The date format selected is used in entry, display and printing of dates. Whichever one is selected is used throughout the system and remains selected until it is changed from the menu. The initial default setting is British.

 

Postcode Areas

These 'Postcode Areas' are used when entering members address details to save time and make the entering of addresses easier. If you need to modify or add to these postcode details select 'Tools' | 'Postcode Areas' from the main menu and use the 'Add', 'Edit' and 'Delete' pushbuttons on the form. To 'Edit' a postcode area select the area code you wish to change in the displayed list and 'click' the 'Edit' button. Details of the town and county will be displayed in entry fields for you to modify. To save your changes click the 'Save' pushbutton, to abandon any changes 'click' the 'Cancel' pushbutton. At the top of the form is a 'seeker' field, which allows you to quickly find an area code by typing the code into this field. As you type the system starts searching.

Room Bookings

View bookings by Date

This form allows room bookings to be listed in date order. You select the date for which you wish to view bookings and all the bookings for that date are displayed. You can also add to or change the bookings for the selected date. Once the booking has been entered you can also enter the invoice for that booking and keep a record of payments made for that invoice.

 

When adding or changing a booking selecting the clients name displays a client selection form allowing the client to be selected from current members or non-member clients. An illustration of this form is given below in the ‘View bookings by Client’ section.

 

Selecting the notes tab at the bottom of the page allows you to enter any notes relevant to that booking.

 

Selecting the ‘Invoice’ push button displays the invoice form, which allows you to build up an itemised invoice and print it. If you are VAT registered you enter the nett amounts and the VAT is added to the invoice automatically when printing. The rate of VAT is determined by your entry under ‘Files / VAT Details’. Your VAT registration number is included on the printout, which is also entered from the ‘VAT Details’ menu option. Any applicable terms and conditions are added from the ‘Notes’ tab on the invoice form. The printing of these terms and conditions is limited to seven lines. These terms and conditions are common to every invoice.

Selecting the ‘Payments’ pushbutton displays the payments form, which allows you to keep a record of the payments made by the client against this invoice.

View Bookings by Client

This form allows room bookings to be listed for the selected client. You select the client for which you wish to view bookings and all the bookings for that client are displayed. You can also add to or change the bookings for the selected client. Once the booking has been entered you can also enter the invoice for that booking and keep a record of payments made for that invoice.

 

Selecting the notes tab at the bottom of the page allows you to enter any notes relevant to that booking.

 

Selecting the ‘Invoice’ or ‘Payments’ pushbutton is the same as described above.

 

On entering this form you are presented with a client selection form where you choose the client from the list of current members already entered or a list of non-member clients added by selecting the ‘Room Bookings / Non-member Clients’ menu option. Lapsed members will not appear in the members list. If you fail to select a client the form closes.

 

 

 

Re-selection of the client is achieved by selecting, ‘clicking on’ the client’s name displayed at the top of the form.

 

Non-member Clients

This is the form in which all the non-member clients personal details are added and edited. All clients are added into the system at this point and details entered here are extracted and used throughout the system. It is accessed by selecting Room Bookings|Non-member Clients from the main menu. To add a new client to the system click the ‘Add’ pushbutton, this enables all the data entry fields and you start by entering the title. To move from field to field press the tab key or select the field by moving the cursor to that field and clicking the left mouse button.

 

It is possible to either type in all the address details or let the system enter part of the address for you by selecting the postal area code. To select an area code click the pushbutton marked ‘Select from Postcode Area’. You will be presented with another form with a list of area postcodes. Type the required postcode into the yellow box, select the town required and then click the ‘Select’ pushbutton. The address information and area postcode will then be entered for you leaving you to enter the last part of the postcode. If the town you are looking for is not in the list you will have to enter it from the ‘Tools’ | ‘Postcode Areas’ menu option.

A free form notes field is available for any further points you wish to note pertaining to each individual client.

Rooms

This is the form in which club rooms for hire are added and edited.

Payment Summary

This form gives a summary of the total amount invoiced for and the total payments received in respect of bookings made over a specified period. The period specified defaults to the current year but can be modified by changing one or both of the two dates used. Selection of the ‘Invoice’ or ‘Payments’ pushbuttons is described above.

 

 

 

Booking Summary

This form displays a summary of the bookings for any room over any week. The form simply indicates at what time the room is booked not who has booked it. This gives an indication of when a room is able to be booked. Selecting the booking date, ‘right-clicking’ displays a calendar from which any booking date can be selected.

 

Backup

This facility will allow you to backup to any removable drive except a CD-ROM. It will even allow you to backup to the disk where the Membership System lives but this would be the height of folly. If you lose the hard disk where Membership System is, you also lose all your data as well! The system cannot tell if a D: drive is a separate physical drive from C: or if it is just a logical partition. It is NOT good practise to backup to another partition on the same physical disk, as your Membership System but it is good and speedy to do so to a separate hard disk.

This backup system will allow you to backup to USB and other removable drives. The system automatically creates a directory/folder to back up to. A ‘CMS4’ folder is created on the drive selected. The system will always look for a ‘CMS4’ backup on the drive selected. If  a ‘CMS4’ folder does not exist on the selected drive then you will be asked if you want to restore from an earlier version backup. If you select ‘Yes’ the browser will appear and you will be able to navigate to the drive  and folder containing the backup.

 The best time to take a backup is after an inputting session. Please do take a backup after changing. Computer hard disks are robust but do occasionally fail. If you have spent several hours entering data a few minutes it takes to do a backup is insurance against having to enter all that data again.

The facility for entering photographs can utilise disk space very quickly. We recommend that you scan passport-sized photographs and save them in the ‘JPG’ format initially.

This version of software installs the software and records to two separate folders. Records are always stored in a designated ‘ProgramData’ folder. The pathname of this folder is ‘C:\ProgramData\East Coast Software\CMS4’. If you want to make a manual backup this is the folder to backup.

An ‘Autobackup’ is also made to an ‘Autobackup’ folder at this location. This can be used to restore from but as it is not on a separate drive it should not be relied on. If you have a fault with the software or fault with your computers drive you can re-install the software and import your records from a separate drive.

Anyone who does not backup the data at intervals is taking a very foolish risk.

Backup your data every week

Restore

This is the reverse of the previous paragraph. The hard disk was lost, the data could not be recovered but you had a backup. After the hard disk is repaired or replaced and system software re-installed on it, it is very easy to put the data back on the system - provided a backup has been done before the disk crash.

If you haven’t done a backup, after the disk repair you can easily re-install system software but without the backup, you face a long period of typing before you are back to where you were before the disk crash.

Reindex Data

Choose this only when things seem to go wrong - data is in the wrong order, data you know to be there does not appear or error messages about indexes appear. Use it also after deleting any data. It should not really be necessary then but it will make sure that the indexes are in good order after deleting partial data.

Import Member Records

This form allows you to import your club records from a variety of sources into the membership database. The process of importing records requires you to define which ‘fields’ of data to map across into the membership database. The common fields that the import process is looking for are :

            Title, Forename, Surname, Street Address, Town Address, County, Postcode, email address, phone, mobile, membership id, grade of membership and period of membership.

If you leave grade of membership, ‘ignore’ it then it will default to ‘Full’. If you ‘ignore’ period of membership it will default to ‘Annual’.

Any other grade of membership or period of membership needs to be entered before selecting this option.

Any combination of grade of membership and period of membership can have ‘Fees’ associated with the combination. These fees need to be entered before using this option

Select Logo

 

This option allows you to select the logo printed out on the top of all the printed reports.  The logo appears on the top of each report at the centre of the page. The dimensions of the logo can be adjusted until it looks in the correct proportions. The proportions set with this option set the proportions when the logo is printed.

 

Images selected for this logo must conform to one of the following formats:-

 

JPG, BMP, JIF, GIF, DIB, RLE, TGA, PCX

 

If you have a printed image of your logo but not versions on disk then please contact East Coast Software, we will be happy to produce one for you. A small fee will be charged for this service.

Club Address

Use this option to enter the club address, telephone number, fax and e-mail address. These details are printed on the top of system reports directly underneath the club name. To record these details simply enter them in the appropriate fields and select 'Save', if you select 'Abandon' then any information entered or modified is discarded.

 

VAT Details

Use this option to enter the club VAT registration number and the current rate of VAT. The registration number is printed on the room booking invoices and the current VAT rate is used to calculate the VAT applied to those invoices. If no registration number is entered then room booking invoices are printed without any VAT. To record these details simply enter them in the appropriate fields and select 'Save', if you select 'Abandon' then any information entered or modified is discarded.

 

Exit

It is important that you ALWAYS exit from the system using the ‘File’, ‘Exit’ menu option. If you exit the system by any other means, say switching the computer off you may lose data or corrupt your database.