Reciprocity User Guide

Transcription

1 Overview Daxko Reciprocity is a web-based software solution that provides a way for associations to check in members from other associations and record the facility usage for visiting members. This user guide will help you understand how to upload members to the Reciprocity website, set up facility branches and user accounts, check in and manage members, and view facility usage reports. Uploading Members into Reciprocity If you are a Daxko Operations customer, Daxko will automatically upload a file of active members into the Reciprocity website each night. If you are not a Daxko Operations customer, you have two options to get members into the Reciprocity website: 1. You can send Daxko a file of all active members 2. You can manually add the members one by one into Reciprocity What is the Member Data File? In order for Daxko to upload your members into Reciprocity, you will need to create a tab-delimited file of active members, and upload it to Daxko s FTP site. Daxko then takes this file and loads it into the Reciprocity website. Determining which members to include Only include active members that need to have visiting member access If an existing member in the Reciprocity system is not included in the file, their status in Reciprocity will be updated from Active to Disabled. If they are included again in another file, their status will update to Active. File Specifications *denotes required field 1. Birth date data will not be displayed in Reciprocity. This will only be used for Raptor screening. 2. Phone number data will not be used in Reciprocity at this time, but will be collected for future use. 3. The file name must be formatted as follows: ClientID_AssociationName Do not include spaces in the file name. If you do not know your ClientID, please contact Daxko Support Services at support@daxko.com. Page 1 of 7

2 4. The file must be in a tab delimited format. 5. To convert an existing file to a tab-delimited format, perform the following steps: a. Click File > Save As > Save as Type: Text (Tab Delimited) Your spreadsheet of member data should initially look like this: Then, when it is saved as a.txt file, it should appear as follows: Uploading the Member Data File You will send to file to Daxko s secure FTP site. To do this: 1. Open web browser 2. Go to 3. Enter username and password: a. Username: reciprocity b. Password: t6ehef3u 4. Select Add Files and add the.txt file that has been created 5. After the file has been selected, click Start Upload Page 2 of 7

3 Adding Members Manually 1. Log in and go to Member Database 2. Click Add New Member 3. Enter all the necessary information about this member 4. Update the status to Active to allow them to check-in 5. Click Save Configuring Settings Before you check members in using Reciprocity, you will need to enter information about your facility s branches and users. If you are a Daxko Operations customer, Daxko will automatically configure the branches for you. Non- Daxko customers will need to add their branches. All new Reciprocity associations will need to add user accounts for users that will log into Reciprocity. Setting up a Branch 1. Go to Settings > Branches 2. Click Add New Branch 3. Enter the branch name 4. Click Save Page 3 of 7

4 Editing a Branch 1. Go to Settings > Branches 2. The list of branches for the home association will be listed 3. Click Edit next to the necessary branch 4. Update the name as needed 5. Click Save Adding a User 1. Go to Settings > Users 2. Click Add New User 3. Enter the necessary information 4. The username must be unique across all users, so some options may not be available 5. Select the branch where this user will check in members 6. Permissions: a. Manage member database: Will give the user access to their home association s member list and the ability to update and add new members b. View Reports: Will give user access to all reports including home member and visiting member utilization and community reports c. Manage Settings: Will give the user access to Users and Branches which includes the ability to add, edit, or delete users and branches d. Block Member: Will give user access to block a member from checking in, and also allows them to unblock members that have been previously blocked 7. Click Save Page 4 of 7

5 Editing a User 1. Go to Settings > Users 2. Enter the % wildcard to see a complete list, or enter a user s name to narrow the list 3. Click Edit 4. Update the needed information 5. Click Save a. You can delete the user if needed. If the user is deleted, the username will not be able to be used again. Checking In and Updating Members After completing any initial setup, you are now ready to check in members with Reciprocity. You will need to have a separate browser window open on the check in computer, so you can scan membership cards or enter member names as they come into the facility. Read the steps below to check in a member or edit their information within Reciprocity. Checking in a member by Name, Member ID, or Barcode 1. Go to Visiting Members 2. Scan a barcode, type a member s name (last name, first name) or enter a member s ID number 3. Hit Enter or click Go 4. Review results and identify the correct member 5. Click Check In 6. A message will be displayed that will let you know how to respond to the member: a. No Visits Left all the visits for this member have been used based on the association s restrictions b. Checked in The member can continue using the facility. A message will be displayed for how many visits they have left c. No results If you cannot find someone based on their information, contact the home association and let them know the member is not available in Reciprocity. Blocking a Member s access 1. Go to Visiting Members 2. Enter the member s name, barcode, or member ID. You can enter the % wildcard for a list of all members 3. Click Go 4. Select the settings wheel next to the Check In button 5. Click Block 6. Once a member has been blocked, you will not be able to check in that member 7. To unblock the member, follow steps 1-4, then click Unblock Updating a Member s Information 1. Go to Member Database 2. Enter the member s name, barcode, or member ID. You can enter the % wildcard for a list of all members 3. Click Find Page 5 of 7

6 4. Click Edit next to the member s name 5. Make any needed updates 6. Click Save Deleting a Member 1. Go to Member Database 2. Enter the member s name, barcode, or member ID. You can enter the % wildcard for a list of all members 3. Click Find 4. Click Edit next to the member s name 5. Click Delete member a. Once the member has been deleted, a red message will be displayed 6. If you need to re-instate the member, click Undo Delete a. If you leave this page, you will not be able to recover the member Accessing Reports Once members have been checked in using Reciprocity, you can view facility usage reports to compare check in volume among branches. File Upload Errors Report This report will show any errors that have been received when uploading an incorrectly-formatted file. This report should only be used by Non-Daxko associations. Example: You want to see if the latest file was successfully uploaded from the FTP site. You would use this report to locate any errors in the file. 1. Go to Reports > File Upload Report 2. Enter a date range for upload files 3. Click Run Report 4. Open or Save the file in Notepad or another program 5. Read through any errors Page 6 of 7

7 Home Member Utilization Report This report will display all check-ins for the home association s members at other associations. Example: You work at the Homewood Branch. You would use this report to see what other branches your Homewood Branch members are visiting. 1. Go to Reports > Home Member Utilization 2. Enter needed date range (*Default is the previous month) 3. Choose to sort by Member or Association 4. Click Run Report 5. Click Export to Excel to receive the detailed facility usage in Excel format Visiting Member Utilization Report This report will display all check-ins for any visiting member that has visited the home association. Example: You work at the Valley Branch. You would use this report to see a list of members that belong to other branches, but are visiting your Valley Branch. 1. Go to Reports > Visiting Member Utilization 2. Enter needed date range (*Default is the previous month) 3. Choose to sort by Member or Association 4. Click Run Report 5. Click Export to Excel to receive the detailed facility usage in Excel format Page 7 of 7