Udio Systems. Front Desk

Transcription

1 Udio Systems Front Desk

2 Table of Contents 1. Tour of Udio Login First Time User Login to Udio Changing your Password The Dashboard People Search Check In Recent People Issues Management only Pending Stock Orders Management only New, Leaving and Returning Customers Upcoming Sessions Today s Achievements Today s Course Completions Today s Free Bookings Birthdays Upcoming Sessions Notes Customer Enquiries Customer Enquiry View Billing Account View People attached to the Billing Account Version 2.6 2

3 4.2.2 View number of Vouchers Viewing Sessions and Availability Add and Edit Add/Edit Contact Information Add/Edit Relationships Add/Edit Health Issues Add/Edit a Note Add/Edit Bill Payer Add/Edit/Delete Membership Card Add Achievements and Course Completions Add Family to a Billing Group Add / Edit Direct Debit information Add / Edit Vouchers Attendance Check a Customer In Taking Payment and ing or printing a receipt / Print a Duplicate Receipt Cancelling Attendance and issue make-up lesson Missed Attendance Payment in Advance Printing the Attendance Sheets Bookings Adding a New Family Booking into a Session Version 2.6 3

4 7.3 Book a Make-Up Book an Assessment Book a Casual Lesson Book a Complimentary / Free Trial Lesson Book multiple Complimentary / Free Trial Lessons Re-enrolling a Term Based customer Adding a Customer to the Waiting List Adding a Person to an existing family Purchasing Session Vouchers Move a Booking time and day Move a Booking to another Course Move a Voucher Based Booking such as School Holiday Program Remove a Booking Sending an from Udio Manually Send out Link for Customer Accounts Viewing Personal Best Awards Point of Sale (POS) Purchase a shop item and paying at time of purchase Paying for fees and purchasing from shop at the same time or adding POS items to Billing Account Discount Copyright This manual remains the copyright of Udio Systems, PO Box 232 Palmyra, Western Australia It is not to be copied or reproduced without the written permission of the authors. The copyright will be protected according to International Laws of Copyright when breached. Version 2.6 4

5 1. Tour of Udio Welcome to Udio, your new booking and payment system. Udio is a user-friendly system that gives you the ability to actively manage bookings, payments and reports. Let s take a quick look at some of the features prior to commencing your training. The Dashboard section provided gives the user a snapshot of the upcoming days events and relevant activity. The People section allows you to search, edit and manage account details of your customers and staff. This is the section where you will enter names, addresses, health information and any notes. It will show you at a glance what bookings the customer has coming up as well as their attendance in the past. The Sessions section allows you to enter and modify bookings. You ll be able to see at a glance the occupancy of each session. It will show you how many students are permanently booked in and number of available spots and how many temporary vacancies are available for make-ups. The Point of Sale section is your store, where you will navigate to facilitate payments for items you sell. The Reports section gives a snapshot of the facility/location, its activity and financial information, with easy access to all reports. Version 2.6 5

6 2. Login - For easy access to Udio, simply type in ud.io into your web browser address bar. - To access the training version (where you can experiment without impacting your actual data) type in sandbox.ud.io 2.1 First Time User - If this is your first login, click on Set (or reset) your password, add your address and follow the link sent to your address. - Click on the link in your , this will take you to a page where you will be asked to select and confirm a new password. - Once this is done the system will acknowledge your new password and you can now select login and proceed with the login process. - Ensure that you update your Timezone, Language and Preferred Facility 2.2 Login to Udio - Open your Internet Browser. Type in your username and password then click Login. 2.3 Changing your Password - Log into Udio via your internet browser. - Go to user settings (gear image on the left hand side of the screen) - Click change password - Type in your current password, select and type in your new password. - Re-enter the new password and click Confirm. - A green box will appear indicating that your password has been changed. Version 2.6 6

7 3. The Dashboard - The Dashboard gives you an overview of a variety of functions. - You can customise what you see on your Dashboard by clicking on the Widgets button in the top right hand corner. You can move widgets from available to show on Dashboard as well as moving the widgets within the Dashboard. Once finished click Confirm. 3.1 People Search - You are able to search for a person from the Search bar 3.2 Check In - Click on the Dashboard section and the check-in feature is located at the top of the page. It allows you to check customers in as they arrive. If the customer owes money a $ symbol is displayed. - To check someone in, click on the drop-down box, select the students name and click Check-in. 3.3 Recent People - This is a hot button that you can click on to navigate to a person s People page. 3.4 Issues Management only - For an overview of Issues click on the Dashboard section. - The Issues heading will only be displayed here if any errors exist. Errors may be caused as a result of incomplete or incorrect information that has been entered into Udio. - For example, if Udio attempts to a customer and that bounced and never made it to its intended receiver, Udio will raise an issue to alert you to check the address. 3.5 Pending Stock Orders Management only - For an overview of Pending Stock Orders, click on the Dashboard section. - If you have a Point-of-Sale system operating at your business, the Pending Stock orders section displays orders that have been created, processed, dispatched and received. Version 2.6 7

8 3.6 New, Leaving and Returning Customers For a quick view of the New, Leaving and Returning customers, click on the Dashboard section. This section displays students who: - Are booked in for their first lesson or new to the level( New ) - Have no further sessions booked in ( Leaving ) - Customers who have booked in after a period of absence ( Returning ). Along with the students name, this section will also display the session details they are booked in to. 3.7 Upcoming Sessions - Upcoming Sessions will display any sessions that the user who is logged in has been assigned. It will display the next 5 sessions. 3.8 Today s Achievements - This section will display any achievements accomplished by a student in that day. The most recent achievement will be displayed first. 3.9 Today s Course Completions - This section will display any course completions (moving up a course) accomplished by a student in that day. The most recent course completions will be displayed first Today s Free Bookings - Displays all free bookings such as Assessments 3.11 Birthdays - Displays all people that has a birthday during that week, it is also noted at time of Checkin via the Widget and in Self Check-in 3.12 Upcoming Sessions - Displays the five upcoming sessions that the person that is logged in is booked into Notes - Notes can be set up to be visible at multiple facilities or a single facility. Version 2.6 8

9 - They are used to relay information to staff who are using Udio and can be found at the bottom of the dashboard. - These notes are created by the people who have been assigned permission to do so. Version 2.6 9

10 4. Customer Enquiries 4.1 Customer Enquiry When a customer has an enquiry regarding their booking, account or details: - Go to Dashboard People Search - Enter either the family name, first and last name of one of the children or parent, address, phone number, enter or scan a membership card - Click on search or hit enter - Select the correct customer. If two customers have the same name, you can identify each by date of birth, next booking details, facility or membership card number - Click on the name to view their details. From here, you can view all the customers information such as date of birth, contact details, current balance, upcoming and previous lessons, view achievements and course completion information, Health Issues and Notes. Move and Remove bookings as well as Make Payment. 4.2 View Billing Account To view an individual s billing account, - Go to Dashboard People Search - Enter either the family name, first and last name of one of the children or parent, address, phone number, enter or scan a membership card - Click on search or hit enter - Click on View Billing Account (next to Billing Account'). - You can view the billing account for all the associated people. Remember a family should be on the same billing account and not individual ones. You can also have more than one bill payer. - Once in the billing account page, all financial activity can be viewed by going to View All Activity. You can view the current balance, make a payment, or view invoices. You can also or print out closed invoices. View number of make up s, session vouchers and Purchase information. You can add and view Direct Debit and Billing group information as well as Credits (both outstanding and used) and view or add Notes. Version

11 4.2.1 View People attached to the Billing Account - On the right hand side of the Billing Account will be all the people associated with that Billing Account View number of Vouchers - At a glance you can see how many Make Up vouchers there are as well as Session passes. - Select View All and from here you can view all the available vouchers as well as closed or expired vouchers. 4.3 Viewing Sessions and Availability - Select the Session section. - You can filter to find information based on the customer enquiry. You can filter by course, weekday, facility or by date and time or staff member as well as permanent or temporary spots. - Note: You do not have to use all filters. You can select whatever filter is applicable. - When entering information, remember you can enter more than one course at a time. This is useful when you have multiple students from the same family looking to get lessons at the same time. - You will see how many have been booked in, how many permanent spots are available and how many temporary spots are available. You can also use the filters to only view temporary spots. - To view more information about a session, click on View Details. Here you will see the course type, session time and duration. If the session has any issues (e.g. you have no students booked in) you will be alerted by a message at the top of the screen. Udio also has a Calendar, click on Calendar on the top right hand side of the Sessions page Version

12 5. Add and Edit - To add or change details, Go to Dashboard People Search 5.1 Add/Edit Contact Information - To add contact information, click on Add Detail next to Contact Details on the right hand side of the page, select the contact type and add the information - To edit existing information, click on the pen, make the change and click Confirm - To delete click on the trash can and Confirm. 5.2 Add/Edit Relationships Click on the People section, search for their name and open their page. - Click on Relationships - You can edit by clicking on the pen and clicking Confirm - To add a relationship, click on Add Related Person, complete the details and click Confirm. The related party will be added to the Billing Account 5.3 Add/Edit Health Issues Click on the People section, search for their name and open their page. - Click on Add Issue, select the condition from the drop down menu and add a start and end date if required - To edit click on the pen or to delete click on the trash can and click on Confirm. - To add a PDF or Image, click on the box with the + sign in it. Enter the details, name the file and Choose file to upload. Click Confirm - A number will be displayed indicating there is a health issue. Health issues will also be displayed on the Sessions screen. The number will change depending on how many health issues the person has. 5.4 Add/Edit a Note Click on the People section, search for their name and open their page. You can add or edit a note on either the Billing Account or People page. - To add a note click on Add Note on the right hand side of the page - To edit, click on the pen or to delete click on the trash can and click on Confirm - An attachment can also be added to a note. When creating or adding a note, simply add the attachment where indicated. Version

13 5.5 Add/Edit Bill Payer - Click Edit Profile, tick the Bill Payer checkbox and select Confirm. - There can be multiple bill payers on an account. 5.6 Add/Edit/Delete Membership Card Membership cards are used for our Self Checkin module or a quicker way of the customer checking in. A Membership card can be added for each person that has a booking or on the Bill Payers People page which will check in all family members with the one card. - Click on Manage Membership cards - Add a card by selecting Add membership card or delete or edit an existing membership card. - You can scan the card if you have a barcode scanner or manually enter the number as it appears on the card. 5.7 Add Achievements and Course Completions - Click on View Achievements à Add New Record - Select the relevant achievement from the drop down box - Select the relevant facility - Amend the date if necessary and click Confirm. The same process occurs to add a Course Completion. - Click on View Completion Records à Add New Record - Select the relevant course from the drop down box - Select the relevant facility - Amend the date if necessary and click Confirm. This information is displayed on your Dashboard. 5.8 Add Family to a Billing Group Go to the Billing Account of the family, under Payment Settings > click on Change. Select the Billing Group from the drop-down box. This will then be displayed as the Billing Group type. Version

14 5.9 Add / Edit Direct Debit information Navigate to the Person s Billing Account for Bill Payer, ensure all contact information is updated and correct - Under Payment Settings ensure Automatic Payments has a status of Allowed, if not click on Change and ensure Allow automatic payments is ticked - Click on Manage Bank Direct Debit, Manage Credit Cards or Add Direct Debit (for IntegraPay - Click on Add New DDR - Ensure the Facility is correct, click Proceed - Enter the account information and check Account Name - Click Proceed - You will be taken to a Merchant Warrior or IntegraPay form where again you can check the details. - As the customer has signed your DD form, tick the Service Agreement - Click Submit - A confirmation pop up screen displays, click on the box to Return to your businesses name - An is sent out to the customer 5.10 Add / Edit Vouchers - Click on Add new, select the voucher type such as make up or Lap Swimming, chose the Person and add an expiry date if applicable. Click Confirm. - To Delete, click on View All next to the voucher to be deleted, click on Edit, then Delete and then Confirm Version

15 6. Attendance 6.1 Check a Customer In Udio has a Self checkin module which allows customers to check in without having someone at the reception desk. Customers can be checked in by either: - Scanning their customer card in the People search - Typing in their name from the People search and clicking Check-in from within their profile. - By using the check in feature at the top of your Dashboard. Click on the drop down box and click on the name. Select Check-in. - Going to the relevant session screen and click on view details, select Check-in on the relevant person. You can go back to a previous Session and check someone in from their People Page or the Sessions Page. 6.2 Taking Payment and ing or printing a receipt Payment can be taken for either the People page or the Billing account. - Click on Make Payment - Tick the invoices that need to be paid - Select the payment method. If the customer is paying by cash you can enter the dollar amount given under Amount which will then provide you with the amount of change to give back. - Select Confirm - If there is an address on the account, it will be displayed here so you can confirm it is correct - To send a receipt, click Send Payment Receipt. You can view the change to be given to the customer at the bottom of this receipt. If the invoice is to be paid in full, do not change the payment amount. If the customer is part paying an invoice, type in the amount of the part payment. Version

16 6.3 / Print a Duplicate Receipt Go to the Billing Account. - Click on View Invoices. - Check the box for Include closed and select Filter - Click on the code for the date that is required - Select the date which is highlighted in orange - Select or Print receipt in the top right hand corner. 6.4 Cancelling Attendance and issue make-up lesson If your business does not have a make up policy then when you cancel a lesson there will be no option to apply the make up. If a customer wants to cancel a lesson you are able to cancel the lesson and a make-up lesson will be automatically issued. - Go to the Sessions tab and filter for the session - Select View Details à Click on Cancel Booking next to the student à Confirm. - OR - From the People page, scroll down to Upcoming Bookings. Click on Date and Time that you are cancelling. This will take you to the Sessions page à Click on Cancel Booking next to the student à Confirm. 6.5 Missed Attendance - If a student does not attend their lesson and you haven t been notified, they will appear as having missed their lesson. Udio will not assign this student a make-up lesson. 6.6 Payment in Advance Go to the Billing Account then under purchases do the following: - Click on the purchase of the persons who wants to pay in advance. If there is a family, repeat the process for each person - Select Process Next Charge à Confirm - The Purchase amount for the next month will appear as an outstanding balance and in the Recent Activity - Repeat this process for any other swimmers in the family - The balance will increase accordingly - Click on Make Payment à Tick the invoices that are to be paid Version

17 - Select the payment method and select Confirm. The receipt will be ed to the customer. 6.7 Printing the Attendance Sheets There is the ability to print off Attendance sheets for the Teachers and any other staff that require student information for a particular shift. Achievements will be displayed on School Holiday programmes. Go to the Sessions Screen: - Top right hand corner click on Attendance - Click on your facility and date required - Select the booking type required, this is who will be using the report - Select the courses - If you want achievements and medical conditions shown on the report, tick the boxes - If you want one session per page displayed, tick the box - Filter Sessions - Right click on the page and Print. This will print in Portrait. Information on the page - You will see the day, time and course. Along with the Instructor name and resource. - The name of the person along with a $ if money is owed. Age, course start date and health information. You will see 12 past weeks of attendance and achievements available and passed (noted by a green tick). Legend - Green tick Attended - - Cancelled - Red cross missed - M make up - -M cancelled make up Version

18 7. Bookings 7.1 Adding a New Family Click on the People Tab - Type in the name of the parent / responsible person and click search - Click on Add Family - Type in the title of the parent, preferred name, full name (must be first and last name, not just the surname), gender. - Then type in the children s name one after the other ensuring that you include a date of birth. - Type in a phone number, address and at least your State and postcode in the address section. - If you have set up a Survey question, you will be required to answer it. - Click Add Family - An automated welcome will be sent to the family if your business has set them up. 7.2 Booking into a Session From the Sessions section: - Click on Add Student à Bookings for series à Find People - Type in the name of the student, Select - Check the booking information and start date is correct - Click Proceed - Select the Package Type and Proceed - Check one fine time all details are correct, click Confirm New Bookings You will be taken to the Make payment screen for payment. You can either process the payment now, or return to the billing account. Repeat for any other family members. Remember that all family members should have the same billing account and not individual accounts. An automated will be sent to the customer regarding the level they have been booked into. Version

19 7.3 Book a Make-Up Make-up lessons can be booked into a temporary or a permanent session when there is availability. The temporary places are indicated by red text with the number of places available when looking at the sessions page. - Click on the Session section and search for the session which the customer wants to be booked in to. - Click on Add Student, à Bookings for this session à Find People. - Type in the student s name, click on search and select the correct student - Check the booking information and click Confirm - Select the voucher or package that is appropriate such as Use Make up or Casual - Click Confirm Selection & Create Booking - The students name will appear in the session with a green Make-up box indicating it is a make-up lesson. If there is not a make up voucher on the account, you will have a Casual Package to select if this has been set up by your business. 7.4 Book an Assessment Assessment bookings can be made by using the same process as booking any lesson. Ensure the customer information is entered into Udio prior to booking an assessment. - Go to the Sessions section - Find the assessment session required - Click Add Assessment à Bookings for this session à Find People - Search for the person s name à Select the name - Click Confirm. The person will appear in the session and can be checked-in upon arrival. 7.5 Book a Casual Lesson If the person is not yet a customer, you will need to enter their details into Udio. - Go to the Sessions section and locate a session that suits the customer. - Click on Add student à Bookings for this session à Find people - Enter the students name. Select the correct person - Check the booking details Version

20 - Click Confirm - Select the Casual Package - Click Confirm Selection & Create Booking - You can either take payment or click on Billing Account to process. 7.6 Book a Complimentary / Free Trial Lesson Go to the Sessions page and locate a session that suits the customer. - Click on Add Student à Bookings for this session à Find people - Enter the students name and click on Search. Select the correct person - Check the booking information, click Confirm - Click on the Complimentary / Free Trial Package - Add Purchase and Create bookings. On the Sessions section and People page the booking will come up as complimentary so the Front Reception Person, Supervisor and Teacher knows that this is a complimentary lesson. The booking will also appear as first session at the school and level. 7.7 Book multiple Complimentary / Free Trial Lessons Go to the People page and search on the customer. - Click on Add Bookings à Temporary Booking à Find Sessions - Search on either the course or enter the series code - Select the following number of sessions to match the number of complimentary / Free Trial lessons DO NOT select Series - Click Confirm - Click on Complimentary / Free Trial and Add Purchase & Create Bookings 7.8 Re-enrolling a Term Based customer When a customer is booked in to a Term Based Program, there is an opportunity for the customer to advise you to re-enroll or not re-enroll the child before the end of the current term. - Go to the Sessions screen and View Details of the class - Click on the rounded arrow next to the cancel button - Click on Will be re-enrolled into the next term or do not re-enroll Version

21 7.9 Adding a Customer to the Waiting List If a customer requests a time or day and a spot is not currently available, we can put them on the waiting list in Udio. - From the Sessions screen, where it usually says Add Student, click Add Student to waiting list. You ll only see this button if the session is full. - Click Find Person and select the person that is to go on the Waiting List à Select Purchase - If a new customer, click on create new purchase, if an existing customer select the existing purchase type - Click Confirm - The request has now been added to the Waiting List. This Invite button will be greyed out until a spot becomes available. - Now navigate back to the Sessions Tab. Alongside the Add Student to waiting list box there will be a note saying how many people are waiting, click on this and then Invite to {session ID}. - Select the package that is to be assigned. Check all the other details on the page and click Invite. - The Sessions screen will show that one has been invited and that spot is no longer available. - The customer is sent an with the invitation and details of the spot requested. - The customer needs to click on the link to accept or decline the invitation. This invitation is valid for 24 hours only. - If the customer clicks on Wait for another spot the spot is declined and available to someone else. - If the customer clicks Accept and Book, the customer will receive a confirmation page and then a booking confirmation giving them the new booking information. - The booking will be moved automatically Adding a Person to an existing family When a person needs to be added to an existing family. - Go to the Billing Account of the family - Click on Add Person (top right hand corner) - Click on New Person - Complete the form and click Confirm Version

22 7.11 Purchasing Session Vouchers Whilst a voucher based session is not booked into a session, they must purchase a session pass to attend. - If they are a new customer you will need to enter their details into Udio - Locate the Session to be booked into - Click on Add Lap Swimmer or Add Aqua à Booking for this session - Click on Find people à type in the customers name à select - Confirm the booking information - Select the correct Purchase - Click Add Purchase & Create Booking - Make Payment from the Make payment screen 7.12 Move a Booking time and day Click on the People section, search for their name and open their page. - Click on Move à Package type, day, series code and facility - If the same Course, leave and click Proceed - Select the Course you want to move to à click Proceed - Choose the From Date à click Proceed - Click (use current package: ) à click Proceed - Review the booking - Click Confirm Purchase & Bookings Change An automated confirmation will be sent to the customer with the new booking information Move a Booking to another Course Click on the People section, search for their name and open their page. - Click on Move à Package type and facility - Select the new Course à click Proceed - Select the Course you want to move to à click Proceed - Choose the From Date à click Proceed - Click (use current package: ) or if moving to a new Package, click on Special à click Proceed - Review the booking Version

23 - Click Confirm Purchase & Bookings Change An automated confirmation will be sent to the customer with the new booking information Move a Voucher Based Booking such as School Holiday Program Click on the People section, search for their name and open their page - Click on Move à Move Voucher Booking - Find Booking and Select Series - Find Session and find the session you want to move to and Select Series - Click Confirm 7.15 Remove a Booking Click on the People section, search for their name and open their page. - Click on Remove à Package type and facility - Select the Cancel date - Answer the survey question by asking the customer - Click Cancel Purchase & Remove Bookings. You will see the remaining sessions the person is booked into Sending an from Udio Manually - Udio has the ability to send out s automatically for all new customers and when bookings are moved. You can also send these s out manually. - From the People page, click on Send s (located at the top of the page). Select the you wish to send and select Confirm Send out Link for Customer Accounts - From the People page, click on Customer Accounts (located at the top of the page) and Signup Information, confirm address and click Send Signup Information Version

24 8. Viewing Personal Best Awards People that achieve a PB milestone as listed in Personal Results Awards. Go to Reports - People - Results Awards - Update the Date filters and Facility - Click Filter The person s name, facility, date of PB and Award will be displayed. This report can then be printed or downloaded if required. Viewing Personal Results There are two ways of viewing personal results. To view individual People, go to their People page and click on View Results under Membership Details Personal Results. If you wish to view everyone that participated on a certain date or at a certain Event, go to Reports People Personal Results. Update the filters to your requirements and Filter. This report can then be downloaded if required. Version

25 9. Point of Sale (POS) Click on the POS section 8.1 Purchase a shop item and paying at time of purchase This is when a customer just wants to purchase a shop item and paying at time of purchase. - Either scan the barcode or search for the product by typing in the name - If the customer is purchasing more than one of the same item either click on the item again or enter the amount - If there is another item to purchase scan again or search again. Note: You can add multiple items to the basket. - If the item does not have a stock number in Udio you will not be able to purchase the item even if the customer is physically holding the item. - When you have entered all the items, click on Checkout. - Select the payment method, if the payment method is cash, enter the amount given to you by the customer - Click Confirm. At the bottom of the receipt you will see the change that is to be given back to the customer. This invoice can be printed if required. 8.2 Paying for fees and purchasing from shop at the same time or adding POS items to Billing Account You can pay for fees and shop items in the same transaction. - Go to the POS section - Scan or search for the products the customers wish to purchase - Click on Assign Person à Find Person à Search name & Select à Take Payment - Tick the invoice/s that you wish to pay - The Payment Method - Click Confirm. If there is an address in the system for the person, you are able to click Send Payment Receipt. Version

26 8.3 Discount - Scan or search for the item and click on Manage Discounts, then select the relevant discount from the drop down box. - Click Continue to process the transaction. Version