Fitness Manager V4 Install Guide
Table of Contents 1 Welcome to V4...3 License Agreement...4 Copyright...4 2. Minimum System Requirements...5 3. Navigating the Install...6 4. Installing V4 on the Server...7 5. Installing V4 on the Workstations...13 6. Converting data from V3 to V4...21 7. Data Backup...26 8. Changing datasets (How to switch to training data)...28 Copyright SportingPulse Pty Ltd 2005 Page 2 of 28 Last updated: 21 st July 2005
1 Welcome to V4 Aphelion appreciates your business and welcomes you to our family of satisfied customers. Aphelion has written this start-up guide for you to use as a reference while installing the software. You will find the system easy to use and intuitive. Version 4 of Aphelion s Fitness Manager (V4) is a comprehensive software package for club management. It shares much of the functionality and design with the thoroughly tested and widely used Version 3 (V3), but uses a Microsoft SQL database for greater reliability and scalability. The V4 desktop version is similar in architecture to how V3 is deployed: Windows programs are installed within a local area network (LAN) with direct access to the database. V4 has been in use within production environments since early 2000. Since the capabilities and setup process are comprehensive for this type of application, deployment of the software requires a skilled technical contact at your site. This technical contact will work directly with an Aphelion representative to install the initial package. This document provides technical guidance in getting the desktop software installed as well as providing a bridge for V3 users. If you need technical assistance with installing V4 or upgrading to the latest version of V4, please contact SportingPulse Support on any of the following: Phone (Aus): 1300 13 99 70 Phone (NZ): 0800 808 202 (NZ) Phone: +61398725277 Email: aphelionsupport@sportingpulse.com Website: support.sportingpulse.com. Copyright SportingPulse Pty Ltd 2005 Page 3 of 28 Last updated: 21 st July 2005
License Agreement APHELION, Inc. s application software is protected by the copyright laws that pertain to computer software. The Software contains trade secrets and in order to protect them you may not recompile, reverse engineer, disassemble, or otherwise reduce the software to human perceivable form. The Software is provided in the form of non-exclusive Licenses granted in connection with the furnishing and use of APHELION, Inc. s Software products. Purchaser agrees to (I.) use the Software products only on the number of computer system(s) for which a license has been purchased; (II.) not modify, adapt, translate, rent, lease, or create derivative works based upon the Software or any part thereof. You are encouraged to make a backup copy of the software for your own use, however you shall not provide or otherwise make available the Software or any part or copies thereof in any form to any third party (except your employees or agent directly employed with your use of the Software) without APHELION, Inc. s written consent. Documentation, including user manuals and program listings, if provided, shall be non-transferable. Purchaser shall not copy, reproduce, disclose, duplicate, or allow to be copied, in whole or in part, any licensed program or any information deemed proprietary by APHELION, Inc. Copyright NOTICE: This software and system has been provided pursuant to a License Agreement that contains restrictions on its use. This product contains APHELION proprietary and trade secrets that are protected under federal copyright law. It is UNLAWFUL to COPY or DISTRIBUTE this product in any form or medium, or to disclose to any third party, or to use in any manner not provided in said License Agreement, except with the prior written permission of APHELION. Copyright SportingPulse Pty Ltd 2005 Page 4 of 28 Last updated: 21 st July 2005
2. Minimum System Requirements Aphelion software is designed to operate on a network and is designed for fault tolerance and speed. The minimum hardware components needed to accomplish these design objectives are detailed below: Application Server: Pentium 4, 2.2 GHz or higher 40GB Ultra ATA/100 7200RPM Hard Drive 48X CD-ROM or CDR/W Windows 2000, XP Professional, or later 512 MB RAM (memory) 100 MB/sec Ethernet Card Sound card and speakers Video card and monitor Tape backup as specified Workstations: Pentium 4, 1.8 GHZ or higher 20GB Ultra ATA/100 7200RPM Hard Drive 48X CD-ROM Windows 2000, XP Professional, or later 256 MB RAM (memory) 100 MB/sec Ethernet Card Sound card and speakers Video card and monitor One serial port will be needed for each of the following peripherals: Turnstile Interface Serial Swipe Reader POS Display Pole Signature Capture Pad Touch Screen Monitor One USB port will be needed for each of the following peripherals: Camera Barcode Reader Keyboard Mag Swipe Reader POS Printer Touch Screen Monitor Incompatible Systems Windows 95, 98, ME, or XP Home operating systems are not supported. Copyright SportingPulse Pty Ltd 2005 Page 5 of 28 Last updated: 21 st July 2005
3. Navigating the Install After loading the installation CD in the CD tray, an opening screen will launch with several options. Here s a breakdown of the function of each option. Server installs applications on the central data computer. Station installs applications on the workstation. Contact view contact information at Aphelion (Sales and Technical Support). Support view additional files to install. Exit exit the installation to resume at a later time. Copyright SportingPulse Pty Ltd 2005 Page 6 of 28 Last updated: 21 st July 2005
4. Installing V4 on the Server Server refers to the central data computer. Station refers to the individual computers linked to the server. (E.g. Front Desk computers, Juice Bar, etc.) Select Server option to start installation on the central computer. Installing V4 on the Server 1. Start Windows 2. Insert the Aphelion Software distribution CD into your CD-ROM drive. (Auto run should bring up a menu.) 3. Click Server to install the selected items. Copyright SportingPulse Pty Ltd 2005 Page 7 of 28 Last updated: 21 st July 2005
4. The programs listed will be installed in order. Click Install to begin the process. 5. Click Install for the USB driver. This will install the driver necessary for the software to recognize the USB Licensing Enforcement Mechanism (LEM). Copyright SportingPulse Pty Ltd 2005 Page 8 of 28 Last updated: 21 st July 2005
6. Next, click on the Aphelion Install. This will install the program files necessary to run Aphelion. 7. Click Next to begin the Aphelion V4 installation. Copyright SportingPulse Pty Ltd 2005 Page 9 of 28 Last updated: 21 st July 2005
8. Enter the name of the user (computer) and the organization. Allow anyone that uses the computer to use the Aphelion software, then click Next. 9. Select the directory for the Aphelion program, and then click Next. Note: The default installation directory is C:\Program Files\Aphelion. Click Browse if you would like to install to a different directory. Copyright SportingPulse Pty Ltd 2005 Page 10 of 28 Last updated: 21 st July 2005
10. Once the installation is complete, click Finish. 11. Click Install to create the new V4 database. Copyright SportingPulse Pty Ltd 2005 Page 11 of 28 Last updated: 21 st July 2005
12. Once the database has been created, click OK to finalize the Aphelion V4 installation. Copyright SportingPulse Pty Ltd 2005 Page 12 of 28 Last updated: 21 st July 2005
5. Installing V4 on the Workstations Workstations refer to the computers that are linked to the main (server) computer. Examples of workstations include front desk check-in and point-of-sale computers. Before installing Aphelion on these workstations, make sure your computers are networked and can communicate with each other. Initial setup on workstations before installation You will need to setup a mapped drive on the workstation to point to the drive or folder on the application server where you have the Aphelion V4 program installed. Mapping a Network Drive on the Workstations 1. Share the Aphelion Folder on the Server Double Click on My Computer and Program Files on the server Right Click on the Aphelion Folder and select Sharing Copyright SportingPulse Pty Ltd 2005 Page 13 of 28 Last updated: 21 st July 2005
Select Share This Folder and click OK. 2. Mapping a network drive to the share on the Server Right click on My Computer on the desktop of the workstation. Select Map Network Drive. Copyright SportingPulse Pty Ltd 2005 Page 14 of 28 Last updated: 21 st July 2005
Select the drive you would like to map (such as the F drive), then enter or browse to the path of the share on the server. Click Finish. You are now ready to install Aphelion on the Workstation. Installing V4 on the Workstation 1. Insert the Aphelion Fitness Manager V4 CD into your CD-ROM drive on a workstation. Auto-run should bring up a menu. From the main menu select Station. Copyright SportingPulse Pty Ltd 2005 Page 15 of 28 Last updated: 21 st July 2005
2. Select Install for the Microsoft Data Access Component (MDAC). 3. Once the installation for MDAC is complete, select Install for the USB Driver. Copyright SportingPulse Pty Ltd 2005 Page 16 of 28 Last updated: 21 st July 2005
4. Once the USB driver is installed, select Install for the Fitness Manager Client. 5. Select Next to begin the installation wizard. Copyright SportingPulse Pty Ltd 2005 Page 17 of 28 Last updated: 21 st July 2005
6. Type in the full name and organization for the installation. Allow anyone who uses the computer to use the Aphelion application. Click Next. 7. Set the path to the Aphelion program files on the Server, and then click Next. Note: Click Browse to select the mapped network drive to the server. Copyright SportingPulse Pty Ltd 2005 Page 18 of 28 Last updated: 21 st July 2005
8. Set the path for the station program files, and then click Next. Note: This will be the location for the Aphelion files on the local computer. The path should be C:\Program Files\Aphelion. 9. Enter the station id number, and then click Next. Note: This should be a unique number not shared with any other station. The server is always station #1. The workstations should be incremented up from station #2. Copyright SportingPulse Pty Ltd 2005 Page 19 of 28 Last updated: 21 st July 2005
10. Click Next to begin the application installation. 11. Click Finish to complete the installation. You are now ready to use the desktop software on the workstation Copyright SportingPulse Pty Ltd 2005 Page 20 of 28 Last updated: 21 st July 2005
6. Converting data from V3 to V4 If you are upgrading from version 3 of Fitness Manager, your data must be converted to the version 4 format. Precautions to follow to before the conversion to ensure all data is converted properly: 1. Ensure that the V3 data is V 3.04 or later (v3.04 was released in March, 2000). If the V3 datasets are from releases prior to 3.04, you are likely to get error messages during the conversion and the data will only be partially converted. To verify the version you are running, open Data Entry and select Help and About. If you need to upgrade to a newer version of V3, please contact Aphelion Technical Support at 877-602-8324 for assistance. 2. Try to resolve any known data corruption issues before performing the conversion. If you are aware of any problems, contact Aphelion Technical Support. You have the option to perform some tests and validations before the actual conversion. The suggested report is to run the Validate Accounting Data report located in the Utilities module. 3. Before converting your data, make sure that all users are out of the Aphelion software. Re-open the software only after the conversion is completed. Converting from V3 to V4 (after running validation tests): The installation program should automatically upgrade your data from v3 to v4. However, the following steps will allow you to manually start the conversion if necessary. It is necessary to run the conversion from V3 to V4 on the server computer using the program file SQLConvert.exe 1. On the server computer, double click the My Computer icon. 2. Open the Aphelion folder in the C:\Program Files folder. Copyright SportingPulse Pty Ltd 2005 Page 21 of 28 Last updated: 21 st July 2005
3. Double click the SqlConvert.exe. 4. Click Next to convert the existing V3 database(s) to SQL format. Copyright SportingPulse Pty Ltd 2005 Page 22 of 28 Last updated: 21 st July 2005
5. Select the root data path for your V3 data and then click Next. This is typically C:\Aphelion. 6. Select the dataset you would like to convert, and then click Next. Copyright SportingPulse Pty Ltd 2005 Page 23 of 28 Last updated: 21 st July 2005
7. Specify the location of the new V4 data files, and then click Next. The location is typically C:\Program Files\Aphelion. 8. Select the SQL server name from the drop down list. Then, enter the login ID as sa followed by the SQL password and click Next. Note: If you do not know your SQL password, please contact Aphelion Technical Support at 877-602-8324 for assistance. Copyright SportingPulse Pty Ltd 2005 Page 24 of 28 Last updated: 21 st July 2005
9. Select all three validation checks and then click Next to begin the conversion process. 10. Click Start to begin the conversion. 11. Once the conversion is complete, click OK to finalize the process. Copyright SportingPulse Pty Ltd 2005 Page 25 of 28 Last updated: 21 st July 2005
7. Data Backup You have purchased a software package that is complete, comprehensive and tested. You can not hurt it and it won t lose your data, unless you deliberately delete records. Computer hardware, on the other hand, does fail. Failures do not occur very often, but when they do, it s always at the most inconvenient time. We feel that one of the most important sections of this manual is the DATA BACKUP section. The importance of backing up your data cannot be emphasized enough. Significant hardware failures can be trivial if you have a data backup. Without a backup, trivial failures can become major catastrophes. Hardware can and does fail, particularly with the heavy use that occurs in a Point of Sale environment. Be sure to backup your data on a regular, daily basis. To Create a Database Backup: 1. On the Server computer, double click the dbutil.exe located in the C:\Program Files\Aphelion folder. 2. Select the dataset that you would like to backup. Copyright SportingPulse Pty Ltd 2005 Page 26 of 28 Last updated: 21 st July 2005
3. On the Backup tab, click the file folder to select the path to save your backup to. It is advised that you save your data to a location on your server, then you can copy that backup to a zip disk, CD, or DVD. 4. Once the path has been selected, select the Perform Backup button. After the backup is complete, the software will notify you through the Results box. Click the X in the upper right corner to close the Database Utility program. Note: The *.bak file should now be copied from your server computer to a CD or Zip disk in case it is needed in the event of a computer crash. Copyright SportingPulse Pty Ltd 2005 Page 27 of 28 Last updated: 21 st July 2005
8. Changing datasets (How to switch to training data) The program will allow you to maintain two sets of data. The first is your live data to be used to manage the club. The second is a training data set. You can switch to the training dataset at any time when you want to train your employees. Any transactions or changes you make will not affect your live data. Be sure you are in the live dataset when operating the system on a day to day basis. Note: The database utility will only change the dataset on the station you are working on. This is beneficial so that you will be able to operate the front counter computer in the live dataset, while training the sales staff in the training dataset on a different computer. Switching Datasets 1. Open the Database Utility (dbutil.exe). This utility is located inside the Aphelion V4 folder on the desktop of the server, or inside the Aphelion folder on the mapped network drive of the workstation. For instance, on the workstation if you have the F:\ drive mapped to the server, then the path to locate the Database Utility will be F:\Program Files\Aphelion. 2. Click the drop down arrow next to the Dataset list and select the dataset you would like to use. 3. Click Set Current button to make the change. Click the X in the upper right corner to close the Database Utility program. Copyright SportingPulse Pty Ltd 2005 Page 28 of 28 Last updated: 21 st July 2005