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User Manual Version 5.2 - Integrated Sports Systems

1. 19 Active Members 20 Financial ModS S 20 teu 21 2005 Integrated Sports Systems ISS Inc Contents Il Part VI Part VII 1 Part VIII 1 Part IX 1 2 Modifying a Schedule eee 3 Creating Classes eese o OO 10 12 13 Part X Adding Members eere eee enne ennt tnn netus Editing Members ront eta rante Member Maling Address eere Member Worksheet Fees Fee Assessments eee Adding Fee 2 444 1 ee nenne nenne natnm Modifying a Fee eurer niinc Deleting a Fee eeeee eee eeeeee reset nemen tenentes hour cA Applying a Payment Modifying a Payment 1 4 11 Deleting a Payment Accident Reports Completing an Accident Report Classes Creating a Schedule seen Adding
2. 43 Finance Drop 44 LL IM 45 n 46 INVOICE Drop BUON iaiia 46 WINDOW E EN E 46 Certifications 47 Updating Certifications meme 48 Customizing Certification Charts 48 Keywords 49 Assigning Keywords Individual Members eese enne 49 Assigning Keywords Group of Members 50 Deleting Keywords 50 Reporting with Keywords 51 Drop Button Lists 51 Adding Members to Drop Buttons 51 Reporting 52 Class Level Reporting gee Eia 52 pecunie 53 urge 53 Drop Bu
3. Details Brint At this point you have the opportunity to specify which data fields you would like to use for each role of members Don t worry if you aren t sure yet you can always come back to the Setup Wizard and make changes By placing a Y in the box you will make that data field available to enter information If you do not have a Vin the box that data field will not be visible when using Clublink If you see a that is greyed out you cannot remove it as it is a data field required by your Central Office Clicking on a beside the data field will give you a brief description of what the data field is used for Click on each of the five tabbed pages and select the data fields that you wish to use See Data Fields 3 4 5 Custom Drop Down Lists Two Custom Drop Down Lists are provided for each Role The General Tab page for each member will have the Custom Drop Boxes Here you can track specific items for each member This will assist you with reporting and management of your members ex how the member found your club Note If a Custom Drop Down List is yellow it has been defined by your Central Office and cannot be modified 2005 Integrated Sports Systems ISS Inc 11 Clublink 3 4 1 3 4 2 3 4 3 3 5 Select a Role gt Enter a title for each Custom List Title Box Clublink Setup Wizard 1 6 RECFEATIJN GUID
4. 22 Modifying a Class rire Deleting a Class rer Copy Paste a Class Structure 2 2 2 Moving a Adding Members to a Class Method 1 Adding Members to a Class Method 2 Moving a Member to a Different Class Removing a Member from a Class Searching all Schedules sss Member Status in a Class Make up Class utin rn Credit a Make Up enadi Modifying Return Restoring a Member Attendance 1 Creating an Attendance Form eene Completing an Attendance Finances Bank Statements and Deposits Financial Reports 2005 Integrated Sports Systems 155 Inc Clublink Part XI 1 2 Part XII A O N A Part XIII 1 Part XIV oa Aha ON Part XV 1 2 Part XVI 1 crjEIc oct 43 Finance MON
5. 1o iree creer ceccuevececanecyavescdsv cotevseucecauevecedandesaveseauecetersence Fal i Performing Central Office New Season New Season Option Descriptions cc ccecitecce soos Lees c sion eu sacs s Ea see Eden ca ae aa AEAN RR EASE REUS Part XXV Checklists 1 113 2 Central Office 113 3 Clublink Data Fields 114 2005 Integrated Sports Systems 155 Inc Contents VI Part XXVI Support 116 Index 117 2005 Integrated Sports Systems ISS Inc Clublink 1 1 1 2 1 3 About Clublink Clublink makes information easily accessible and provides the necessary tools for the operations of your club This program is designed to simplify the day to day administration of your club with the ability to import and export data to your Central Office governing body if you have one More specifically you can use Clublink to record all of your member s personal information registration details and fees which may be determined by your Central Office and payments Complete schedules for your club can als
6. Classes 9 2 Modifying a Schedule Schedule Name To modify the name of a schedule click the Tools menu select schedule then select modify Alternately double click the cell at the top left of the schedule Edit the name of the schedule gt Click OK Rows Add Modify Delete From the Tools menu select Rows Select Add to add a row to your current schedule then enter the Teacher Row Name click OK Select Modify to change the name of an existing row Alternately double click the yellow row heading Select Delete to delete an existing row Note Deleting a row will delete all class data in that row Columns Add Modify Delete gt From the Tools menu select Column Select Add to add a column to your current schedule then enter the Column Name click OK Select Modify to change the name of an existing column Alternately double click the yellow column 2005 Integrated Sports Systems ISS Inc 33 Clublink 9 3 9 3 1 heading Select Delete to delete an existing column Note Deleting a column will delete all class data that column Adjusting Column Width Put your cursor on the line between two column headings gt When cursor changes to a double arrow click and drag to desired width Note Adjusting the column width is only temporary and is often used for preferred printing results See Classes Creating Classes
7. 21 3 History Quiz 08 Not Affiliated 08 i Not Affiliated 08 Not Affiliated 08 Not Affiliated 08 Not Affiliated 08 Not Affiliated 08 Not Affiliated 08 Not Affiliated 08 Not Affiliated 2003 08 31 Not Affiliated 2003 08 31 Not Affiliated 2003 08 31 Not Affiliated 2003 08 31 Not Affiliated 2003 08 31 i Not Affiliated Query Affiliation Stat From 2002 07 01 To 2004 12 31 Save After viewing the report you can choose to save it by clicking the Save As button See Task Manager Export Data to the Web The Export Data to the Web feature allows you to send your Membership information to the internet to be picked up by your Central Office This method eliminates the need to send in your data on a floppy or attach it to an email You can also store your Clublink Backup data directly on the internet Only you can access the data Select Export Data to the Web from the Task Manager list Click Launch at the bottom of the Task Manager window 2005 Integrated Sports Systems ISS Inc Task Manager 84 Export Data Step 1 Select your export method Club011Export2002 09 08 zip Membership Data Club011Esport2004 03 03 cle Club 11Esport2004 09 15 cle Club 11Esport2004 03 20 cle Clublink Backup Chub011Export2004 09 23 cle ClubO11E xport2004 10 11 cle Installation Information Country Canada Export to the web Sport Diving Prov State
8. 60 0 00 Past 90 90 00 FFL Close 52 335 00 Click Fee Assessments tab page and select appropriate Account tab Click the Add button Details ar National Amount 500 00 Jr National hme Enter an amount and use the bottom drop box to select a name for the Fee Assessment 2005 Integrated Sports Systems ISS Inc 109 Clublink 24 6 2 Note If the Fee Assessment does not already exist in your system you can add a new one by typing it in the Details box at the top of this window The new Fee Assessment title will automatically be added to the drop list for future use Click OK to complete the Fee Assessment See Central Office Only Fees Invoicing a Club gt From Opening screen click the Clubs button Clubs select a club Click the Fees button on the toolbar to open the club s Fees page After you have assessed all necessary fees see Charging Fees to a Club page click the Invoice button Invoice on any of the three tabbed pages in the Fees window Invoice m led Example Mr Mann Club 123 Happy Trail 456 Corner St Account 1 Details Due Paid Balance Account Account 2 Account 3 Language Bilingual English French Not Deposited Payments Geman Date Amount Date Amount Print Options Not Deposited Payments Balance 0 V Outstanding Details Only Note ia
9. 98 3 Club Information Management 99 PAGING CID me Modifying a Club Deleting a Club Club Mailing Address 4 Importing Data from a Club 101 diuidi e 101 VERITICATION s 102 Confirm Member FOr ere eee rhe bito ted satucassdaddedescagacvsidedsate sends caatsaddaces sags 103 E 104 Iles Ie 105 Updating siz 105 5 Exporting Data Confirmation to a 5 106 MI or cR Charging Fees Club lnemnge Receiving Payments from a Club
10. yu5link User Manual Version 5 2 2005 Integrated Sports Systems ISS Inc Clublink Table of Contents Foreword 0 Part About Clublink 7 1 ER 7 2 Minimum System Requirements 7 3 Recommended System Requirements 7 4 Installation Procedure ecce eiie eoo Ce Eaa sco o nen Ue opns E EEEa i 8 Part I Clublink Application Launcher 8 Part Ill Setup Wizard 9 1 Page2 General 6 eaa a aaa ai cadecercctucicactetesnrecducacuceetececcstuazsectereacevecuissstastuauereauee 9 2 Page 3 Data Disks roii eiicece eiie cue Licecce Lite cie a 9 Gentral Office Setup DISK 9 lu use irre 10 3 Page4 Data eene Itn aaa aa inen a 10 4 5 Custom Drop Down Lists nnn nnn 10 Adding a OM 11 unius men G 11 psc 11 5 Page 6 Linked Registration Options
11. 8 11 6 7 amp E 13 tgo 13 Custom Edit Check and Date 13 Payment Types s 14 CreditCard Type Sorina 14 Part IV Setup Options Found in Clublink 14 1 Administrator PaSSWOFd cc annainn iaiaaeaia anaiai 14 2 Read Only Password sssini aaee eade aaee a a Eaa eaea a aaea aeaaeai 15 E 15 4 5 81 15 5 Member Reports Waiver Forms 16 Part V Day to Day Operations 16 T SCIGen recie eoe uec DE UD e DI Eee 16 2 eT LT Ecc 17 2 Members erst ice MILL T US 19 Viewing c
12. 9 LIQUDMILA Coach v Action to be taken is shown between the Import List and the Clublink List If necessary you can change the action by clicking the Change button Clublink examines the membership and determines whether the member is a new member or if the existing member needs to be updated When you have finished reviewing the Import List click Close See Central Office Only Importing Data from a Club Multiple Members Found Duplicate Member Found Confirm Member Form If Clublink finds the same member duplicated in the same role then Clublink does not know which member needs to be updated You will have to make this decision yourself Generally when this message appears there are unnecessary duplicates and the duplicate should be removed after the import process is complete 2005 Integrated Sports Systems ISS Inc Central Office Only 104 Multiple Members Found Last Name MORRIS First Name MICHAEL Role Recreational Y Active 514 398 0766 1950 12 25 00000094 ARTISTIC 259 MARSH AVE Select the member to update Hiei if ve 2 514 798 07 66 1950 12 25 00000094 ARTISTIC Z 259 MARSH AVE py 51 4J338 0755 1350 12 25 000000947 TRAMPOLINE 259 MARSH AVE X Cancel X Abort See Verification Form Duplicate Member Found 24 4 2 2 Duplicate Member Found If Clublink finds the same member duplicated in the same role then Clublink does not know whic
13. First Name Is the responsible adult check box Occupation Phone Number Relationship Contact 2 Last Name First Name Is the responsible adult check box Occupation Phone Number Relationship Affiliate OOOOOOOO00000000 Age Sex Birth date Today s age calculated Age as of calculated Age as of Date Membership card Active check box Renewal check box Club Start Date Club Current Date Club End Date PSO Start Date PSO Current Date PSO End Date Photo LI Date Medical Medicare Number SIN Number Height Weight Doctor s Last Name Doctor s First Name Doctor s Phone Number Emergency Last Name Emergency First Name 2005 Integrated Sports Systems ISS Inc Checklists 116 Emergency Phone Number Medical Note Miscellaneous Work Number Fax Number Extra Check Box 1 Extra Check Box 1 Name Extra Check Box 2 Extra Check Box 2 Name Extra Date Box 1 Extra Date Box 1 Name Extra Date Box 2 Extra Date Box 2 Name Extra Text Box 1 Extra Text Box 1 Name Extra Text Box 2 Extra Text Box 2 Name Additional Clubs E mail address Employee check box L1 L1 L1 E1 L1 C1 F1 EI DJ EJ EJ E C1 EJ E DI E See Checklists 26 Support Integrated Sports Systems ISS Inc 259 Marsh Ave Pointe Claire Quebec Canada H9R 5Y2 phone 514 398 0766 fax 514 694 1106 e mail info integratedsports net visit www integ
14. Jee 80 00 NEL Replicate All 2005 Integrated Sports Systems 155 Inc Task Manager 82 replicate the original fees for all members click Replicate OR to apply different amounts use the Custom Fees selections Note You can save this report by clicking Save As Click Next when you are finished in the Fee Replicator window Click OK to confirm See Task Manager 21 2 History Query Using the History Query you can create a report based on History information History information is found on the History tab page of each member in Member level ex who changed levels between Sep 1 03 and June 30 04 Make sure you have the appropriate members one of the Drop Buttons in Member level See adding members to a Drop Button Select History Query from the Task Manager list Click Launch at the bottom of the Task Manager window gt gt History Quiz Step 1 Step 2 Select a Drop Button List Select a History Description C Invoice 5 members Desctiption CATEGORY Start Date 2002 07 01 3 C Report 10 members Affiliate 13 members End Date Finance 6 members 2004 1 231 J Refresh Cancel Select the appropriate Drop Button List Select a History description to report on Select the appropriate date parameters Click Next 2005 Integrated Sports Systems ISS Inc 83 Clublink
15. O3 tester 300 00 Amount Date 03 National 600 00 1 03 Jr National En 300 00 1 Apply 500 00 2004 1 0 15 O3 winter Sr Entr 800 00 Balance 03 Reg Fees 200 35 00 1 1 500 00 Reg Fees 2004 09 500 00 i Custom EE X Cancel Balance 2 335 00 Appl Select a Fee Assessment to apply the payment to then click the Apply button Note You can apply payment to more than one fee assessment by selecting another assessment and clicking the Apply button again The OK button will illuminate when you have applied the full amount of the payment The Fees window will automatically show the Payments tabbed page for you to view the details of the payment that you just received gt Click Close to close fees window gt gt Note For all other Fees information see Fees See Central Office Only Fees New Season New Season should be performed at the Club level by following the Performing New Season instructions In addition there is a Central Office New Season that should be performed The Central Office New Season works the same as the club New Season except each action is performed on the list of clubs rather than the list of members This process should be completed before importing any club data for the upcoming season See Central Office Only Performing Central Office New Season New Season Option Descriptions 2005 Integrated Sports Systems ISS Inc
16. Administrator Password 2005 Integrated Sports Systems ISS Inc Checklists 114 25 3 Customize Clublink s data fields remove unwanted data fields from the registration forms Base Level Setup Data Fields Options Define the Required and Requested data fields information you will need to exchange with your clubs and information you would like to exchange with your clubs Opening Screen Central Office Central Office Data Field Options Set up your Tax System Base Level Options Tax System Build your Linked Registration Options the registration fee structure for all new members Opening Screen Central Office Linked Registration Options e Only Linked Registration Options checked as Required be edited from the Central Office menu To edit LI OO in house Linked Registration Options select Base Level Lists Linked Registration Options Build your Custom Drop Boxes bottom two drop down boxes on the General tabbed page and the Registration Form To build a list that you would like to send to the clubs Base Level Lists Custom Drop Boxes Only Custom Drop Boxes checked as Required can be edited from the Central Office menu To edit in house Custom Drop Box select Base Level Lists Custom Drop Boxes As a rule of thumb the Central Office does not Require any Custom Drop Boxes to provide maximum flexibility of Clublink at the club level Bu
17. Central Office Only 112 24 7 1 24 7 2 Performing Central Office New Season gt Select New Season from the Central Office menu on the Opening screen Inthe New Season window select the operations you want performed for the New Season See New Season Option Descriptions below New Season Setallclubs to not Active Set all clubs to Not Registered Delete all paid transactions Delete deposited receipts before 20034 0 16 Rename transaction details 03 before 2004 1 0 15 Example Feel gt 03 Feel x Cancel When you have completed all your selections click OK See Central Office Only New Season New Season Option Descriptions Set all clubs to Not Active will remove all clubs from the Active list and change them to the Not Active list Set all clubs to Not Registered will change all affiliation status lights from Green or Yellow to Red and clear the expiry date Delete all paid transactions will erase all transactions where the amount due is exactly equal to the amount paid This process will remove unwanted financial information for the New Season and can be run throughout the season Delete deposited receipts before a given date will remove all transactions that have been acknowledged as deposited have a deposit date before a specified date Deleting deposited receipts will enhance the performance of Clublink and remove unwanted receipts S
18. On Board D Emergency Doctor Cell Phone tt Last Name 613 555 4444 WHITE First Name CHRISTOPHER e mail address Phone Number 250 Previous Required Information Roe vx _ Cancel Cancel Fie Rass jon Check the bottom left corner of the screen to ensure that you are adding the member to the correct Role This can also be used in the case that a member changes roles during the season Click OK to close the form You can choose to see the Member Worksheet by clicking OK or click NO to skip Uy 5 3 4 2 Editing Members Click on the member you want to edit in the Member List or use the Search feature to find the member Click the Modify button at the bottom of the screen Alternately you can double click the member The Registration Form will come up for you to edit the Member details Click Next to make changes on the second page of the registration form Click OK when you are finished making changes You can choose to see the Member Worksheet by clicking OK or click NO to skip 5 3 5 Member Maling Address The member s mailing address is often the same as the address entered on the General tabbed page You can specify an alternate mailing address for a member Ex Change the name on the mailing address to mail invoices to the parent rather than the child Some reports use the information on the General tabbed page whereas some other reports will use the Mailing Address
19. Select Member level from the drop box below the Role drop box Select the appropriate column category or sub category Click the Add button Type the Name of the fee the Fee amount and Min and Max Ages in the boxes at the top of the window Click OK YVUYUUUY See Linked Registration Options Modifying From the Lists menu in Member level select Linked Registration Options Select the appropriate Role Select Member level from the drop box below the Role drop box Select the Registration Option that you want to change Click the Modify button Edit the Fee amount Click OK to save your changes Note You can only modify the name of a Linked Registration Option if your club has set it up Any name set up by your Central Office is locked See Linked Registration Options Deleting From Lists menu in Member level select Linked Registration Options Select the appropriate Role Select Member level from the drop box below the Role drop box Select the Registration Option that you want to delete 2005 Integrated Sports Systems ISS Inc Periodic or Infrequent Activities 62 Click the Delete button Click OK to confirm the delete Click OK to delete all references See Linked Registration Options 17 Setup Menu Member Level See Data Field Options Medical Template Payment Types and Credit Card Types Fee Options Central Offi
20. BC ClublD 011 Integrated Sports Web Site Close Select either Membership Data or Clublink Backup Select the export file from the File List Click the Export to the Web button gt Inthe Task Manager window click OK to confirm via the web From the Upload Clublink Information window follow the on screen instructions Task Manager 21 4 Import Data from the Web The Import Data from the Web feature allows you to download Membership information from the internet that was placed there by your Central Office This method eliminates the need for your Central Office to mail you a floppy or email you attachments You can also download your Clublink Backup that you have stored on the web Select Import Data from the Web from the Task Manager list Click Launch at the bottom of the Task Manager window Select either Membership Data or Clublink Backup gt gt gt Click the Import from the Web button 2005 Integrated Sports Systems ISS Inc 85 Clublink 21 5 Import Data Step 1 Select your import method Web File List Membership Data Clublink Backup 1 xport2004 09 16 cle ChubO11E xport2004 09 20 cle ChubO11E xport2004 09 23 cle Club011Export2004 10 11 cle Installation Information Country Canada Import from the web 3 Sport Diving Prov State BC ClublD 011 Integrated Sports Web Site Close gt When the import is complet
21. D D D D D D Select report from the list in the New Report window Type a description of the report in the Description box Click the Register button Click OK Close the New Report window or select another report to register Note You can also Modify report descriptions or Delete registered reports from the Registering Reports window If you have downloaded the report from our website or received the report as an email attachment save the report to your desktop then drag n drop the report from your desktop into the appropriate drop button window See Drop Button Lists Reporting Report Wizard The Report Wizard is a great way to select a group of members using the user defined checkboxes edit boxes and dates and the built in checkboxes and dates 2005 Integrated Sports Systems ISS Inc Reporting 56 Wizard IB x Role With From To With Value L Competitive v Birthdate 2005 02 05 2 2005 02 06 2 Renewal v Checked am v Stat 2005 02 06 2 2005 02 06 1 Employee 7 Checked a 7 Curent 2005 02 06 Em 2005 02 06 1 IV Check Box 1 Checked Mode End 2005 02 06 2005 02 06 Check Box 2 Checked Active Only v Expiry 2005 02 06 9 2005 02 06 2 NonActive Only 7 Date 1 2005 02 06 1 2005 02 06 9 Date 82 2005 02 06 fay 2005 0206 X 15 Mail Merge You ca
22. If you make a change to the member s address you will be asked if you would like to update the mailing 2005 Integrated Sports Systems ISS Inc Day to Day Operations 24 address too Note Labels can be printed using either address There is an Avery 5160 5161 and 5162 reports setup for mailing address 6 Member Worksheet The Member Worksheet assesses the member s to determine which automated actions ex charge registration fees assign a membership card prepare member for export to central office charge class fees need to be performed Check the Active box to indicate a member is active This should already be checked Check Registration box to add the member to the Registration Drop Button and have them prepared for export to the Central Office Adding members to the Registration Drop Button is also a handy way to know how many members you have registered during your session Check the box for your Central Office Registration Fee ex Ontario Gymnastics Fee This fee is defined in your Linked Registration Options selected on the Registration Form and is usually assessed once per season Note If you do not have a Central Office you don t need to check this box Check the box for your Club Registration Fee if you have one This fee is defined in your Linked Registration Options selected on the Registration Form and is usually assessed once per season Check the Next Card Numbe
23. KELVIN New Member MITCH New Member DANIELLA New Member RANDY New Member KIRSTEN New Member Close the Import Club Data window See Central Office Only Importing Data from a Club 24 5 Exporting Data Confirmation to a Club When you export data to a club you are sending the updated data that the Central Office may have entered as well as confirmation for the data that you imported from the club The confirmation will update the club s members from Pending to Registered Select Export Club Data from the Central Office menu on the Opening screen 2005 Integrated Sports Systems ISS Inc 107 Clublink 24 6 Export Club Data Cl Required Information Show Requested Information Show Error Report Show Export List Show LS Certifications Accident Reports 5 3000 Create Files Id Select the club you want to export If you are exporting multiple clubs to your National Body select club 000 You have one last chance to verifiy what required and requested information is about to be sent Click Show to view the Error Report You are required to view the Error Report before you can create the export files You may also print this report by selecting Print from the File menu You may also view the Export List by clicking Show Check the Certifications box if you would like to include certification updates and check the Accident Reports box if you wou
24. You can use the Fee Options section to charge monthly fees rather than a one time class fee ex a member registers with your club for the entire season but pays their fees monthly See setting up Fee Options gt desired check the Pro rated box and enter a number for the number of pro rated fees be calculated ex a member is injured and will miss the first three classes of the session f desired check the Discount box and enter a discount amount as a percent of the total price the second family member registered for the same class may receive a 10 discount Note Discounts do not apply to Registration Fees Click OK to save changes to the Member Worksheet Click Yes to view the Fees page or click No to go back to Class level Normally we view the Fees page if we have a payment ready to apply Note You can use the Restore button at bottom of the Member Worksheet to restore the original settings You can use the Uncheck button to uncheck all the boxes on the Member Worksheet except the Active box 9 7 Adding Members to a Class Method 2 Open the Search Roles window Drag a member directly into an open class Note You will not be prompted to see the Registration Form Member Worksheet Fees window These can be opened manually with their respective speed button Note Dragging a member directly into a class will place the member in Pending Mode to remind you that you have not
25. a be 04 01 27 04 03 30 7 i Technical 04 01 27 04 06 30 7 04 0245 7 7 Ee 4 Practical Certified 04 03 01 i Atheletes Close the window when complete See Certifications 7 44 af E Customizing Certification Charts In Member Level select Certifications from the Setup menu In the Certifications window select the appropriate Role Select a chart to customize from the right side of the window In the upper left corner of the chart enter the name of the chart Edit the column and row headings ex change level 1 2 and 3 to Beginner Intermediate and Advanced 2005 Integrated Sports Systems ISS Inc 49 Clublink Certifications Role Member Y PSO ReservecBeginner Intermediate Advanced Certification Names 1 PSO Reserved 2 PSO Reserved 3 Unused 4 Unused 5 Unused 7 Unused Unused Proof on File ff Close Close the window to save your changes Note Row headings that are grey can not be changed See Certifications 12 Keywords Keywords are an effective method of assigning attributes to a member Keywords assist you in reporting on members and finding groups of members ex you can assign a keyword to all members who attended provincial championships on a May 1 04 You can recall the list and report on those members by dragging the keyword onto any Drop Button see Drop Button Li
26. 00 T7 0 00 BA 0 00 NAKITA 0 00 Enter the amount of the fee General 0G two Days Amount VENEREM Apply Apply to All 5 Print _ gt gt Click Apply to All to apply the same fee amount to all members listed OR Click Apply to apply the amount to the highlighted member See Finances Group Fees 10 3 2 Finance Drop Button Add the members to the Finance Drop Button see Drop Buttons 2005 Integrated Sports Systems ISS Inc 45 Clublink 10 4 Finance File Reports Remove 8 Inte Last Name First Name CENCIARINI TONY Report Format System Report TEVEN COLE STEVE Custom Report DREYER JENNA DURWARD ELIZABETH GELLER BA GIBBONS NAKITA Output Format C Printer Delete In the Output Format section select Group Fees Click Start Select the Account you would like to charge the fees to see screen shots in the Group Fees from Finances Menu section above Use the drop box to select an existing Fee Assessment OR enter a new Fee Assessment in the Details box Click Next Enter the amount of the fee Click Apply to All to apply the same fee amount to all members listed OR Click Apply to applythe amount to the highlighted member Finances Group Fees Invoices Invoices are a statement of account listing Fee Assessments with amounts due amounts paid and a balanc
27. 416 555 5555 CUMMING JEFF ov sena DEBRUIN LEVI DREYER JENNA DURWARD ELIZABETH JASON JESSICA Test Invoice List CHLOE MICKY LACHELLE Invoice Report Registration Finance B 10 3 Version 5 1 Note If you aren t sure which Role the member is in you can click the Search Roles button on the toolbar and type the last name of the member When you have found the right member click Select to view that member s details If you think you may have lost a member there are many other search options from the Search Roles button ex Phone number 5 3 2 Active Members When viewing the member list you will notice green Y or red X to the left of the member list These symbols indicate whether or not the member is active in your club gt view Active Members Only click on the y on the toolbar gt switch back to viewing all members click on the again 5 3 3 Financial Mode You can also choose to view your members in Financial Mode This will allow you to see which members have outstanding fees at a glance Note We recommend that you use Financial Mode only when it is necessary as it slows down the program operation From the Clublink Opening Screen choose the Options menu Click Financial Mode 2005 Integrated Sports Systems ISS Inc 21 Clublink 5 3 4 5 3 4 1 gt Click the checkbox to turn Financial Mode on Select which accounts you
28. Disk Last Revision Date Enter the date the setup disk was created This date appears on the Clublink Opening Screen It is often used to verify whether or not a club s computer is configured for the current registration season See Central Office Only Creating a Central Office Setup Disk Central Office Letter gt Certain sports use the Central Office Letter as a unique identifier in creating membership cards If this box is visible to you then you should contact your National body to obtain your Central Office Letter often the first letter of your province or state See Central Office Only Creating a Central Office Setup Disk 2005 Integrated Sports Systems ISS Inc Central Office Only 98 24 1 8 24 1 9 24 2 Registration Year gt Enter the last two digits of the Registration Year for this setup disk The Registration year is incorporated into the membership card number of new members See Central Office Only Creating a Central Office Setup Disk Membership Card Membership card numbers are automatically generated for new members The Membership card number is unique to all members and stays with them year after year Depending on your sport the membership card numbers are generated in one of three formats 1 Numerical sequential number is assigned to the member You may also assign a block of numbers to designated clubs 2 Central Office Letter The membership number
29. Family Inv Invoice Summary Only Current Past 30 Past 60 Past 30 v Club return v Payment Details 2 Printto PDF Document s Curent 30 Past B Past 90 Balance Due Upon Receipt Note 0 Page Offset Balance Due Upon Receipt X Cancel 2005 Integrated Sports Systems 155 Inc Central Office Only 110 Invoice window make the appropriate selections See Invoice Window for descriptions of Invoice selections Click OK when you have completed your selections Select a printer or select PDF to print your invoice to PDF See Central Office Only Fees 24 6 3 Receiving Payments from a Club When you receive money from a club it must be applied to a Fee Assessment So you have to have assessed the club fees see Charging Fees to a Club for instructions in order to enter any payments From the Opening screen click the Clubs button Clubs and select a club Click the Fees button on the toolbar to open the club s Fees page Payments Click the Payments button on any of the three tabbed pages BOARDWORKS 500 00 X Cancel Payments Nest gt T Close 2 335 00 Enter the Date of the payment Enter the Amount of the payment Select the Payment Type Click Next YUU 2005 Integrated Sports Systems ISS Inc 111 Clublink 24 7 BOARDWORKS Payment 1 of 1
30. In the Class level you can add new classes add members to those classes code the classes for easy reference and automatically charge fees to members registering in a class See Classes Adding a New Class Modify a Class Deleting a Class Adding a New Class From the Schedule view double click on the cell where you want to add a class Click on the Advanced button in the bottom right of the open class screen Advanced Clyes Settings Addiional Teacher 0 00 300 4000 3000 Enter a Class Description in the class description box Note This description will appear in the cell on your schedule You may Colour code the class by selecting a colour for the font and a colour for the background Enter the maximum number of participants for the class 2005 Integrated Sports Systems ISS Inc Classes 34 Add the names of any Additional Teachers Add the names of the prices you will be charging for the class and the amounts Add pro rated fees Note The pro rated fee usually is the amount that will be discounted if a member is absent from one class or registers late gt See Click OK to save your settings Classes Creating Classes 9 3 2 Modifying a Class gt gt gt gt See From the Schedule view double click on the Class that you wish to modify Click on the Advanced button in the bottom right of the class screen Edit
31. Inc Contents IV Deleting 61 Part XVII Setup Menu Member Level 62 1 Data Field Options scsi T 62 2 Medical Template 1 cione eterne LL Ie rne Eun lect La Rote cdeuaeetsetensevedennectseteneess 63 3 Payment Types and Credit Card Types 64 Adding ad t c d teu E D iuo 64 65 o A cc 65 ECO E 65 Adding RE arara aeaa 65 bn MEC 66 Deleting 66 5 Central Office Data Field Options 67 Part XVIII Saving Schedules in Other Formats 67 Microsoft EXCOel 0 e 67 2 HTML Web Page erecto L cerne t LE Dore cdeceeedecencee cs sueceesetoncedsdeneeesteroncwes 67 Part XIX Central Office Communication 68 1 Receive Central Office Setup Disk 68 Fixing Members Entered Early iaeiei 69 Fixing Members Entered with Wrong Disk 70 2 Import Club
32. Secun Attend a by time Y Dutput Format C Printer Screen gt Select the Report Format system or custom gt Select a Report from the drop box OR register a new report see Registering Reports Select an Output Format Click Start Note If you select Screen as your output format you can print or save your report once you have viewed it by selecting Print or Save As from the File menu See Drop Button Lists Reporting 14 4 Drop Button Reports Select a Drop Button to report from Add members to the drop button See Adding Members to Drop Buttons Select the Report Format system or custom Select a Report from the drop box OR register a new report see Registering Reports Select an Output Format Click Start Note If you select Screen as your output format you can print or save your report once you have viewed it by selecting Print or Save As from the File menu See Drop Button Lists Reporting 2005 Integrated Sports Systems ISS Inc 55 Clublink 14 5 14 6 Registering Reports Open the appropriate Drop Button From Reports menu select Register Inthe Registered Reports window click the Add button New Report 5160 4 5160 8 rpt 5150 C rpt 5160CLUB RPT 5150fam rpt 5160Ind RPT 5160MEM RPT 5161 5IBIFAM RPT 516 lind RPT 5161 51 2 5162ind RPT 5162MEM RPT D L
33. Setup menu in Member level select Medical Template Type a heading or title for your accident report in the Medical Template window Type the first Required Information Title in the Medical Template window ex Date of Accident Add a Data Entry Area beside the Required Information Title Data Entry Areas need to be enclosed by Lesser Than and Greater Than symbols ex enter date here Medical Template File Insert ACCIDENT REPORT Date of Accident enter date here gt Time of Accident enter time here gt Location of Accident lt enter location here gt Type of Injury enter injury here gt Who provided treatmenet enter names here gt Was the person hospitalized yes or no here Was an ambulance required lt yes or no here gt PageBreak gt Continue typing all of your Required Information Titles followed by Data Entry Areas on each line of the template Note You can insert a page break by clicking the Page Break button at the bottom of the template window gt Click OK to save your changes Note The user will be able to automatically proceed through the data entry areas by using the key on their keyboard See 2005 Integrated Sports Systems ISS Inc Setup Menu Member Level 64 17 3 17 3 1 Setup Menu Member Level Payment Types and Credit Card Types Payment types and credit card types are selections used when receiving
34. check the Medical Template box on the Build Central Office Setup Disk window to include the template on the disk Click Show to view or edit the Medical Template Type a heading or title for your accident report in the Medical Template window Type the first Required Information Title in the Medical Template window ex Date of Accident Add a Data Entry Area beside the Required Information Title Note Data Entry Areas need to be enclosed by Lesser Than and Greater Than symbols ex enter date here gt Continue typing all of your Required Information Titles followed by a Data Entry Areas on each line of the template 2005 Integrated Sports Systems ISS Inc 97 Clublink 24 1 6 24 1 7 Medical Template File Insert ACCIDENT REPORT FORM Club Name lt enter here gt Accident Date lt enter here gt Member Name lt enter here gt Member Number lt enter here gt Type of Accident lt enter here gt Location of Accident lt enter here gt Other Accident Details lt enter here gt Who treated the Member lt enter here gt Break B Note You can insert a page break by clicking the Page Break button at the bottom of the template window Click OK to save your changes Note The user will be able to automatically proceed through the data entry areas by using the key on their keyboard See Central Office Only Creating a Central Office Setup
35. club will have the opportunity to setup and track their own certification details Click Show to view or edit the Certifications template 2005 Integrated Sports Systems ISS Inc Central Office Only 96 Certifications Role Competitive v Locked Level 2 Level 3 Novice Junior Senior Adult Certification Names 1 Atheletes reserved PSO reserved PSO reserved Enter Title 2 3 4 5 7 n Close In the Certifications window select the appropriate Role Select a chart to customize from the right side of the window numbers 1 7 In the upper left corner of the chart enter the title of the chart Edit the column and row headings ex row headings could be Start Date End Date and Exam Date with column headings of Level 1 Level 2 Level 3 etc Close the window to save your changes Note In the Build Central Office Setup Disk window you must check the Certification box if you wish to have the templates included on the disk See Central Office Only Creating a Central Office Setup Disk 24 1 5 Medical Template The Medical Template is a form to be used by your clubs when reporting on accidents You may want to review your insurance claim forms before creating the Medical Template to ensure the clubs are collecting all of the necessary information If you do not choose to create a template clubs will have the opportunity to create their own You must
36. credit card types by clicking the Add button and typing the name of the credit card Click Add again to enter another credit card type 4 Setup Options Found in Clublink Under System Setup you can make font selections and colour selections From the Options menu on the Clublink Opening Screen select System Setup Select each of the menu items to customize Clublink s appearance to your liking See Administrator Password Read Only Password Language Tax System Member Reports Waiver Forms 4 1 Administrator Password The administrator password protects your data by only allowing those who know the password to access Clublink on your computer Setting the Administrator Password From the Options menu on the Clublink Opening Screen select Administrator Password Select Set 2005 Integrated Sports Systems ISS Inc 15 Clublink 4 2 4 3 4 4 Enter the Password and click OK gt Re enter the Password and click OK Turning the Administrator Password On or Off From the Options menu on the Clublink Opening Screen select Administrator Password Select Enable to turn the Password ON select Disable to turn the Password Off Note To enable the password you must re enter your password or set a new password Read Only Password The read only password is used in conjunction with the administrator password The read only password allows users to view Clublink data but does no
37. for transactions listed by type Example Report Preview x Be tb Financial Report 2002 10 01 2003 09 30 Amon Tias action Not Deposted Detal 02005 Integrated Sports Systems 155 Inc 43 Clublink 10 3 Click the Generate button to create the report Note Use the File menu to print the report or to save it as a text or Microsoft Excel file Group Fees You can view assess and modify fees to members in a group using the Group Fees window Group Fees can be assessed to a group using the Finance Drop Button or by selecting Group Fees from the Finances menu in Member level See Finances 10 3 4 Finance Menu gt Select Group Fees from the Finances menu Finances Last Name First Name CENCIARINI TONY Competitive Bened STEVEN Competitive JENNA Competitive Account2 ELIZABETH Competitive err BA Competitive NAKITA Competitive Details OG two Days DG two Days Drag drop each member for whom you would like to assess fees from the Member List into the Group Fees window Select the Account you would like to charge the fees to Use the drop box to select an existing Fee Assessment OR enter a new Fee Assessment in the Details box Click Next 2005 Integrated Sports Systems ISS Inc Finances 44 Finances Remove lU STEVEN JENNA 60 00 ELIZABETH 0
38. found the member select them and then click the Select button then choose Yes If you are adding a new member to the class click Ignore Search Roles Recessions 25013950364 DEREK 1238 DALLAS RO 75085 0964 GENYA Recseabonal 2500532 8231 SALVADOR 121580 RD Recestonal 1200905 00 ALEXANDER MARISSA 250633077 ALEXANDER NIGEL Recseabona 2505330317 A scot add marter find arand marter and press Select Update the member s information or add the new members information to both pages of the Registration Form then Click OK Click Yes when asked if you would like to see the Member Worksheet On the Member Worksheet ensure that the Active box is checked check the Registration box if this is a new member of if you have updated any member information that should be passed on to your Central Office This box will be checked automatically if the member is not already on the Registration Drop Button gt Fora new member the Registration boxes will be checked ex Central Office Fee For an existing member the Registration boxes will only be checked if the member has not yet been charged these fees for the current season 2005 Integrated Sports Systems ISS Inc Classes 36 DANIELLA HALLAM w a EIL P s SOK Lincteck a Select the appropriate Price to charge Note
39. in Clublink When regular maintenance is being performed on you computer ex Scandisk Defrag etc uae Select Clean up and Rebuild from the Clublink Utilities screen When the process is complete click OK See Utilities Rebuild Class Lists Rebuild Class Lists should be run if Class Volumes in Class level are showing incorrect numbers This process will correct the Class Volumes Select Rebuild Class Lists from the Clublink Utilities screen When the process is complete click OK See Utilities Delete Data Delete Data is used to delete large amounts of data from Clublink The Delete Data function should be used with caution as there is no undo button Always back up your data before using the Delete Data function see Back up Data Files Select Delete Data from the Clublink Utilities screen Select the data you want deleted Click OK Click Yes to confirm deletion or click cancel to abort the process See Utilities Backup Data Files Use the Backup Data Files to backup your data on a regular basis This feature compresses all Clublink data and saves it to a single file Select Backup Data Files from the Clublink Utilities screen Click OK to begin the backup Choose the destination location and file name When the process is complete click OK Utilities Restore Data Files Use the Restore Data Files feature to use the data from your backup file to overwr
40. of any accident or injury that may occur at your club Your Central Office may have sent you a template for recording accident details the template would have been received on your Central Office Setup Disk If you do not have a template for your Accident Reports you can create one using the Medical Template feature see creating a Medical Template Completing an Accident Report In Member level select the appropriate member from the member list Click the Accident Report button Click the Add button 2005 Integrated Sports Systems ISS Inc Accident Reports 30 Accident Report Form File Edit Help Last Name City GELLER ORANGEVILLE Title First Name ar Address CERE oe Description Fall off Trampoline Date 2004 1 0 01 Details Page Break gt lt Skip to next entry ACCIDENT REPORT Date of Accident Oct 1 04 Time of Accident 3 30pm Location of Accident lt enter location here gt Type of Injury lt enter injury here gt Enter a description of the accident in the Description box Edit the date in the Date box if necessary Press F3 on your keyboard to proceed to the first Data Entry Area data entry areas are enclosed in lt gt Enter the appropriate information and press F3 again to proceed to the next Data Entry Area Complete the form To print the Accident Report select Print from the File menu or click Close to close t
41. some other reports will use the Mailing Address If you make a change to the club address you will be asked if you would like to update the mailing address too Importing Data from a Club Importing data from a club will update your Clublink with new members and changes to member information You may receive information regarding accidents changes to certifications and registration fees for new members Once you have imported this data and completed the verification form you will need to export data back to the club providing them with a confirmation of registration Clubs members remain not registered and pending until they are confirmed by the Central Office Select Import Club Data from the Central Office menu on the Opening screen Select the appropriate location of your import files and click OK or Drag drop the registration file on to the Clublink Opening Screen See Central Office Only Error Report Verification Form Financial Statement Updating Members Error Report Review and or print the Error Report This report shows you the registration fees due from the club and any information that may be missing from their data Note The club sees the same Error report before exporting their membership 2005 Integrated Sports Systems ISS Inc Central Office Only 102 Report Preview File Help Error Report Last Name First Name Role otal 190 00 VICTO
42. starts with the Central Office letter 3 Default Postal format The membership number starts with the two character postal province state Once you have reviewed and or updated all aspects of the Central Office Setup Disk click Create Files at the bottom of the window Create Accept Files viruses before using them with Clublink Drive 2 X Cancel gt Select a drive for the files and click OK If you selected your C drive you should make note of the location of the file See Central Office Only Creating a Central Office Setup Disk Distributing Central Office Setup Disk Each club needs to receive the setup files Contact us if you would like to include your Central Office Setup Disk on our website for download with easy to follow installation instructions By email 2005 Integrated Sports Systems ISS Inc 99 Clublink 24 3 gt Attach the files located in your Clublink FromMain folder to an email Send the email with instructions for the clubs to copy the files from the email to their Clublink email folder and then proceed with Receiving Central Office Setup Disk By CD the files located in your Clublink FromMain folder to the CD Repeat this for each club Send a Setup Disk to each club Note When distributing your Central Office Setup Disk we recommend that you include a document describing your Linked Registration Options and Fee structure Required and
43. the class settings Click OK to save the new settings Classes Creating Classes 9 3 3 Deleting a Class gt gt gt See Select the Class that you want to Delete Press the Delete button on your keyboard Click OK to confirm the delete Classes Creating Classes 9 4 Copy Paste a Class Structure Copying and pasting a class structure will result in a new class with the exact settings of the class you copied however the new class will be empty no members in it Note You copy a class structure from one schedule to another y gt See To Copy a Class Structure select the class you want to copy Click on the Copy Class button on the Class level toolbar Select the cell where you want the new class to be C Click on the Paste Class button on the Class level toolbar Classes 2005 Integrated Sports Systems ISS Inc 35 Clublink 9 5 9 6 Moving a Class Drag any class to a new location in the schedule Drag a class onto an existing class to swap them See Classes Adding Members to a Class Method 1 It is best to add members to a class after you have used the Advanced button to adjust all the settings for the class particularly the prices for the class Double click the Class that you will be adding the member to Click the Add button From the Search Roles window type the last name of the member you wish to add If you
44. to the central office Once the export is complete Clublink changes all new members on the Registration Drop Button to Pending have a yellow light on the Registration Tab page in Member Level until a confirmation file is sent by central office and imported to your Clublink see Importing Club Data from Your Central Office You also have the option to export certifications and accident reports See Central Office Communication Exporting Club Data Export Wizard Options Drop Button Lists 19 3 1 Exporting Club Data From the Options menu on the Opening Screen select Export Club Data Inthe Wizard screen select the appropriate data options for export See Central Office Communication 2005 Integrated Sports Systems ISS Inc 75 Clublink 19 3 2 Exporting Club Data Export Wizard Options Not Registered shows you the number of members in your system that are not registered and should be exported to your Central Office Pending shows you the number of pending members in your system This box should only be checked if you wish to re send the pending members information to your Central Office If you do not wish to re send and are just awaiting registration confirmation for them leave the box unchecked Registered This box shows you how many members are already registered and there is no need to send them to your Central Office unless requested Modified New shows you which members
45. two Custom Drop Boxes available on the General tab page in Member Level We recommend that where possible you do not use these as Required Information for the Central Office These two drop boxes are a valuable tool for clubs to customize If you do use the Custom Drop Boxes as Required Information the box will be highlighted in yellow for all clubs You will only be able to add to or edit the Custom Drop Boxes in the Build Central Office Setup Disk window if they are selected as Required Information otherwise you may edit this list from Member level if it is not Required Information and therefore used by the Central Office only Inthe Build Central Office Setup Disk window click Show to setup the Custom Drop Boxes 2005 Integrated Sports Systems ISS Inc 95 Clublink Custom Drop Boxes Role Competitive NEIL BARRETT COACH NEIL BARRETT Custom Drop Box COACH CATEGORY B Select a Role Select a Custom Drop Box gt Use the Add Modify and Delete buttons at the bottom of the Custom Drop Boxes window to change your drop box selections See Central Office Only Creating a Central Office Setup Disk 24 1 4 Certifications Up to seven Certification templates can be created for each Role and can be locked by the Central Office so that clubs can track the certifications of their members If a certification template is left unlocked on the Central Office Setup Disk each
46. window to select save or print Daily Bank Statements can be recreated from the Financial Reports windows Report Preview Norse 9 n on STEVEN 20030527 VISA 3050711 Lands Adem NOAGAN 20 770 VISA 0908282 MARGOT BEANA si VISA 0302022 Cathetre Betan AUSTEN 20004032 25 VISA 0909023 Hewher Geodran RORY 20030305 72 VISA 295052 TREVOR 2003 03 05 70 VISA 0303053 Keri ANDRE 200041905 x VISA 0909064 Wendy Lens n5 4514050510 KFESTA 200310305 2 0309095 Jowo Brecon BD 4516014283 Total 4124350 540 31 2439 When your bank statement matches your deposit you can close the bank statement report preview window and click Confirm in the bank statement window Once you have Confirmed the bank statement all transactions included in the statement will show as Deposited in the Payments section of each members Fees window Note This process cannot be reversed If you are uncertain be sure to backup your data before Confirming your bank statement Financial Reports Financial reports can be done to provide information on previous transactions deposited and future transactions not deposited You can choose the report output to show transactions listed by member Transactions Only by Transaction Details the breakdown of the payments ex t shirts club fees track suits or Transactions with Details payments with the breakdown o
47. would like to recognize Select where you would like to be able to see the financial indicator Click OK When you view your Member List Phone Lookup or Class Lookup you will see a beside the members who have outstanding account balances Registration Form See Adding Members Editing Members Adding Members The Registration Form is a two page form that includes the selected Data Fields see Page 4 Data Fields in Setup Wizard It is used when adding a new member to your database and is also used to edit existing member information Note You can also add new members directly from Class level See Classes Adding Members the top right corner of the Member screen select the Role that you want to add the member to ex competitive recreational coach etc From the bottom of the Member screen click the Add button the last name of the person you are adding in the search box to ensure they are not already in your system Note You can choose not to search by clicking the Ignore button at the bottom of the search window if you are certain the member does not already exist in the system Search All Roles Use MICHAEL ANGROVE amen sewen EE 71 RR STEVEN 1392 ANSELL RD Recreational 250 477 1815 Y ADAMSON DEREK 1298 DALLAS RD Recreational 250 385 0964 M ADAMSON DEREK 1298 DALLAS RD Recreational 250 385 0964 AGATHOKLIS GENYA Recreational 250 592 8231 SALVA
48. 34 Creating a Central Office Setup Disk 91 Creating an Attendance Form 40 Creating Classes 33 34 Credit a Make up 38 39 Credit Card Types 13 14 62 64 65 Cue Card Tour 8 Custom Check Boxes 13 Custom Date Boxes 13 Custom Drop Box Lists Custom Drop Boxes Custom Drop Down Lists Custom Edit 13 Check and Date Boxes 13 Custom Edit Boxes 13 Customizing 48 Customizing Certification Charts 48 D Data Disks 9 Data Field Options 62 Data Fields 9 Dates 55 Delete a member from a class 37 Delete Data 89 90 Deleting a Class 33 Deleting a Club 99 101 Deleting listitem 10 8 87 88 91 99 100 101 113 114 57 59 60 91 94 9 10 11 2005 Integrated Sports Systems ISS Inc Index 118 Deleting Keywords 50 Deposits 40 Distributing Central Office Setup Disk Drop Box Lists 59 Drop Button Lists 51 Drop Button Reports 54 Drop Buttons 51 Duplicate Member Found 102 104 Early Registration 78 Email List Maker 86 English 15 Entering Fee Assessments 87 88 Error Report 101 Excel 67 Export Club Data 16 68 74 75 Export Data to the Web 83 Export Wizard 74 75 Exporting Data 106 Exporting Data Confirmation to a Club Fa Features Tour 8 Fee Assessment List 57 Fee Assessments 25 26 27 Fee Options 62 65 66 Fee Replicator 80 Fees 91 107 108 109 110 Fees Window 46 Finance Button 51 Finance Drop Button 44 Finance Menu 43 Finances 40 Financial Mode 19 F
49. Application Launcher Task manager allows you to perform tasks that are not included in Clublink If there is something you would like to see added to Task Manager please contact us with your suggestion or request Once the task manager methods are tested and approved they will be incorporated into future releases of Clublink See Fee Replicator History Query Export Data to the Web Import Data from the Web Home Page Generator Email List Maker Fee Replicator The Fee Replicator is a tool used for recurring fees ex monthly membership fees This option is particularly useful when you want to charge new fees to everyone on a particular schedule without entering them into new classes on a new schedule Make sure you have the appropriate members one of the Drop Buttons in Member level See adding members to a Drop Button Select Fee Replicator from the Task Manager list Click Launch at the bottom of the Task Manager window 2005 Integrated Sports Systems ISS Inc Clublink Fee Replicator Step 1 Step 2 Select Drop Button List gt Select a Fee Assessment Details Invoice 5 members From Fee Report 10 members 7 C Affiliate 13 members ToFee August C Finance members Refresh Select the appropriate Drop Button List Select the From Fee and Fee ex From January To February Click Next Fee Replicator
50. C Cost 2 1 Taxes Name Gs Tps Percenlage 115 00 Name Pst Tvq Percentage 8 x Note An example of a 100 purchase using the tax codes that you have selected is shown in the right side of the Tax System window Member Reports Waiver Forms Use the Member Reports button B to select one report to be associated with each Role in Clublink and one with Class Level If you have a membership waiver form this can be assigned and printed for any member with just one button click We can make a custom waiver form for your club Visit www integratedsports net for samples and ordering information Select Member Reports from the Options menu on the Opening screen Select an appropriate report from each drop box for each Role and for Class level report Click OK to save your changes To use the Member Reports select a member in Member Level or Class Level and click the Member Report B button on the toolbar This will generate the report that has been linked to the current Role Day to Day Operations See Opening Screen Clubs Members Opening Screen The Clublink opening screen is your access to each of the three levels of Clublink Classes Members and Clubs The Classes button gives you direct access to your schedules and the class information in those schedules The Members button takes you directly to all of your member data for each of the five roles The Clubs but
51. DOR 1215 ROY RD Recreational 250 380 5700 ALEXANDER MARISSA Recreational 250 598 0317 x ALEXANDER NIGEL Recreational 250 598 0317 oe X Cancel To add a Family member find a family member and press Select gt If you do not find the person click the Ignore button or if you find a family member of the person you are adding you can click Select and then choose No to indicate that you found a family member This will allow you to enter the new member s information with much of it automatically filled in Members should not exist in a role more than one time If you found the member in the role where they are 2005 Integrated Sports Systems ISS Inc Day to Day Operations 22 to be added then Select the member and press No to Add Again gt Fill in the first page of the Registration Form by typing in the necessary information highlighted areas Required Information and should not be left blank BA GELLER el 250 333 3333 30 200 Compe ve EN FEES Information Competitive M ok x Cancel F8 Paste from clipboard gt Click Next at the bottom right of the screen to proceed to the second page of the form and fill in the remaining information 2005 Integrated Sports Systems ISS Inc 23 Clublink BA GELLER Medical Misc Medical Number Work Number Fax Number 1416222 3333 6 333 2222 Employee
52. Data from Your Central Office eese esent 71 3 Export Club Data to Your Central Office 74 Exporting Club gc 74 Export Wizard Options Met futwasscescczcgtcepancadcatwscuedaietesctiecsssecepaccaetedescuedtetecdesveededcabases 75 Part XX New Season 77 1 When to Perform a New 77 2 What you Need to Perform a New 78 retro rerit eec 78 4 Performing New 78 New Season Options Descriptions cec roten ecc ea staccaweseceesucerseeseunesvocedstcesouestcetenderseascazesenerceucveceeste 79 Part XXI Task Manager 80 1 Fee Replicator 80 McnAelJ mee M 82 3 Export Data to the Web sesse 83 4 Import Data from the Web 84 5 Home Page Generator Ld de 85 AaSurilAStDcge 86 Part XXII Chit System 87 2005 I
53. Deleting a Fee Click on the fee you wish to delete Click the Delete button in the lower part of the screen Click OK to delete the fee assessment Note It is a good idea to only delete fees that have been assessed in error or if the amount due is equal to the amount paid You can delete any fee but this can sometimes confuse the member on their invoice See Fees Fee Assessments Payments See Fees Applying a Payment Modifying a Payment Deleting a Payment Applying a Payment You can apply a payment to outstanding fees from the Fee Assessments tab the Summary tab or the Payments tab Payments Click on the Payments button located near the upper right of the window 2005 Integrated Sports Systems ISS Inc Fees 28 RANDY WALKER Receipt Amount Date 0410011 2004 10 01 0410012 5000 2004 11 01 0410013 5000 2004 12 01 50 00 Visa Iv Credit Card 5656787897975789 X Cancel nm Close Select the date of the payment or the date of the first payment if you are entering multiple payments Enter the Amount of the payment Enter the amount of the most common payment for multiple payments Select the appropriate Payment Type from the drop box If the payment type is a Credit Card enter all requested details For a single payment click Next click on the fee or fees the member is paying then click the Apply button Click the OK button to sav
54. E gt JR NATIONAL ftam d CATEGORY WEIGHT CLASS 10070 125 List A Lit 5T0 100 UNDER 75 7570 100 JR RDXNCIA PROVINCIAL UNDER 75 reci IONAL JUNIOR NATIONAL TERS SR NATIONAL MASTERS SR PROVINCIAL SR NATIONAL UNATTACHED SA PROVINCIAL UNATTACHED Mods Beldie Details Show Mod n Close Details IPrint Flegi tistion Opon gt 4 Note Each selection in Linked List 2 and 3 will be dependant on the selection in Linked List 1 When determining registration fees Clublink will look for the first non zero registration fee moving from right to left Linked List 1 Select a Role Type the title of Linked List 1 in the Title box even if your Central Office has set up this list you can type in your own title Click in the List Items column under Linked List 1 Click Add to add a category to the list if your Central Office has set up this list you will not be able to add another category the List Item name and enter the appropriate ages and fees in the boxes Note You can view the structure of your linked lists by clicking the Hide Show button at the bottom right of the screen You can also view the details of your linked lists by clicking the Details button Linked List 2 You can set up sub categories for each category in your Linked List 1 Select a Role Click on a category in Linked List 1 for w
55. E REFERRAL TELEVISION Add Delete Giso Details RN 4 See Adding a list item Modifying a list item Deleting a list item Adding a list item Click Add the list item name in the box Click Add again to add another list item Modifying a list item Select the list item you wish to change Click Modify Type the new list item name Choose Yes when asked if you would like to update all members Deleting list item Select the list item you wish to delete Click Delete Choose Yes when asked if you would like to update all members Page 6 Linked Registration Options Linked Registration Options gives your Central Office the opportunity to create categories for your members assign fees to those categories and assign minimum and maximum age requirements for those categories If a Lined Registration Option List is yellow it has been defined by your Central Office and cannot be modified You can assign your own club fees to compliment your Central Office fees you can also assign sub categories if they are unused by your Central Office If you do not have a Central Office you can setup your own categories 2005 Integrated Sports Systems ISS Inc Setup Wizard 12 fees and age requirements Each Role can have categories linked list 1 sub categories linked list 2 and sub sub categories linked list 3 Clublink Setup Wizard 1 6 NON
56. ISS Inc Drop Button Lists 52 See Drop Button Lists Reporting 14 Reporting Reporting is done from any of the four Drop Buttons in Member level and from the Reports menu in Class level There are ready to use System Reports as well as a large selection of Custom Reports available for you to register in your system There are many ways to get members onto the drop buttons for reporting There is a tutorial installed in the How To section on the Opening Screen showing many of the methods to get members onto the Drop Buttons The File menu in the Drop Button Window is a good place to start Depending on which members you are currently looking at in Clublink will affect the menu option Ex If you are looking at Active Only Recreational members then select Add all of this Role then only active recreational members will be added to the button Ex Select all members all roles on one button select a single role on another button subtract the two lists and be left with 4 of the 5 roles Drag n Drop a single member Drag n Drop any Linked Registration Option Drag n Drop any Custom Drop Box List Drag n Drop any City Drag n Drop any Fee Assessment 55 Note Any time the cursor turns into a Clublink that item can be dragged onto a report button Note Drag any item into the open Drop Button window or directly onto the button Though Clublink stores all information in uppercase you may choose not to Output I
57. RIA BC Gst Tps 0 00 VEZ 304 Pst Tvq 0 00 250 479 0330 Cost 190 00 S N CL677686BWC Version 5 0 1 Last Revision Date 2004 09 22 Not Registered 13 Pending Registered Total 13 Errors 26 Competitive Recreational 11 Coach Judge 0 Member 0 Total 13 Fees 1 SALVADOR Recreational 2 ALEXANDER MARISSA Recreational RECREATIONAL 5 00 x x x 3 ALEXANDER NIGEL Recreational RECREATIONAL 5 00 x x x 4 BAKER KATHLEEN Recreational RECREATIONAL 5 00 5 CARSON RACHEL Recreational DAVID MICHAEL Recreational 7 FAHINMI SARAH Recreational RECREATIONAL 5 00 x 8 GAMBLE AVERY Recreational RECREATIONAL 5 00 9 GAWLEY KELVIN Recreational RECREATIONAL 5 00 10 GELLER MITCH Recreational LEARN TO DIVE 5 00 11 HALLAM DANIELLA Competitive JR NATIONAL 75 00 x X 12 WALKER RANDY Competitive JR NATIONAL 75 00 X X X X X 13 YOUNG KIRSTEN Recreational RECREATIONAL 5 00 x x x Guide J Age 2 Birthdate gt Close Error Report See Central Office Only Importing Data from a Club 24 4 2 Verification Form Import Club Data window click Show in the Verification section to view the updates Note When importing you may be prompted with one of two types of messages from Clublink If Clublink finds the same member duplicated in the same role then Clublink does not know which member needs to be updated You will have to make this decision yourself Generally when this message appears there are unnecessary
58. Requested Information and any changes from the previous season See Central Office Only Creating a Central Office Setup Disk Club Information Management The Central Office needs to Add any new clubs to the system before importing club data for registration See Central Office Only Adding a Club Modifying a Club Deleting a Club 24 3 1 Adding a Club Click the Clubs button on the Opening screen From the Order drop box on the toolbar select Number 2005 Integrated Sports Systems ISS Inc Central Office Only 100 Clublink Lists Setup Reports 20 Internet Registr Order be Num Postal Contact General Logo Help Club Name EXDCET MOOSE JAW DIVING CLUB Registration Status PIRANHAS DU NORD Address Line 1 VOLTIGES DE REPENTIGNY 1645 ADMIRAL CR POINTE CLAIRE DIVING CLUB Luv HIP ROUGE ET OR Affiliated CP JOHN KENNEDY City Expiry 2004 09 30 CP FERMONT MOOSE JAW ill R ovens Postal Code Active Number sk 7N8 w CAPITOL UTY TERRE Phone Number Fax Number Satelite Next Card n DIVE ONTARIO STRATHMORE SPRINGBOARD 1607993130 ill 5 Check the bottom of the club list to see what club number should come next Clublink will automatically get the next highest club number if a numeric club numbering system is used Click the Add button at the bottom of the window Complete the t
59. abbed pages of club information Note You will need to assign a club number on the Postal tab page You can also enter the Registration Status and Expiry Alternatively you may want to wait until the club has sent it s registration and fee before changing it s registration status See Club Information Management 24 3 2 Modifying a Club Click the Clubs button on the Opening screen Select the appropriate club Click the Modify button at the bottom of the window Make the necessary changes on each of the tabbed pages Click OK to save your changes Club Information Management 2005 Integrated Sports Systems ISS Inc 101 Clublink 24 3 3 24 3 4 24 4 24 4 1 Deleting a Club Deleting a club will delete all of the club s information from Clublink We recommend that you deselect the Active box on the Postal tab page of a club to make them inactive rather than completely deleting them from your system To Delete Click the Clubs button on the Opening screen Select the appropriate club Click the Delete button at the bottom of the window See Club Information Management Club Mailing Address The club mailing address is often the same as the address entered on the Postal tabbed page If you are running Clublink in a multi club environment you can specify an alternate mailing address for a club Some reports use the information on the Postal tabbed page whereas
60. ance Form 0 3 x In x x ANDREW MORFISCN YOUNG KIRSTEN Tow Tha 10 00 4 10 Finances See Bank Statements and Deposits 10 1 Bank Statements and Deposits Viewing and printing your bank statement before you go to the bank to make your deposit will help you to organize your deposit You will be able to reconcile the transactions entered in Clublink with the payments you will be depositing to ensure that nothing is missed Member Level select Bank Statement from the Finances menu 2005 Integrated Sports Systems ISS Inc 41 Clublink 10 2 Bank Statement Deposit Date 04047 Generate 2 Shed Long se Select your Deposit Date Select Short for a bank statement that includes name date amount and payment type OR select Long for a statement that also includes receipt number credit card type name on credit card expiry date and credit card number Click the Generate button Review the statement to ensure that it matches for your deposit If it doesn t match you can close the bank statement and make the necessary adjustments in each member s Fees window and regenerate the bank statement after your changes are complete Uu Uu Note You can not regenerate a bank statement that has been confirmed so it is a good idea to print the bank statement or save it as a text or MS Excel file for future reference Use the File menu in your report preview
61. are assessed by member and may be viewed for an individual member or for the entire family by selecting individual or family in the bottom right corner Note Family is defined as individuals with the same phone number RANDY WALKER Payments Summary Fee Assessment Details General Account 2 Account 3 Em Current 75 00 50 00 0 00 50 00 RANDY Payments Past 30 Program Regn 25 00 000 2500 RANDY FA 0 00 fiore Past 60 0 00 Clear All i Past 30 0 00 Individual C Family Balance 75 00 See Fees Adding a Fee Modifying a Fee Deleting a Fee 7 1 4 Adding a Fee Click the Add button at the lower left of the screen Click the drop down box at the bottom of the window to select the type of fee you want to add If the type you want is not in your system yet you can add it by typing the name of the fee in the details box Note It is important to be consistent with fee naming to facilitate financial reporting Enter the amount of the fee Click OK to complete the fee assessment Note There is an on screen calculator for your convenience See Fees Fee Assessments 2005 Integrated Sports Systems ISS Inc 27 Clublink 7 2 7 2 1 Modifying a Fee Click on the fee you wish to modify Click the Modify button at the lower left of the screen Change the name and or amount of the fee Click OK See Fees Fee Assessments
62. at the schedule is in effect days the classes are offered location of the classes The Details of the schedule name will be included on all Class reports gt Inthe Copy Frame drop box you can select an existing schedule and copy it s frame row headings column headings class structures and fees to create your new schedule On the tabbed page called Size enter the number of columns and rows you would like to use in your sechedule Note You can adjust the schedule size later if necessary Click OK when you have completed the Title and Size tab pages On the new schedule double click on a column heading to name the column Enter the name of the column in the Column Heading box column headings are often the times the class is offered Repeat this step for each column gt Comp 4 2002 FunDive Camps ADULT DIVE APRI 00 2005 Integrated Sports Systems 199 Inc Classes 32 Schede Settings Heading new schedule double click on each row heading to name row You will be given option to select from your employee list for your row headings Note You are not obligated to use employees or teachers for your row headings You may simply put any heading you like in the Last Name box Members marked as Employees on the Miscellaneous registration tabbed page will appear in the Employee list Scheduie Settings 7772710
63. ce Data Field Options 17 1 Data Field Options Data field options can also be selected from the Setup Wizard however the method shown below allows you to make data field changes without closing Clublink Hiding unused Data Fields will help customize Clublink to your specific club requirements helping to streamline the registration process by only showing information that your club requires gt From the Setup menu in Member level select Data Field Options Data Field Options Role Competitive General Family Finance Registration Photo Medical Certification Misc Title Tit CATEGORY Jv Apt COACH Country Canada Default Province ac Default Area Code 514 Close From the drop box select the appropriate Role gt Select the appropriate tabbed page Make the necessary changes 2005 Integrated Sports Systems ISS Inc 63 Clublink 17 2 Close the Data Field Options window Note When you un select a data field the data is not lost it s just not visible in Clublink See Setup Menu Member Level Medical Template The Medical Template is a tool used to create customized Accident Reports for your Club The Medical Template will appear when you click the Accident Report button for any member If you have a Central Office you may already have received a template on your Central Office Setup Disk Creating a Medical Template From the
64. ce the opportunity to create categories for your members assign fees to those categories and assign minimum and maximum age requirements for those categories Each role can have categories linked list 1 sub categories linked list 2 and sub sub categories linked list 3 IMPORTANT NOTE Each selection in Linked List 2 and 3 will be dependant on the selection in Linked List 1 The first non zero fee the Linked List selection furthest to the right deepest in the tree will be used for the Member Inthe Build Central Office Setup Disk window click Show to setup or change your Linked Registration Options Note You must setup Linked Registration Options for each Role separately by selecting the Role from the drop box at the top of the window You may not set any Linked Registration Options in categories or sub categories that have not been selected as Required Information in Central Office level 2005 Integrated Sports Systems ISS Inc Central Office Only 94 24 1 3 Provincial Sub Divisions File Role Competitive Name JR NATIONAL Fee 7500 Min Age 0 8 c ral Office Max Age 18 SUB LEVEL Delete gt Select the appropriate Role Use the Add Modify and Delete buttons at the bottom of the Linked Registration Options window to edit your Linked Registration Options and Fees See Central Office Only Creating a Central Office Setup Disk Custom Drop Boxes There are
65. ck boxes for each role ex Preferred membership status Custom Date Boxes are used to record dates that are not already recorded in the data fields ex Anniversary date To set up your custom boxes first select the appropriate Role from the tabbed pages Decide on the type of boxes you want to create and then enter their names in the boxes 2005 Integrated Sports Systems ISS Inc Setup Wizard 14 Note Select these Extra Boxes on Page 4 of the Setup Wizard in order for them to show up on your registration form in Clublink They are located under the Miscellaneous section on the Data Fields page of Setup Wizard 3 6 3 Payment Types Under Payment Types you must setup which methods of payments you will be accepting from your members ex Cash Cheque Credit Card Debit To add a payment type click the Add button and type the name of the payment in the list item box If you wish to record a credit card type number and expiry for this payment type put a in the Use Credit Card List box If this is not a credit card leave the checkbox blank and click OK Click Add again to enter another payment type 3 6 4 Credit Card Types Under Credit Card Types you can add the types of credit cards you will be accepting ex VISA MasterCard American Express This selection will appear in Clublink only when you have selected Use Credit Card List when entering the payment type You add your
66. d List onto one of the four Drop Buttons Access the Registration Form for each member on the Drop Button Make the correct selections from the Linked Registration Options Press OK and show the Member Worksheet Press Restore from the Member Worksheet to restore the not assessed Registration Fees Assess the new Registration Fees and Membership Card Dp 9o SUN tA Fe See New Season Performing New Season On the Opening screen select New Season from the Options menu 2005 Integrated Sports Systems ISS Inc 79 Clublink 20 4 1 New Season Set all members to not Active Assign a keyword to all Active members Keyword member 03 04 Set all members to Not Registered Delete all paid transactions Delete deposited receipts before 2003 08 31 Rename transaction details 04 before 2004 1 0 11 Example Feel gt 04 Feel Which members foyi x Cancel gt Select the items you want completed for your new season see description of New Season items below Select which members you want to perform New Season on When prompted to set next card number to 1 choose Yes to do it now See New Season New Season Options Descriptions Set all members to not Active will change all members from a green check mark to a red Instead of deleting members at the start of each season make them Not Active To activate a member that returns
67. duplicates and the duplicate should be removed after the import process is complete If Clublink finds the same member in a different club Clublink does not know if the member should be added to the system a second time and therefore appear in both clubs or if the member has moved clubs Press Yes to move the member from one club to the other press No to create a second instance of the member You can choose to view the details for each member in the Import List by selecting On from the Details menu 2005 Integrated Sports Systems ISS Inc 103 Clublink 24 4 2 1 Verification view Details Central Office Impor Data ALEXANDER ALEXANDER V BAKER CARSON DAVID FAHINMI GAMBLE GAWLEY GELLER WALKER YOUNG am 3 SALVADOR MARISSA NIGEL KATHLEEN RACHEL MICHAEL SARAH AVERY KELVIN MITCH DANIELLA RANDY KIRSTEN Recreati 9 Recreati Recreali Recreati Recreatid Competit Competit Clublink VALHRIE Competiti Y N Coach 4 DONIELLE Recreati ALEXANDER Recreatid 49 CODY JLILIEN Competiti BRIGITTE Competiti GABRIELLA Competiti SARAH Recreati 9 KATHRYN Coach VALHRIE Competiti ANDREA YUZDEPSKI ROBYN Competiti ZACHARIAS CHASE Recreati SCOTT LORI Competiti LORI Member MEGHAN Competiti TARYN
68. e A list of undeposited post dated payments can also be included You can invoice individual members or families from the Fees window OR you can use the Invoice Drop Button to invoice individuals or groups of members See Finances Fees Window Invoice Window 2005 Integrated Sports Systems ISS Inc Finances 46 10 4 1 10 4 2 10 4 3 Fees Window Select the member from the member list in Member Level or from a Classes Click the Fees button on the toolbar Click the Invoice button in the Fees window Check the appropriate boxes in the Invoice window see Invoice Window for descriptions of each checkbox gt Click OK to print the invoice gt gt Note To E mail the invoice generate the invoice as a PDF file and attach it to an email See Finances Invoices Invoice Drop Button Open the Invoice Drop Button Window Inve in Member level Add the members that you want to invoice to the Invoice Drop Button see adding members to drop buttons Select Invoice in the Output Format section Click Start Check the appropriate boxes in the Invoice window see Invoice Window for descriptions of each checkbox Click OK to print the invoices Uy See Finances Invoices Invoice Window Invoice accounts select one two or all three accounts to be included on the invoices Language select a language for heading on the invoice Not Deposited Paymen
69. e close the Import Data window update your Clublink with these files see Importing Club Data or Restoring Data Files if you imported Clublink backup files See Task Manager Home Page Generator Home Page Generator makes it easy for you to create a web page of your Schedules and Classes Class level of Clublink select the schedule you want for your web page From the Tools menu select Web site html then select either save this schedule as a web page or save this schedule and all classes as a web page Repeat the saving process for each schedule that you want for your web page Select Home Page Generator in Task Manager and click Launch 2005 Integrated Sports Systems ISS Inc Task Manager 86 Home Page Generator Select the files to include Output Files 2002 FunDive Camps html National Team html 2002 FunDive Camps html 58 1 2 html 58 14 4 html 58 15 13 html 58 15 3 html 58 5 3 html test home page generator html Select each file you want to include then click the Add button 3 to add the file to the list of Output Files Click Generate to create the web pages Click OK to preview the web pages This selection will also provide you with the location of the saved web pages to send to your web master See Task Manager 21 6 Email List Maker You can generate a list of emails to be copied into your email program This is a handy t
70. e the changes For multiple payments click Multiple Payments enter the number of payments being made and click OK review the dates and amounts of the payments you can edit the dates and the amounts as necessary by double clicking on the list of payments shown in the top right corner of your screen click OK then apply each payment to the corresponding fee by selecting the fee and then clicking Apply Click the OK button to save the changes Fees Payments 7 2 2 Modifying a Payment You can modify the date of a payment from the Payments tab in the Fees window You cannot modify a payment that has been deposited Click on the Payments tab in the Fees window Select the payment you want to modify Click Modify Change the date of the payment Click OK Payments 2005 Integrated Sports Systems ISS Inc 29 Clublink 7 2 8 1 3 Deleting a Payment You can delete a payment from the Payments tab in the Fees window You cannot delete a payment that has been deposited Click on the Payments tab in the Fees window Select the payment you want to delete Click Delete In the Details window ensure that you are deleting the correct payment Click OK You will notice that the Balance in the bottom centre of your screen has changed to reflect the deletion See Fees Payments Accident Reports Accident Reports are used to record the details
71. eb gt amp 32 blocked Options MoneySide x copus tamea 2002 FunDive Camps MoneySide Home FunDive Camp sep dec 4 00 5 30 Access information from your Money file conveniently and securely as you browse the Web My Information Accounts amp Bills Last Updated on 2004 10 11 by Integrated Sports Systems ISS Inc Investing Shopping Enter a transaction Add a follow up note See a list of Follow up notes l Done 3 My Computer See Saving Schedules in Other Formats 19 Central Office Communication See Receive Central Office Setup Disk Import Club Data Export Club Data 19 1 Receive Central Office Setup Disk When you first begin using Clublink your Central Office will send you a setup disk This disk contains important information that sets up Clublink on your computer to work smoothly with your Central Office This disk will update Clublink with V Required Data Field Options yellow boxes on member Registration Forms Requested Data Field Options Y Linked Registration Options for the current season Registration Fees for the current season This disk may update Clublink with 2005 Integrated Sports Systems ISS Inc 69 Clublink Y Central Office Certification charts Y Medical Template used for accident reports gt Inthe Opening Screen select Receive Central Office Setup Disk from the Options menu Create Accept Files 1 Select a d
72. ect the appropriate status button from the Class level toolbar See Classes Make up Class A member can be temporarily placed in another class for a Make up Class and will automatically be removed after the date specified You can also credit a member with a make up class for a missed class using the Make up Class List Open the class that the member is currently in Open the class that the member will be doing his her make up in Drag and drop the member from the current class to the make up class When prompted click No to indicate that this move is for a make up class only In the Make up Class window set the date for the member to return to his her regular class and set the date for the member to leave the make up class The member will be added to the Make up Class List and removed automatically If the date is unknown check the None box Click OK 2005 Integrated Sports Systems ISS Inc 39 Clublink Make Up Class From Camp 4 Tue Tha 10 00 67 3 Camp 4 Mon yed 00 67 2 Date Dae 2006 10 07 ooa Hour Mn Hour Min 12 2 45 2 gt 12 4 5 s See Classes Credit a Make up Modifying Return Dates Restoring a Member 9 12 1 Credit a Make up credit a member with a Make up Class when a member has missed a class select the member in the class Click the Make up Class List button gt date for the member to re
73. ed Sports Systems ISS Inc 77 Clublink 20 20 1 Export Methods Options Add an attachment to Microsoft Outlook e mail ClubO11E xport2004 10 11 cle Open the folder containing your export xport2004 10 11 cle Close the Export Club Data window Select the appropriate option in the Confirm window See Central Office Communication Exporting Club Data New Season New Season is a very important feature of Clublink and should be performed at the start of each registration year Performing New Season will reset many aspects of Clublink to be ready for a New Season Failure to run New Season could result in incorrect fee assessments and inaccurate recording of Active members See When to Perform a New Season What you Need to Perform a New Season Early Registration Performing New Season New Season Options Descriptions When to Perform a New Season Perform a New Season close to the expiry date of membership cards before entering members for the upcoming registration season If you would like to enter members for the upcoming season before you have received the new Central Office Setup Disk see Early Registration Note The system will change the registration status of members from Registered to Not Registered when their expiry date has been surpassed but it is better to do it manually via New Season See New Season 2005 Integrat
74. ed Sports Systems ISS Inc New Season 78 20 2 20 3 20 4 What you Need to Perform a New Season 1 The Central Office Setup Disk for the upcoming registration season 2 Create a backup disk of Clublink via Clublink Utilities and store it in a safe place away from your hard drive 3 Make note of any Linked Registration Options you have created for your club If you have created Linked Registration Options they are linked to the Central Office Linked Registration Options and may disappear if your Central Office makes changes this can be easily seen in the Setup Wizard Review any changes made to the Linked Registration Options before accepting your Central Office Setup Disk for the new registration season See New Season Early Registration If you would like to perform early registration entering members before you have received the new Central Office Setup Disk we suggest the following method 1 Assign keyword to the new member see Assigning Keywords 2 Do notaccess the Member Worksheet when registering the member 3 Do not make any Linked Registration Option selections when registering the member When the new Central Office Setup Disk is received Perform New Season See Performing a New Season Install the Central Office Setup Disk into the system See Receiving Central Office Setup Disk Place all early registration members onto a Drop Button by dragging the keyword from the Keywor
75. ee Keywords 12 3 Deleting Keywords Select the member in the Member List or in a Classes Click the Keywords button on the toolbar Select the Keyword that you want to delete from the top drop box Click Delete Click OK to confirm the delete y Note To delete a keyword from all members select Keyword List from the Lists menu in Member Level Select the keyword you want to delete then click Delete then click OK to confirm See Keywords 2005 Integrated Sports Systems ISS Inc 51 Clublink 12 4 13 13 1 Reporting with Keywords Select Keyword List from the Lists menu in Member Level Select a Keyword Drag and drop the Keyword on to the drop button you want to use for reporting Note All members who have been assigned this keyword will be added to the drop button list See Keywords Drop Button Lists Drop Buttons are used to organize members for reporting purposes There are four Drop Buttons in the Member level of Clublink Members can be individually dragged and dropped onto these buttons OR groups of members can be put on the drop buttons for reporting Invoice Report Report Drop Button this is a general button for reporting on any type of member data Registration Registration Drop Button used to prepare members for export to your central office Finance Finance Drop Button used for Group Fee assessments Invoice Drop Button used to create in
76. es and categories for your clubs You need to create a Central Office Setup disk prior to the start of each registration season or whenever a change is made to the registration criteria i e fee change you require additional information etc This disk should be distributed to all clubs well in advance of their registration to ensure they are collecting the appropriate fees and information for each member When distributing the Central Office Setup Disk you should create a document describing your Linked Registration Options required and requested information and your fee structure Special notes should be made to detail any changes to the system from one season to the next Select Build Central Office Setup Disk from the Central Office menu on the Opening screen 2005 Integrated Sports Systems ISS Inc Central Office Only 92 Build Central Office Setup Disk Required Information Requested Information Linked Registration Options Show Custom Drop Boxes Show Certifications Show v Medical Template Show Last Revision Date 2004 09 22 B Central Office Letter Registration Y ear Create Files H See Central Office Only Creating a Central Office Setup Disk Required and Requested Information Linked Registration Options Custom Drop Boxes Certifications Medical Template Last Revision Date Central Office Letter Registration Year Membership Card Distributing Central Office Setup Di
77. essments gt From Clublink Application Launcher click Chit System 2005 Integrated Sports Systems ISS Inc 89 Clublink 23 23 1 Clublink Chit System 1 1 File History Help Active Members Only Memb tt 175 00 MONTHLY 917500 bos s Find the member by entering their Membership or by typing their Last Name Enter the date Select a Fee Assessment from the list Select the Default Price or the Secondary Price Click Apply to apply the Fee Assessment Uyuuuu You can add another Fee Assessment or click the Apply All Amounts button located above the History section See Chit System Utilities Clublink Utilities is designed for easy management of your Clublink database To Open Clublink Utilities select it from the Clublink Application Launcher Note To use Clublink Utilities you must close Clublink See Clean up and Rebuild Rebuild Class Lists Delete Data Backup Data Files Restore Data Files Clean up and Rebuild Clean up and rebuild reduces the hard disk space necessary to run Clublink and speeds up the operation of the program Clean up and Rebuild should be completed When you open Clublink and it prompts you that Clean up is overdue 2005 Integrated Sports Systems ISS Inc Utilities 90 23 2 23 3 23 4 23 5 When Clublink is Unable to open all data files When information does not appear properly
78. et a deletion date to a reasonable date where you would not have to justify a payment and it s details Keeping receipts in Clublink for one year is reasonable provided you perform annual backups of your software 2005 Integrated Sports Systems ISS Inc 113 Clublink 25 25 1 25 2 Rename transaction details will rename fee descriptions by adding in the year of the fee to differentiate old fee descriptions from current fees See Central Office Only New Season Checklists Here are some checklists to help you get the most out of Clublink See Club Checklist Central Office Checklist Clublink Data Fields Club Checklist Clublink is a very flexible piece of software and can be customized to match the operations of your club Complete the checklist to ensure you get the most out of Clublink s flexibility Select the language for Clublink English French Opening Screen Options Language from the menu Enter a unique club id number defined by your Central Office Opening Screen Module Club Level from the menu Define access passwords Administrator and Read Only optional Opening Screen Options 1 Administrator Password Receive your Central Office Setup Disk Opening Screen Options Receive Central Office Setup Disk Import Central Office Data if your Central Office sent you data it will reduce your data entry drastically by importing their data into your system Openin
79. f where the money went Select a date range for your report and whether you want minimum information short or maximum information long 2005 Integrated Sports Systems ISS Inc Finances 42 In Member level select Financial Reports from the Finances menu Financial Report E Des Teantactions Siati m Detak End men Em with G Shot C Log Generate Deposited amp Not Deposited Select a Start Date and End Date for your report Inthe Transactions section select either Deposited transactions or Not Deposited transactions for your report Inthe Report Type section choose Transactions Only for transactions listed by member Note For Transactions Only you can select Short for a report that includes name date and amount OR select Long for a report that also includes payment type receipt number credit card type name on credit card expiry date and credit card number Example Long option Report Preview Help Financial Report 2002 10 01 2003 09 30 resNane Date Anco Narre on Cand 200 00 1 Lida 77 00 WARGOT BERNA 200 Catherine Beran 4250 50 Heather Goodman 77 00 Heste E 77 00 Hestes E Keevi 302 00 Weng Lene Jerica Bredon 1 24350 OR select Transaction Details
80. for the new registration season follow the instructions for Adding a New Member and select the correct member from the Search Roles list Assign a keyword to all Active members will enable you to recall all members from a season and perform statistical analysis Set all members to Not Affiliated will change all affiliation status lights from Green or Yellow to Red and clear the expiry date Delete all paid transactions will erase all transactions where the amount due is exactly equal to the amount paid This process will remove unwanted financial information for the New Season and can be run throughout the season see example Delete deposited receipts before a given date will remove all transactions that have been acknowledged as deposited have a deposit date before a specified date Deleting deposited receipts will enhance the performance of Clublink and remove unwanted receipts Set a deletion date to a reasonable date where you would not have to justify a payment and it s details Keeping receipts in Clublink for one year is reasonable provided you perform 2005 Integrated Sports Systems ISS Inc New Season 80 21 21 1 annual backups of your software Rename transaction details will rename fee descriptions by adding in the year of the fee to differentiate old fee descriptions from current fees See New Season Task Manager Task Manager can be accessed from Clublink
81. g Central Office New Season 112 Prices 33 Prorated 33 Problems 116 R Read Only Password 14 Rebuild Class Lists 89 90 Receive Central Office Setup Disk Receiving Payments from a Club Registering Reports 55 Registration 24 Registration Button 51 Registration Drop Button 24 91 98 38 39 91 111 112 91 111 16 68 69 70 91 107 110 Registration Form 19 Registration Year 91 98 Removing from a class 37 Report Button 51 Report Wizard 55 Reporting 51 52 Reports 53 54 55 Required and Requested Information Restore Data Files 89 90 Restoring a Member 38 39 26 Schedule 30 31 32 33 37 53 Schedule Search 37 Schedule Statistics 53 Schedules 67 Search 37 Setting Up Master Details Setup 14 15 16 Setup Menu 62 Setup Options 14 15 16 Setup Wizard 8 Statistics 53 Status 38 Summary 25 26 27 Support 116 Tu Task Manager 8 80 82 83 84 85 86 Tax System 14 15 16 TempMain 56 TempMain dbf 56 U Updating Certifications 48 Updating Members 101 105 Utilities 8 89 90 Verification Form 91 92 87 88 101 102 103 104 2005 Integrated Sports Systems ISS Inc Index 120 Waiver Form 16 Waiver Forms 14 16 Wizard 52 55 Worksheet 24 2005 Integrated Sports Systems ISS Inc
82. g Screen Options Import Central Office Data Customize Clublink s data fields remove unwanted data fields from the registration forms and customize the titles of custom edit and list boxes Base Level Setup Data Fields Options Review the Required and Requested data fields setup by your Central Office Base Level Setup Central Office Data Field Options Build your own Custom Drop Boxes bottom two drop down boxes on the General tabbed page and the Registration Form Base Level Lists Custom Drop Boxes see the Getting Started Guide Set up your Tax System Base Level Options Tax System Assign your club fees in conjunction with the Central Office registration fee structure Base Level Lists Linked Registration Options Build your own Certifications ex NCCP Base Level Setup Certifications O Remember to backup your data on a regular basis Please read New Season to familiarize yourself with seasonal reset features of Clublink See Checklists Central Office Checklist Clublink is a very flexible piece of software and can be customized to match the operations of all of the clubs in your jurisdiction Complete the checklist to ensure you get the most out of Clublink s flexibility Select the language for Clublink English French Opening Screen Options Language from the menu O Define access passwords Administrator and Read Only optional Opening Screen Options
83. h member needs to be updated You will have to make this decision yourself Generally when this message appears there are unnecessary duplicates and the duplicate should be removed after the import process is complete Confirm this is the correct member to update Last Name MORRIS First Name MICHAEL Import Data Clublink Address Address 259 MARSH AVE 259 MARSH AVE Birthdate Birthdate 19501 2 25 fi 950 12 25 Club Number Card n Club Number n 525 576 00000034 X No X Abort See Verification Form Multiple Members Found 2005 Integrated Sports Systems ISS Inc 105 Clublink 24 4 3 Financial Statement Click Show in the Statement section to view or print the Financial Statement Report Preview Financial Statement Total Gst Tps Pst Tvq Cost 200 00 150 00 0 00 35 00 5 00 See Central Office Only Importing Data from a Club 24 4 4 Updating Members Click Update Files to complete the import Click OK to add all the imported members to the Registration Button Enlarge the Import Changes list to view or print the changes 2005 Integrated Sports Systems ISS Inc Central Office Only 106 Report Preview File Help Import Changes SALVADOR New Member MARISSA New Member NIGEL New Member KATHLEEN New Member RACHEL New Member MICHAEL New Member SARAH New Member AVERY New Member
84. have been added to Clublink or which members have had their required information changed since registration It is recommended that you include these members with your registration This option only applies to the Clublink On Line Registration module Remove from the Registration Drop Button List shows you how many members are on the Registration Drop Button List Check this box to remove the members from the drop button and only add the members you have selected above i e not registered pending registered Not Registered Press to prepare the selected members for Registration Pending members have been found If you are resending this registration request check the Pending box Pending If you are awaiting registration confirmation do not check the Pending box There are members already on the Registration Drop Button List Check the box to remove them before adding the selected members v Remove from Registration drop button list Click OK when you have finished your selections in the export wizard Export Club Data window click each Show button to view any of the export information Note You will not be able to create your export files until you have viewed the Error Report You may also Print the Error Report and the Statement by selecting Print from the File menu when viewing each report The Statement is an estimate of your registration fees Your Central Office
85. he Unlock Evaluation Mode Clublink and enter your serial number using your Installation Key If Clublink is not already installed Insert the CD and install the Clublink Full Installation Remove the CD and reboot your computer Run Clublink and enter your serial number using your Installation Key Note If you have a Central Office Setup Disk or you are Importing Data see Receive Central Office Setup Disk and Import Club Data 2 Clublink Application Launcher Application Launcher is used to start the various Clublink Applications available to you Access Clublink Application Launcher by double clicking on your Clublink icon on your desktop or by selecting Clublink on your Start Menu and then selecting Application Launcher You can choose to Close Automatically Minimize Automatically or Leave Open Application Launcher after you have opened a program Use the Options menu in Application Launcher to indicate your preference Below is a brief description of each program selection in Application Launcher Clublink Application Launcher 1 2 Clublink The Leader in Integrated Sports Systems Installed Clublink One Step Backup Installed Clublink Utilities Installed Clublink Chit System Installed Clublink Setup Wizard Installed Clublink Task Manager Installed Clublink Cue Card Tour Installed Clublink Features Tour Installed k Pio Clublink Click on Clublink The Leader in Integrated Spor
86. he report and save your changes gt Close the Accident Reports window Note When you are preparing your data to export to your Central Office you will be given an option to include Accident Reports See Accident Reports 9 Classes In Class Level you have the ability to create an unlimited number of schedules for all of your classes and programs Within each schedule you can create classes assign teachers and times add members to each class and setup class costs to automatically charge fees when a member is put into a class Class Level is accessed by 2005 Integrated Sports Systems ISS Inc 31 Clublink 9 1 clicking the Classes button from the Opening Screen See Creating a Schedule Modifying a Schedule Creating Classes Copy Paste a Class Structure Moving a Class Adding to a Class Make up Class Searching all Schedules Attendance Creating a Schedule Use the scroll buttons in the top right of the Class Level screen to scroll right until you see a tab called NEW OR from the Tools menu select Schedules then select Add then click OK Schedule Settings Sire Pow Heading Heading Copy Frame Xu gt the tabbed page called Title enter the Schedule Name This name will appear on the tab for this schedule and in the drop list of schedules Use the Details boxes for a description of the schedule ex dates th
87. hich you want to create sub categories Click on the Linked List 2 column and then click Add near the bottom of the screen Enter the name ages and fees and click OK You will notice the your new sub category on the tree diagram to the right of your linked lists Linked List 3 You can add sub categories to your Linked List 2 categories in the Linked List 3 column Follow the same steps as you did for Linked List 2 2005 Integrated Sports Systems ISS Inc 13 Clublink 3 6 3 6 1 3 6 2 Page 7 Miscellaneous Cluhlink Setup Wizard 1 6 Fund Conpelie Coach Newber CE Fates Poston ree Close Details 11 See Accounts Custom Edit Check and Date Boxes Payment Types Credit Card Types Accounts Clublink allows you to track financial information in 3 different accounts for each member ex General Travel Fundraising Type the name of each account in the boxes provided at the top left of the screen Note You do not have to name all 3 if you won t be using them all Custom Edit Check and Date Boxes For each Role you have six custom boxes available on your registration form Custom Edit Boxes are used to type any information you would like to include for your members that you haven t already recorded in the data fields ex Cell phone number Custom Check Boxes give you the opportunity to create your own che
88. ild your own Certifications ex NCCP Opening Screen Central Office Certifications Place a lock in any Certification structure you would like to include on your Central Office Setup Disk Only locked Certifications will be sent to the clubs via the Central Office Setup Disk To edit in house Certification structures select Base Level Setup Certifications Build your Medical Template Opening Screen Central Office Medical Template Enter all of the clubs for your jurisdiction and assign unique club id numbers Opening Screen Module Club Level from the menu Build your Central Office Setup Disk Opening Screen Central Office Build Central Office Setup Disk Export Club Data if your have club data export the data to each club to facilitate their data entry and ensure data accuracy Opening Screen Central Office Export Club Data Remember to backup your data on a regular basis Please read New Season to familiarize yourself with seasonal reset features of Clublink See Checklists Clublink Data Fields General L1 LI El El EI DJ EI E D EJ EDI Title Address Apartment City Province Postal Code Level 1 and Level 1 Name Level 2 and Level 2 Name Level 3 and Level 3 Name Level 4 and Level 4 Name Level 5 and Level 5 Name 2005 Integrated Sports Systems ISS Inc 115 Clublink Default Province Default Area Code Family Contact 1 Last
89. inancial Reports 41 Financial Statement French 15 G General Settings 9 German 15 Group Fees 43 101 105 91 98 91 106 H Help 116 History Query 82 Home Page Generator 85 HTML 67 Import Club Data 9 16 68 71 Import Data from the Web 84 Importing Club Data from your Central Office 10 Importing Data from a Club 91 101 102 105 Installation 8 Invoice Button 51 Invoice Drop Button 46 Invoice Window 46 Invoices 45 Invoicing a Club K Keyword 49 Keyword List 57 Keywords 49 50 51 L Label 23 Labels 101 Language 14 16 Last Revision Date 91 97 Linked Registration Options 91 93 List Items Lists 57 Mail Merge 56 Make up Class 30 38 39 Maling Address 23 Medical Template 62 63 91 96 Member Reports 14 16 Member Status 38 91 107 109 9 11 24 57 60 61 57 58 2005 Integrated Sports Systems ISS Inc 119 Clublink Member Worksheet 24 Members 16 19 Membership Card Microsoft Word 56 Miscellaneous 9 Modify a Class 33 Modifying a Club 99 100 Modifying a list item 10 Modifying Return Dates Movingaclass 35 Moving to a class 37 Multiple Members Found 103 N New Season 16 77 78 79 91 New Season Option Descriptions er Opening Screen 16 Options 14 15 16 Output info completely in Uppercase 52 P Password 14 15 Passwords 16 Paste 34 Payment Types 13 14 62 64 65 Payments 25 26 27 28 29 Performin
90. ion Options drop boxes Click OK to show the Member Worksheet Click Restore from the Member Worksheet to restore the not assessed registration fees Click OK to assess the new Registration Fees and Membership Card Central Office Communication Receive Central Office Setup Disk 2005 Integrated Sports Systems ISS Inc 71 Clublink 19 2 Import Club Data from Your Central Office Importing Club Data will update your Clublink system with Central Office required information and adds new members to your system who have been added by your Central Office A list of changes will be created for your verification Importing Central Office Data will Update member information with current Central Office member information Update registration status of members Y Update the Club mailing information V all imported members onto the Registration Drop Button List To Import Your Data On the Opening screen select Import Club Data from the Options menu Import Options Options C have my Clublink Import Files on a floppy disk C have unzipped my Import Files into the ClublinkNe mail folder C None of these options apply to me Clublink Import File cle 2 Message Did you know you can just drag file right onto the Opening Screen JS From the Import Options window select the location of the import file Note If you have selected the cle option y
91. ional 16 BELLIOL DUGUAY Recreational RECREATIONAL 17 BELZIL TONY Recreational LEARN TO DIVE lt gt Import Club Data window click Show to view the Verification window Inthe Verification window you may choose to view the details of the members that you are importing by selecting On from the Details menu 2005 Integrated Sports Systems ISS Inc Clublink Verification view Details Central Office Import Data Clublink STEVEN STEVEN ADAMSON DEREK Recreati ADAMSON DEREK Recreatic ADAMSON DEREK Recreatic ALGER BRITTANY Recreati x AGATHOKLIS GENY Recreatic ALLEN ELIZABETH i TES SALVADOR Recreati ALLEN VANESSA Action ALEXANDER MARISSA e ALEXANDER NIGEL Recreatic ANDERSON ROBYN Recteati ANGROVE GILLIAN Coach e ANGROVE MICHAEL ALGER BRITTANY cm PETER Recreatic i Change ALLEN ELIZABETH Recreatid CAM VANESSA C Ne ALEXANDER VAUGHN Recreatic C N NN FROBEEN Recreati ANTOINE MARANCETIENNE Recreati ANTOINE MIRAND CHARLES Recreali Recreatic ALMENDARES JESSICA Recreatic v v EARNTODWE 5 krAmwTODNE ESTIS 3925 ANSELLRD 7 3925ANSELLRD its 2 7 JESSICA Recreati 7 3 Highlight each member in the Import Data list to see what Update will
92. ite your existing Clublink data You can choose to restore from any backup file created with the same version of Clublink 2005 Integrated Sports Systems ISS Inc 91 Clublink 24 24 1 Select Restore Data Files from the Clublink Utilities screen Choose the backup file to restore clb Click OK at the warning window OR click cancel to abort Type the word Replace in the Confirm Restore window Click OK In the Restore Data Files window check the directory and filename that you will be restoring from and click OK to confirm or cancel to abort the process When the process is complete click OK Utilities Central Office Only See Creating a Central Office Setup Disk Required and Requested Information Linked Registration Options Custom Drop Boxes Certifications Medical Template Last Revision Date Central Office Letter Registration Year Membership Card Distributing Central Office Setup Disk Club Information Management Importing Data from a Club Exporting Data Confirmation to a Club Fees Charging Fees to a Club Invoicing a Club Receiving Payments from a Club New Season Performing Central Office New Season New Season Option Descriptions Creating a Central Office Setup Disk The Central Office Setup Disk allows you to define what information will be required and requested from each of your clubs It also allows you to set the Linked Registration Options Registration fe
93. k but may be downloaded from the web site The Clublink Chit System is a fast method of assessing fees to your members You can use the Chit System while Clublink is closed or open The Master Details list allows you to categorize your fee assessments for easier reporting and assign default fees to further expedite the fee assessment process The first time you open Chit System you will be prompted to setup your Master Details You can also edit this list at anytime 2005 Integrated Sports Systems ISS Inc Chit System 88 See Setting Up Master Details Entering Fee Assessments 22 1 Setting Up Master Details gt From Clublink Application Launcher click Chit System If Master Details does not open immediately click the Fees List button on the toolbar or select Manage Master Detail List from the File menu Fee Assessment Master Detail List Fee Assessment Master Detail Master Detail CLOTHING DAILY Adult Drop In Fee DAILY 10 Discount DISCOUNT Pricing OG two Days MONTHLY Default Amount Adv FunDive Fee MONTHLY 10 00 August MONTHLY TTE 1 day beg WEEKLY 0 00 1 Day Per Week WEEKLY Adult Diving WEEKLY 1 day week 2 Days Per Week 4 months Adjustment Select each Fee Assessment and then click Edit to add a Master Detail In the Pricing section enter a default amount and an alternate amount if desired Click OK to save your changes See Chit System 22 2 Entering Fee Ass
94. l your member data organized into five Roles The roles are pre defined as Recreational Competitive Coach Judge and Member When you begin using Clublink you will either have Member data in your system as described in Page 5 data disks of Setup Wizard or you will need to enter your current Member data See View Order of Members Active Members Financial Mode Registration Form Viewing Members Click on the Members button on the Opening Screen In the top right corner of the screen select the Role that you wish to view from the drop down list The member list will appear on the left side of your screen Click on the name of the member you want to view If you don t see the name on your screen type the last name in the Search box above the member list Click on each of the seven Tabbed Pages to view all of the member s information Uy 2005 Integrated Sports Systems ISS Inc Day to Day Operations 20 Clublink File Search Lists Setup Finance Howto 2 Help E 1 D a Role Competitive Seach General Family Registration Photo History Medical Misc LastName FirstName Last Name me me CATEGORY ANGROVE MICHAEL GELLER oy s BUGSLAG Title First Name Mail amp ddress BURTON SHIOJIMA DANNY gt ea BURTON SHIDJIMA SARA PETER Apt ROBIN Ciy Cou EE M um Province Postal Code Phone Number
95. ld like to include accident report updates By checking Certifications or Accident Reports the club will automatically be prompted to send these with their registration Click Create Files Select one of the options from the Export Method window Note Selecting to open the folder containing your export file will show you where the file has been created You will still need to send this file to the club i e email floppy disk CD Close the Export Club Data window See Central Office Only Fees See Central Office Only Charging Fees to a Club Invoicing a Club Receiving Payments from a Club 2005 Integrated Sports Systems ISS Inc Central Office Only 108 24 6 1 Charging Fees to a Club At the Central Office you will need to use the data you are importing from each club to assess fees for that club This will allow you to track your registration income apply payments from a club and create invoices From the Opening screen click the Clubs button Clubs and select a club Click the Fees button on the toolbar to open the club s Fees page BOARDWORKS Payments Summary Fee Assessment Details Account 1 Account 2 Account 3 EN Current 2 335 0 O3 tester 300 00 200 00 Payments Past 30 03 National 600 00 8000 03 National Entrie 300 00 Invoice O3 Winter Sr Entries 800 00 03 Reg Fees 2004 0 35 00 1 Clear Al Reg Fees 2004 03 2 500 00
96. lish C French Curent 30 Past60 Past 90 Not Deposited Payments Amount Date Amount German Date Print Options Not Deposited Payments Balance 0 Outstanding Details Only Note Family Invoice Invoice Summary Only Current Past 30 Past 60 Past 90 Club return address Payment Details 2 Printto PDF Document s Balance Due Upon Receipt Note 0 Page Offset Balance Due Upon Receipt X Cancel See Finances Invoices Certifications You can use the certifications window to track a member s certifications ex levels completed dates completed You can have up to seven certification charts for each of the five roles Some of these charts may be locked by your Central Office the others are available for you to customize Certifications can be viewed and updated from Member Level or Class Level See Updating Certifications 2005 Integrated Sports Systems ISS Inc Certifications 48 11 1 11 2 Customizing Certification Charts Updating Certifications Select the Member y Certifications Click the Certifications button on the toolbar From the drop box in the top left of the certifications window select the chart you want to update Update the dates and or certificate numbers If you have proof of the certification on file click the circle at the bottom of the appropriate column to change it to green to indicate proof on file amp BA GELLER
97. mber Worksheet in Class level See Setup Menu Member Level Adding Modifying Deleting Adding From the Setup menu in Member level select Fee Options 2005 Integrated Sports Systems ISS Inc Setup Menu Member Level Fee Options September October November December Inthe Fee Options window click Add the new Fee Option in the Title box Click OK See Fee Options 17 4 2 Modifying From the Setup menu in Member level select Fee Options In the Fee Options window select the Fee Option you want to change Click Modify Type the new Fee Option in the Title box Click OK Fee Options 17 4 3 Deleting gt From Setup menu in Member level select Fee Options Fee Options window select the Fee Option you want to Delete Click Delete gt Click OK to confirm Delete See Fee Options 66 2005 Integrated Sports Systems ISS Inc 67 Clublink 17 5 18 18 1 18 2 Central Office Data Field Options Central Office Data Field Options allows you to view which fields are Required by your central office and which fields are Requested From the Setup menu in Member level select Central Office Data Field Options Select the Role you want to view Select Requested or Required from the top right of the screen Click through the tabbed pages to view the data fields See Setup Me
98. n use your Clublink data to create a mail merge document in Microsoft Word See Preparing your Clublink Data Preparing your Microsoft Word Document 15 1 Preparing your Clublink Data Member Level select one of the four Drop Buttons Add all of the members that you would like included in the mail merge to the Drop Button list From the File menu select Create Tempmain dbf for Export Click Yes if you wish to view the folder containing the Tempmain dbf file otherwise click NO See Mail Merge Preparing your Microsoft Word Document 15 2 Preparing your Microsoft Word Document Open Microsoft Word Note You can open an existing letter create a new letter now or create the letter later From the Tools menu select Mail Merge Inthe Main Document section click Create Select Form Letter Note You can select any of the mail merge types on the list however the steps for creating the document may differ slightly from the instructions below Click Active Window if your form letter is in the active window otherwise click New Main Document Click Get Data Select Open Data Source 2005 Integrated Sports Systems ISS Inc 57 Clublink Go to your Clublink Athlete folder In the Files of Type box select dBase dbf Select Tempmain DBF from the list of files and click Open Click Edit Main Document On the Mail Merge toolbar click Insert Merge Fields Select the a
99. nfo Completely in Uppercase from the file menu in the Drop Button window Clublink will convert all applicable information to Title case Ex MCDONALD McDonald See Drop Button Lists Class Level Reporting Schedule Statistics Class Reports Drop Button Reports Registering Reports Report Wizard 14 4 Class Level Reporting In Class level you can choose to report on the statistics of a Schedule summarizes information about each of the classes in the schedule or you can select various types of reports to report on a Class See Drop Button Lists Reporting 2005 Integrated Sports Systems ISS Inc 53 Clublink 14 2 Schedule Statistics Select the schedule you want to report on From Reports menu select Statistics Report Preview Rows 0 0 0 0 KAYLEE GRAY AYLA KAYLEE AYLA KAYLEE JUANITA SHORKEY 5 Columns 1 JUNE 24TH JULY6TH 6 2 JULY 15TH 26TH 4 CAMP3 AUG 5 16 CAMP4 ADV AUG 19TH 23TH 5 lt From the File menu you can choose to save or print the report See Drop Button Lists Reporting 14 3 Class Reports Select the Class you want to report on From the Reports menu select Reports 2005 Integrated Sports Systems ISS Inc Reporting 54 Class Level File Reports Remove Help Report Format 2002 FunDive Camps System Report CAMP3 AUG 5TH 16TH C Custom Report AYLA KAYLEE CLASS
100. ntegrated Sports Systems ISS Inc V Clublink 1 Setting Up Master Details 1111 11 seen e nenne nnn nn sinn nnn nn nuin nn sss a nasa sn Rusa 88 2 Entering Fee Assessments 88 Part XXIII Utilities 89 1 Rebulld 1i iecore loce ore dude iu uae e adde 89 2 LIVIUS ELE EE 90 3 Delete ME 90 4 Backup Data Files eroe cient acera neces era 90 5 Restore Data Files 1 eco cuneta poc cu e ck aL Deme aae uuo 90 Part XXIV Central Office Only 91 1 Creating a Central Office Setup Disk 91 Required and Requested Information Linked Registration Options Cu uNUDDPEIOC IM ie pnib npp reme P N Medical Template M Central OMe e M Registration Year Membership Card 2 Distributing Central Office Setup Disk
101. nu Member Level Saving Schedules in Other Formats From the Tools menu in Class level you can save a schedule as an Excel file or as a Web page You can also build a web site using selected schedules See Task Manager See Microsoft Excel HTML Web Page Home Page Generator Microsoft Excel In Class level select a schedule From the Tools menu in Class level select save schedule to excel Select Yes to have the class volumes number of members registered in class show in excel or select No if you don t want the class volumes Select the folder that you would like to save the file in Name the file Click Save Click OK See Saving Schedules in Other Formats HTML Web Page Select a schedule From the Tools menu in Class level select Web site html Select save this schedule as a web page OR select save this schedule and all classes as a web page Select the folder that you would like to save the file in Name the file Click Save Click OK to see the Web page now or click Cancel 2005 Integrated Sports Systems ISS Inc Saving Schedules in Other Formats 68 2002 FunDive Camps Microsoft Internet Explorer provided by Compaq Ele Edit View Favorites Tools Help ay gt x da Search Favorites QU media ME X Sij Th Address 4 C Program Files Clublink Saved Reportsl2002 FunDive Camps html ws Google v Search W
102. o be created allowing you to register members in classes assign teachers and charge appropriate fees for each class Extensive reporting options are also available for detailed reports on your membership data Glu link This Manual This manual contains complete step by step instructions for all aspects of Clublink and includes descriptions or explanations of each feature This information has been divided into five main sections as follows Introduction Setting Up Your Clublink customizing Clublink to suit your needs Day to Day Clublink Operations Clublink functions used on a regular daily basis Special Clublink Operations Not as frequently used functions For Central Offices Only Instruction for functions used by Central Offices Conventions used in this manual Indicates step by step instructions for Clublink Bold Bold text indicates Clublink specific terms Note Indicates an important tip in a set of instructions Minimum System Requirements Microsoft Pentium operating system with Windows 98 or newer A minimum of 15 MB of available hard drive space 64MB RAM Recommended System Requirements Windows XP or Windows 2000 100 MB of available hard drive space 256 MB RAM 2005 Integrated Sports Systems ISS Inc About Clublink 8 1 4 Installation Procedure If the Clublink 30 day evaluation is already installed Insert the CD and install t
103. ool for sending group emails to your members Make sure you have the appropriate members on one of the Drop Buttons in Member level See adding members to a Drop Button Select Email List Maker from the Task Manager list Click Launch at the bottom of the Task Manager window 2005 Integrated Sports Systems ISS Inc 87 Clublink 22 E mail List Maker Step 1 Select a Drop Button List t Generate E mail List and put it on the Invoice 5 members Clipboard C Report 10 members C Affiliate 13 members CENCIARINI TONY Finance 6 members COLE STEVEN DREYER JENNA DURWARD ELIZABETH GIBBONS Refresh Select the appropriate Drop Button List Click the Generate Email List and put it on the Clipboard button Click OK in the Clublink Task window Note A list of members from the drop button you selected that do not have email addresses will be produced Open your email program Create a new email or open an existing email that you wish to send Place your cursor in the Email Recipient box or TO box Press Ctrl V hold down the Ctrl key and press V at the same time on your keyboard to paste the email addresses into the recipient box Proceed with your usual steps for sending an email Close the Email List Maker Task Manager Chit System The Clublink Chit System does not come with the standard installation of Clublin
104. ote You have the option to search the current schedule only by checking the This Schedule Only box 2005 Integrated Sports Systems ISS Inc Classes 38 9 11 9 12 Search Results MARISSA NIGEL This Schedule Orly ROBYN Schedule Caro 4 KATHLEEN RACHEL Column GYM MICHAEL Class Moe Wed 3 00 SARAH AVERY KELVIN Age 4 MITCH Phone Number 12500029295 DAMIELLA Teacher ANGELA JOHNSON Note KIRSTEN Stow Class jase gt Select a member to view the class information on the right side of the Search Results window open a particular class click the Show Class button at the bottom of the Search Results window See Classes Member Status in a Class You can change a members status in a class to Pending ex has signed up for the class but has not paid yet Wait List ex wants to register in the class but the class is full so they have to wait for someone to drop out or Trial Class ex will try the class once then the member or the teacher will decide about registering for the class The members status is shown by the indicator to the left of the Age column in the class list c indicate Pending Wait List or Trial Class status for a member in a class select the member then select the appropriate status button from the Class level toolbar turn off a status indicator select the member and then sel
105. ou must click the Open File button G and select the appropriate file from the Open window Click OK The Error Report is automatically opened Review the Error Report you can print it by selecting print from the file menu then close the Error Report 2005 Integrated Sports Systems ISS Inc Central Office Communication 72 Report Preview Ele Help Error Report Last Name i Role Level Level 2 Level 3 Cost m2 E ES MES s 8 28 HO 412 WEST SAANICH ROAD Total 0 00 VICTORIA BC Gst Tps 0 00 VEZ 304 Pst Tvq 0 00 250 479 0330 Cost 0 00 S N CL677686BwC Version 50 1 Last Revision Date 2004 09 22 Not Registered Pending 0 Registered 237 Total 237 Errors 360 Competitive 51 Recreational 176 Coach 10 Judge 0 Member 0 Total 237 Fees 1 ADAMS STEVEN Recreational LEARN TO DIVE 2 ADAMSON DEREK Recreational LEARN TO DIVE 3 ADAMSON DEREK Recreational LEARN TO DIVE 4 ALGER BRITTANY Recreational LEARN TO DIVE 5 ALLEN ELIZABETH Recreational RECREATIONAL 6 ALLEN VANESSA Recreational RECREATIONAL 7 amp LMENDARES JESSICA Recreational 8 ANDERSON ROBYN Recreational RECREATIONAL 9 ANGROVE GILLIAN Coach COACH INST 10 ANGROVE MICHAEL Competitive JR NATIONAL X 11 ANN FROBEEN Recreational RECREATIONAL 12 MARANDA ETIENNE Recreational RECREATIONAL 13 ANTOINE MIRANDA CHARLES Recreational RECREATIONAL 14 BECKETT JOHNATHAN Recreational 15 BELLIOL DUGUAY MARION Recreat
106. payments form your members These selections can also be set up using the Setup Wizard See Setup Menu Member Level Adding Modifying Deleting Adding From the Setup menu in Member level select Payment Types or Credit Card Types Payment Types Credit Card Debit Personal Cheque amp Modify Click the Add button Type the name in the Title box Note When entering a new payment type check the credit card box if the payment type is a credit card Click OK See Payment Types and Credit Card Types 2005 Integrated Sports Systems ISS Inc 65 Clublink 17 3 2 17 3 3 17 4 17 4 1 Modifying From the Setup menu in Member level select Payment Types or Credit Card Types Select a list item to Modify Click the Modify button Type the new name in the Title box Click OK See Payment Types and Credit Card Types Deleting From the Setup menu in Member level select Payment Types or Credit Card Types Select a list item to Delete Click the Delete button Click OK See Payment Types and Credit Card Types Fee Options Fee Options is a method of pre defining fee assessments to be assessed in Class level ex Many clubs register their members for the year but charge fees on a monthly basis In this case the months of the year should be used for Fee Options You will have the opportunity to select the appropriate Fee Options on the Me
107. ppropriate merge fields and insert them into your main document where you want the data to appear When you have completed setting up the main document click the Merge button on the Mail Merge toolbar and make the appropriate selections Mail Merge Preparing your Clublink Data 16 Periodic or Infrequent Activities See List Items Custom Drop Box Lists Linked Registration Options 16 1 List Items The items that appear on the Keywords List City List and Fee Assessments List can all be managed using the following steps See Adding Modifying Deleting 16 1 1 Adding From the Lists menu in Member level select the appropriate list 2005 Integrated Sports Systems ISS Inc Periodic or Infrequent Activities Keyword List Manual test DG Jan 01 OlyGar mail Jan 10 00 OlyGar mail Oct 1299 Pacific Coast Swimming Test Invoice List n Close Click the Add button to add a new item to the list and type the new list name then click OK See List Items 16 1 2 Modifying From Lists menu in Member level select the appropriate list Select a list item and click the Modify button to edit the list item Note This will modify all instances of the list item in Clublink See List Items 16 1 3 Deleting From Lists menu in Member level select the appropriate list Select a list item and click the Delete button to delete the list item Note This
108. processed them yet Pending mode can be turned on and off via the Pending speed button See Classes 2005 Integrated Sports Systems ISS Inc 37 Clublink 9 8 9 9 9 10 Moving a Member to a Different Class Open the Class the member is registered in Open the Class the member is switching to Drag and drop the member from the current class to the new class Click OK to confirm the move UUU Note If the new class has a different fee structure you will be notified However you will have to make any necessary adjustments on the members Fee Assessments page in the Fees window manually see Fee Assessments See Classes Removing a Member from a Class Open the Class Select the member Click the Delete button at the bottom of the Class window Make the necessary Delete from Class selections Note If you uncheck the Active box in the Delete from Class window the member will become inactive If the Remove from Registration Drop Button is checked the member will be taken off the Registration Drop Button Delete from Class x MICHAEL MORRIS v Active v Remove from Registration drop button CubEndDae 8 Classes Searching all Schedules 1 From View menu in Class level select Search Alternately click the Search Schedules button 24 on the toolbar Type the last name of the member in the Search box N
109. r box to have the next membership card created for this member Click OK to save the changes and leave the Member Worksheet or Cancel to leave without applying the changes 2005 Integrated Sports Systems ISS Inc 25 Clublink RANDY WALKER The Restore button a the bottom of Member Worksheet can be used to restore the original selections in the Member Worksheet and recalculate the Registration Fees The Uncheck button will remove the checks from all boxes except the Active box Note When registering a member in the Member Level class fees pro rated fees and discount options will not be visible on the Member Worksheet These options are available when you add a member to a specific class see using the Member Worksheet in Class Level Fees Fees can be viewed by clicking the Fees button on the toolbar You will also be prompted to view the Fees for a member after closing the Member Worksheet There are three tabbed pages in the Fees section of Clublink Payments includes a detailed list of all payments made to the club by the Member Summary is a quick view of all three of the member s accounts Fee Assessments is a list of all fees charged to the member with a record of what is due what s been paid and what the balance is for each assessment 2005 Integrated Sports Systems ISS Inc Fees 26 7 1 Fee Assessments Fees
110. ral Settings gt Enter your default area code province country and sport Page 3 Data Disks See Central Office Setup Disk Import Club Data Central Office Setup Disk If you have a governing body using Clublink they will provide you with a setup disk file that includes registration categories and fees for your members This disk file will also setup your Clublink to show which data fields are required and requested by your Central Office gt If you have a setup disk choose Have Disk and proceed with the on screen instructions Detailed instructions for Receiving Central Office Setup Disk can be found later in this manual If you do not have a setup disk contact your Central Office 2005 Integrated Sports Systems ISS Inc Setup Wizard 10 3 2 2 Import Club Data You may import your existing club from your Central Office If you have a data disk choose Have Disk and proceed with the on screen instructions Detailed instructions for Importing Club Data from your Central Office can be found later in this manual Ifyou do not have a data disk proceed to page 4 3 3 Page4 DataFields The tabs across the top show you the 5 roles of members in Clublink Competitive Recreational Coach Judge Member Clublink Setup Wizard 1 6 El LET B g 2 B ov 2 Oh Enty DIETE Elid tibetan g El z tieda
111. ratedsports net for support frequenty asked quesiton and our bulletin board 2005 Integrated Sports Systems ISS Inc 2005 Integrated Sports Systems ISS Inc 117 Clublink Index 8 3rd Party Developers 56 A Accident Reports 29 Accounts 13 Active Members 19 Adding a Club 99 Adding list item 10 Adding a New Class 33 Adding Members to Drop Buttons 51 Adding to a class 35 36 Additional Teachers 33 Administrator Password 14 Advanced 33 Application Launcher 8 Assigning Keywords 49 50 Attendance 30 39 40 Backup Data Files 89 90 Bank Statements 40 Birthdate 55 C Central Office 91 Central Office Checklist 113 Central Office Communication 68 Central Office Data Field Options Central Office Letter 91 97 Central Office Only 111 112 Central Office Registration Fee 24 Central Office Setup Disk 9 91 92 93 94 95 96 62 67 97 98 Certification 48 Certifications 47 48 91 95 Charging Fees to a Club Checkbox 55 Checklists 113 114 91 107 108 Chit System City List 57 Class 30 Class Level Reporting 52 Class Reports 53 Class Status 38 Classes 16 30 33 34 35 36 37 Clean up and Rebuild 89 Club 17 Club Checklist 113 Club Information Management ClubLogo 17 Club Mailing Address 101 Club Number 17 Clublink Data Fields Clubs 16 Completing an Attendance Form 40 Confirm Member Form 102 Confirmation 106 Copy
112. rive C Clublink e mail folder 2 Press OK when you re ready The light will illuminate while the is copying Inthe Create Accept Files window select the location of the setup files Click OK When the operation is successful close the Accept Create Files window Note Receiving Central Office Setup Disk can also be performed from the Setup Wizard See Central Office Communication 19 1 1 Fixing Members Entered Early Install the Central Office Setup Disk In Member Level access the Registration Form for each member Make the correct selections from the Linked Registration Options drop boxes Click OK to show the Member Worksheet Click Restore on the Member Worksheet to restore the not assessed registration fees UYU 2005 Integrated Sports Systems ISS Inc Central Office Communication 70 GELLER Jf OK Restore Uncheck all x Eancel See Click OK to assess the new Registration Fees and Membership Card Central Office Communication Receive Central Office Setup Disk 19 1 2 Fixing Members Entered with Wrong Disk Install the Central Office Setup Disk In Member Level access the Fees window for each member and delete the registration fee from the Fee Assessment Details page See Deleting Fee Assessments Access the Registration Form for each member Make the correct selections from the Linked Registrat
113. sk 24 1 1 Required and Requested Information Inthe Build Central Office Setup Disk window click Show and tab through each page of data fields making the Required Information selections If a club omits required information they will receive an error message when entering members into Clublink Note You must select which information is required for each Role separately by selecting the Role from the drop box at the top of the Data Field Options window See instructions on setting up the Certifications template 2005 Integrated Sports Systems ISS Inc 93 Clublink 24 1 2 Data Field Options Information Role Competitive Y Required C Requested General Family Affliate Medical Certification Description v Title Level 1 CATEGORY Iv Address Level 2 Apt Level 3 SUBLEVEL City Custom 1 CATEGORY Province Custom 2 CATEGORYB Postal Code Default Province jac Registration Year 04 Click Close when you have completed your Required Information selections In the Build Central Office Setup Disk window click Show and tab through each page of data fields making the Requested Information selections Click Close when you have completed your Requested Information selections See Central Office Only Creating a Central Office Setup Disk Linked Registration Options Linked Registration Options gives the Central Offi
114. sts 12 11 Assigning Keywords Individual Members Select the member in the Member List or in a Classes gt Click the Keywords button on the toolbar xf MICHAEL MORRIS enter a new keyword here 4 Delete Complete Keyword List Attending Banquet M Click the Complete Keyword List drop down list Select a Keyword from the list then click the red arrow 4 and click Add 2005 Integrated Sports Systems ISS Inc Keywords 50 OR if you want to use a new keyword Enter the Keyword in the enter a new keyword here box and click Add See Keywords 12 2 Assigning Keywords Group of Members Drag and drop all the members who need the keyword onto any Drop Button see Drop Button Lists Note You can also assign a keyword to groups of members that already exist in Class level by right clicking on a class select add to drop button list select a drop button select the group you want to assign the keyword to Then proceed with the instructions below From Member level open the appropriate Drop Button window From the File menu select Assign a Keyword New Keyword I Attending Banquet Attending Banquet Y X Cancel Use the Drop to select a Keyword Click OK to add the keyword to all members on the Drop Button OR the new keyword in the upper box Click OK to add the keyword to all members on the Drop Button S
115. t allow them to change any data The Add Modify Delete buttons are disables when a user acceses Clublink with the read only password Setting the Read Only Password From the Options menu on the Clublink Opening Screen select Read Only Password Select Set Enter the Password and click OK Re enter the Password and click OK Turning the Read Only Password On or Off From the Options menu on the Clublink Opening Screen select Read Only Password Select Enable to turn the Password ON select Disable to turn the Password Off Note To enable the password you must re enter your password or set a new password Language You can select English French or German for operating Clublink From the Options menu on the Clublink Opening Screen select Language Select a language Click OK Tax System The tax system is used to set the default tax for each financial edit box in Clublink Taxes can be individually changed when required by double clicking the financial edit box and overriding the Tax System settings From the Options menu on the Clublink Opening Screen select Tax System Begin at the top left of the Tax System screen and enter the appropriate details 2005 Integrated Sports Systems ISS Inc Setup Options Found in Clublink 16 4 5 5 1 Tax System Tax Structure C No Taxes Tax Style 7 00 Tax 1 on Cost Tax 2 on Cost 107 00 100 00 x 8 00 108 00 9 00
116. take place for each member the type of Update Action is displayed between the Import Data list and the Clublink list Note This is an optional step You do not have to view the changes before completing the Import If you would like to override the Action that will be performed on a member click the Change button and select the desired Action for that member Click the Close button after you have made any necessary changes in the Verification window Inthe Import Club Data window click the Update button to update your Clublink data 2005 Integrated Sports Systems ISS Inc Central Office Communication 74 Import Club Data Import List Press Show to preview the list of members to Import Error Report Verify the Import list is accurate Show Viewing the Import list will not update the members in your system Verification Verify modify the action will be performing for each member before performing the update Update You may print the list of Import Changes for your files by selecting Print from the File menu in the Import Changes window See Central Office Communication 19 3 Export Club Data to Your Central Office Exporting club data to your Central Office will update your central office with new members and changes to existing members information This process sends the required and requested information of all members who are on the Registration Drop Button
117. th your Central Office or governing body A green light indicates that your club registration with your Central Office is in good standing and a red light indicates that you are not currently registered with your Central Office The Expiry lets you know when your registration will expire Your registration status will automatically update when your Central Office sends you confirmation of your registration Club Number A number assigned to your club by your Central Office Next Card No Clublink generates membership card numbers automatically for new members They are sequentially numbered with additional information depending on your sport and location Consult your Central Office for your membership numbering method Note If you do not have a Central Office you can ignore the Registration Status and Club Number section of the Postal tab page Click the Contact tab and enter the e mail address name and phone number for your club s primary contact person Click the General tab and enter any additional information that pertains to your club 2005 Integrated Sports Systems ISS Inc 19 Clublink 5 3 5 3 1 Club Logo Save your club logo bmp or jpeg file to Clublink Images folder From the Opening Screen click the Clubs button Select the Logo tab Click the See File List button at the bottom of the window Select a file Members The Members section of Clublink includes al
118. the appropriate Drop Box Select the list item you want to delete Click the Delete button Click OK to confirm the delete See Custom Drop Box Lists Linked Registration Options Understanding Linked Registration Options is probably the most complex aspect of Clublink This is only due to the fact that sports organizations tend to have many categories for their members and many different fees associated with the categories Below is an example of how Linked Registration Options can be used to register your members each season See the Setup Wizard section for a more detailed description of how Linked Registration Options work From the Linked Registration Options window you can add modify or delete your club s registration fees This can also be done using the Setup Wizard Your Central Office registration fees can be viewed from this window but you can not make any changes to them Registration fees that have been setup by your Central Office appear in yellow See Adding Modifying Deleting Central Office Only Adding From the Lists menu in Member level select Linked Registration Options 2005 Integrated Sports Systems ISS Inc 61 Clublink 16 3 2 16 3 3 Linked Registration Options File Role Competitive Name 100TO 125 Fee 2500 Min Age 10 8 Member Level Mas Age 18 UNDER 75 75 TO 100 25 00 25 00 100 TO 125 Delete Select the appropriate Role
119. ton allows you to view or edit your club information including mailing address phone numbers your logo and other club details The opening screen also gives you access to a list of upcoming birthdays and a quick way to backup your data 2005 Integrated Sports Systems ISS Inc 17 Clublink 5 2 Clublink Module Options How to bolt Hi Classes Ww wg Members Reminders C PROGRA 1 Clublink See Administrator Password Read Only Password Language Tax System Member Reports Waiver Forms Receive Central Office Setup Disk Import Club Data Export Club Data Clubs From the opening screen click the Clubs button Clubs to view or edit your club information Postal Click on the Postal tab to enter your club name address phone numbers Note The club mailing address can be included on member invoices 2005 Integrated Sports Systems ISS Inc Day to Day Operations 18 Clublink Postal Contact General Logo Club Name ACROBATS Registration Status Address Line 1 412 WESTON ROAD Address Line 2 een City Expiry 2003 08 31 CTORIA Province Postal Code lub Number vez 369 11 Phone Number Fax Number Satelite Next Card n 250 479 5555 250 479 5555 Iv 25 C PROGRA 1 Clublink Registration Status Located on the Postal tab Registration Status will show you your current affiliation wi
120. ts shows a list of Payments that have not been deposited ex post dated cheques Balance 0 only prints an invoice if the total balance due for the member or family is zero Outstanding Details Only shows Fee Assessment Details for fee assessments with a non zero balance only ex if the amount due is equal to the amount paid the details will not appear on the invoice Note shows a special note on the bottom of the Invoice ex No practice Dec 25 and 26 Family Invoice prints Fee Assessment Details and Payments for all family members on the same invoice Invoice Summary Only displays a summary report of the invoices but does not print the actual invoices Current Past 30 Past 60 Past 90 shows the amount due for specified time periods Club Return Address prints the club s return address in the top right of the invoice 2005 Integrated Sports Systems ISS Inc Clublink Page Offset allows you to shift the printing of the invoice down the page to accommodate your club letterhead every page offset is equal to one inch Payment Details page 2 shows details of when payments were made how they were made and how the payments were applied Print to PDF Document s prepares invoices to print to a PDF file Invoice Account General Account 2 Account 3 1 Club 123 Happy Trail 456 Corner St General Details Due Paid Balance Language Bilingual Eng
121. ts to open Clublink Setup Wizard A 7 step process that allows you to quickly set up many defaults for your Clublink program We suggest that you use Setup Wizard as the first step to getting started with Clublink Note Clublink must be closed when using Setup Wizard One Step Backup allows you to backup all of your Clublink data with the click of one button 2005 Integrated Sports Systems ISS Inc Clublink 3 1 3 2 3 2 1 Utilities allows you to perform various maintenance tasks on your Clublink database Note Clublink must be closed when using Clublink Utilities Task Manager allows you to perform specific tasks such as importing or exporting data to the web creating a web page that includes your class schedules generating an email list from a group of members etc Chit System designed for quick assessments of fees Primarily designed for social clubs that use a chit system rather than accepting cash Cue Card Tour a brief overview of Member Level Class Level finances and advanced features of Clublink Features Tour a visual tour of Clublink s features that includes screen shots Setup Wizard Ensure Clublink is not running From the Application Launcher choose Setup Wizard See Page 2 General Settings Page 3 Data Disks Page 4 Data Fields Page 5 Custom Drop Down Lists Page 6 Linked Registration Options Page 7 Miscellaneous Page 2 Gene
122. tton Reports eret rende tutti reni to uan Iona e te tua ie 54 Registering Reports 55 amr M 55 Mail Merge 56 Preparing your Clublink Data 56 Preparing your Microsoft Word Document 56 Periodic or Infrequent Activities 57 List L 57 L O ppnMecc 57 DB Me 58 rc 58 Drop LiStS 2ean c 59 Adding EUM M I MILIUM 59 e E 59 Pr I3I MM 60 Linked Registration Options 60 rc 60 DRM M tpL 61 2005 Integrated Sports Systems ISS
123. turn to the original class Note If the date is unknown check the None box gt When the makeup class is determined drag the member from the Make up Class List into the make up class and schedule the return date See Make up Class 9 12 2 Modifying Return Dates From the View menu select Make up Class List Select the member you want to modify Click Modify Make necessary changes to dates Click OK 9 12 3 Restoring Member gt From View menu select Make up Class List Select the member Click Resotre 9 13 Attendance Clublink has a built in Attendance Module as well as close to 100 attendance reports See 2005 Integrated Sports Systems ISS Inc Classes 40 Creating an Attendance Form Completing an Attendance Form Classes 9 13 1 Creating an Attendance Form Select the Class Click the Attendance button on the Class level toolbar Inthe Attendance Advanced window select the days of the week that the class runs Select a Start Date and End Date Click OK then close the attendance form 9 13 2 Completing an Attendance Form Select the Class gt Click the Attendance button 2 on the Class level toolbar Inthe Attendance window click to place an X in each cell corresponding to an absence ex cells that are empty indicate that the member attended the class that day cells with an X indicate that the member was absent Attend
124. voices to be viewed or printed Note Each of the above Drop Buttons has a selection of System Reports that relate to the type of drop button See Reporting See Adding Members to Drop Buttons Reporting Adding Members to Drop Buttons The following methods can be used to add members to any of the four drop buttons Drag and drop Individual members from the Member level member list Drag a Keyword from the Keyword List from the Lists menu in Member level select Keyword List to add all members with the selected keyword gt Drag Linked Registration Option from the Lists menu in Member level select Linked Registration Options to add all members with the selected Linked Registration Option Drag a Custom Drop Box selection from the Lists menu in Member level select Custom Drop Boxes to add all members with the selected Custom Drop Box item Drag a Fee Assessment Detail from the Lists menu in Member level select Fee Assessments List to add all members with the selected Fee Assessment Detail Add a schedule row column or class from Class level select the appropriate schedule from the Tools menu select Add to Drop Button choose a drop button then select what you want added to the drop button Use the File menu in the drop button window and make a selection from list Use the Wizard button for an advanced selection of members to be added to the Drop Button gt gt 2005 Integrated Sports Systems
125. will delete all instances of the list item in Clublink See List Items 2005 Integrated Sports Systems ISS Inc 59 Clublink 16 2 Custom Drop Box Lists From the Custom Drop Boxes window you can add modify and delete items that will appear in your Custom Drop Boxes for each role This can also be done from Setup Wizard See Adding Modifying Deleting 16 2 1 Adding From the Lists menu in Member level select Custom Drop Boxes Custom Drop Boxes Role Competitive NEWSPAPER Found Us In NEWSPAPER TELEVISION RECREATION GUIDE BROCHURE 6 Found Us In REFERRAL OTHER Custom Drop Box C Coach B Close Select the appropriate Role Select the appropriate Drop Box Click the Add button Type the name of the new list item in the Name box Click OK Custom Drop Lists 16 2 2 Modifying From the Lists menu in Member level select Custom Drop Boxes Select the appropriate Role Select the appropriate Drop Box Select the list item you want to change Click the Modify button Type the new name of the list item in the Name box Click OK Nn 2005 Integrated Sports Systems ISS Inc Periodic or Infrequent Activities 60 16 2 3 16 3 16 3 1 Custom Drop Box Lists Deleting From the Lists menu in Member level select Custom Drop Boxes Select the appropriate Role Select
126. will determine the exact amount due 2005 Integrated Sports Systems ISS Inc Central Office Communication 76 Export Club Data Required Information Show Requested Information Show Error Report Show Export List Statement Certifications Accident Reports Club Fee 200 00 Close Create Files 1 gt Check the Certifications box if you wish to update your members certifications with your Central Office If this box is unchecked then your Central Office does not require your Certifications Check the Accident Reports box if you wish to update your accident reports with your Central Office If this box is unchecked then your Central Office does not require your Accident Reports Enter the amount of your Club Fee if you are paying a Club Fee to your Central Office at this time Click the Create Files button once you have completed the Exporting Club Data window In the Export Methods window select the method you wish to use to send your Export Files then click the large rectangular button in the grey box the details of this button will change according to your export method selection Note If you prefer a different export method select the option to Open the folder containing your export files From the explorer window select the current export file and copy it to the desired location i e a floppy disk or an email other than Microsoft Outlook 2005 Integrat

User Manual Version 5.2 - Integrated Sports Systems

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