Older | updates

December 01, 2019

PAYMENT PLAN INVOICE FLOW:

In order to make the mandatory wording and signature on payment plans changes were made to make the flow if adding the payment plan somewhat specific. Changed the form slightly to make it more intuitive, but please ensure staff are aware that this is the flow for creating a payment plan in an invoice. Go in order of the form and buttons, and it should be VERY similar to what they were already doing:

Select the Payment Interval
Select a Starting On date at least 6 days in the future (to ensure the payments have not already generated for EFT payments)
Select the Number of Payments (or a Fixed payment Amount)
Select the Payment Location (will almost always be pre-filled)
OPTIONAL - Select the Stored Payment Method (only if they require a specific payment method, otherwise the system will just use the most recent)
Select the Agreement Wording
OPTIONAL - Click Preview Agreement to see the wording if the client wants to read it before signing
OPTIONAL - Click Calculate Payments if the client wants to see exactly hat the payments will be and what dates before signing
Click Capture Signature (this will open in a new window which will close automatically after the capture)
Click Add Payments to add the payments to the invoice
OPTIONAL - Click Print Agreement if the client wants to see the fully completed agreement

Updates from November 2018

Can no longer save a Visa if the first digit is a 5 and a Mastercard if the first digit is a 4 to help prevent the staff/client from choosing the wrong card type.

Can no longer add an Agreement Credit or Freeze until AFTER the text of the agreement is added and the Initial Payment invoice is created to prevent the Initial Payment invoice from not generating

Added the ability for a client with an overdue on a payment plan invoice to choose between paying the full amount of the invoice or simply the overdue amount. It defaults to the overdue amount. This options shows on the process payment page

Added an auto ‘Log Note’ when an un-cancel is done by staff that records who did it and when

Changed to now display both the FIRST and last 4 digits of a stored CC to help determine the card type

Added ability to pay multiple invoices with one click VS clicking individually on POS

Added Master Preference option to make Agreement Wording mandatory on payment plan invoices

Added Master Preference option to make Member Signature mandatory on all Agreements and payment plan Invoices

Added Master Preference option to make Cancellation Signature mandatory before being able to cancel any agreement

Added Master Agreement template option to make Skin Analysis signature mandatory (for Agreements that include tanning)

Added Master Agreement template option to make Billing mandatory before Agreement can be saved

Added new extra fields for Payment Plan agreement wording (Invoice Date, Invoice Note, Invoice Number)

Added system so that the billing selected on Master Preferences (Configuration tab) affects what billing shows on drop down options

Added ability to add an Custom Email Setup email address for EACH Location set up in the system

October 02, 2018

Added the ability for clients to choose an agreement start date when signing up for an agreement online. There is now a 'Start Date' drop down with the option to choose a date up to 2 weeks in the future. Admin and Card fees are still collected immediately and Dues are collected on the Agreement Start Date.

September 23, 2018

Added new High Risk Client Report - shows clients who have checked in within the specified date range but had no prior check-ins within 30 days

Fixed issue with Group Clients where non-agreement invoices were being billed to the Group Billing. Now, if the billing type is set on any invoice, that billing type will override any other billing and be used for payment on that invoice

Added new Skin Type Analysis form for clubs that sell tanning. Asks industry standard questions and assigns a Skin Type based on answers and captures client signature

Added 'Count' field to Agreement Count report to show how many agreements each individual client has

Added new Different Locations option to the Payment Search for clubs that have multiple Locations to be able to find invoices where the client linked to one Location made a payment for an agreement invoice at another Location

Added New Member Report which shows a summary of Check-Ins, Used Sessions, and Tasks Completed for all new members within the specified date range

Added Client Has No Location as an option for the Agreement Issues report

Added Location as a field to the Check-In and Client Activity reports

Changed the 'Mark As Attended' check-in system to mark client attended in all classes within 2 hours of check-in time in the case of back to back classes being attended

September 01, 2018

Added Birthdate and Emergency Contact fields to Online sign up form

Added UserID as a column on Transaction Details and Income Projections reports

Changed name of Referred By field to Source for clarity

Created new Lead Type drop down

Added Location, Agreement Type, Credit Card Expiry, No Check Ins, Agreement Incomplete, and Send One Time as options for sending Automated Emails

Made improvements to the Automated Email System to make sending more consistent

July 26, 2018

Added a new and vastly improved 'Session Expiry Date' system. Now on any individual session type an expiry date may be added and once that date has passed (from the date the session was invoiced) the remaining sessions from that invoice will no longer be available for use and will show as 'Expired Sessions' on session tracking

Completed integration with First Data for payment processing to complement our existing integration with Elavon.

June 30, 2018

Added the last 4 digits of the client's phone number next to their name on the POS search to better be able to distinguish between clients with the same name

Added ability to click on the client's last name on the 'Address' search on Client Management which will then load the client to the main Client Management page

Sorted the Client Management search results by Last Name, then First Name, the n Location to group together better

June 18, 2018

Change the invoice system for clubs with multiple locations so the invoice and payment locations will now default to the Client's location to ensure they accurately reflect where the funds will be deposited to. The one exception to this rule is for POS transactions which will continue to default to the location of the staff member who is logged in since these payments are collected in club.

Changed to reports to not default to displaying data upon first load. This will significantly speed up the loading of reports and allow for easier generation of the desired report data.

Changed the agreements when adding a new agreement to a client's profile the agreement will automatically save and generate an initial invoice when the 'Add Text' button is clicked. This is to prevent staff from leaving the page after adding text but before saving the agreement, which would cause the initial invoice to not be generated and the client to be billed for the full initial dues PLUS initial payments on their first billing due to the initial payments not being collected prior.

June 01, 2018

Added new Agreement 'Incompletes' feature. Now at the bottom of each agreement there will be a list of items that are not complete. This includes 'Signature 1' if there is no member signature, 'Initials' if there is no initials added, 'No Billing' if the client does not have billing, 'Signature 2' if there is no co-signer signature in the case of a client under 19 or where there is a co-signer on the agreement. Once all of the incompletes are completed, the 'Commissionable Date' will automatically be filled in.

Added ability to select any of the template emails from the Automated Email System when adding an email to be sent to a client from the Client Management page. Templates will be available at the top of the email in a drop down.

May 25, 2018

Changed the new 4 letter search for client names to no only require 3 letters

Changed the Timeclock feature to remove the automatic rounding of minutes to the nearest 15. This allows clubs to decide if they want to round or not.

Updated the payment methods on invoices to include options for 'Stored EFT' and 'Stored CC'. These are security settings on the Master Preferences page and when activated allow for payments to be made directly onto a stored payment method. Stored CC's are processing instantly with a response showing on the invoice right away, Stored EFT is processed 3 business days later with another 2-5 business days to receive a response from the bank

Added improvements to the Check-In screen to improve the load time of clients checking in from 2-3 seconds to now being typically 1-1.5 seconds

Changed wording of Responsible for Payment on Agreements to now be 'Co-signer'

Removed ability for clients to edit their contact information through their own profile. This is now set as view only.

Changed the Mandatory Fields to only be mandatory for Clients (not Leads or Prospects) to allow for collecting more info from clients but not requiring it for a new Lead.

Updated the Check-In report to now show the past 24 hours when the 'Show Status' option is selected.

Improved the load speed of client searches on Client Management, adding sessions, POS and Check-In, as well as added the ability to search by alphabetical plus numerical (to include last 4 digits of phone number for example)

May 18, 2018

Changed the way refunds work. Non-agreement related invoices will now have a 'Refund' option on each line item and at the bottom of the invoice. Clicking refund on a line item will create a new invoice dated for the current date with a negative quantity of the line item in question. Clicking Refund on the invoice will do the same process for the entire invoice.

Removed the 'Refund' option on POS in lieu of the above method for creating refunds

May 17, 2018

Changed type ahead search on POS and Client Management so a minimum of 4 characters must be typed to search

Changed coding of Staff and Client Management pages to improve load speed by approximately 300%

Added staff as option to be clients when booking Personal Session calendar

Updated Timeclock so only Managers and Administrators are able to Add Time or Edit existing times

Updated wording on warning and added prevention of selection for First Payment date and Agreement Payment Start dates within 3 business days of the current date and the date selected

Updated Agreement Cancel date to not generate a Cancellation Fee invoice if after the end of the term of the agreement

Changed Session Tracking shortcut to go directly to Adjust Sessions page where session tracking and session adjustments are both accessible

Removed Add Invoice option from Billing and Payments page. Adding invoices for client must be done directly from Client Management 'Invoices' shortcut now

Updated code on Check-In screen to improve load times

Added Location Name and Location Address options to Agreement Wording for clubs with more than one Location

Removed 'Send to Group Immediately' option from Automated Email System page to prevent sending of mass emails in the middle of the day, putting extra strain on the server

May 12, 2018

Improved the client lookup in the Personal Sessions, Group Sessions, and Task calendar. You can now type in any part of their first and/or last name (with a space in between) and click enter and you will get a filtered list of clients plus their email address, which you can then add to a session or class

For ICP payment processing clients - Added new INSTANT credit card processing. If a client has a credit card as their current stored billing, now if you choose Stored CC on POS, or Stored on invoices, or click Collect on a payment, or click to Send to Processor on Outstanding Invoice report, the system will instantly send the payment to process and give you a response immediately.

Added new feature where a client cancels an agreement, and has no other active agreements, the system will automatically set their client type as 'Cancelled'

May 11, 2018

Added a 'Captcha' to the online payment processing page to increase page security

Fixed images on the Task Dashboard so staff images show for all Goals

Added a filter for new Accounts Receivable report to allow a minimum outstanding value to be set

Added new security for user passwords requiring all new passwords to:

- Contain at least 1 upper case letter

- Contain at least 1 lower case letter

- Contain at least 1 number

- Contain at least 1 special character

- Contain at least 8 total characters

Improved Calendar filtering for staff lists

- Personal Session Calendar lists only staff with Trainer rights

- Task Calendar list only staff with Sales Representative or Consultant rights

- Group Session Calendar lists only staff with Trainer or Instructor rights

Added new feature so if a staff with Trainer rights or Sales Representative rights is set as the 'Sold By' on an invoice, that staff is also added as a 'Support Staff' for the client

May 08, 2018

Added new Accounts Receivable report that allows for setting 'as of' date

Changed Task Details pop up so notes carry over from one task to the next

Added number of payments remaining before Agreement End Date when making payments to agreement dues through POS

Added ability to set Locations for individual Products, so inventory can now be tracked by Location

Added new Custom Fee on Master Agreements with editable name

Added new Initials and Cancellation Signature fields to Agreement Wording and capture options on Agreements

Added ability to set custom logo slogan images and menu colours by Location

Added ability to set Task Types as Calendar items to be booked on Task Calendar

Changed Task View of Calendar to only show sales reps and consultants

Added new system so Leads added have 'New' icon unless tasks have been assigned to them

Added 'Deferred Revenues' to Earned Revenues report that accounts for sessions paid for but not yet used

Added ability to copy Task Goals from one staff to another

Added ability to select goals on Task Dashboard to show daily, monthly, or annual

Changed label for agreement dues on reports from 'Agreement - Agreement' to 'Agreement - Dues'

April 27, 2018

Added new 'Refund' option to POS system. When clicking on the Quantity, the pop up that opens that allows for changing the quantity, price, or adding a discount, now has a Refund option added. This will set the quantity to negative and when completing the sale will produce an negative value invoice.

Added the ability to track cash over/under on the cashout report based on cash rounding (to the nearest $0.05) versus the invoiced value

Added new options for staff timeclock feature. There are now two options for staff shift tracking. Barcode, PIN code, or both can be used depending on which checkbox(es) are checked on the staff's User Information page

Added ability to choose Stored CC and Stored EFT separately as payment options on Master Preferences. Stored EFT transactions can take up to 5-7 business days to determine of the transaction is processed so this will allow for removing this as a payment option on POS while still allowing the use of Stored CC as a payment option

Added 2 separate icons to POS, one for Stored CC and one for Stored EFT as payment options instead of just one 'Stored' payment option. Hovering over the icon will display details about the specific card/account being used

Changed the label of 'Agreement - Agreement' for agreement dues payments to now be 'Agreement - Dues'

January 21, 2018

Added an option for 'No Signature' to the Agreement Issues Report

Added the billing type to the Outstanding Invoice Report

Added 'Referred By' as a search filter to the Agreement Report

December 14, 2017

Added ability to search for a specific client on the Collections and Suspended report

Changed access so that Front Desk staff cannot change the Area on a Group Session

Fixed calculation error on the Collections and Suspended report

Added new 'No Signature' option on the Agreement Issues report

Fixed Agreement Add so that both the Staff and Sold by fields are recorded

Fir In Charge Payments clients - added Logo option to follow up emails and added Company Name to automatically be inserted into email Subject field. Subject will read '[Company Name] Billing Issue'

Added 'Referred By/Promo Code' as a filter option to the Agreements Report to allow for filtering by a specific promotion to see the number of agreements related

November 28, 2017

For In Charge Payments clients, added auto Un-Suspend feature if new billing information is added for any member

Fixed reporting issue where members on the waitlist for a class that had checked into the club within 1 hour of the class were being included as having attended the class

Improved the speed of the Collections and Suspended report and added the ability to search for a member by name

November 19, 2017

Added new restriction on Front Desk rights levels so they cannot edit the 'Area' on a Group Session class

November 13, 2017

Added new 'Commissionable Date' field to the client agreements. This date is only accessible by Admin level staff and is designed to be used by clubs wanting an Admin to verify that an agreement is completed prior to paying commissions.

Added 'Commissionable Date Range' as a search option on the Commissions Report (Membership Reports). This will then search for agreements with a Commissionable Date that is in the date range selected rather than using the Created Date. This gives the option of only paying commissions on agreements that have been verified as completed by an Admin.

Added new Gross Value to client agreements. Once 'Add Text' is clicked, the software will now calculate out the Gross Value of the agreement. This includes all Dues and Annual Fees during the contracted period, plus Admin Fee, Card Fee, and Prorate Fee

Added Gross Value as a column on the Commissions Report (Membership Reports). When running this report, the Gross Value of agreements within the date range set will be displayed and totaled at the bottom.

Added new Chargeback Value to client agreements. If an agreement is cancelled prior to the End Date of the agreement, the software will calculate out the total of all lost revenue based on Dues and Annual Fees that will not be collected.

Added Chargeback Value as a column on the Commissions Report (Membership Reports). When running this report, the Chargeback Value of agreements within the date range set will be displayed and totaled at the bottom. The software will include agreements that were cancelled in the date range set on the report.

Removed option to add client billing information on the client agreement. All billing info must now be added directly on the Billing tab of the clients User Information page. This was done for consistency and simplification of use.

Fixed issue where inactive clients were showing on Income Projections reports even though they would not be billed due to being inactive.

November 06, 2017

Added option on Outstanding Invoice report to be able to select to add client to 'Collections'. This is recorded by PIN code

Added number of attempts that have been made to collect outstanding invoice payments on Outstanding Invoice report

Added ability for ICP clubs to determine how often to reprocess declined payments and for how many attempts, before suspending client automatically

Added extra contact and overdue amount fields on the Collections and Suspended report

Removed payment information from Detailed and Summary Sales reports since this information is more accurately recorded in the new Detailed and Summary Payments reports

Removed ability to try and 'Collect' invoices for Suspended clients since their billing is automatically suspended when the client is suspended

Removed 'Stored Payment Method' POS option for Suspended clients

Added basic client contact info to verification area on all new agreements

Added Accounting Code/GL Code field to Detailed ad Summary Sales reports

Optimized Time Clock report to display staff total hours per day plus total hours in date range

October 24, 2017

Added new auto-NSF invoice system. For In Charge Payments users, when a customer payment is returned as declined, the ICL software will automatically generate an NSF invoice that becomes due immediately. NSF invoices are clearly labelled so it is easily determined which original invoice they are linked to

Changed the 'Imp' label on the task system to a new '!' icon for clarity. These denote important tasks

October 18, 2017

Added new Detailed Payments report. This report will provide a detailed view of all payments collected (by type and totals) within a specified date range and may be filtered by Category and/or Item name as well as various other standard filters

Added new Summary Payments report. This report will provide a summary view of all payments collected (by type and totals) within a specified date range and may be filtered by Category as well as various other standard filters

Added an Invoice Type field on invoices. Custom Invoice Types may be created under the Billing menu section in the Invoice Types sub-section. Most reports will now have a filter for Invoice Type as well

Fixed the issue of the PIN code not being starred out on the Billing tab for clients

Added a new 'Suspended' option for clients billing status. This may be manually set from the Overdue Invoices report or the newly modified Collections and Suspended report by inputting a PIN code to activate the check-boxes. An automatic client note will be added every time this status is changed by a staff member

Added new auto-suspend feature for (In Charge Payments) customers. When receiving a response for a payment where the account can never be billed (incorrect account number, closed account, etc.) the software will automatically Suspend the client's future payments. Invoices will still generate but payments will not be processed. If new billing information is added or invoices are paid, the Suspended status will automatically be removed

Added a new check-in status for Suspended clients. This is RED and shows the same as Overdue or Collections

October 11, 2017

Changed the 'Single Payment' option on Invoices to now be called 'Point of Sale Payment' to more accurately reflect that these are payments that are typically collected through the POS system and are NOT part of a payment plan

Changed the Point of Sale payment option on invoices to be an un-editable time stamp of when the payment was created to prevent future dating of these payments where they will not end up being collected

Changed the Client Note created when staff removes a client from a class from 'GROUP FITNESS DELETED' to now be 'GROUP FITNESS STAFF CANCELLED' to more closely resemble the note created when a client self-cancels ('GROUP FITNESS CLIENT CANCELLED')

September 27, 2017

Added new filter for Client Notes to search by staff member

Added new automated note for when a client self cancels a class booking

Revised the look and feel of the 'shortcuts' and all tables and reports

September 12, 2017

Changed Client Notes so that only the original creator of the note may delete it within 12 hours of creation and auto created notes cannot be deleted.

Added the option on the client's Group a Group Fitness class to be able to select the Area they want to look at classes for (e.g. Spin Studio, Group Fitness Studio) instead of showing ALL classes

September 10, 2017

Added new set of staff security/access setting under Settings ad Tools: Master Preferences: Configuration allowing customization of staff access to components of software

Multi Club agreement system - Added 'Deny Access' feature to Master Agreements that will deny check-in access to Locations based on agreement type

Created new Commissions report that calculates commissions earned based on agreement sales

Added new features to Task Manager system to improve usability. This includes adding a 'Script' option to tasks and other features

Added new automated Client Note whenever a Package is purchased outlining what packages it was with time and date stamp

New feature when clicking 'Mark as Collected' on payments on invoices that now opens the Payment Details so the payment type can be selected

Added a new automated Client Note whenever a Billing Type is deleted that records who was logged in and time and date stamp

Changed default Payment Interval on payment plans on invoice to be blank to prevent accidental selection of 'Daily' payment interval

Added feature so Payment Plan start date must be at least 1 day in the future

Added new feature to allow a 'Sold By' to be set when creating an agreement in case the staff member entering the agreement is not the sale person. Sold By is set in addition to PIN Code

Administrators can change the 'Sold By' on individual client agreements

Added new feature to be able to select 'Area' on the calendar when viewing class lists/calendars/schedules

Set calendar to default to Areas and Staff linked to the staff member logged in at the time

Added a PIN code requirement for deleting billing info plus an automatic Client Note is created

June 26, 2017

Improved Calendar function and speed for Group Fitness calendar

Fixed issue where General Staff could access Client Management page after exiting their profile

Added Gender filter on Active Member Count report

Removed 'Other' button from Packages if there are no unassigned Packages

June 19, 2017

Added new feature to 'Remove All Uncollected Payments' from a payment plan invoice

Added option to make the Referred By/Promo Code field mandatory (in Master Preferences)

Added the ability to add a 'Subject' to Client Notes and the ability to filter notes based on those subject types

June 09, 2017

Updated Agreements features

Add Location to Master Agreement
On Client Agreements page when adding a new agreement, staff by default see only agreements linked to the Client's Location or not linked to any Location

Added new Agreements Add On feature

Add new ‘Add on Additional Agreement’ option at bottom of created agreement (where ‘Save’, etc. is)
Select agreement from list
Use same info from first agreement (dates, etc.) by default unless dates are in the past and then use today's date
Copy digital signature to new agreement
Create second agreement

Added new Scan into Classes feature

Changed it so that a client can be scanned (barcode) at entry to class and it adds them and marks them having attended a class (on 'Add Participants' page)

Added new feature to Agreement Credits

Option when adding a credit to extend term of agreement
Partly have to be manually done - 'Days to Extend End Date'
Automatic client note, 'End Date extended by X days'

June 08, 2017

CLARIFICATION OF THE NEW COMPANY, LOCATIONS, AND AREAS SYSTEMS

We've had some questions about these new features (formerly 'Facilities') and wanted to clarify how it all works.

COMPANY (must be set up by ICL) - only used for multi-club situations

If you have multiple clubs with SEPARATE client databases, you would use linked Companies. This way you can still get reporting that has the option of combining the data from multiple Companies. Each Company has its own billing account so payments from each Company are deposited into different bank accounts. Because these are separate client databases, clients from one club cannot access the other club.

LOCATIONS (under Settings and Tools) - only used for multi-club situations

Locations are used for clubs that have multiple locations using the SAME client database. In other words, if you have 2 or more clubs and the client's from each club are allowed access to ANY of those clubs, you would use the Locations feature to add the additional clubs. You also have the option to have each Location have its own billing account (must be added by ICL) so payments from each Location can be deposited into different bank accounts. Locations are also now used on Master Agreements. When selling an agreement to a client of one Location, the system will now only display agreements linked to that Location, or that have no Location linked.

EXAMPLE: You have twelve different agreements you sell. four are linked to Location 1, four to Location 2 and four are not linked to either Location. When selling an agreement to a client linked to Location 1 (which you can set on their User Information page), only the four Location 1 and four un-linked agreements will display as options to sell. This prevents your staff from selling an agreement used only at Location 2, to a Location 1 client.

Locations can also be set for Staff. If a Staff member is linked to a specific location, then that Location will be used by default for POS, Check-In, and when adding a new Client.

AREAS (under Personal/Group Fitness) - only used for clubs with requirements for multiple calendar booking areas

Areas are places where you conduct classes, training, or anything requiring a calendar booking. Setting up multiple Areas allows you to book appointments on the Calendar in multiple places (e.g. Group Fitness Room, Studio Cycle Room, Personal Training Studio, etc.)

If you have multiple Locations as well, then you would link each Area to a specific Location. For example, you may have Group Fitness Room in Location 1 and a Group Fitness Room in Location 2.

June 02, 2017

Added new Credit Card swipe system. With addition of ICL purchased credit card reader, client's credit card billing name, card type, card number and expiry date are now all added automatically when swiping credit card through the reader. Please inquire with ICL if you are interested in purchasing a credit card reader for this feature.

June 01, 2017

COMPLETE - Request “Reference by” field to be added to client profile. For example, we can have options for TV ad, Newspaper, Radio, Website, Internet Search, plus we could have an option where they select a specific client. So if they selected ‘A current member’ it would then open an option where they could type all or part of that member’s last name and then select the correct member from a list.As for reporting, we can do something simple, like you have a report where you enter the date range and it shows you all referrals in that date range in descending order of most referrals.

COMPLETE - Can we provide an “Earned Revenue Report” and show deferred revenue for unused sessions? NEED to add a few more field to this report ‘unearned revenues’, etc. - need to add:

Member #
Date of PT invoice
PT invoice #
Totals at the bottom
Do the totals include taxes?

COMPLETE - Can we add additional fields to the contract? For example, they track the club a new member has left to become a member

COMPLETE - Member Cancellations.Need the preferences set to only be able to cancel Contracts at HO. The member signs a “Request to Cancel” form at club level and they have a retention department at HO that will try to save before cancelling.

COMPLETE - Additional Master Preference security options based on Rights access

COMPLETE - Need to add Facility on Income Projections Report

COMPLETE - Removed 'Facilities' and added 'Locations' (for multiple location clubs) and 'Areas' (for multiple calendar booking areas within 1 club). Areas can be assigned to Locations.

COMPLETE - Added 'Locations' to ALL reports to give clubs with multiple Locations the ability to sort data by individual Locations

FIXED - Agreement dues amount displayed on Client Agreements page was calculating incorrectly. This did not affect the invoices (which are correct) and has now been corrected

FIXED - Class waitlist was assigning clients in random order and has now been corrected to assign them in the order they signed up

Removed inactive items from displaying in the Items drop down on Package Builder

Added Club's phone number to display on invoices

Moved 'Gender' field to the first page of Client Information

FIXED - Manually adjusting the number of Agreement payments through the POS system was only applying one payment credit. This has now been fixed

Changed the Collections Report to display the total value of payments remaining in agreement term even if the agreement has been cancelled

May 01, 2017

Updated the User Agreement to remove references to 'Cancellation' of In Charge account that may have caused confusion

Updated all Client searches to allow for input of any partial first or last name, client number, or phone number

Added 'Hide Clients in Collections' option to Outstanding Invoices report

Changed Master Agreements so Paid In Full type agreements are always editable on the Master Agreements page

Added ability to search by client phone number to the Client Management page

Added 'Tax' columns on Products, Services and Sessions list

Removed option for staff 'Start or End Shift' off of mobile pages

Added 'Staff' field to Low Sessions report

Added sorting option to Invoice Items report

Added multi select option for payment type to Payment Search report

April 10, 2017

Added ability to click on quantity on POS page and easily update both quantity and price. This is turned on or off as a Master Preference

Finished updating all Help videos. Every page now has an updated Help video

Added an 'In Collections' column to the Outstanding Invoice report to be able to see at a glance if the client is already in collections

Added an 'Invoice Note' column to the Invoice Items report to be able to view the invoice notes from the report page

Added a link to Client Notes on the Check-In report

Added the ability to set a date range on the Client Notes report. Left blank it will default to display the last 200 client notes

February 22, 2017

Added a new Master Preference that if selected, will allow staff to click on an item on the POS current invoice and change the quantity and price in a pop up box

Added a new feature that adds a client note whenever a client is inactivated. Records time and date, plus who was logged in at the time

Added client phone numbers and made the client's name a clickable shortcut to their profile on the Cancellation Reasons report

Added a new feature where Administrators are now able to 'Uncancel' an agreement that has been cancelled as long as it is prior to the cancellation date

Added a new feature where if there are children added to a Childminding class the border colour of the class will change

February 03, 2017

Added a new link of the Cash Out report to the client's notes for faster access to saved files, etc.

January 25, 2017

Added date range to the Outstanding Invoice report so you can filter by date

Created a new report for Agreement Credits that allows to search by credit created or applied date and displays who created the credit plus any notes added

January 02, 2017

Changed the Calendar so Inactive Session types are labelled as (inactive) and sorted to bottom of the Item list

On Client Management, Prospects tab now sorts in descending order by date of sign up and 'addresses' option now includes email address

Client Notes can now be sorted by Facility

Stored Payment methods that are options to use on POS are now added to the Master Preferences and able to be removed as payment methods

Added new Check-In Report under Client Reports

Added automatic Client Note whenever their CC expiry date is updated

December 14, 2016

Added ability to use stored payment types as a payment method for POS transactions (you're welcome Julie :)...) PLEASE NOTE FOR CANADIAN CLUBS - stored payment method transactions are not processed until the NEXT BUSINESS DAY so please ensure you keep this in mind before completing a large sale of products using a stored payment method as it is possible that the payment may be returned as NSF or CC Declined. The stored payment types feature is able to be turned off on the configuration tab of the Master Preferences page.

December 12, 2016

Added a 'Cancellation Fee' field to the Master Agreements. If this field is filled in with an amount, then any time an agreement is cancelled prior to the end date of that agreement, an invoice will automatically be generated and assigned to the client for the cancellation fee amount

Added file upload and client signature options to the client notes. Now any file can be attached for future reference and a signature may be captured for any note. The 'Add Note and Flag' option was removed and replace with a checkbox option of 'Flag on Check-In'

Added a 'Transfer Dues' option to active agreements. Using the new client's Client ID (found by hovering over their last name on Client Management page) an agreement can be transferred to a new client. This will create an exact copy of the current agreement for the new client while at the same time cancelling the current client's agreement. If a transfer fee is due, use the Admin Fee field on the new agreement and an invoice will be generated immediately upon saving the agreement

Improved the username/password recovery system

December 09, 2016

Fixed Staff name not displaying correctly on Agreement Freeze

Added 'Outstanding Only' option on Income and Membership report to only show outstanding invoices

Added email notification sent to Master Email upon any online sign up

Separated 'Expired' and 'Expiring' Credit Cards on Agreement Issues report

Added ability to filter by Cancellation Reason on Cancellation Reason report

October 27, 2016

Changed mobile calendar class list to display both category and item name

Added warning when adding clients who have same email or phone number as already exists

Added package name to display in Invoice Note field when a package is added to an invoice

October 14, 2016

Added time and date stamp recorded to Freezes and Credits added to client agreements

Added option to Unsubscribe clients to emails on User Information page

Fixed inventory not going into negative if a positive inventory count had never been added

Added duplicate client checking for phone numbers and email address. Will give a pop up warning if the phone number or email already exists in the system

Added a new Summary Payments Report to show all Payments collected in a specific date range

Fixed client shortcuts to be consistent in colour for all pages where shortcuts occur

Added the ability to send clients their membership card link in the Automated Email System

Added ability for Admins to be able to click on a client name in the Client Notes page to jump to that client's profile

Added additional questions to the Lifestyle Questionnaire page

Added a button on the Master Agreements page (Settings and Tools) to inactive all clients with no agreements and clean up clients with no user info (first or last name)

Added dates on check-in screen for when a client's agreement expires or ends

Sped up the Income Projections report - doubled the speed, will continue to improve

Changed user agreements so that Administrator and Owner access will always have ability to edit fields regardless of settings on the master agreement

Changed the system so that invoices that do not flag the client on check-in are not shown as overdue for 5 days (i.e. 'Pending' payments on the invoice)

Added 'Group' filters on multiple reports

Hide the Change Dues button on client agreements when the Dues field is locked for staff

Added Credit Cards that expire in the next 2 months to the Agreement Issues report

Added the option to only display clients in a negative count on the Earned Revenues report (Personal Sessions Reports)

Added shortcut to the client's invoice search when clicking on an overdue invoice icon in the Payroll Report (General Reports)

Changed the system so when saving a Task the screen returns to the Task Dashboard rather than the Task Search page

September 24, 2016

Changed the Low Sessions automated email to only send once every 30 days

Chaged the system so only Owners, Admins and Managers will have sessions added to past dates/times in the calendar be automatically marked as 'Completed'

Added the ability for staff with only Trainer rights to see some of the Personal Sessions reports

Added a feature where the Earned Revenues report (Personal Sessions Reports) will display any trainers assigned to the client when hovering over their name with the mouse

Added 'Facility' as a column displayed on the Payroll report

Added the ability to filter the Outstanding Invoices report so you can view only specified criteria

Changed the Calendar self book page to display if a session is waitlisted prior to trying to book the session

September 18, 2016

MAJOR UPDATE - Annual Fees have now been seperated out from the Agreement Dues on agreements. We discovered that the Annual Fees, which previously were grouped in with Agreement Dues, were causing issues when a client was on a freeze and their annual fee was due. We have now separated the Annual Fees into their own category. This will offer multiple advantages:

The projections reports will now display a separate section showing what annual fees are to be billed during the projected period.
The Annual Fees will now be separated on reports like the Detailed Sales Report, making it easier to track these
Freezes will no longer be affected by Annual Fees
Credits you apply to agreements will now have 2 options, applying the credit to dues, or applying the credit to annual fees (by clicking a checkbox), giving you more flexibility with credits

Payroll Report has now been updated to have a PDF link to be able to print a sign in sheet for occassions where a client does not have a barcode to check-in to the club when they have a session booked on the calendar. This sheet can be used by an Administrator to then update the session status manually

Payroll Report Excel export now displays an asterix '*' beside any session where the client has an overdue invoice. This will allow an Administrator to be able to clearly see when a client has overdue amounts and adjust the trainer's payroll amount accordingly if necessary.

When creating or editing Group Sessions there is now an option to make the session a Court Booking which will create 4 text boxes to input names manually whenever this type of sessions is booked on the calendar. This will also work for self booking sessions. The names will display on the calendar.

Added a new feature that automatically adds a client note with a date and time stamp anytime the client is REMOVED from a group session

September 09, 2016

Added new Earned Revenues personal sessions report. This report summarizes the number of sessions purchased by clients versus the number of sessions paid for (in the case of an overdue invoice or a payment plan invoice) and compares that to the number of sessions used by the client

Removed the ability to add additional items to a POS invoice where an agreement prepayment is being made. This insures the agreement credit is applied correctly

Added the ability to customize any Master Agreement by now being able to choose to lock or unlock any payment fields. Locked fields will NOT be editable by staff when assigning an agreement to a client

Added the ability to assign a specific stored payment method to any invoice payment plan

Added a 'Maximum to be Sold' field to the Package Builder. This will remove any package from being displayed in the POS, Virtual Store, or Fill from Package drop down on invoice, once the prescribed maximum number of packages has been sold

September 05, 2016

Added a time stamp to the current date stamp when an agremeent is created

Added a 'hover over' feature for class descriptions to display when hovering the mouse over the class name on the Group Session calendar

Added the new 'Round to the nearest $0.05' on cash transactions on the POS

Added a date range filter to the Agreement Issues report

Added ability to 'group results by' to the Invoice Items report

August 24, 2016

Changed invoices so if a client has no billing info,the 'Collect' button shows 'No Billing Info' and is greyed out instead

Added a 'Group' filter to the Outstanding Invoice Report

Changed the way the invoices record Refunded and Written Off responses from the payment processor so the total calculates properly

Fixed 'Write Off' payment types and 'Written Off' responses included on the Detailed Sales Report to now show correctly in the 'Write Off' column

Changed Initial Agreement Invoices to always default to the CURRENT date, with the exception of Single Payment types, which use the Payment Start Date and are sent to the payment processor to process on that date

Changed Agreement Report to now exclude 'Inactive' agreements from being counted

Changed the Client Management page so only Administrators and Managers can use the Excel download option

July 23, 2016

Added total count at bottom of Freeze Report

Added sorting options to Freeze Report

Added ability for clients to pay overdue invoices online when logged in (under their name, then invoices)

Changed Automated Email System 'Agreement End Date' criteria so it only sends to agreements that are NOT cancelled

Removed 'Change Dues' option from Single Payment and Paid In Full agreement types

Changed Income and Membership report to now include ONLY agreement and initial agreement invoices with the option to exclude initial agreement invoices. This will allow this report to be used to determine exactly what was/will be billed on any specific date for any specific agreement type(s)

June 30, 2016

Added new feature that records a permanent automatic Client Note any time an invoice is deleted for a client

Added a button on the User information page to 'Send PAR-Q Email' to send a link for ONLY the PAR-Q to the client's email. This button ONLY displays if they have never completed the PAR-Q before

Added new system that sets any new client added with a free agreement ($0) as a Lead rather than a Client

Changed the name of the 'Inactive Client Report' to the 'Non-Attending Client Report' to reduce confusion. This report gives info on clients who have not been active in the club (i.e. have not attended)

Added the ability to remove inactive items from the Inventory Report

Added automatic hiding of the 'Fitness Assessments' and 'Goals and Preferences' main menu items if all sub-categories are hidden or inactive

Fixed known issue where removing both the trainer and facility on a Group Session in the calendar would cause the session to disappear

Removed ability for staff to edit their own time clock. Now must be completed by an Administrator

June 01, 2016

Added new Annual Fee report (Membership Reports) which will project how much will be collected for annual fees and the dates they will be collected. Please note that this report is very server intensive and will take several minutes to compile.

Added new current status display when adding participants to group sessions. This will display the member's current check-in status icon when adding them to a group session

Added new Agreement Count report (Membership Reports). This report will display the total number of active agreements for the selected agreement type(s). If 'show details' is left uncheck then it will simly give a total for each agreement type. If 'show details' is checked the entire list of members will display for each agreement type. The 'as of date' may be set in the past to compare previous and current months (by running the report twice). This report differs from the Active Member Count report in that the Active Member Count report only counts each member ONCE even if they have multiple agreements, therefore giving you an accurate actual member count

Added the ability to capture a signature on an invoice for a payment plan. It is now possible to assign specific wording to an invoice and then capture a member's signature right on the invoice. The agreement wording may also be printed if desired. Once the signature is captured the agreement wording becomes locked to what was selected at the time.

Added both Personal and Group Session Tracking reports to display exactly how many sessions any individual client has or had based on the selected 'As of date'

May 31, 2016

Added new membership cancellation reason of 'Incomplete Membership'

Added new Staff Management shortcut for 'Invoices' to be able to quickly and easily access staff members' invoices

Replaced the 'Maintenance or Build Lean Mass' button on the Weight Loss Goals page with a new button labelled in larger font as 'Build Lean Mass'

Removed the 'Cancel Agreement' and 'Freeze Agreement' buttons on the Agreement Summary page when the agreement is not active

iCal appointments (sent when booking a calendar appointment) now contain the appointment time and date in the subject line for cases where the person receiving the iCal email does not have their email connected to a calendar

Added a red dot on the Payroll Report in the Personal Sessions area next to clients name's that have outstanding invoices. This will help to make it easier to check clients who are on a payment plan to see how many sessions they have used relative to how many they have paid for

Added 'Sold By' as a field on the Agreement Report

Added a 'keep awake' to prevent time out errors on the Assign Clients to Group Sessions page

May 25, 2016

Changed the POS so you can now sell a Package with a $0 value and the invoice will generate correctly (previously would remove $0 items from invoice) and add sessions where applicable

Added a 'Hide from POS' option to Package Builder so packages can be hidden from displaying on the Point of Sale system

Added new wording next to the checkbox when purchasing agreements online for clients to agree to the terms and conditions in the agreement wording

Changed the Client Agreements List screen to not display the 'Freeze' or 'Cancel' buttons if the agreement is not active

Changed the Client Agreement page to not convert a username entered in the 'Cancel Date' field (typically done automatically by most browsers) to today's date and create a warning when trying to save the agreement.

May 23, 2016

*Pro Tip - On any of the shortcuts or hyperlinks within the software, if you right click, you can then choose the option 'open in a new tab' instead of navigating away from the page you are currently on. This allows you to keep your current search criteria and sort order while opening multiple new tabs at the same time.

Added new Freeze Report (Client Reports) that shows all clients currently on a freeze, plus details about the freeze with the ability to click on the client's agreement name to shortcut to their agreement

Changed agreement thaws to better display current status. An agreement that has been thawed will no longer show the 'Thaw at Payment' option and an agreement that has been thawed now will no longer show the 'Thaw Now' option

Change these reports to now show 'No Tax' (pre-tax total), 'Tax' (total taxes) and 'Total' (total including taxes) columns:

Invoices

Invoice Items

Outstanding Invoice

Total Sales

Detailed Sales

Summary Sales

Income and Membership

Changed reports that have the Agreement Type as a sort criteria now show (inactive) before all inactive agreement types and sort them to the bottom of the agreement list

May 21, 2016

Added 'As of Date' to Active Member Count report so it is possible to review active member counts for past dates (great for comparing to current numbers)

Changed status colour of members with no agreement to Grey instead of Blue. Now all cancelled, expired and no agreement members will be Grey and Prospects/Leads will be Blue

Added ability to multi-select agreement types on the Income and Membership report

Added warning pop-up when a cancel date has been set on an agreement but the 'Cancel Agreement' button is not clicked before clicking 'Save' at the bottom of the page

May 10, 2016

Added the new 'Change Dues' feature. Any active agreement will now have a button next to the dues amount to allow you to change the dues. This will cancel the current agreement in ICL and add an identical agreement where you can then edit any of the fields. The existing agreement text and signature(s) will be copied over to the new agreement. You cannot change the agreement type (if you want to do that then simply cancel the current agreement and add a new one). Only Managers, Admins, and Owners have access to this feature.

Made a change so that inactive groups are now at the bottom of the drop down list on the Client Information page and have the wording '(inactive)' next to the name

Added 3 weeks and 4 weeks as duration options for agreements

Updated Reports - the Detailed Sales Report now ONLY displays individual items and the new Summary Sales Report displays individual categories. If you are used to seeing the categories at the top of the Detailed Sales Report, you will now find that info on the Summary Sales Report

May 04, 2016

Added new search criteria to the Client Activity and Inactive Clients Reports. You can now filter by Agreement Type and Payment Type

Added a new report called Cancellation Reasons which will list all members who have cancelled within a date range and their reason for cancelling. This report is able to be filtered by Agreement Type and provides a summary total at the bottom of all of the cancellation reasons and their totals

Added a new Summary Sales Report that provides sales data by Category ONLY (not broken down into items like the Detailed Sales Report). This report give the same info as the top section of the Detailed Sales Report but is much faster to generate and easier to export

Added a new response code for payments return from MTS as 'Waived' or 'Written Off'. These responses were previously not mapped and woulds have shown up as 'null' and not marked the payment as completed. Now the payment will be marked as completed with the Written Off or Waived response attached

Added an 'Invoice Note' field to the Invoice Search page (where you end up if you click on the 'Invoices' shortcut for a client). This note field is used to display notes on invoices made at the club, but also will display the agreement name if it is an agreement invoice

Changed the 'Edit' option on payments on invoices so if you open a payment plan invoice to add a note the payment will still be sent automatically to process on the payment date

April 20, 2016

A small change was made to the payment processing page. The label at the top now says 'Contact Information' instead of 'Payment Processing Address Information'

Added 'Sent to Collections' to list of reasons in drop down next to Agreement Cancellation date

April 14, 2016

Added 'Outstanding' (red dot) icon to Invoice Items report (General Reports) including a hover-over that shows the total outstanding for the invoice

Added a default option to 'Show Errors Only' for the Emails report (General Reports)

Added 2 new criteria to the Agreements report (Membership reports) for 'Agreement Cancel or End Date' and 'Agreement Cancel or End Date Excluding with other Active Agreements' - this will show you members that have agreements that have ended or been cancelled, plus the ability to exclude members who have another active agreement

Added a new Shortcut on Client Management for 'Check Ins' which will take you to the Client Activity report and do a wide open search for all check-ins for that client. By default it will display the total number of check-ins but you can simply refine the date range or if you want the specific dates of the check-ins click the 'Show Details' checkbox and click 'Show Results'

April 11, 2016

Only managers and Admins are now able to delete group sessions from the calendar

The check-in screen should now NEVER time out as it no longer requires an active login

The known issue of updated billing info displaying the client’s name under ‘Staff’ in their Notes has been fixed and the correct Staff name will now be listed going forward