December 29, 2020

Calendar Update - Virtual Class Link Field 

• User Notes field allows you to add virtual links for Group Sessions classes on the calendar which is viewable by the client on their calendar. 

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December 20, 2020

Login Security

• Update to password security adding salting and hashing for additional security. This new login feature will require you and your clients to reset your password for your InCharge Life account at your next login.

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December 03, 2020

User Agreement ID added to Invoices ​

• User Agreement ID is linked to the client invoices in the instance if a client has more than 1 agreement and is shown on the invoice below the invoice note. 

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November 17, 2020

Cancellation Wording and Freeze Wording 

• Each time an agreement is cancelled or a freeze is applied you can now email the clients the cancellation wording or freeze wording.  

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November 11, 2020

Group Billing Priority 

• Group Billing is now assigned to an agreement is always used first. 

• Secondly when the client is assigned to a Group (depending on percentage set for the Group)

• Client Billing

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October 29, 2020

Client Notes 

• When an Agreement is edited the client notes shows the Agreement ID.

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Pop Up Warning when billing is being added to Primary Agreement for a Group 

• Pop Up Warning says "Are you sure you want to add billing to this Member ONLY? This Member is the Primary Member of a Combined Group. Updating their billing will NOT update the Group's billing. To continue adding billing to ONLY this Member, click OK, otherwise, click Cancel to be taken to the Group Billing page where you can update the Billing for the Group"

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Overdue Invoice Report 

• Checkboxes added to:  

  • Include only Personal Sessions invoices

  • Include only Group Sessions invoices

       Allows for one or both check boxes to be checked off.

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October 28, 2020

No Show Time  

• You can set the No Show Time under Sessions/ Classes under the Master Preferences.

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October 23, 2020

Date Added when Removing Group Member

• When removing an Add On to a group you can now enter the date and set a future date for removal/ cancellation.  

• Warning added when removing Primary Group Member: 

  • Cancel Primary Agreement and ALL Add On Agreements ​

  • Remove ALL Group Members 

  • Delete the Group 

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October 02, 2020

Staff Permission Access Updates:

• Trainers, Instructors, Daycare and Consultants

  • Permissions changed- unable to change billing, suspension status and collections status

• Ability to ‘Reinstate’ clients that cancelled their agreement

  • This is only allowed with Admin Permission

  • Admins can now reinstate clients after their cancellation date has past

• Access to KPI Menu items

  • General, Assistant and Sales Managers

 

COVID-19 Booking Access Control Appointments:

• Allow Clients with Punch Passes to Book into Access Control Appointments

 

Calendar Waitlist Optimization:

• Waitlist set to have a limit of 10 Participants 

  • For club members, if the waitlist is full, then show the 'Insufficient' button. For club staff, if the waitlist is full and they try to add a new participant to an appointment, an alert message will pop up to indicate that the limit has been reached.

 

App/Mobile Pages:

• Added Agreements page and Invoices page to client mobile pages

  • Sub category of Profile

 

Agreement Termination Feature:

• 3 days added to current date/time when Terminating agreement to ensure dues do not get charged more than once

  • This is so already generated dues invoices do not get double charged via already created invoice and terminate agreement invoice.

 

Agreement Wording:

• Added buttons for Location City, Location Province/State, Location Country, Location Zip/Postal Code, Location Telephone, and Location Email

 

Invoicing and Payments:

• Set Stored Payment Method Location to the Users Location 

  • The Payment Location for Stored Payments on an invoice was using the Invoices Location always which is NOT always the case. This has been changed so that it now uses the Client’s Location since this is where the Stored Billing is linked to and where the payment will actually process.

• Refund check

  • Added a check for the SAME Invoice number when creating a Refund Invoice to prevent a 2nd Refund Invoice from being created for the same original invoice

  • For any refund of any invoice, the system will now not allow multiple refund invoices to be created for the same invoice.

 

General Reports

• Rename Outstanding Invoice Report

  • Outstanding Invoice Report now named Overdue Invoice Report to more accurately reflect what this report now shows.

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August 28, 2020

COVID-19 Access Controls Bookings:

• Waitlist- Optimized.

  • If someone was on a Waitlist and did NOT get into the appointment, before they would have been unable to book another class that same day (the 1 per day restriction), but now if the time of the Waitlisted class has passed and they did not get in the class they can book into another class.

  • Example for Insufficient button showing when booking a class with a waitlist- If 7 clients canceled an Access Control appointment, before if there were only 2 people on the waitlist no one could book the other spots until the Waitlist clients confirmed or were removed from the waitlist. Now it will allow the other spots to be booked until the spots remaining matches the number of clients on the waitlist, then it would show as Insufficient for anyone else trying to book.

 

General Reports:

• Outstanding Invoice Report showing Payment Plans

  • Payment Plan total outstanding amount no longer shows on the Outstanding Invoice Report, only outstanding/declined payment plan payment lines will show.

    • Please note, this is based on the Payment Plan being correctly applied to the invoice.

 

Membership Reports:

• Collections & Suspended Report 

  • Added a date range field

 

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August 21, 2020

Master Preferences:

• Master Preference under Configuration in the Access Control settings now has the option to uncheck the limit of only 1 session per day per client. 

  • The default for this is to be CHECKED to limit to 1 session per day

 

COVID-19 Access Controls - App Booking:

• Prevent clients with frozen agreements from booking Access Control appointments

 

Agreement Templates:

• We added several new fields to the Agreement Wording area

  • It is now possible to add a field for

    • Initial Payments Sub-total – displays the total of all the Initial Payment fees pre-tax

    • Initial Payment Tax 1 – displays the total of the Tax 1 amount

    • Initial Payment Tax 2 – displays the total of the Tax 2 amount

    • Initial Payments Total – displays the total including taxes

  • Added fields for the Invoice payment plans to show

    • Invoice No Tax

    • Invoice Tax Amount

    • Invoice Total

 

Staff Management/Configuration Permissions:

• Added Security Options button that downloads staff rights/permissions grid

  • Found under staff configuration tab beside staff rights

 

Client Notes:

• Client notes dropdown must be selected to the desired note type when manually inputting notes to have it categorized to be filtered

  • No note type selected- note type will be blank

    • Notes with “Blank” note type will show when no note type is selected to show ALL notes

 

General Reports/POS:

• CashOut Report

  • Requires user to click Show Result to get the report to show - defaults current date as the reporting date

  • This report has been optimized to perform faster

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August 14, 2020

COVID-19 Access Controls Check-In Features:

• Automatically Create Invoice for any client who's book status is set to No Show Charged

  • Can be done manually, or is also triggered automatically 15 minutes after the appointment start time with no check-in. This check is done every time the ‘Show Most Recent Data’ button is clicked. 

  • $ Amount comes from Settings and Tools: Master Preferences: Sessions/Classes tab ‘No Show Charged Fee’

• Add 'Cancel with Charge' functionality

  • Triggered by the client cancelling a session within the Group Sessions Minimum Un-Book time (Settings and Tools: Master Preferences: Sessions/Classes tab)

  • $ amount is set on Settings and Tools: Master Preferences: Sessions/Classes tab. 

  • Client will see the button labelled as ’Cancel with $X.XX Charge’ if it is within the Minimum Un-Book Time when booking appointment

• Prevent NSF from being created for No Show Charge and Cancel with Charge invoices

 

Waitlist Improvements:

• Don't allow booking if there is spot available and clients on waitlist

  • This is because waitlist notifications are being sent out to fill spots based off of the waitlist.

• Add Confirm Appointment button to Client Calendar

  • You only see this if you have been sent a Notification (SMS/Email) after being on the top of the Waitlist and someone in the class cancelling

• Auto checkout client 30 minutes after the end of the appointment

• Client's on the waitlist will receive SMS notifications when booking spots are available and they will be able to reply within 30 minutes to confirm the booking.

• Add clients to waitlist when remaining participants in appointment is 0

• Show waitlist button for clients if there are 0 spots remaining in appointment

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Master Preferences:

• Master Preference Security Options update

  • Added ability to set manager security options in addition to Staff and new options

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Mobile App:

• Show a list of all currently booked appointments at the top of the Mobile page menu

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Agreements- Terminate Feature:

• Added a limit of 68 days from Current Date to Cancel Date for Terminate option

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July 31, 2020

COVID-19 Access Controls / Calendars:

• Allow staff members to book Access Control appointments even if they do not have an active agreement in place.

• Remove denied locations from the location drop-down

  • When clients are booking Access Control appointments this change made sure to NOT allow them to see sessions at Locations they do not have access to

• Access Control Calendar

  • Disable drag and drop on access control calendar

• Calendar Location Displays & use for Clients

  • When clients view their own calendar it used to default to THEIR Location, but if they had access to ALL Locations and had appointments booked at multiple Locations this was an issue as they had to change the calendar view to see them. This has now been changed to default to All Locations.

• Adjust email and phone number in wording for booking Access Control appointments or group fitness classes via client calendar

  • Add Email and Phone Fields to LocationDetail.aspx

  • The email and phone number used to come from the Master Information and now comes from the Location info. This is in reference to the bit of text saying to call or email the club if they have issues with booking through the mobile pages.

 

Invoice Print / Email:

• Negative valued invoices can now be printed and/or emailed.

 

General Reports:

• Outstanding Invoice Report

  • Hide Payment Plan Invoices in Good Standing on Outstanding Invoice Report

• Cash Out Report

  • The CashOutReport has been changed so that only a user with AdministratorRightsFull or AdministratorRightsClub will see all locations in the drop-down list.  Any user without Admin rights will only see their own location in the drop-down list.  In addition, when the form initially loads, the default location selected is the one assigned to that user.

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July 24, 2020

Agreements / Client Notes:

• Freezes

  • Add agreement wording for freezes

  • Freeze notes are showing as note type FREEZE

• Credits

  • Add auto client note for credits

• Add reinstatement signature

 

COVID-19 Access Controls:

• Speed Optimization - remove auto-update of Currently Checked In and Upcoming

  • Bookings only update when Show Most Recent Data button is clicked on

• Prevent Booking into Access Control Appointment if Client has no Active Agreement

 

Client Status Button:

• Prevent the 'Green' status button from showing if the client's agreement is not complete

 

Staff Management:

• Add Location Column to Staff Management

 

General Reports:

• Add pin to Outstanding Invoice Report

 

Invoice / Point Of Sale:

• Save last 4 digits of stored billing when making payment via Invoice POS

• First Payment Method Option showing on POS will be the default so it cannot be saved as blank

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July 17, 2020

Calendar / COVID-19 Access Controls / Check-In Screen:

• Initial Calendar Optimization (Separate Calendar for Access Control)

  • We now have 2 separate calendars for speed optimization

• Add Check Out to Client Activity Report

  • Also, set the default Client Location to be blank as requested

    • Client Activity report now separates check-ins and check-outs for Access Control clubs

• Add Check-In Status to Previous Check-Ins table on Access Control Check-In

  • Show whether each activity is a check-in or a check-out

 

Agreements:

• "Terminate Agreement" Option

  • Agreements can be terminated instead of cancelled which creates an invoice for the full amount that would be billed during the cancellation notice period

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App / Invoices:

• Payment Plan invoices showing as outstanding on app

  • These were previously showing as overdue even if there were payment plans covering the balance – fixed now

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July 03, 2020

COVID-19 Access Controls:

• No Show Charge status in Access Control appointments will now not be counted in the ‘Participants’ total of the class to allow for more bookings to be added to overlapping appointment times

• A fix was implemented to make the ‘Checkout’ button work again in the Access Control check-in screen

• Always allow check outs on Access Control Check In no matter what the current capacity is.

• Also fixed a bug on both check in screens in which the info button would cause an error if no client info is entered (barcode or manual lookup).

 

Session View - Personal Trainers Calendar:

• bug fix for adding sessions in Calendar 

 

Mobile Page/App/Desktop- Health Screening:

• Change Question #3 on COVID screening page to use the 'Country' field set by club in Master Information

• Change Question #3 on COVID screening page to use the 'Country' field set by club in Master Information - mobile

 

Invoices:

• The new POS area on the Invoices is sitting over top of the Chargeback entry field: RESOLVED

 

Login:

• When retrieving login credentials, ensure the client is not inactive and they have an active agreement in place before sending them credentials.

 

 

June 26, 2020

COVID-19 Access Controls:

• Access Control appointments cannot have the Item changed to prevent accidental changes

• Users can only book Access Control appointments to locations their agreement does not deny check-ins to

 

Login:

• Failed login on mobile will now give a failure message instead of going to the Retrieve Login Credentials page

 

 

June 19, 2020

Agreements:

• Only show Agreements of same payment type and NO Group agreements in upgrade/downgrade dropdown

  • To prevent issues with the Upgrade/Downgrade feature, no Group agreements will show in the dropdown and only agreements of the same payment type (bi-weekly, monthly, etc.)

• Cancellation Reasons

  • Added COVID-19 as one of the cancellation reasons

 

COVID-19 Access Controls:

• Hide Book a Workout button from client calendar and mobile menu if the client answers 'yes' to any COVID 19 questions

  • Any ‘Yes’ answer on the COVID-19 screening will mean the client cannot book appointments

• Replace N/A with '-----' replace '-----' with 'None' on Access Control Checkin screen

  • Instead of ‘N/A’ if the client has no booking the check-in screen now says ‘None’

 

 

June 12, 2020

Master Information/Locations:

• Locations now have field to enter Phone Number and Email

  • These are then used on the Book a Workout screen and the text where it say to contact the club if they have any issues booking instead of Master Info (if they have multiple locations)

 

Check-in Screen:

• Check-in page optimization for speed

• workout time calculation error fixed

• Removed the incorrect negative values on the client booking desktop page

 

Client Status:

• Client Management screen now displays the Client Check-in Status buttons on the page

 

Agreements:

• Reinstatement signature – when reinstating a cancelled agreement, you now capture a signature from the client

• Master Agreements now have a ‘Freeze Fee’ field – this is a ONE TIME Fee ONLY

  • At the time the agreement is frozen, an invoice is generated for the Freeze Fee amount

  • Recurring Freeze Fees are coming soon

• Set "Number of Payments" textbox when adding a freeze to have a max limit of 2 characters (digits)

 

Invoices & Payments:

• Limited the size of signature images on Payment Plan invoices (Invoices)

 

Cash Out Report:

• Issue with PIN codes not showing on Cash Out Report has been corrected

 

Online Sales:

• The check is now done when clicking the ‘signature’ checkbox for online sales rather than the Process Payment button. It checks for no email (blank) or no ‘@’ symbol

 

Emails:

• DateTime error checking emails

 

Mobile Pages/App:

• Calendar- added AM/PM to mobile booking times

 

COVID-19 Access Controls:

• Adjust email and phone number in wording for booking Access Control appointments or group fitness classes on desktop client calendar

• Hide "Book a Workout" button if club has no Access Control appointments created

• Fix to not allow bookings when remaining spots in access control appointments is at ‘0’

• mobile Access Control booking page bug & added session check to mobile pages

• Changing days selected on the desktop client calendar was showing previous days ‘spots remaining’ as well as the current selection- Fixed now

• For clubs with multiple locations- this allows clients to see workouts booked at all locations by default without having to realize they need to change the location in the drop-down

• Leads, Prospect, and Cancelled client types will not have the ability to book a workout. Button is hidden.  

• Replaced workout timer with "Workout Ends At **:**" time on mobile pages

• Check in optimization for Access Control page and regular check in page

 

Server Optimization:

• General optimization for server load reduction

 

 

June 04, 2020

COVID-19 Access Controls:

• COVID-19 Access Control

• COVID -19 Questionnaire added to app and client dashboard

 

Agreement: 

• Print/Email agreement button new feature

  • Change to AgreementPreview to enable showing "Email Send Failed" as well as "Email sent successfully"

 

Client- User Information:

• Find all of the pages in the system where you add new Clients, Leads or Prospects and make sure that by default the Birthdate field is blank and make it mandatory to be completed

 

Payments & Invoices:

• Modified the disabling of ChkRef text field to be disabled by default except when Cash, Cheque, Gift Card, WriteOff or InHouseAccount are used.

 

Locations- Mandatory Fields:

• Added mandatory Location check for clicking on Agreements, Invoices, Projections and Notes icons as well as Save.

• The mandatory Location entry for ICP sites has been applied to Clients but not Staff.

 

App:

• Changed "Remaining" to "Spots Remaining" on mobile Group Class booking page

 

Reports:

• Added Freeze selection dates to the Freeze Report.

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May 01, 2020

New Payment Plan Flow:

• Please refer to button below for new payment plan flow video.

VIDEO- Payment Plan Flow

 

 

April 01, 2020

Dashboard:

• Removed 'Add New Client' and 'Add New Lead' links from the dashboard under Manage Staff and Clients.

  • Redundant as the tabs are on the Client Management page.

 

Master Preferences:

• Added new Master Preference ‘Consumer Rights Cooling Off Period’ under Agreement and Invoices Preference. 

  • Clubs can now set what that cooling off period is (Master Preferences) for their province and then a staff member is able to cancel a client’s agreement within that period with no repercussions. It does not matter if the minimum cancellation period has been applied to the agreement template, if it is still within the cooling off period then the agreement can be cancelled, and no cancel fee invoice will be generated.   If clubs choose NOT to set this up in Master Preferences, then nothing changes from how it works now.

 

Agreements:

• Added mandatory pin for thawing freezes. 

• If an agreement Cancel Date is Removed (field is NULL) automatically delete the Cancellation Signature. Upon agreement load, if there is a cancellation date then make sure agreement wording has cancellation date filled in. When reinstating agreement, add agreement note with timestamp.

 

Online Sales:

• Check to ensure birthdates are valid when checking the terms and conditions checkbox on ProcessPayment page.

• Minimum age for online sign ups can now be controlled via agreement template.

 

Client Notes:

• Add user note when agreement has been deleted by an admin.

• Added Agreement Name to client note when deleting agreement.

• Adds new client note when creating a new freeze on agreement or when deleting a freeze, thawing a freeze at payment, or thawing freeze now.

• Removed date range option from Client Notes when clicking on a client's notes shortcut.

• When an Admin deleted an agreement, a note will populate showing who deleted the agreement and all associated invoices.

• When cancelling a client agreement, the automatically generated note now shows the staff member who cancelled the agreement rather than the staff member who is currently signed in.

 

NSF Notification:

• Adjusted SMS wording for NSFs.

  • If the phone number is not entered for the club under Master Information, SMS will default to ‘Call Club’.

 

Invoicing and Payments:

• Greyed out chk/ref number field on invoices when using the stored billing tab so staff cannot add verbiage.

• Added to Show last 4 digits of billing used on invoice payment details when stored billing is used.

  • Added New Row on Payment Details For Last 4 digits' - Invoice POS and POS Module Only - the viewing of last 4 digits to invoice is when hovering over tab and not radio button.

 

Reports:

• ADP refers to Associated Data Processing LLC.  

  • ADP adjustments to Payroll Report.

  • ADP Export changes for Payroll report.

  • Added ADP Time Clock export option in TimeClockManagement.aspx.

• Collections And Suspended Report

  • Date range added.

  • Removed Outstanding Only option since we have an Outstanding Invoice report.

  • Added Location Name grouping/header

• Agreements Report now utilizes primary and secondary locations in results.

• Prevent showing report results when location is selected.

  • Only show results when "Show Results" button is clicked.

• Removed Annual Fee report.

  • Redundant as it can be found on the projections report.

• Added "Agreement Name" column to Transaction Detail Report

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January 01, 2020

APP:

• In Charge Technologies - download from PlayStore or Apple Store

 

Agreement templates: 

• Locations Primary and Secondary on Agreement Templates- This feature is for clubs who use have Client agreements/PT agreements that are used at multiple locations.

• Agreement Minimum Age Requirement- This is for agreements that have an age requirement to be allowed to purchase. Ex. students (age requirement shows for online sign ups).

• Primary Group Agreement- Clubs using add ons for their group agreements

  • Added a drop down on the Master Agreement next to the Primary Group Agreement checkbox that allows the selection of between 1-4 add ons to be available for the agreement. This dictates how many fields show for adding add ons on the online sign up process.

• Fixed payment start date (online sales only).

• Upgrade/Downgrade by Cancellation Section (Agreement) - This feature is for clubs who use this option for client agreements.  The original agreement will be cancelled off and a new one created with any fees associated with the Upgrade or Downgrade option.  Fees that are required to be charged, are to be added to the Agreement Template.

• Days for Cancellation Notice- Set an auto populated amount of days from when they cancel.

• Only Available for Groups- This is a feature for clubs who have agreements or add ons for clients in a group only.

• Deny Locations/Times- This feature is for client agreements that need to restrict access to the facility’s location and/or certain hours.

 

Locations:

• For clubs with multiple locations have the ability to add their own emails, time zones, and logos.

 

Automated Email System:

• Send out emails based on location.

• Send “one time” email- This for mass emails to be sent to all clients, however please NOTE unless your email provider allows mass emails you will not be able to use this feature.

 

Master Preferences:

• Agreement and Invoice Preferences (Modules)- Mandatory signatures and/or wording on agreements and payment plans.

• Can't book without paid sessions (Configuration)- This allows sessions to not be booked without them being paid for so clients do not get over trained.

• Promo Codes (Configuration)- This is for online sign ups and promotions, the promo will only go against the clients first system created dues invoice (second dues invoice after initial payments).

• Setting for Mobile Pages (Configuration)- Prevent clients from adding or updating billing information.

• Group Settings (Configuration)- Create only 1 NSF per group.

 

Product, Services and Sessions:

• Item amounts, discounts and making inactive can be saved to this page by clicking the update icon.

• Each section can be assigned to a location for inventory and sales.

 

Point of Sale:

• Location needs to be selected to view items to be sold.

• Cash Out- will show a total of stored payment transactions when using the stored billing to complete transactions.

• Pin Codes- this feature is to track staff completing sales.

 

KPI Report:

• Snapshot to weekly date, monthly date and yearly date.

 

Outstanding Invoice Report (General Reports):

• You can now show clients in collections and suspended, as well as only active and inactive clients.

 

Cancellation Reasons Report (General Reports):

• We have made a change on this report so that you can either use the Cancel Date of the agreement or alternatively you can use the date the cancellation was entered. 

 

Client Contact Info Report:

• This report will allow them to choose specific criteria for third party softwares like MailChimp for mass marketing.

 

Invoice Shortcut for Clients:

• Pay All Outstanding- Invoice and Payments page- This feature links to the Outstanding Invoice Report so you can send all outstanding invoices to be processed.

 

Client Billing:

• Make Suspended/Collections on billing tab now- this feature is to see if the client’s suspended/collections status and can take them in/out of collections and suspended by entering your PIN code and click the button you are wanting to change.  This is allowed only by Admins.

 

Client Agreement:

• Delete agreement and all related invoices (agreement)- This feature is for Admins to delete duplicate agreements. NOTE- This removes all invoices that have been created and processed.

 

Invoice Shortcut:

• Payment Plans- The payment plans can now be easily adjusted, have agreement wordings and signatures attached and a pin for which staff completed the sale.

 

Client Notes (Manage Staff and Clients):

• Default to 1 week date range, however this can be changed if needed.

 

PAR-Q:

• Minor being stopped due to PAR-Q not being filled out- We have made a change so that if an agreement has the Mandatory PAR-Q option set, and the client is under 15, the system will just ignore the requirement for completing the PAR-Q and proceed as if it had been completed.

 

Income Projections Report:

• This report now has 3 Report Type options: Agreement Report or Annual Fees Report or Invoice Report.  The report has been upgraded for better speed performance as well as the ability to view totals easily.  For clubs with multiple locations, you will need to run the reports separately and for all clubs whether multiple locations or single locations, the report requires each Report Type to be run separately.

• This report now has a set default of 10 so that you can see invoices that are to be created, however please note you can change this on the Show Entries dropdown to show more entry options or ALL or  Show only aggregate.

• There is also a Search field to the far right of the page above the Payment Date column that you can search which ever item you require to view for ex: all clients that pay $24.10.  When entering $24.10 into the search field, the system will show all those entries.

• The 'Aggregated amount with date for Agreement' is a total for all agreements, so you can see what the income for those types of agreements are projected to be.  You can run the Income Projections report choosing 'Show only aggregate' from the Show entries drop down if you are only wanting to see these totals and not each client individually. 

 

Transaction Detail Report

• When searching for CC Transactions, make sure the Location is chosen AFTER date is selected in order to update the necessary fields. If your club only has one location, click on the Update Fields button after entering date.