Site Configuration

Site Configuration contains a vast number of settings that control the behavior of the SportsMan.  This is the main configuration area of Sportsman.  Because Sportsman can host multiple sites (i.e.  Recreation Center, Outdoor Pool, Ice Rink, etc.) each site has control over its own settings.

Access Site Configuration through File > Administration > Site Configuration.

  

 By default, most facilities or entities that use SportsMan SQL will only have one item listed here.  It could be called “default site” and will be renamed.  Edit it by either double clicking it or highlighting it and click edit below.

NOTE:  Clicking ADD will add another site resulting in an additional charge.  Consult your facility administrator or call Peak Software prior to doing so.

 

GENERAL TAB

 

Site Information:

The information under site information is general information pertaining to your site.  Even though this information is found under the system configuration as well, this is specific to your site because you could have multiple sites with different names, addresses, etc.

Enter your basic information and pick your time zone as well.

Licensing Information:

The licensing information shows the site number you are currently working with, the expiration date and the modules relevant to the site being edited.  Note:  The site number is irrelevant and only an internal identifier.  So for instance if you had 2 sites and one was site 1 and another was site 3, it would only mean that you had a default site (site #1) and at one time, a Site 2.  Then, site two gets removed and another is added resulting in site 3.  You’ll only be charged for 2 sites.

Activities:

Checking the option to “automatically assign a catalog number” is used when you have either a prior system which held activities which you could sign up for that had a special number assigned to them.  (e.g. A brochure with classes and a number you’d mailed out.)  This option, when enabled, allows you to set the catalog numbers on your activities in SportsMan to match that of prior documentation which keeps everything nicely organized.  The catalog number can be started at a number of your choosing which will assign them for you and you can edit them by activity if you choose.

Print Logo on Reports:

In sportsman, you have an option here to load your facility logo.  It is only a small logo which appears on reports system wide.  Ideally you will replace the default logo with your cities logo to give your reports a personalized touch.

 

GROUP SETTINGS TAB

The Group settings tab is used for controlling other items within sportsman.

Group / Individual Settings

Set Required fields for New members:   This is a button that opens a new window shown here:

 

The purpose of this is so you can choose what fields are required when entering a new person into the Sportsman System.  Checking these options will cause the system to prompt you for the chosen fields to be filled in prior to saving.  The system will not save any new person until the checked fields are filled in.

Text Formatting: A drop down box that allows you to choose how to format the text throughout the system.  The options are PROPER and ALL CAPS.  Proper is typical Capitalizations with upper & lower, All Caps is all capital letters.

Default Phone Number Area Code: Type the Default Area code your facility is in here.  It will propagate throughout the system.  Keep in mind, typing an area code here will cause the system to automatically fill in the area code for new members.  If you have multiple area codes, it might be wise to leave this field blank.

Set Phone Priority:  A button, when clicked will show a window.  The explanation also accompanies it. To choose which is first, just drag them into which order you prefer.

Default Geographic Area: Sportsman has the capability of breaking things down into Geographic areas.  You can pick one here, or add one by clicking the PLUS button.

Duplicate Name Checking Mode:   High, Medium and None.  Helpful when running utilities like combining duplicate members, etc.  Often times duplicate people will end up in your system and you’ll want to handle these.

Residency Qualification Method: Used for helping determine a pricing structure in Sportsman.  Many facilities give a price break to residents vs. Non Residents.  Choose which option here is best for you. You can also set residency zones and use Google Geocoding if you wish.

Use Annual Waivers:  Annual waivers are controlled here in how the system checks to see if your patrons have signed one with you.  If you check this option, you can then choose whether to allow one per family and tell the system which items to check on when registering or reserving, etc.

Use Main Contact Email if Child Email is Blank:  If checked, the system will substitute the parent’s email address for any child in their group with no email address.

 

Lastly on this tab, the upper right corner has some options pertaining to the internet and how it handles certain pieces of information.   It is only valid when your system uses the online registration module with the login option enabled as well.   By default, it is designed to as the member logged in what to do, which is what we suggest.  Let your patron decide what to do.  If you need more help in determining what to do here, contact support.

 

FINANCIAL TAB

The Financial tab is possibly the most important tab in the whole system because it deals with how your money is handled.

Financial Defaults:

Sales Tax rate:  Enter your sales tax rate here then to the right, what GL account it applies to. 

Allow Tax Rate to be set at Checkout: If checked, allows the user to pick from different tax rates when performing transactions in sportsman.  This is only valid if you have more than one tax rate.

Define Additional Sales Tax Rates:  A button which opens a new screen as shown here:

On this screen, you would define additional tax rates that you charge. 

 

Charge Tax on Activities by Default: If checked, tax will automatically be charged on Activities when checking out

Require the check number to be entered when paying by check:  If checked, the point of sale screen will require you to enter a check number if paying by check.

Allow checks to be entered for more than the sale amount:  If checked, the system will allow you to enter a check for more than the sale amount (e.g. cash back).

Allow Partial Payments:  If checked, the system will allow you to enter a partial payment on any item in the system which also allows partial payments. Partial Payments allow you to sell an item for a percentage of the sale amount and put the remainder as a balance on the account.

Allow Cash refunds:  If checked, the system will allow cash refunds to be given. You may also specify the maximum amount allowed.

CASH REGISTER TAB

The Cash Register tab deals with the functions of your Cash Register and till. To start things out we recommend switching your Cash Register receipt and waiver printouts from Always to Ask. That way while you’re learning the system you won’t be wasting paper.

In Conclusion

The rest of the Tabs are not what we consider to be necessary during the initial Configuration and User Setup, and will be covered under additional Support Documentation.