Managing Family Groups in Web

Sportsman is designed to group individuals together into families.  These groups are also the cornerstone of memberships; however, you do not need to have a Family Membership defined to use or create Family Groups.  Your staff can pool people into family groups in Sportsman and your Patrons can add people into their family groups using the ActivityReg^® Log-in features. Family groups make registrations easier as a single login from the ActivityReg^® website can access anyone in the family.  You can move customers in an out of a family group as needed. 

Financial transactions are always applied to an individual.  If credits are available, they can only be used within the family group.  Membership, Activity, Rentals and other information can also be viewed for the Family Groups.

Putting individuals together into Family groups, moving people in and out of groups and adding new individuals to groups is easy to do. 

 

This Document will cover:

ü Viewing Family Groups

ü Editing or Adding Members to the Family Group on the Profile Information screen

ü Patron management of family groups on ActivityReg

ü Family Financial Balances

ü Viewing Membership, Activities and other information for Family Groups

 

Viewing Family Groups

From your Sportsman Web dashboard, you can use your [Lookup Individual] quick link, or navigate to [Action] > [Lookup Individual] to bring up the “Find Individual” screen. 

 

You will search for an individual by criteria (such as last name or address) and double click to bring up the patron’s Profile Information screen.  You can also add a new individual using the [+New] button.  (See Customer Entry documentation for how to add a new individual).

 

On the patron’s Profile Information screen, you will see a Group Members section in the upper right corner with the members in the individual’s family group. 

 

Editing or Adding Members to the Family Group on the Profile Information screen

The following options may be used to help manage your group:

Use same address and phones for all individuals: By default, this is checked.  This option will cause SportsMan to set all address and Emergency contact information to the same information for each family member.  If you change the address on one, it will automatically cascade to all the others in the family.

[Add]: Adds a new person to this family (see Customer Entry)

[Add Existing]: Attaches an existing customer and all their history to this group.

[Set as Main]: Designates one person as the main contact. The main contact’s email address can be used if the child’s email address is blank. 

Configuration Tip: The email feature must be turned on and is found in Administration >Site Configuration > Group Settings

[Remove]: You can remove a person from this family group or permanently delete a person from the system. Sportsman will prompt you for this decision. 

Double Click on a group member’s name to make changes or edits to the record on the Edit Member screen.

Deleting/Modify Tip: It’s recommended to make a person Inactive instead of permanently deleting them for historical reporting.  That option is found at the bottom of the Edit Member screen by double clicking on the member’s name.

 

Patron Management of Family Groups on ActivityReg

If a patron is having trouble logging in to the ActivityReg site, click on the [Activity Reg Login] button on their Profile Information screen to reset their password and allow them to log-in to access to the Family Group information.

 

Your Patrons can manage their family groups from the ActivityReg website if you offer your patrons the ActivityReg Log-in Features. 

To access family member information, Patrons should login and then Click on the [Account] Menu item.  This will bring up the account and provide a drop-down area to select various Family Members.  They can then Edit member information or Add new members, view Emergency Contact Information, Activities, Reservation, Memberships, manage Documents, Card On File, and view ID Cards.   They can also reassign Log-In information (email address) to a different family member.

 

Family Financial Balances

There are several account information areas on the Profile Information screen.

[Group Balance]: If anyone in the family group owes a balance, the sum of all outstanding shows up in here.

[Balance]: This is the individual balance for highlighted person.

[Account Details]: Press this to see all the financial detail on this individual.  You can select to view only charges for the selected individual, or to view for all in the family group.

 

Viewing Membership, Activities and other information for Family Groups

Some of the tabs at the bottom of the Profile Information screen will show information for the entire group, while others will show only information for the individual selected.  The Membership tab will show either the whole group or the individual depending on whether you have the box checked for Only show memberships for highlighted member. The Recurring, and Reservations tabs will always show for the entire group. The Notes tab has a section for individual notes, as well as one for the group. Rentals, and Docs will show only for the highlighted member.

 In the Account Details screen, you can use the View drop-down to select to view either charges attached to the selected member, or to view financial details for the entire family group.

SM:DMA:B:DEC 21