Setting Up Patron’s Accounts

 

In this document we walk you through a step-by-step process on how to set up patrons and member options. There are many options on the Individual Information screen in addition to the customer’s name, address, and contact information.  If, at any time you find yourself in need of additional support, please contact our Technical Consultants at support@peakinfo.com or 801-572-3570 x2.

This Document will go over:

ü Adding New Patrons

ü Editing Patrons Accounts

o   Individual Information

o   Documents/Medical Notes

o   Discounts/ Demographics/ Misc

Adding New Patrons

To add a new patron, click on the [Look Up] button located on the main Sportsman screen.

Next click on the [New] button.

Fields in this section can be required or optional depending on how your admin set up your site configuration settings for new patrons. Most will require First and Last name, Relationship, Birthday, Gender, Address, Cell phone, Email, Emergency contact information and residency status. You must fill out all required fields before the system will let you save and continue.

Editing Patrons Accounts

To edit a patron’s account look them up and pull up their account and click the [Modify] button.

Once in your patrons account you can make changes to following tabs.

ü Individuals Information Tab

ü Documents/ Medical Notes Tab

ü Discounts/Demographics/ Misc Tab

Individual information Tab

In this section you can add/update the following

ü Personal Information

ü Holds on Accounts

ü Resident/Non-resident

ü Emergency Contact Information

ü User Defined

ü Preferences

ü Bill Plan

Personal Information

Update your patrons name, address, email, gender and phone numbers in this section.

Holds on Accounts

By selecting this check box below, you can restrict the patron from registering or making reservations. This feature is commonly used for patrons who have checks returned.  

In the same area you can also select to ‘Automatically show member notes’ when you access their account. So, if you do place the account on hold you can write a note to your staff to let them know why. (The notes can be entered on the main screen of the Patrons account)

 

Alternatively, the [Account Hold] button can be selected to restrict registrations on this customer’s account or the entire family group until a certain date.

 

Resident/ Non-Resident

The Resident/Non-Resident address definition is defined under File > Administration > Site Configuration > Edit > Group Settings. But in order for the system to recognize that a patron is a resident or not you must select it in their account. If the patron creates the account online the system will detect if they are truly a resident or not based off the pre-defined settings in the site configuration.

Emergency Contact Information  

Update and add emergency contact information in this section.

User Defined

The Membership Module needs to be purchased to sell memberships and to use the User Defined fields at the bottom of the screen. They are defined here:  File > Administration > Site Configuration > Edit > Membership

Preferences 

The customer can opt out of receiving emails and texts. If no preference is selected, they will receive them by default. 

Billing Plan

This section is only valid for those that have the membership module. You can create corporate sponsor numbers that can later be billed to a corporation.

 

Documents/ Medical Notes Tab

In this section documents can be attached to the customer’s account along with general or medical notes. 

 

Discounts / Demographics / Misc

·       Discounts:  You can add a specific discount to a patron’s account. If a program also has that discount the customer will receive it when registering.

·       Cards On File: This allows a patron to keep a card on their file for easy and quick registration. They will also be able to make purchases from concession and other merchandise without having to have the physical card. While the card is on file it is encrypted and is PCI approved. 

·       Demographics: This can be tracked and used on various reports. All race options come direct from the Federal Government.  

·       Miscellaneous:  The Foreign ID field can be used to save information instead of a User defined field.  Also, an insurance date can be entered.

 

 

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