Managing Family Groups

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. 

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. 

Roadmap

·         Viewing Family Groups

·         Editing or Adding Members to the Family Group on the “Manage Individuals in Group” screen

·         Managing Groups ActivityReg Website Logins from the SportsMan App

·         Patron management family groups on ActivityReg

·         Family Financial Balances

·         Viewing Membership, Activities and other information for Family Groups

 

Viewing Family Groups

1.       Using the customer [Look Up] button on the main background screen to bring up the “Find Individual” screen. 

2.       Either search for an individual by criteria (such as last name or address) and double click to bring up the “Manage Individuals in Group ID” screen.  You can also add a new individual using the [+New] button at the bottom of the “Find Individual” screen.  (See Customer Entry documentation for how to add a new individual).

 

 

 

 

 

 

 

3.       From the “Manage Individuals in Group ID” screen you can see all those in the existing Group Listing in the upper right. 

 

Editing or Adding Members to the Family Group on the “Manage Individuals in Group” screen (see above)

The following options to the right and below of the Group Listing window will help you manage the group.

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

[Add New]          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 and their 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. 

[Modify]              Allows changes or edits to the record on the “Individual Information” 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 “Individual Information” screen by selecting [Modify]

 

Managing Groups ActivityReg Website Logins from the SportsMan App

Clicking on the [Add/Edit Web Logins] button at the bottom of the “Manage Individuals in Group” screen allows you to help Patrons with the log-in access to the Family Group information.

 

 

Patron management family groups on ActivityReg

 

Your Patrons can also 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 and Memberships.   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 “Manage Individuals in Group” Screen.

[Family 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.

[View Financial Details]               Press this to see all the financial detail on this individual.  See the documentation for Viewing Account Information

 

Viewing Membership, Activities and other information for Family Groups

The tabs at the bottom of the “Manage Individuals in Group” screen show us Activity, Membership, Facility Reservation detail etc. for the Family Group.

Configuration Tip: You can have your favorite tab be shown by default by going to File > Workstation Configuration