links modular solutions release notes version 2019.2 ... · version 2019.2 release 03 prepared by:...
TRANSCRIPT
Version 2019.2 Release 03
Prepared by:
Paul Mustchin – Business Analyst
April 2019
Links Modular Solutions
Release Notes
Table of Contents
Admin Changes ............................................................................................................................................. 3
Ability to configure email server details per Location instead of per Database .......................... 3
Ability to set Return/Refund as a Security Group permission ............................................................ 4
Classes Changes ............................................................................................................................................ 5
Ability to Change a Student Booking Cease Date ............................................................................. 5
Ability to set Part-Day Public Holidays (US Clients Only) ................................................................... 14
Allow a Student Booking with an Outstanding Balance to be moved ......................................... 15
Calculate and Display the Student Bookings Make-Up Balance................................................... 15
Highlight Customer Account or Membership Outstanding Balance for a Family ...................... 19
Deny Access to a Student when their Family has a Customer Account Balance ..................... 20
Integrated Payments – LinksGateway Changes ................................................................................... 22
Allow Customer Accounts to be debited ........................................................................................... 22
Mark transactions as ‘Rejected’ if Debitsuccess returns ‘Duplicate External Ref Error’ ............. 22
More clarity in highlighting the debit run ............................................................................................ 23
Show Transaction Reference on the Integrated Payments Manager Reports ........................... 23
Share Debitsuccess Account for multiple Links Accounts (US Clients Only) ................................ 26
Handle Debitsuccess New Schedule Payment Stopped ................................................................ 27
Easier Identification of Instant Rejections from Debitsuccess ......................................................... 28
Integrations - Data Analytics Changes ................................................................................................... 28
Links to DataHub Integration ................................................................................................................. 28
LinksCore ....................................................................................................................................................... 28
New Custom Database View - Get all Members who have accessed a Facility ...................... 28
New Custom Database View - Students who have Moved Class Bookings ................................ 28
Hide the Left Hand Toolbar by Default ................................................................................................ 28
Remove support for SQL SERVER 2008 and 2008R2 ........................................................................... 29
Members Changes ...................................................................................................................................... 30
Highlight Customer Account or Family Account Outstanding Balance for a Member ............ 30
Deny access to a Member if they have a Customer Account Balance ...................................... 30
Reporting Changes ..................................................................................................................................... 31
Student Tenure Reporting – Time in Classes ........................................................................................ 31
Add Student Booking Reference to the Export Family Details by Student Reports .................... 33
Admin Changes
Ability to configure email server details per Location instead of per Database
Each Location is now able to set their own email server Settings, instead of being limited to one
email server for all Locations. This allows each Location to specify their own reply-to address to
directly manage emails related to their Location, rather than all reply emails going to a
common email box.
To configure, open screen: Admin > Site > Setup Email
The Setup Email screen allows you to individually or bulk set email server details for each
Location:
Ability to set Return/Refund as a Security Group permission
The Permission to allow POS Return/Refund transactions is now configurable in Admin Security
Groups. This permission used to be configured in the POS Setup screen and this was set per
machine. By moving this permission to Security Groups, the permissions are set based on who
is logged in rather that what machine is being used.
Classes Changes
Ability to Change a Student Booking Cease Date
Class Booking Cancellations are now more flexible.
A cancellation can now be reversed so it is no longer cancelled, without having to create a
new booking. This can be useful if the Student decides to continue their lessons. The cease
date of a cancelled booking can now be moved earlier to reduce the number of remaining
lessons.
The cease date can also be moved forward so you can add more lessons before the
cancellation takes effect. The Student wants to have more lessons before stopping, for
example, to complete the level once the assessment is passed.
You can also move a booking to another day or time whilst maintaining the correct number of
remaining lessons.
Note that these changes are available to Term and Perpetual Classes, but not for Squads,
Holiday Programs, or Trial Bookings.
Specify a cease date when creating a new booking - Perpetual Booking
This is where the Student knows how many lessons they will take when creating the booking.
When creating a new perpetual booking, you can specify the last lesson date in the ‘To’ field
of the Booking Details section. The date needs to be on the same day of the week as the first
lesson. The No. of lessons field will automatically calculate to show how many lessons will be
booked.
Specify a cease date when creating a new booking - Term Booking
When creating a new term booking, the last lesson date of the term is shown in the ‘To’ field of
the Booking Details section. The date can then be changed to a date on the same day of
week as the first lesson.
The date cannot be later than the end of term. The No. of lessons field will automatically
calculate to show how many lessons are booked.
Changes to the booking cancellation screen
The ‘Cancellation’ button on the Family screen has been renamed to ‘Manage
cancellation’. This reflects the change in features from not only being able to cancel a
booking but now also able to change (or manage) the cancellation.
Click the Manage cancellation button and a new screen is displayed. Enter the new cease
date, adjustment reason, and click OK.
The Lessons field (defaults to 0) is calculated only when you are changing the cease date of
an already cancelled booking, so in this case it is 0 or NA.
The Clear button will clear the cease date (used when the booking is being un-cancelled).
After clicking OK, the Cancel Student Bookings screen is displayed. The cease date entered
on the previous screen is shown in the Last date the student will attend field. You can proceed
to cancel the booking as per usual.
Move the cease date of an already cancelled booking
For a cancelled booking where the cease date is in the future, the cease date can be
changed using the Manage cancellation function.
When reducing the number of lessons (cease date is earlier), the booking will be re-
cancelled. When adding more lessons, a new booking will be created for the extra lessons.
Click the Manage cancellation button. The current cease date is shown in the cease date
field:
Reduce number of Lessons
Moving the cease date 1 week earlier, the Lessons is now -1:
Enter an adjustment reason and click OK, the Cancel Student Bookings screen
displays. Cancel the booking as per usual.
Increase number of Lessons
Moving the cease date 2 weeks later, the Lessons is now 2:
Enter an adjustment reason and click OK, the Create New Booking screen displays.
The ‘From’ and ‘To’ dates will cover the extra 2 lessons that the Student wants.
After completing the new booking, the Student will now have 2 bookings, one that ends on
31/01, and one that starts on 7/11 for 2 lessons only.
Uncanceling a Previously Cancelled Booking
Select a booking, and click Manage cancellation:
Cancellation screen displays with current cease date:
Click Clear, to remove the existing cease date, and set an adjustment reason.
After clicking Ok, the Create New Booking screen is displayed.
The From Date is the first lesson date after the cease date of the Students current cancelled
booking. The ‘To’ date is blank to indicate the Student will continue with lessons until they
cancel again.
After creating the new booking, the Student has the original cancelled booking and now a
new booking that starts after the cease date of the original booking and has no cease date.
Ability to set Part-Day Public Holidays (US Clients Only)
(only available when using LinksPay or Old DD)
The ability to specify part day Public Holidays has been added, enabling running Classes for
part of the day and have parts of the day excluded, when your business is not open.
This is only applicable for Classes, not the Facility module. Customer debiting will correctly
calculate fees according to the part day period.
To configure, open screen Admin > Setup Public Holidays
By selecting the Part Day option, you can define a Start and End Time for the holiday:
Any Lessons that are within or overlap the time period defined, will be removed, in the same
way as full day public holidays, and won’t appear in the Classes Visual Scheduler, which will
highlight the day as a public holiday, and Classes will stop when the part day period begins.
After adding, the part day period is now shown
Allow a Student Booking with an Outstanding Balance to be moved to a new booking (when
using Integrated Payments - Debitsuccess Full Service)
When using Integrated Payments - Debitsuccess Full Service, in previous versions, you were not
able to move a Student Booking that had an outstanding balance without first paying off the
outstanding balance before moving. Otherwise the outstanding balance ended up being
doubled. We've made changes so that the outstanding balance on the account is now
moved across to the new booking.
Calculate and Display the Student Bookings Make-Up Balance
You can now easily view the Make-Up Balance for a Student Booking without having to
manually calculate this.
Each Student Booking is eligible for 12 Make-Ups per calendar year or for each year of the
booking.
You can view the number of cancelled lessons, the number of Make-Up lessons taken, and the
number of remaining Make-Up lessons available. You can also set a minimum time before a
lesson begins for Students that cancel to be eligible for a Make-Up lesson.
A Make-Up is available for each cancelled lesson. If they have three cancelled lessons, they
are entitled to three Make-Ups, within the Calendar year. An available Make-Up can be used
any time within the calendar year, even after the cease date of the Student booking.
A booking that is moved to the same Class Type will be treated as one booking, and therefore
has a limit to 12 Make-Ups. A booking that is moved to a different Class Type will be treated
separately, so they both have a limit of 12 Make-Ups.
Staff can override the rules - if they are in a security group with permission - to book the
Student into more Make-Ups than they have available.
Casual, Squad and Holiday Program bookings are not supported by this feature.
Enabling the Make-Up Balance Feature
The feature is enabled in Admin> Site Setup> Classes tab. When disabled, Links will not restrict
the booking of Make-Ups.
A new security setting has been added to control which Security Groups can book a Make-Up
when a Student has none available. This is set up in Admin> Security Groups> Classes tab.
Viewing a Student’s Make-Up Availability
If you have enabled this feature, you are now able to view the number of Make-Ups available
in the Attendance Tab in the Students Details screen.
Selecting the View button provides a breakdown of the details for this Student. This
breakdown summarises the rules to help the user understand the number of available Make-
Ups:
Eligible Cancellations
When a Student has a cancellation, they will have an available Make-Up.
Booking a Make-Up
When a Student has available Make-Ups, the Make-Up booking can be completed by all
users.
Clicking the ‘?’ button displays the same breakdown window as shown from the Student
Details screen.
Booking a Make-Up without any available Make-Ups
When a Student has no available Make-Ups, the ‘Create Booking’ screen displays a message
to the Staff Member, to indicate the Student has none available and they will need a Staff
Member with permission to complete the booking.
Completing this booking will prompt for staff credentials of someone with permission to
override the Make-Up balance rules.
This information is written to the Audit Log.
Highlight Customer Account or Membership Outstanding Balance for a Family
For Families that have an outstanding debt on their Customer Account or Membership
Account, you will now see an alert on the Family screen and can click through to view the
outstanding balances of all their accounts, allowing you to prompt for payment if necessary.
This feature aims to provide a better single-view of the customer's financial position.
Next to the Lesson Balance on the Family Screen, you will see an exclamation mark button:
Click the exclamation mark button to view the balances of the Family's other Accounts.
This shows a customer that has money owing on all Account:
This shows a customer that has money owing on their Customer Account and Family Account,
but has no Membership:
From the Balance Maintenance screen above, you can click the View Account button to view
more detail.
Deny Access to a Student when their Family has a Customer Account Balance as a result of an
unpaid DD Rejection (OLD Access only)
A new switch added to POS Access allows a location to deny access to Students when their
Family has an outstanding Customer Account debt. This allows outstanding money to be
collected at POS before the Student is allowed entry.
By default, this switch OFF (Student is allowed access if the Family has a Customer Account
outstanding debit).
To activate this feature, open the screen in Access > Administration > Setup Ports, choose the
Port and click the Check Customer Accounts option:
Integrated Payments – LinksGateway Changes
Allow Customer Accounts to be debited
Customer Accounts can now be debited using Debitsuccess LinksGateway.
This can be enabled from the Setup Customer Accounts tab in the Integrated Payments
Manager Setup screen:
Mark transactions as ‘Rejected’ if Debitsuccess returns ‘Duplicate External Ref Error’ when
creating a schedule
When creating a schedule in Debitsuccess, if it fails with error "Duplicate External Reference", it
will no longer be retried as we know that it won't succeed next time. Typically this happens in
our test environments but can occur sometimes at Client sites in which case we don't want to
be retrying something that we know will not succeed.
More clarity in highlighting the debit run
In the View Payments screen we found that you couldn't see the color status of a debit run if
the row was highlighted. And when refreshing, the first row would be highlighted even if it
wasn't the row that was selected before the refresh. We've tidied this up so you can always
see the status of a debit run by its row color. And after refresh, the row that was highlighted is
now re-highlighted.
Show Transaction Reference on the Integrated Payments Manager Reports
Added the Debit Run Id and Debitsuccess Transaction Reference to IPM reports. This allows for
easier Debit Reconciliation.
Settlements Report - Added RunId:
Settlements Report - Added Transaction Reference (Tx Ref):
Rejections Report - Added Run Id:
Rejections Report - Added Token (visible to DS Links Gateway Clients only) and Transaction
Reference (Tx Ref):
Repeat Rejecters Report - Added Transaction Reference (Tx Ref):
Share Debitsuccess Account for multiple Links Accounts (US Clients Only)
This feature allows a customer to share one Debitsuccess Account for all of their Customer,
Family and Membership Accounts at a single Links Location.
Benefits
In some regions (eg. United States), customers are charged by their bank for every
transaction.
When this feature is activated in conjunction with the existing 'Combined Transactions' feature,
a single payment is processed for all pending Customer, Family, and Membership Account
charges.
Setup
This feature can only be activated by Links Support using the options shown here:
After activating the Shared DS Accounts option, no changes to the customer's DS Account
occurs.
Customers retain their existing debit details until they choose to add or update them, at which
time the new debit details are shared across all their Accounts at the same Links Location.
When Shared DS Accounts is ON, all customers are forced to share debit details across their
accounts. There is no option to set different debit details for different Accounts at the same
Links Location.
Typical Usage
The typical scenario shown here is where the Customer already has a Perpetual Membership
attached to an existing DS Account. In this case, the Customer has chosen to create a
Customer Account.
When adding debit details to the Customer Account, the Membership DD details are pre-
loaded into the debit details screen with the message shown in red. At this point, the user
simply needs to click OK to save the details.
If the customer wants to enter new details, user clicks Update Vault. After updating debit
details, these details are also updated on the Membership Account (and Family Account if
applicable).
Handle Debitsuccess New Schedule Payment Stopped
New payments schedules sent to Debitsuccess are now immediately marked as Rejected if the
Account at Debitsuccess has a current status of Payment Stopped.
This ensures that these schedules are not resent during the next Poll to Debitsuccess.
The status in Links will be Invalid Bank Account or Invalid Credit Card depending on the
Payment Method.
Easier Identification of Instant Rejections from Debitsuccess
The following improvements are available:
Debitsuccess Accounts that have Payment Stopped status cause an instant rejection and
have a rejection description of "Account has Payment Stopped Status at Debitsuccess".
Debitsuccess Accounts that have an invalid DS Reference as the token cause an instant
rejection and have a rejection description of "Account doesn't exist at Debitsuccess".
Both of the above Instant Rejection scenarios results in the debit details being recorded as
invalid, so the next debit run excludes that customer because of their invalid details.
Viewing the debit run in IPM after attempting to send to DS, shows that the transaction was
an instant rejection, with the correct reason in the description.
Viewing the Family/Membership/Customer account in links also shows the correct rejection
reason.
Integrations - Data Analytics Changes
Links to DataHub Integration
A new optional integration is available for sending customer data from Links to the DataHub
Analytics Solution for the purposes of analytics and business intelligence reporting.
For more info, please contact your Links Account Manager.
LinksCore
New Custom Database View - Get all Members who have accessed a Facility
A new database view is available LMS_MemberAccess. This can be used to find Members
who have accessed a particular Facility.
This data can be useful for sending promotional content to those Members.
The output contains Member details, access date/time, reference number, and the
product/service used to access the Facility.
New Custom Database View - Students who have Moved Class Bookings
A new database view is available LMS_BookingMovedReport. This can be used to find
Students who have moved Classes.
The output contains Student details, to and from class details, and the Staff Member who
performed the move.
Hide the Left Hand Toolbar by Default
The Links Toolbar is now hidden by default.
You may have noticed this toolbar that sits hidden on the left hand side of the screen, and
pops out when you move your mouse to far side of the screen.
Many have complained that it would appear when they didn't want it to and would not
always close automatically. So we got rid of it.
You can still switch this back on if you like using it by clicking the Toolbar Config button on the
Main Screen:
Remove support for SQL SERVER 2008 and 2008R2
For Links 2019.2, we are no longer supporting SQL SERVER 2008, 2008R2 and earlier versions of
SQL SERVER.
This allows us to take advantage of newer database features available in SQL SERVER 2012
and above.
When upgrading to Links 2019.2, Links will tell you if your version of SQL SERVER is not supported.
Members Changes
Highlight Customer Account or Family Account Outstanding Balance for a Member
An alert is now displayed on the Membership screen if they have an outstanding amount on
their Customer Account or Family Account.
For Members that have an outstanding debt on their Customer Account or Family Account,
you will now see an alert on the Membership screen and can click through to view the
outstanding balances of all their accounts, allowing you to prompt for payment if necessary.
This feature aims to provide a better single-view of the customer's financial position.
Next to the TOTAL Balance on the Membership Screen, you will see an exclamation mark
button:
Click the exclamation mark button to view the balances of the Members' other Accounts.
This shows a customer that has money owing on all Accounts:
From the Balance Maintenance screen above, you can click the View Account button to view
more detail.
Deny access to a Member if they have a Customer Account Balance as a result of an unpaid
DD Rejection (OLD Access only)
When the ‘Check Customer Accounts’ switch is ON in POS Access, it will now deny access to a
Member if they have a Customer Account Outstanding Balance as a result of an unpaid DD
Rejection.
This allows outstanding money to be collected at POS before the Member is allowed entry.
Reporting Changes
Student Tenure Reporting – Time in Classes
A new export has been added to view Student Time in Classes, to enable assessing Student
loyalty from first level to last level, and exclude Students with gaps between bookings.
In Reporting, Open Classes > Statistic > Student Tenure Exports > Time in Classes.
Configure the options for the export, which by default includes current Students only, and a
break period of 14 days.
When current Students is checked, the report always runs up to the end of the current week.
The export file outputs a single record per Student, with a summary of their time in Classes.
The export includes Student demographic details when Exclude Personal Details option is OFF:
As well as the Tenure information with location(s), class type(s) and level(s):
Field Name Explanation
Total Weeks Number of weeks between report start/end dates
Weeks In Classes Number of weeks between report start/end dates where
Student had one or more lesson bookings
Weeks not In Classes Number of weeks between report start/end dates where
Student had no lesson bookings
Avg Classes Per Week Total Number of Classes / Number of Weeks in Classes
First Class Date of First class ever booked by the Student
Weeks since First Class Number of weeks between report end date and first class
booking
Last Class Date of Last Class booked by the Student
Weeks Since Last Class Number of weeks between report end date and last class
booking
Max Break Days Maximum number of days Student had a break in the report
period
Total Classes Total Number of lesson bookings for the Student between
report start/end dates
Total Class Time (Hrs) Total Number of hours of lessons for the Student between
report start/end dates
Is Current Does the Student have a current Student booking
All Locations List of all Location Names (in order of Student lesson
bookings), separated by " | "
All Class Types List of all Class Types (in order of Student lesson bookings),
separated by " | "
All Class Levels List of all Class Levels (in order of Student lesson bookings),
separated by " | "
Add Student Booking Reference to the Export Family Details by Student Reports and the
Absentee Analysis Report
The Student Booking Reference has been added to these reports to make is easier for billing
providers to cancel or suspend payments for customers in bulk.
The Student Booking Reference is set when Creating a Student Booking:
Export Family Details by Student
New column BookingReference added:
Export Family Details by Family
New column BookingReference added:
Absentee Analysis Report
New column BookingReference added: