--- Legend Release Notes --Prepared by: Release No: Legend Club Management Systems 10.9.

9 FP6

10.9.9 F EATURE P ACK 6 C ONTENTS

FOH 1. Invoice integration into FOH 2. Configurable customer facing display

ONLINE

SERVICES

1. Online renewal and change membership 2. Online bookings cancellation and credit note creation 3. Additional online profile details 4, Additional online bookings information 5. Paperless Direct Debit mandate

PAYMENTS 1. BACS reference number alterations

REPORTING 1. Block booking patronage

FOH
1. Invoice integration into FOH Requirement: To further develop the integration of the Legend Invoicing application and invoicing functionality into FOH to help with the administration, payment and creation of invoices. Proposal: The proposed changes include changes to the workflow to create an invoice by changing where they are raised from and to remove the ability to raise invoices against POS items. Invoice items will now not appear in the members balance or statement, but billing items will contain a reference to any invoices they are related to. A new tab will be added to member control in FOH which will show outstanding and old invoices. The payment of any invoices will now start with the new tab in FOH member control and part payment will be disabled from within FOH. Events will now be raised against members who have invoices outstanding against their account. Implementation: The first change to the Invoice integration in FOH is the way in which invoices are raised, an invoice can now only be raised from a charge in FOH member control. To raise an invoice from a charge search for the relevant member and click member control. Each billing item now has a tick box next to the item which enabled multiple selections before clicking the Invoice button on the right hand side. Shown in Fig 1.1 below;

Fig 1.1 Upon clicking the Invoice button the existing invoice creation pop up box will load and request invoice start and end dates, order number, description and the nominal code. All current invoices, the start date is the same day or earlier will now show in the Invoices tab and any future invoices will show in the Future Invoices tab of the same screen shown in Fig 1.1. Once an invoice has been created it is now payable through the Invoices or Future Invoices tab. An invoice is paid in the same way as a usual billing item, highlight the relevant invoice and select Add then process through the basket.

If a member has any outstanding invoices against their account an event will show in Member Control explaining the member has an invoice, clicking on the event takes the user to the invoices tab. The event will remain while the member has any outstanding invoices. The event is shown below in Fig 1.2.

Fig 1.2 Once a billing item has been assigned to an invoice the item will no longer be payable through either FOH Billing tab or MM, the only way to pay the invoice will be through the invoicing tab or in the invoicing application. Any invoice debt will now not show as an outstanding balance. 2. Configurable customer facing display Requirement: The ability to edit the display of customer name from the FOH customer facing display. This is due to member objecting to having any personal details on display. Proposal: A new configuration option will be provided in the Control Panel to control whether a members name is displayed in the FOH customer facing display. Implementation: The secondary FOH customer facing display functionality now only shows the Members photo and the Stop or Go message by default. There is now a Control panel global setting to set the secondary display to show the members name. To enable this setting navigate to Global Settings > Additional (2) tab > Display Member Name in FOH Multi Monitor tick box. Once this setting is checked the members name will be displayed next to their photo.

O NLINE S ERVICES
1. Online renewal and change membership Requirement: To expand the online services to include membership self-service, this includes the ability for a member to renew their current or expired agreement or change their current membership. Proposal: Renewals and membership changes will now be available for a member to complete whilst logged into Legend online services. Renewals and changes will be available to all membership types that are currently supported in the core Legend applications (i.e. primarily PIF but also DD memberships), only web enabled agreements and price types will be available online as per the current functionality. As per the applications upgrades will take effect immediately and renewals will take place at the end of the current membership cycle. Implementation: The Online renewal/change functionality will not be enabled by default. To enable the functionality please contact the Legend Support Team and quote the relevant reference below; EnableRenewChangeMembership Allows members to Renew or Change their memberships online.

ChangeMembershipAllowZeroCycleFee Allows members to Change to a membership with a zero priced cycle fee. Once enabled members will see additional links in the navigation depending on the status of their membership. The following rules are applied. Renewal; If a member has no active membership or terminated they will be redirected to member home, the only option remaining will be to unlink the account. The following checks will be applied to the member to ensure they are able to renew; o Has full membership o No termination date set o Not an add-on member o Not DD with autobill selected o No future agreement o Not a Quick Add o Not frozen A member will be shown renewal paths to the same agreement they are currently on or those with a renewal path set to them from the current agreement. To set a renewal path load Control Panel > Agreements > Online Paths tab. A new path can be added by clicking Add and select the agreement the member will be able to renew to from the current agreement. Members will only be allowed to renew when they are within the configurable threshold remaining in their agreement. The current default value for this is 33%. To alter this default value please contact Legend Support and quote the percentage required and TermPercentRemainingToShowRenew. If a member meets the rules above they will see a countdown clock when they log in notifying the member how many days they have remaining on their membership with a link to renew, as shown below in Fig 1.1. When a member selects the renew option they will be presented with a list of available memberships that they are able to move onto. The associated fees for each membership will be provided in the same way the Legend core applications do.

Fig 1.1 Once a member has selected their new agreement they will be required to confirm/alter their profile and then pay any associated fees, at this point the functionality acts the same as a new membership and will ask for all relevant details. An event will also be created against the member to say they have renewed online.

Change; If a member has no active membership or terminated they will be redirected to member home, the only option remaining will be to unlink the account. The following checks will be applied to the member to ensure they are able to change; o Has full membership o No termination date set o No an add-on membership o Not frozen o Not expired PIF agreements can only change to PIF agreements with the same usage months and equal or higher cycle fee Contracted agreements can only change to contracted agreements of equal or higher cycle fee A member will be shown change paths to the same agreement they are currently on or those with a change path set to them from the current agreement. To set a change path load Control Panel > Agreements > Online Paths tab. A new path can be added by clicking Add and select the agreement the member will be able to change to from the current agreement.

If a member meets the rules above they will be shown the available agreements that are set to be available online. Once an agreement is selected the member will be asked to update the profile to ensure all data is correct. Once the profile has been updated the member will be passed into the standard payment process where the associated fees can be paid and any additional details, such as direct debit details, can be collected. All associated fees will be calculated as the core Legend application do. An event will be created against their account once the change has been completed. The navigation when a member logs in will change dependent on the status of their membership; if they can change membership then the navigation underneath the Memberships section will include a change link. If a member meets the renew requirements the same link will change to Renew/Change. The members home page will now also show the current status of the membership, such as Active. 2. Online bookings cancellation and credit note creation Requirement: To improve the handling off bookings cancellations online. There is currently little control of the cancellations of bookings online, additional features required are the raising of credit notes upon cancellation, raising any appropriate charges upon cancellation and the ability to pay for a booking using a credit note. Proposal: The member will be allowed to cancel a class, assuming it hasnt already started or past, but will be prompted when doing so. For example if the member is entitled to a credit not they will be informed that they will receive one upon completion of cancelling the class,

otherwise the member will be informed that no credit note will be issued or a charge will placed against the members account. The member will then be able to continue to cancel the booking. Implementation: The new functionality to cancel bookings starts with the same workflow currently in place when a member wishes to cancel a booking. The member will log into their online services and navigate to View/Amend My Bookings which will show the current bookings and a Cancel Booking link if applicable. A new addition to this page is the current total of credit notes associated with the member, as shown in Fig 2.1 below; Once a member selects Cancel Booking a new screen will be shown to the member who will confirm the booking they wish to cancel and which rules will be applied as a result of cancelling the booking. The following rules are calculated and shown to the member upon clicking cancel; Fig 2.1 Cancel before the Cut-Off time; If a member paid for their booking they will receive a credit note of the value paid. If a member did not pay for their booking they will receive nothing. Cancel after the Cut-Off time; If the member paid for their booking they will receive nothing. If a member did not pay they will receive a charge for the default inventory price. If a member receives a charge this will be added directly to their membership and will not be payable at the time or online. A staff member in club will be able to pay the charge off in the normal manner through FOH or Membership Management. Any credit notes received online will also be available to be used in the club. A member can cancel online up until the start of the booking; after the class starts the Cancel Booking link will not appear, as shown in Fig 2.1. Please see below for two examples of the member being offered a credit note and being informed that a charge will be placed against their account for the cancellation.

Fig 2.2

Fig 2.3 Please note in Fig 2.3 a new link has been added to the new bookings terms and conditions. To add specific bookings terms and conditions a new webcopy item has been added to the Legend CMS named webCopyBookingTerms. If a member has a credit note the members basket workflow changes to include this functionality. The basket now gives the member the option to apply any credit to the basket, remove credit or pay by card. The Pay by Card and Complete options will be hidden until the member tickets the I agree to the terms and conditions for bookings, once a member ticks the box the relevant options will be available for the member to process the basket. The scenario can be seen in the screen shot, Fig 2.4, below;

Fig 2.4 Once a member clicks the Apply Credit option the basket total will be amended taking into account the value of credit available. If the member has enough credit to cover the total cost of the booking the total will change to zero and the Pay By Card option will change to Complete. If a members credit only covers part of a booking the Pay By Card option will remain for the member to pay the remaining balance outstanding in the existing payment workflow. If credit is applied to the basket the member can simply remove the credit if needed as the Apply Credit button will change to say Remove Credit, this will remove any credit applied and re-calculate the basket to show the correct amount for the member to continue to pay with their card. This new functionality will not be enabled by default and is split into three separate configuration options; EnableBookingCreditUse Will enable the ability to pay with credit notes for bookings. EnableBookingCreditIssue Will enable the issuing of credit notes on cancellation. EnableBookingChargeIssue Will enable the issuing of charges to a member on cancellation. To enable of this new functionality please contact the Legend Support team and quote the above as a reference.

3. Additional online bookings information Requirement: Legend Online services are required to alter the way in which some information is shown and to show some additional information taken from the Legend core applications. Proposal: To add an additional column to the public timetable to view to show the exercise category name and the same category has been added to the header of each booking item in the member timetable. The updated of class and sub type descriptions has also been added to the CMS to enable efficient updating of content. When a member receives an online message from the FOH messaging service the number of unread messages will now also be shown. Implementation: To set a booking to have an exercise category set against it which will show in a separate column on the public timetable and next the activity name in the member timetable open the Legend Bookings application. To create a new Exercise Category navigate to the New resource sub type form which can be found in Bookings > Manage > Resources > Resource Sub Types. Select new from the Sub type drop down and enter a relevant name and tick the Exercise Category then assign this sub type to the relevant resource and it will sub type name will show on the public timetable and on the members timetable. Class and sub type descriptions can now be added/overridden/modified in the Legend CMS. This change means that images and text can be added via the CMS text editor. To add a description using the CMS open the Edit Copy option and click View Class Descriptions. This will show all available online classes, activities, sub types and their associated location. To add a new description find the relevant activity or sub type and click Add, once the relevant setting has been included it is now ready for editing. To edit the value click Edit and enter any content required. Please be aware that any content added will override the content that has been added in the Legend applications. Any members that now receive messages online will have the amount of unread messages next to the navigation item to make the member aware that they have unread messages. The website will check every minute for any unread messages and reduce the number upon being read 4. Paperless Direct Debit mandate Requirement: Alterations are needed to the functionality workflow to comply with the banking guidelines. Proposal: On the direct Debit stage of online signup a new checkbox will be required that allows a prospect to opt not to supply their Direct Debit details. The member will only be able to do this if they are not the authorized signature or require joint signatures. If a member opts not supply the details they will then be allowed to pay for their membership but will be offered a link to download a blank template on the confirmation page that will be filled in with their membership and reference details. This download will also be made available on the membership page in the members area if the member has not yet completed their mandate details. Implementation: This functionality is not enabled by default and must be switched on; the Direct Debit mandate will also need creating by Legend before the functionality can be used. To enquire

about turning the feature on please contact the Legend Support team and quote the reference paperlessMandate.

Once this feature is enabled the online signup workflow will alter for Direct Debit agreements. The first stage now requires the membership services contact details for the prospect, just in case they have any problems with the process, please note this is a bank requirement. Stage 4 which usually collects members Account number and Sort code will now include additional options, if the member is the account holder/authorized signature they will be allowed to submit their details by entering them into the fields provided and submit by ticking the I am the account holder box. Fig 4.1 The member will then continue to make any additional payments before continuing to the confirmation screen where the member will be able to print off their complete mandate. If the member is not the authorized signature on the account or it is a joint account they may tick the I am not the account holder or require a counter signatory to authorize Direct Debits tick box. Ticking this box bypasses the need to enter any details at this point and continues to take any other payments and onto the confirmation where a member then can print off a blank Direct Debit mandate to complete. The screen shot in fig 4.1 shows the two options the member now gets when the paperless mandate functionality is enabled.

P AYMENTS
1. BACS reference number alterations Requirement: The current implementation of BACS unique reference utilizes the character \ which is not a valid character for BACS. This is removed in the process of generating the BACS file which results in a problematic process of re-matching references and reporting. Proposal: The proposal is to utilize a BACS valid character, for example /.

Implementation: The workflow for this feature remains unchanged, other than the replacement of the invalid character \ with the valid character /. The functionality is still enabled on the payments tab of global settings in the Legend Control Panel. If a member already has a \ in their reference number when a new account is created against their membership the reference number will start again and with the correct characters, for example if a members reference number was A\xxxxx it will now become A/xxxxx upon the creation of the new account.

R EPORTING
1. Block booking patronage Requirement: To be able to include all configurable attendances through the Legend application. Changes to the block bookings feature are requested for the application to force the user to provide accurate patronage figures. Proposal: To alter the block bookings functionality within the bookings application to force the user to provide accurate inventory items when completing the booking process. Implementation: The first alteration to the block booking workflow can be found in the Control Panel > Global Settings > Booking tab. There has been a new setting introduced to enable and disable the mandatory check on block bookings named, Is Inventory Mandatory. Once enabled the Block booking schedule form will now show as empty in the inventory item box by default but will force the user to select the appropriate inventory item rather than leaving it set to the default option. It is now also possible to set an inventory item to a Block Booking item; this can be done by navigating to the relevant inventory item and on the general tab, tick the check box Is Block Booking Item. There is also setting which only shows Block Booking inventory items in the schedule form. This setting can be found in the Control Panel > Global Settings > Bookings Tab, the setting is named Show Supporting Inventories Only. Any relevant patronage set against a Block Booking inventory item will now also show in the advanced tab of the Block Booking schedule form.