--- Legend Release Notes ---

10.9.9 F EATURE P ACK 12 C ONTENTS

ONLINE SERVICES 1. Email validation (Fix) 2. iCal date time format incorrect (Fix) 3. Cancellation periods online (Fix) 4. Fast access returning duplicate buttons (Fix) 5. ACM behaviours to be granted for online purchases 6. Advance booking period 7. Able to enter more than 8 digits in the account field online (Fix) 8. Holiday management causes booking to made incorrectly (Fix) 9. Make contact number mandatory when joining online 10. Incorrect reference number created when upgrading/renewing online (Fix) PRICE MANAGEMENT 1. Administration of online renewals 2. Promotional codes REPORTING 1. Transactions report showing credit notes in wrong column (Fix) 2. Additional fields in bespoke report 3. Promotional codes (New Reports) 4. Activity Uptake Utilization report MEMBERSHIP MANAGEMENT 1. Statements incorrect after refunds of bookings and courses (Fix) CONTROL PANEL 1. On Demand column for vouchers (Fix) 2. Waiting list setting 3. Agreement prices not loaded correctly when setting GL account configuration (Fix) FOH 1. Booking onto a recurred class that is cancelled (Fix) SALES 1. Change of earliest time for sales appointment and calls

BOOKINGS 1. Auto attendee status change 2. Removal of telephone number from printed attendee list 3. Changing the booking time has incorrect impact on future sessions (Fix) PAYMENTS 1. Invoice settlement of arrears 2. AUDDIS issue regarding membership cancellation (Fix) GENERAL 1. Postcode lookup returned data (Fix)

O NLINE S ERVICES
1. Email validation (Fix) RM #3753/TM #78135 Issue: When a user registered for use of a website it was possible to sign up with an email that had a non-alphanumeric character before the @ symbol. This is not a valid email address and causes issues with the process. Solution: The user will now see an invalid email address error when attempting to either register or sign up with an email of this nature. 2. iCal date time format incorrect (Fix) RM #3751/TM #84467 Issue: The date and time format was incorrect when adding the iCal to certain calendars following the change to British Summer Time. Solution: The date and time format has now been altered and will appear correctly on all calendars, including Outlook and Google calendar. The time is now sent as UTC time and the calendar will handle any time zone changes. 3. Cancellation periods online (Fix) RM #3736/TM #78899 Issue: The cancellation periods for online bookings were producing differing results to bookings which were being cancelled in FOH when using resource level cancellation settings. Solution: The results now match FOH when a cancellation is completed online so that the number of days in advance is treated the same in both. 4. Fast access returning duplicate buttons (Fix) RM #3734/TM #82861 Issue: If the configuration within fast access was not 100% completed, as it should have been then it was possible to return multiple options for a member of the same item and also possibly allow them to make more fast access purchases than should be allowed. Solution: Fast Access will now only return one fast access button per configuration. 5. ACM Behaviours to be granted for online purchases RM #2164/TM #58331 Requirement: ACM allows for inventory items to be configured to give a behaviour for a booking or item purchased for a specific amount of time. This requirement would use that same functionality for online purchases. Proposal: To mimic the same functionality against inventory items in ACM for use online. The configuration will remain the same. Implementation: Once an inventory item is set up with the relevant configuration for granting behaviours on purchase/swipe in FOH, those same inventory items will now assign behaviours on purchase/swipe to a member who makes their purchase online. 6. Advance booking period RM #610/TM #50856 Requirement: To allow for a greater number of days to be booked in advance, the request stated for up to 28 days. Proposal: A new setting will be created at a global level to allow for a view of a maximum of 31 days in advance. This setting along with the current CMS settings to alter the timetable view will allow members to book up to that far in advance, as long as their agreements allows.

Implementation: A new setting has been added to Control Panel > Global Settings > Bookings Tab named Online Booking Timetable View Limit with a maximum number allowed of 31 days. Once this setting has been set the setting must also be set in CMS to allow the timetable to show the same number of days in advance. Once complete the member will be able to see and book up to 31 days in advance on their timetable as long as they have the privileges to do so. Please note that this alteration is for activity bookings such as badminton and squash. 7. Able to enter more than 8 digits in the account field (Fix) RM #3749/TM #80752 Issue: When a member enters their account details for an online agreement it is possible to enter more than 8 digits due to an error in the validation steps. Solution: The order of the steps in the validation process has been altered to stop a member from being able to enter more than 8 digits in the account field. If a user enters more than 8 digits it will not validate and instead show an error that the account number is too long. 8. Holiday management causing bookings to be made incorrectly (Fix) RM #3729/TM #83443 Issue: If holiday management is turned on for a day, for example 31st March, the website will still show sports hall slots for that date even though there shouldnt be any available. If the booking is made into one of these unavailable slots then it is moved to the day after and booked there instead. The booking availability check was done against the original date/time and not the day after so the booking will be made even if the day/time slot is not available. Solution: The timetable will now take the holiday management functionality into account and not return any bookings for the day in question. A message will be returned to the user explaining that there are no bookings available for this day. 9. Make contact number mandatory when joining online RM #3412/TM #70340 Requirement: When members join online it is a requirement that they enter their mobile number. Proposal: To add a new setting in the CMS that changes the telephone number field in the users profile to be mandatory during the online signup process. Implementation: A new setting has been added in the Legend Content Management System named MakeContactTelephoneNumberMandatory which can be found in the Online Services filter/tag. Once this is enabled at a location or globally the user will not be able to bypass the profile page without entering a telephone number. 10. Incorrect reference numbers created upgrading/renewing (Fix) RM #3756/TM #84639 Issue: If a member upgraded or renewed their agreement online the reference number for the bank details would often not be the membership number and would seem like a random number. The applications always use the members membership number as the reference number Solution: The reference number will now match the members membership number as it does when processed through the Legend core applications.

P RICE M ANAGEMENT
1. Administration of online renewals RM #3264 & #3264/TM #71518 Requirement: To determine which memberships are available to renew via the online services. Currently all PIF memberships are available providing that the members meet the current rules. Proposal: To add a new section in the Price Management application, this will allow a user to set which agreements are to be excluded from the online renewal process. In addition to this feature it will be possible to do this in bulk and also set which agreements are available online for purchase. Implementation: Firstly, there are two new security tokens for this feature which can be found in Control Panel > Security Management > Relevant Security Group > Price Management Group. These security tokens control the enablement of the feature for the user and the use of it. PM_PRICE_ONLINE_AVAILABITY_SET Enables the user to edit the settings. PM_PRICE_ONLINE_AVAILABLITY_START Enables the view of the feature. Once the relevant security tokens have been assigned Price Management will have a new option found in Price Updates > Membership Price Change > Set Online Availability Once opened the screen is split into 3 sections. The top left hand section is the online options, where the settings can be applied to the filtered memberships in bulk. There is also a member price filter for PIF, Not PIF and All. The top right hand section is used to load memberships from a location in the hierarchy. Once a location has been selected, select which type of agreements to filter and select refresh grid. The relevant memberships will load in the bottom section with the standard filtering columns/options along with three new columns: Prevent renewal online, Online only and Not available online. Using the option in the top left section the filtered agreements can be changed by using the update grid button. Once the relevant agreements have the correct settings clicking on save changes will update instantly. Any agreements that have prevent renewal online selected will no longer give members the option to renew to that agreement. Agreements that have Available online only selected will no longer be available in the applications but will be available to purchase online. 2. Promotional Codes RM #3324 / TM #56264 Requirement: To enhance the current promotional code to be available for online memberships and bookings. The requirement also included enhancements as to how promotional codes are created and made available to members. Proposal: Additions will be made to the creation of promotions to enhance the availability/restrictions so that members receive the promotional codes. A new inventory discount scheme section will be created to cater for the promotions running against online bookings. Implementation: Inside the Promotions section of Price Management is a new section named Inventory Discounts. This section is for creating new inventory schemes for use with online booking promotions. A new inventory scheme can be created much like the membership

schemes. Give the scheme a description, start date and end date and set the relevant status. Use the location hierarchy to get the relevant prices.

Fig 1.1 Price Management New Inventory Discount Scheme Once the relevant prices are loaded into to the scheme click next to continue or save and exit at this point. The next step is to apply a discount type to the filtered inventory prices; the discount list is loaded from the current discount list maintained in the Legend Control Panel. Using the top right hand panel locate the required discount and click update. The scheme will be updated with the selected discount. Once all checks have been completed save the scheme and return to deploy once ready. Once a scheme is deployed it is ready to be used in a promotion.

Fig 1.2 Price Management Inventory Discount Scheme

Promotions are created through the Create New Promotion item in the Price Management menu, a promotion requires a name, description and start and end dates as standard. A promotion also requires a discount scheme to be selected. Use the Discount drop down to select the relevant discount scheme, this can either be a membership discount or an inventory discount. The promo code box is disabled as a default, leaving it disabled will make this promotional discount act as an automatic discount. This means that users will not have to manually enter a code to receive the discount and it will be applied automatically to all transactions that meet the scope. Selecting a promotional code will require the users intervention for them to receive the discount. To enter a promotional code tick the box and enter the code users will be required to enter.

Fig 1.3 Price Management New Promotion The next step in this process is to determine who will be eligible for this promotion, this is done using the availability selectors in the top right or the location scope tree along with any filters required. Firstly using the availability selectors; Online and In house remain as before, please note that inventory discount schemes will not currently work in house. The new selectors for availability are; All Members, New Members and Upgrading members. All members will make the promotion available to all members. The New member selector will make the promotion only available to new members joining; this can be useful for setting discounts to admin/joining fees. The final selector will make the promotion available to those members who upgrade their membership. If a wider selection is required then using the scope location tree will enable the user to get the prices of all agreements in the selection, these agreements can then be filtered

using the in-built filtering system by marking the relevant agreements as selected. Once the selections have been made save the promotion and set the required status before deploying. When the promotion is deployed it will be available for use instantly. There are two new settings for the online use of promotion codes, these settings can be found in the Legend Content Management System and enable the user of the site to enter a promotion code either during a membership purchase or a basket purchase for bookings. The settings can be found in the configuration area of CMS and are named; EnableBookingPromoCode Adds a promo code entry field to the basket for each booking item. EnableMembershipPromoCode Adds a promo code entry field to the membership purchase workflow. There is also a new setting to allow the promotion codes to be used the new member and upgrade wizards in Membership Management. There is a new setting located in Control Panel > Global Settings > Wizards (1) > Enable Promotional Discount in New and Upgrade wizard.. Once this setting is enabled the wizards will show a promo code entry field on the agreement selection and also a discounts column on the charges step of the wizard, this column will list the discounts given on each charge and a total discount.

R EPORTING
1. Transactions report showing credit notes in wrong column (Fix) RM #3742 Issue: The transactions report incorrectly showed any credit note transactions in the credit card column. Solution: The credit notes will now show in the credit note column instead of the credit card column when running the Transactions report. 2. Additional fields in bespoke report RM #3827 / TM #78965 Requirement: The booking paid amount is required to be included in the bespoke Bookings attended and bookings not attended reports. Proposal: The report format will change to show a better representation of what is required. Implementation: The following columns have been added to the report: Total - the amount that would be billed if the member did not get a discount. Discount the amount of discount the member received for the booking. ToPay the total amount subtract the discount amount. Payment Status Paid or Not Paid depending on if they have balance remaining for that booking. 3. Promotional Codes RM #3633 / TM #56264 Requirement: Two new reports are required to support the work done for promotional codes. These reports are required to track usage of the promotional codes. Proposal: Two new reports will be created to gather data on the promotional codes used in both bookings and membership purchases made online. Implementation: The first report, Membership Promotion can be found in Legend Reports > Standard > Memberships > Membership Promotion. The report uses the standard location selection and can be ran at Enterprise, Regional or club level. The range tab allows the sale date

to be set, this uses the usual filters to search for when the purchase was made. The selection tab allows for filtering by the promo code (clicking on the expand option will show a list of available promo codes to filter), agreement type, price type, billing method and join date. The data inside the report includes the following fields: Sale Date, Member Number, Home Club, Name and email Membership, Price type Promo Name, Promo Code, Discount Scheme, Source, Promo type Upfront Cycle Fee discount, Process fee discount, Enrolment fee discount, prorate fee discount and discount type. There are also standard custom fields for membership filtering such as address details, gender, telephone numbers and post code. The second report, Booking Promotion, can be found in Legend Reports > Standard > Booking > Booking Promotion. The report uses the standard location selection and can be ran at Enterprise, Regional or club level. The range tab allows the activity date and paid date to be set for filtering. The selection tab allows for filtering on the paid status, subscriber status, agreement status, payment handler and promo code. The data inside the report includes the following fields: Booking Date, Guid, Club Name Activity Date, Activity Name, Activity Time Member number, Member Name, Agreement Name Paid Amount, Promo Name, Promo Code, Discount Value, Paid Date, Code, Paid Status Subscriber Status, Payment Method, Is Kiosk Booking, UserAgent, Client Type and Payment Handler. There are no available fields to customize the columns. 3. Activity uptake Utilization reports RM #3570 / TM #79262 Requirement: To be able to report on the utilization of resources such as the sports hall, squash courts, etc. Legend currently has a report that looks at the percentage utilization for group exercise classes. Proposal: Two new reports will be created that look at the percentage utilization of the physical resources such as the sports hall. These reports will be accessed via the Legend reporting application. One report will look at the daily utilization and one will look at the hourly utilization per day. Implementation: Two new reports have been created and can be found in the Reports Application > Standard > Bookings > Uptake Activity Reports > Resource Daily uptake and Resource Hourly Uptake By Day. Both of these reports can be run at the usual hierarchy of levels from enterprise down to club. The data returned will show the club group, club, parent resource, booked resource and day. The daily report will then show how many minutes are available, how many minutes are booked and what the percentage utilization of the resource is. The hourly report will show a percentage uptake per hour for that day.

M EMBERSHIP M ANAGEMENT
1. Statements incorrect in MM after refunds (Fix) RM #3738 / TM #83797 Issue: When a booking or course refund is performed the statement in MM showed the incorrect values and descriptions leading to incorrect balances and confusing looking statements. Solution: The statement will now show refunds as the correct value meaning that the totals will show as they should. The descriptions of the refunds now also show as a refund meaning that the statement doesnt look as though a booking has been made twice.

C ONTROL P ANEL
1. On Demand column for vouchers (Fix) RM #3733 / TM #82799 Issue: When viewing the voucher list the on demand column showed either true or false. This was confusing as to what was true or false. Solution: The column has now been changed to yes or no. 2. Waiting List setting RM #3554 / TM #78578 Requirement: The requirement is to have a setting which can disable waiting lists on course and class bookings. Proposal: A new setting will be created for both class and course bookings. The setting, once enabled will make the add to waiting list button. The setting will work with the current hierarchy, with club, region and global settings. Implementation: Two new settings have been added to Control Panel > Global Settings > Bookings Tab named Disable waiting list in Classes and Disable waiting list in Courses. This setting, once ticked, will disable the use of Waiting list in Bookings across all clubs. The same settings also exist in the Club and Group sections on Control Panel in the bookings tab. These can be set individually to disable or not or they can inherit the setting from the level above. 3. Agreement prices not loading correctly (Fix) RM #3754 / TM #81364 Issue: When performing the GL account configuration in Control Panel no regional level agreements are shown due to an error in the logic. Solution: When viewing the GL account configuration for a club all relevant agreement prices will now be shown, instead of the first regions agreements.

FOH
1. Booking onto a recurred class that is cancelled (Fix) RM #3731 / TM #83680 Issue: It was possible to book onto a class that has been cancelled by using the Book member onto next recurrence button in FOH. This was possible when the member was booked on before the class was cancelled. Solution: The option to book onto next weeks class has been removed when the class has been cancelled.

S ALES
1. Change of earliest appointment time RM #3373 / TM #73437 Requirement: For the Sales application to allow appointments and calls before 8am. Proposal: A new configuration setting will be created which will allow the user to enter a range of times which appointments and calls can be created for. Implementation: The new setting can be found in Control Panel > Global Settings > Sales > Daily Calendar Settings. There is a setting for the Start Time and End Time that appointments and calls can be scheduled for. There is also a setting for the interval between these times. Once these settings have been enabled the Time drop down box in the Sales application will show the new start and end times in the intervals selected.

B OOKINGS
1. Auto attendee status change RM #3557 / TM #78593 Requirement: For there to be a configurable cut off time for each resource and global level, that if the member hasnt swiped on the day of the class before a configured cut off time they will be automatically marked as not attended. Proposal: A new configuration option will be created in both the bookings application and the control panel which will give the ability to set a number of minutes either before or after the cut off. This will be set at global, regional and club level along with settings against the resource. This will be scanned and the status changed automatically before every booking. Implementation: Firstly, in the Control Panel > Global Settings > Bookings Tab there are the following settings: Enable Auto set Status This enables the feature. Cut Off time Sets the number of minutes for the cut off. Before or After Sets if the number of minutes to cut off is before or after the start time. Status Two options for the members status to be either Non-Attended or Cancelled. Generate Member Events Setting can be turned on to generate an event against the member when triggered. These settings can also be enabled or disabled at both regional and club level. By default they are set to inherit the global setting. The second place this feature can be configured is against each resource, as a resource override. The can be accessed vie Bookings > Resource Details > Misc Tab. The following settings are available against a resource: Enable Auto Stats The default is set to inherit but can be turned on and off if required. Cut Off Time Number of minutes for the cut off. Before or After Sets if the number of minutes to cut off comes before or after the start time. Status - Can either be set to Non-Attended or Cancelled, this is the status that a member will moved to.

Once the feature is enabled the members booking status will change automatically to match the rules created. 2. Removal of telephone number from printed attendee list RM #3731 / TM #83680 Requirement: The Legend bookings application allows users to print a list of attendees to use as a register. The register contains some personal details about the member. The request is for a configuration option to remove telephone numbers from this list to prevent the information being misused. Proposal: A new configuration option will be created. The setting will be configurable through the normal legend hierarchy at club, regional and global level. When the setting is enabled the printed list will no longer show any kind of telephone number although the applications will still show this information. Solution: New settings have been placed in the FOH and Bookings tabs of Global settings; Hide Telephone Numbers from Register in FOH Hide Telephone Numbers from Register in LegendSuite The settings are also available to set at a region or club level from the bookings tab. The settings by default are set to inherit from the global setting but can be changed to be used individually. Once the settings are enabled the telephone numbers will no longer be shown in the print preview or when the list is actually printed. The telephone numbers will still be shown in the applications. 3. Changing booking time has incorrect impact on future sessions (Fix) RM #3837 / TM #86729 Issue: When a future session of a recurred booking was altered to have a different time or day and then a prior session time or day was altered for all future sessions the future sessions would not update correctly. Solution: The future recurrences now take the correct time when an initial change is done for all future sessions. If the day is moved then the future sessions will now move forward or backwards the same amount of days.

P AYMENTS
1. Invoice Settlement of arrears RM #3611 / TM #80099 Requirement: It has been requested that when a members DD is rejected as Refer to Payer and invoice is automatically raised in the Legend invoicing system. Proposal: A new setting will be created to enable the automatic creation of invoices against rejected DDs with a Refer to Payer code. Implementation: A new setting has been created in Control Panel > Global Settings > Payments Tab which enables this feature. The setting is named Auto Invoice ARUDDS Failure, once this setting is enabled invoices will automatically be created once the ARRUDS has been processed as long as invoicing is configured and re-presentations is not enabled. The configuration required for invoicing includes the Inventory for Invoice Transaction in FOH and the GL code for Invoice transaction in FOH settings which can both be found in Control Panel > Global Settings > POS tab.

2. AUDDIS issue regarding membership cancellations RM #3795 / TM #NA Issue: If a membership is put on with the DD reference in incorrect format (i.e. not four letters, six digits) when this is changed before the AUDDIS submission an 0C record is created unnecessarily as currently a Create New Account is used rather than amending the details. As the instruction has not been sent on AUDDIS this is not required. The BACS AUDDIS input reports are then mainly 0C records as the instruction to cancel does not exist. It would be ideal if an 0C record is generated when the instruction turns to a 01 code not when still on 0N. Solution: A new process has been put in place when new bank details are process for an account that has not been through an AUDDIS submission a cancellation record will not be created in the subsequent AUDDIS file.

G ENERAL
1. Postcode lookup returned data (Fix) RM #3747 / TM #83953 Issue: In some cases the postcode lookup fails to enter all the data in the correct fields due to the nature of the address, for example sometimes the city ends up in the county field. There is also an issue relating to flat address where the road name can be returned twice. Solution: The data returned in the postcode lookup has been altered to improve data integrity. Business addresses are also no available.