Making sure you have the right number of staff/volunteers in the right place at the right time is no small feat. And neither is tracking the hours they’ve worked. In a calendar view, our new Rota feature allows you to see cover at a glance and highlights sessions that need covering, plus calculates the hours worked and money due (incorporating holidays, paid, unpaid, authorised and unauthorised absence).
For more information on this great new feature, click here.
Previously, when in a contact’s record and attempting to remove them from a group, it was necessary to make sure the relevant group form was displayed in the ‘Select which form you would like to view/edit’ first. This meant that you were only able to remove a contact from one group at a time.
The new enhancement enables you to remove a contact from multiple groups in one easy step whilst in their record.
Previously, using the Mass Update or Import tool, the system could take some time to process the data (depending on the amount of contacts and data you’re uploading). We’ve improved the performance of this function by scheduling the processing of the data in the back-end whilst you continue to use the other administrative tools, making your time more productive.
The new enhancement to these areas adds the import or update file into a queue as well as displaying its status.
Should something in your file not import or update correctly you can click on ‘Failed’ to see what the issue is.
Once completed and when appropriate, the system will show a ‘Request payment’ button so you can schedule/generate payment requests for anyone newly added to groups.
Further to a previous enhancement that allows you to determine what data to delete when removing a contact from the system, we have created a new ‘System Default Group’ to hold the records of contacts whose information have been partially deleted from the system.
Clicking into this group will show you these contacts and allow you to apply further delete options at a later date.
We have added the ability to save a search that you frequently run. For example, it may be that you want to see classes for a particular age group on a regular basis. Instead of filling in your search criteria every time, you are able to save it and bring the search up again in a couple of clicks.
We now give you the ability to search groups, useful if you have lots of groups and you want to identify a sub-section of them. You can also filter this search to display groups that meet certain criteria.
So ,for example, want to see all your classes and courses listed alphanumerically together? No problem. Managing your waiting list and want to see all your classes that have availability? Easy. Want to see classes that have the least number of members in them? Simple.
Previously, the ‘Move to new group’ option only allowed you to move a contact from one group to multiple other groups. This new functionality allows you to move a contact from multiple groups to one or multiple groups. This is useful, for example, when moving a contact out of all groups to an ‘ex-contacts’ group.
Previously, when people with partial admin rights wished to search for contacts, they had to either scroll through the list of contacts (either in a group or on the master membership list) or use the ‘Search +’ tool.
Now, they have the option to use the search box previously only available to administrators with full access rights. They can search by name, email, membership number or keyword.
‘Acceptance’ is a new type of answer we have introduced for custom form fields that helps you manage the acceptance of things like privacy statements, terms and conditions, photography or medical consent on your registration forms.
It gives your members/customers the option to agree to your policies whilst providing a hyperlink through to the wording of them. As they agree, the system will create a timestamp on the contact’s profile that records when they agreed to your Policies, Codes of Conduct and/or Terms and Conditions, etc.
As part of our GDPR enhancements, we now give you the option to delete a contacts information from the system whilst retaining their payment history. When choosing to delete a contact you will now be given four different options:
Select this option to delete all personal field data for a contact but retain payment history.
As Option 1 but here the system will delete all emails sent to that contact. These emails may contain personal data that combined with their first and last name, could make the person identifiable under GDPR.
To remove a contact and their payment history from the system completely, select this option.
For the first three options, all financial data will be held in the system and email addresses will be replaced with auto-generated versions.
Now, you can delete any emails sent to a contact. If, as part of the new GDPR requirements you need to delete all the information that you hold for a contact but don't want to lose any of their financial information, this is very useful.
We have moved all sent emails from the bottom of a contact's record to a page of its own. To access the sent emails, hover over the 'Contact' icon and select 'Sent emails'. We have done this as it’s more intuitive to find and tidies up the contact record making information more accessible for you, quicker.
We have added a troubleshooting area to our website, primarily to help your contacts access help quickly. This new area can be found at the bottom of our home page.
The new design consolidates tool bar options that spanned multiple pages making it inefficient to find the option you were looking for.
With this new layout, you will be able to find the option you’re after much quicker, once again, reducing your admin time.
Up until now you have only been able to save email templates for automated system processes (for example, requesting payments, sending welcome emails, payment reminders etc). We have now rolled out the ability to save any number of email templates which can be selected and sent for any reason at any time.
You can now also create sequences of emails to be sent. Great to drip feed contact to your members. For example, reminders about an upcoming event or keeping your waiting list engaged.
Another great new feature is the ability to schedule emails to be sent at a time and date of your choice rather just sending them right now.
To help you reconcile payments quicker and get a VAT breakdown of transaction fees, we’ve updated the transaction reports (under Financials > Payment Reports > Transaction Reports). As follows:
A single transaction can be made up of multiple payment requests. The consolidated report details information for that one transaction. Information include:
If you need to know who the payment was for, simply click on the Gross amount and this will load:
The itemised report gives detail (below) and allocates a transaction cost for each payment request that makes up a transaction. The columns in the report are:
When GoCardless deposits funds in your organisation’s bank account, the amount is calculated by aggregating all payments due to be paid out that day. Funds are transferred under the reference of PayOut ID (this is the number that appears on your bank statement). To help you reconcile the deposits on your bank statement to the transaction report in the system, we’ve added the field ‘PayOut ID’ in the transaction report, so now you have a clear audit from a single transaction to the aggregated deposit in your bank account.
To do the reconciliation, download your bank statement to a spreadsheet and export the transaction report out of the system. Copy and paste the data from your exported file, ensuring the PayOut ID is aligned to the PayOut column in your bank statement. Apply a filter to the spreadsheet and then sort A-Z on the PayOut ID column. Highlight that column, and if you’re using Excel, use the ‘Highlight Duplicate Data’ tool which will identify if there are any single PayOut ID’s. We’re confident there won’t be, but if there are, you now have the information to investigate.
The system will now identify if a chargeback has happened via GoCardless and update the payment to show that it is outstanding, rather than remaining in the paid column.
When a chargeback happens, the payment will show in the updated 'Cancelled/Failed/Chargeback' column and a notification will be sent to the administrator.
When scheduling an Ad Hoc Payment Request, they now show up under 'Financials > Upcoming Payments' in the same way as other scheduled payment requests.
At the bottom of each table, you’ll notice new navigation options which allow you to skip to any point within it. You can also set how many results you wish to appear on each page and select contacts across multiple pages.
Previously, we had 3 static column heading in our tables – Name, Group name, Date added. From your feedback, we knew they weren’t always relevant, so now you have the option to customise what column headings you want to appear in the table based on the field data on your database.
We have added a Payment Status field that you can include in your customisable column headings for your tables in the Contacts section of the system. This field indicates by colour who has paid, who hasn’t paid and who hasn’t had a payment request.
We have added an advanced search tool so you can easily query your contact database. This new feature can be found when viewing contacts in tables. Examples of searches include:
Under 'Admin' > 'Forms', you can now see in one easy table which forms are linked and not linked to your master form. Linking forms to the master form means that if you need to make a change, you only need to amend the master form for all forms that are linked to be updated.
A great example is if you have 50 classes that all use the same form, but you need to add one additional field. If these are linked to the master, just update this and all forms linking to it will get updated too.
You can also easily link and unlink forms from the master, where you have 'Build/edit forms for:' when on the Master form, there is now a link sign next to the drop-down menu, clicking on this will display a screen which lists all groups linked and not linked to the master. To change, simply tick the box on the left-hand side and choose link or unlink. The same link sign will appear when viewing forms for each group, if it is not linked to the master form, then the sign will have a line through telling you instantly that this has its own form.
Up until now, if you wanted to sell additional items within the contacts online account the header they appeared under was labelled 'Optional Extras'. This description may not always resonate with the end-user, so you now have the option to create your own header. For example, if you are selling kit, you can rename 'Optional Extras' to 'Club Kit'.
This setting is under 'Admin' > 'Settings' at the very bottom of the settings page where it says 'Edit the wording for 'Optional Extras' head that appears on the payment page in the contacts login:'
We have added the functionality to limit the number of contacts that can be added to standard groups and create waiting lists when that group is full. This is helpful if you want to set a limit on the number of people that can sign up through your registration page, but no payment needs to be made.
For example, if we created a standard group for a free 'Saturday Morning Taster Session' and limited the session to 20 spaces. There's now an option to enable a waiting list so if the group becomes full, people can still indicate their interest. If the waiting list option isn’t enabled, and the group becomes full, the person registering will receive an on-screen message telling them so.
You asked for it – you got it! Contacts online accounts are now mobile ‘responsive’, making navigation when accessed via a mobile phone more user-friendly.
When they log in they will be presented with the ‘Personal Details’ page where they are able to keep all of their information up-to-date. The payment tab, just like on our desktop site, will allow people to see what payments are outstanding and check their payment history under the paid tab.
Compared to the desktop site where we present optional extras, classes and courses that are selectable from within the contacts online account (as well as any active events down the left-hand side of their screen), people will now find these under the extras tab on the payment page.
GoCardless recently changed the way in which their partners connect to their system. We’ve spent over 250 hours (thanks for that GoCardless!) reconfiguring the integration of our software to work with their new API. One tangible benefit of the change is your contacts are now able to make subsequent payments without the need to re-input their bank details. If they have made payments previously using the system, they will now be presented with the option to 'Use bank details held on file' or 'Enter new bank details'.
*Please note, their payment details will still be held by GoCardless and not us*
GoCardless also made a change to the button used to confirm their payment. They changed the wording from ‘Confirm’ to ‘Setup a direct debit’. Though direct debits can be used to make single payments, many people relate 'Direct Debit' to recurring payments. With this in mind, we have created a pop-up box on the check-out page, so if a person is making a one-off payment via GoCardless, they are forewarned with the impending ‘Setup a direct debit’ and advised it doesn't mean they are setting up a recurring payment.
The message will then display once 'Pay Here' has been clicked on and will read:
“Please note, when making payment on the next screen you will be asked to set up a Direct Debit. This does not mean you are setting up a recurring payment – a Direct Debit can be a single non-recurring payment too.”
They will then be asked to click ‘Confirm’ before progressing to put in their details.
Previously, we showed all registration options in the drop-down on the registration page, so all groups or categories linked to your registration page would be selectable under this one URL and drop-down menu. We have now added the ability to have an individual URL for each group that you want a registration page for.
So, for example, if you have multiple membership categories or classes and you want to link to the specific registration form from your website, social media accounts or email, you now can by using a unique URL that we generate for each. You can access these URLs by going to 'Admin' > 'Settings' and scrolling down to the navigation section. You will see the system now says, 'Registration page URLs: Select'. Clicking select will open a window with all registration pages and their own links.
If you have multiple administrators, sometimes people do things they shouldn't! Now you can track to see who does what with our activity logs. You can track activity for a specific contact by going to their record or track activities for multiple contacts by going to 'Admin' > 'Activity Logs'
The following processes are logged:
So now if a payment request has mysteriously disappeared, you’ll be able to see why!
It's to register!