To see what we have been up to throughout June and July, carry on reading – all the changes we have made are detailed below as well as a sneak peek at some exciting upcoming features…
New Feature: Acceptance Terms in Custom Form Fields
‘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.
It gives your members/customers the option to agree to your policies whilst providing a hyperlink through to the wording of them. As they do, it will create a record and a timestamp on your contact’s profile that records when they agreed to your Policies, Codes of Conduct and/or Terms and Conditions, etc.
To create an Acceptance Form field:
Step 1: Go to the ‘Admin > Forms’.
Step 2: Click on ‘Create custom fields/statements’ at the top of the list of fields to the left of your screen:
Step 3: Type in the text for your question and select the type of answer to be ‘Acceptance’.
Step 4: Select the relevant properties for your field:
- Mandatory – making a field mandatory from within the field settings will make this field mandatory for completion on all forms the field is added to.
- Internal use only – A field with this property will not be viewable by your contact’s – only administrators.
- View only (Non-editable by member) – A person will be allowed to fill in this field once (if it is blank) but then only view it thereafter. Any subsequent changes can only be made by an administrator. This is useful for the acceptance of Terms and Conditions where you don’t want people disagreeing with them after they initially agreed to them.
Step 5: Add the answer(s) you wish your contacts to be able to select in response to the question:
Step 6: Enter or paste the full text you wish to be hyperlinked to the question in the text box, and press ‘Save’:
Step 7: The new field will be added to the bottom of your form. You will be able to reorder the fields as required by dragging and dropping the field into position. Don’t forget to press ‘Save and Finish’ at the top of the main page for the changes to take effect:
This is how the ‘Acceptance’ question will display in your members’/customers’ account once they make a selection and have saved their changes:
Clicking on the blue hyperlinked text will load the text you entered for the acceptance field.
Why it’s Better…
The ‘Acceptance’ term custom field is better as, unlike the acceptance terms that are added to the registration page, separate hyperlinked fields can be created for different questions. So, one field for your Code of Conduct, another field for your GDPR Privacy Notice, etc.
It also timestamps the acceptance of the field so you have full audit ability. You can easily sort and filter your contacts to identify those that have not agreed yet.
People can view the Terms they have accepted at any time by clicking on the field to view the hyperlinked text.
New Feature: Search Bar for Partial Administrators
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 ability to use a search box to search for people they have access to. They can search by name, email, membership number or keyword.
Step 1: Log into your account with partial admin rights and click ‘Switch to Admin view’:
Step 2: In the search bar found at the top right-hand side of the screen you will have two search options:
Option 1: To search by name, email or membership number – enter the name or number directly into the search bar.
Next, click on the relevant name to navigate to the members’ record.
Option 2: To search by keyword – click on the down arrow alongside the magnifying glass icon. Then click on the ‘Search by keyword’ box.
Why it’s Better…
It’s now quicker to search for all records that meet simple criteria without having to use the ‘Search +’ function.
When you have full access rights, a search bar is accessible in the top right-hand corner of the screen which enables you to quickly search using a contact’s name, email address or membership number to find their record. This functionality is now available for Administrators with partial admin rights whilst also making sure they still only have access to the information on members they have been given permission to view.
New Feature: Move from Multiple Locations
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 see all the groups that the contact is currently sitting in. You can select multiple groups that you wish to remove them from then immediately move them into newly selected groups in three simple steps.
This is useful, for example, when removing a contact out of all groups to an ‘ex-contacts’ group.
To do this, follow the simple steps below:
Step 1: From within the contact’s record, hover over the ‘Member’ icon and select ‘Move to new group’.
Step 2: Choose which group(s) you wish to move the person from – this could be one or multiple groups.
Step 3: Click ‘Move to’ and select which group(s) you would like to move the person’s record to. Again, this could be one or multiple groups.
Step 4: When you are happy with your selection, click ‘Move’.
Step 5: Press ‘OK’ to confirm.
Step 6: A confirmation screen will appear to confirm the person has been moved. Press ‘OK’.
Once you have completed the above steps, you will have successfully moved a person from and into a new group/groups.
Why it’s Better…
This new functionality significantly reduces admin time as it allows you to move people to multiple groups at once, not on an individual basis. Previously you would have to wait for the screen to refresh each time you moved them from a group whereas you can now do it in one streamlined action.
New Feature: Group Search Functionality
You now have the ability to search for 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.
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? No problem.
Want to see the classes that have the least number of members in them? No problem.
Running a group search:
Step 1: Hover over ‘Members’ and select a class, course, group etc.
Step 2: Click on ‘New Search +’ and use the drop-down arrow to select your search and filter criteria:
Group Names: This will allow you to apply filters or searches based on your group names:
Members: This will allow you to apply filters or searches based on the number of members in your groups:
Selecting ‘is equal to’, ‘is not equal to’, ‘is greater than’ or ‘is less than’ will prompt you to enter a value. So, if you selected the condition ‘is equal to’ 3, the system display all groups that have 3 members in them.
Selecting ‘Availability’ as a condition will prompt you to choose if you wish to display all the classes that are full or all the classes that have spaces still:
Why It’s Better…
The ability to filter by group name allows you to see say all your Saturday classes together or all the classes for a certain age group together, for example. This can make it easier to identify specific classes easily. This could be by location or age without having to scroll through the list of all of your classes.
The ability to filter on the number of people in a class, particularly on ‘Availability’, is useful when managing waiting lists or when planning new classes or changes to the number of classes offered, based on demand.
New Feature: Saved Search for All Tables
In addition to adding the ability to run searches, 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 at the touch of a button.
Saving a Group Search:
Step 1: Go into the category you would like to run the search for. For example ‘Members > Classes’.
Step 2: You will follow the steps above to run your first search. You will see an icon for ‘Save as’.
Step 3: You will be given the option to name your saved search to help locate it in the future.
Step 4: Once you have saved your search, the page will reload and display a drop-down menu which allows you to select saved searches or delete them.
Step 5: From this point on, when you load a menu (for example ‘Members’ > ‘Classes’), you will see a ‘Saved Search’ option next to the ‘New Search +’ option.
Step 6: Simply, click on ‘Saved Search’ to bring up a menu of all saved searches which will be selectable from a drop-down menu.
Once you have completed the above steps, you will have successfully created and saved a Group Data Search.
Why It’s Better…
Having the ability to run searches on your tables is great in itself, but being able to save the search criteria allows you to reduce your admin time even further. Rather than having to manually input your search criteria one at a time each time you run it, you can now add them all instantly.
New Feature: Deleting a Contact’s Information – New System Default Group
Further to the enhancement enabling different levels of deletion on a member’s record, we have created a new ‘System Default Group’ to hold the records of ex-members/customers whose information has been deleted from the system.
When you delete a contacts’ record from the system using any of the first three ‘delete options’, their record will be held in the ‘Members with data deleted’ system group.
Clicking into this group will show you all the names of the people whose data has been deleted from the system.
It will also allow you to apply further delete options at a later date. For example, if you deleted all your non-returning members using ‘option 1’. At a later date, you can choose a further option – such as also deleting their email history, their log data or even deleting them out of the system completely.
Why It’s Better…
This new functionality allows you to better manage the data you hold in the system and have greater control over how and when you delete peoples’ information. This is especially important given the recent implementation of the GDPR.
Having this system group also allows you to easily identify which people have been deleted, separating them from your ‘Master membership list’ and ‘Non-members’ system groups.
Cosmetic Change: ‘Delete members’ Wording
When we rolled out the new delete members function we named the option ‘Delete members from database’. We have now changed this to ‘Delete (Step 1 of 2)’. You will see this option in 5 places:
- Master Membership List
- Non-members list
- Online registrations awaiting approval
- Failed registrations
- Members with deleted data
Why It’s Better…
This change indicates to Administrators that clicking this button will not just completely delete the selected members immediately.
When the button is clicked, another window opens. This now correctly implies that there is another step to take before the selected members are removed.
Currently, the function to delete emails is only available to those with full access rights. The new functionality, when rolled out, will allow Administrators with partial admin rights to delete emails that they have sent. They will not be able to delete emails sent by other Administrators.
Attendance History – Enhancement
If you are using the ‘Attendance Register’, you record each session a person attends. However, when a new month or term starts, depending on how you are using the register, you may want to see an overview of attendance for a member who is in multiple classes or over a certain length of time.
This will be useful at the end of term. For example, when you would like to review attendance for members at a glance without having to go directly into the class/group register. Instead, you will be able to access this directly from a dedicated menu.
We hope you find all the new and improved functionality useful.
June and July – FAQ’s
Each month, our support team review which questions they have been asked the most by people over the phone, on chat and in the Help Desk. From now on, at the end of our Product Updates, we will be providing links to the Help Articles of the most Frequently Asked Questions of the month!
So, here are the most asked questions of June and July:
If you are an existing client and have any questions regarding the new functionality, please get in touch and we will be happy to answer any questions you may have.
If you aren’t currently using the PaySubsOnline.com software but think the above functionality and enhancements (as well as a wide array of other features) could benefit your organisation, book a free, no-obligation consultation by clicking here – we’d love to talk to you!