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Jonas - Create or Manage Departments

To ensure that the Departments are set up correctly there are 3 things that have to be set up and linked together.
  1. Departments to keep track of different areas that the club wants to identify for the surveys
  2. Activity Reporting Group is used to record the activity that takes place at the club and should be linked to a Department
  3. POS Activity Reporting Group Links matches specific sales areas and departments
Once these sections are completed make sure to run a sync this could take 60 minutes before it is completed.

Steps to find the new department in MemberInsight and complete setup.
  1. Login to MemberInsight
  2. Click Settings
  3. Click Surveys
  4. Click Department tab
  5. Click on new department and go through 4 steps to set up the survey (1 Recipient, 2 Your Survey,  3 Recipient Comments and 4 Sender Options)
  6. Click Save and the toggle button will appear to enable or disable the department survey
 Below you will find more details on how to set up these three sections.

1. Departments

Departments are set up during installation and are used to track POS transactions to specific areas of the club. Examples of department surveys can include Golf, Fitness, Food and Beverage, etc. Additional departments can be created.

Examples:
1. Instead of just Golf there could now be two departments, Golf Course and Golf Shop.
2. Food and Beverage could be split into the respective dining areas, Grille Room, Patio and Bar.

View Departments
Club Management > Interfaces > MemberInsight >Setup Departments
 
1. Press Tab on keyboard or select Club Code with drop down



 
2. Double Click on Department to see details
MemberInsight Departments window appears.
All departments that have been created will appear in the list.



3. Make sure the following items are set up correctly for the Department Code.
  • MemberInsight Department Code: code for department
  • Description: name of department
  • Status: Active
4. Click OK or Exit - to go back to the MemberInsight Departments window
 
Create New Department Code
Club Management > Interfaces > MemberInsight >Setup Departments

1. Press Tab on keyboard or Select Club Code with drop down
 

 
2. Double click **Setup a new Department Code **
MemberInsight Departments window appears


MemberInsight Department Code setup window appears
3. MemberInsight Department Code: give the department a name, the code cannot contain spaces
4. Description: Describe department or give Department the same name as the Department Code (spaces are allowed in the description)
5. Status: select Active
6. Click OK to Save new department and it will go back to the MemberInsight Departments window
Note: if you added a new department, make sure you add the same Activity Reporting group to match

2. Activity Reporting Group

Club Activity Reporting Group codes can be linked to different modules. For the MemberInsight Module, adding a Department code will trigger a member survey for the linked activity. Original Activity Reporting Groups would have been created and linked to a Department code with initial setup. If a new Department code was added. Make sure to create a new Activity Reporting Group to match and have them linked.

View Activity Reporting Group
Club Management > Interfaces > MemberInsight > Setup Activity Reporting Group/Department Links

1. Press Tab on keyboard or Select Club Code with drop down and click on arrow pointing down with plus sign.
 


Activity Reporting Groups window appears
All Reporting Groups created will appear with the matching Department code
2. Double Click on Department to see details
 


Setup Activity Reporting Group/Department Links window appears
Make sure the following items are set up correctly for the Activity Reporting Group
  • Activity Reporting Group code will display
  • Description: should be relevant for the code
  • MemberInsight Department matches the Activity Reporting Group

 

If the MemberInsight Department does not match, then it should be corrected.
Example: Activity Reporting Group was FANDB and the MemberInsight Deparment selected was Golf.

Match the activity group with the department

1. Click Magnifying glass - the MemberInsight Departments window appears
2. Double click on the Department
  •  if the Department code is not listed follow instructions in the Departments section to create a new Department first
3. Click OK to save

Create New Activity Reporting Group
Club Management > Interfaces > MemberInsight > Setup Activity Reporting Group/Department Links

1. Press Tab on keyboard or Select Club Code with drop down and click on arrow pointing down with plus sign
 


Activity Reporting Groups window opens
All Reporting Groups created will appear with the matching Department code
2. Double click on **Setup a new group code **
 

 
Setup Activity Reporting Group/Department Links window appears
Make sure the following items are set up correctly for the Activity Reporting Group
3. Activity Reporting Group: give the reporting group a name
4. Description: Describe the group or give description the same name



5. MemberInsight Department: Click on the Magnify glass to display list of Departments that have been created
MemberInsight Departments window appears
  • Double Click the Department that best matches new activity group
  • If the department has not been created go to Create New Department Code instructions above

6. Click OK to Save
 

3. POS Activity Reporting Group Links

This section looks at POS transactions and how they will be mapped out to specific sales areas and departments to determine attendance and what surveys a member should receive.
Club Activity Reporting Groups (departments) are linked to a partition to better define where the activity took place.

POS Activity Reporting Group Links
Club Management > Interfaces > MemberInsight > Profile
1. Click POS Activity Reporting Group Links on the right

 
   
Club Activity Reporting Group Links window appears



2. Partition ID Click on magnifying glass






 
   
POS Partitions window appears
3. Double Click to select partition

If the incorrect partition was selected
  • Click OK at the bottom of the screen -  This will clear the selection and go back to the screen to select a new partition ID

 
  • Clubs that have more than one partition, the instructions for the Exclusions and Overrides sections should be repeated for all partitions.
  • If the club only has 1 partition, it should be linked to the 'other' activity reporting group code.
Activity Reporting Group Code
The Activity Reporting Group Code field will populate once the partition ID is selected and usually has the same or similar name as the Partition ID.

See two examples on the right.
   
If an Activity Reporting Code is not assigned
1. Click Magnify glass -  Activity Reporting Groups window appears
2. Double Click on Department to select



 
Exclusions
To prevent any activity from specific Sales Areas to be updated into MemberInsight, the Exclusions section will need to be set up by adding a Sales Area and Category if necessary. Otherwise the Exclusion section could be left empty.
 
Steps to Add Sales Area - to be excluded
1. Click three dots in the Sales Area Column




POS Sales Areas window will appear
2. Double Click on the Sales Area Item to select



 

   
Sales Area number will be added to the Exclusions Table.
The following steps are optional to specify a Category in the sales area to be excluded.

3. Click in the Category Column - the three dots will appear
4. Click three dots
   
Sales Categories window will appear
5. Double Click on the Sales Category item to select - category will be
     added to the exclusions table.
6. Click OK to save

 
If you click Exit a box will appear asking "Do you want to save changes?"
  • Yes - changes will save and window will close
  • No - all changes will be lost and window will close
  • Cancel - box will disappear and able to continue making changes
Repeat process to add more Sales Areas and Categories to be excluded.  
   

Remove Category

In the event the cateogry was excluded in error they can be removed.
1. Click in cell with the Category
2. Backspace on keyboard to remove the category code
3. Click OK to save

 

Remove Sales Area

In the event that a sales area was excluded in error they can be removed.		  
1. Click in cell with the Sales Area number
2. Backspace on keyboard to remove the number
3. Click OK to save
or

1. Right mouse click in cell with Sales Area number - Delete Row will
    appear
2. Select Delete Row - Row with Sales Area number will now be deleted
3. Click OK to save
 
Overrides
This is where the sales areas can be mapped correctly to the activity reporting groups that have been set up.
 

Sales Area Column

  
1. Click in the Sales Area column - three dots will appear
2. Click three dots





 
 

POS Sales Areas window appears
3. Double Click on the Sales Area Item
  • The Sales area number will be added as a new row in the Overrides Table
  • repeat steps 1 - 3 to add more sales areas

Note: depending on the partition that is selected the POS Sales Areas items that appear would be different
4. Click in the Category Column - three dots will appear
5. Click three dots     
      



 
Sales Categories window will appear
6. Double Click on the Sales Category item to select - category will be
     added to the exclusions table.
7. Click OK to save
 
Now that the Sales Area is added we are going to map it to the departmental survey that it will be a part of in MemberInsight by assigning an Acitvity Reporting Group.
 

Activity Reporting Group

  
1. Click in the Activity Reporting Group Column - three dots will
     appear
2. Click three dots









Activity Reporting Groups window appears
3. Double Click on Department that the Sales Area should belong to



 


   
The sales area number will now be linked to the activity reporting group that was selected.
  •     Repeat steps if more sales areas need to be linked
4. Click OK - Changes will be saved and all fields cleared on the screen
  • Click Exit to go back to MemberInsight Profile if you do not want to save the changes.