General – Step 1

The first step in the event setup process is to set general options. The General page contains the following sections:

Each of these sections is described in detail below.

General Event Setup Options

The General section contains the following settings.

Option Selection Value Description

Name:

Blank

Type a name for the event.

This field is required and must be unique.

Event Type:

Appointments Only | Classes Only

Indicates the type of event you are creating.

Default Duration:

Select One

Sets the length of time the event will occur on the calendar. Selection values are based on the durations selected on the Company Schedule Options page.

Internal Use:

Yes | No

Set to Yes to use this to manage employee-only events such as staff meetings. It can also be used to designate employee lunch periods and breaks.

Do not use for events in which members are included.

Location Type:

Select One

Select a location type from the list.

Default Max Attendees:

0 - 200

This is the total number of members who are allowed to enroll in the event. This will determine the default maximum number of attendees.

If desired, you can select the option to allow overbooking on the Edit Event Setup page. Then you can change the attendance for the event on the Manage Events page.

Event
Commission Type:

Per Event | Per Person

This determines which type of commission to allow.

Per Event – Awards an employee commission for completion of the event based on the event level.

Per Person – Awards an employee commission for completion of the event based on each attendee at the event.

Default
Opportunity:

None | Low | Medium | High | System Calculated

Assists club employees with attaining sales goals by clearly identifying a member attending a given event as someone who should be “upsold.”

Send Event Notification:

Yes | No

If set to No, reminders will not be sent to the member.

If set to Yes, the member will receive automatic reminders. For more information, see Event Notifications and Reminders.

Available Online:

Yes | No

If set to Yes, the event will be available for online scheduling.
Track Attendance Yes | No Allows you to see which members attended a class. For more information see Tracking Attendance.
This feature is available for Classes only.
Maximum Waitlist 0 - 999

Allows you to set the maximum number of members who can join the waitlist for this class.

This feature requires that Overbooking be set to No.

This feature is available for Classes only.
Waitlist Expiration Event Start - 24 Hours Before Start (five minute intervals up to one hour, hour intervals up to 24 hours) Allows you to set the length of time that only individuals on the waitlist may enroll. After the waitlist expires, anyone can enroll.

Member Facing Event Enroll

You can configure the booking window for classes on the Member Facing Event Enrollment page. The booking window determines when a class will appear on the member facing page and indicates the time period during which a member can enroll in individual events.

For example, if the booking window for a 10:00 a.m. Zumba! class is set to 2 hours before and 30 minutes after, the class will appear on the Member Facing Class Enrollment page at 8:00 a.m. Members can then begin enrolling in the class and can continue enrolling in it until 10:30 a.m.

DataTrak does not allow classes to be overbooked through Member Facing Event Enrollment. (For more information, see Managing Member Facing Event Enrollment.)

The following are the Member Facing Event Enroll options and selection values.

Option Selection Value Description

Time Before Start to Allow Entry

5 minutes (minimum)

9 hours (maximum)

This determines how far in advance members can enroll in a class before it is scheduled to begin.

Time After Start to Allow Entry

5 minutes (minimum)

9 hours (maximum)

This determines how long members can enroll in a class after it is scheduled to begin.

Coupon Text:

Blank

Type the message that you would like to appear on the bottom of the event receipt.

For example, you might want to use it as a coupon to offer five dollars off on the next PT session.

Required to Create

The Required to Create section allows you to indicate whether or not employees, locations, or members are required to create an event.

The following are the available Required to Create options and selection values.

Option Selection Value Description

Employee

Yes | No

If set to Yes, the event cannot be created without an employee assigned to it.

If set to No, an employee is not required to create the event. For example, a tanning session does not require a employee to be assigned to it.

Location

Yes | No

If set to Yes, an event cannot be created without a designated location.

If set to No, a location is not required to create the event. For example, a personal training session may take place anywhere in the gym, so a specific location is not needed.

Member

Yes | No

If set to Yes, an event cannot be created without a member assigned to it.

If the Internal Use option (General section) is set to Yes, this option will be disabled.

Required to Complete

The Required to Complete section allows you to indicate whether or not employees, locations, or members are required to complete an event.

The following are the available Required to Complete options and selection values.

Option Description

Employee

If set to Yes, the event cannot be completed without an employee assigned to it.

If set to No, an employee is not required to complete the event. For example, a tanning session does not require a employee to be assigned to it.

Location

If set to Yes, an event cannot be completed without a designated location.

If set to No, a location is not required to complete the event. For example, a personal training session may take place anywhere in the gym, so a specific location is not needed.

Member

If set to Yes, an event cannot be completed without a member assigned to it.

If the Internal Use option (General section) is set to Yes, this option will be disabled.

Member Verification

If set to Yes, an event cannot be completed until the member enters his access code to verify it.

Employee Verification

If set to Yes, an event cannot be completed until the employee enters his access code to verify it.
Auto Complete If set to Yes, the event will automatically complete as long as the following steps have been performed:
  • The event was funded.
  • If required to complete, an Employee, Member, and Location are attached to the event.
  • The employee has entered verification, or employee verification was set to No.
  • The member has entered verification.
  • All of the following Company Schedule options are set to No:
    • Tracks Hand Off
    • Tracks Opportunity
    • Tracks Sold
    If any of these options are set to Yes, the employee must complete additional information and then manually complete the event.

    To set Company Schedule Options, please contact ABC Technical Support.

Allow

Use the Allow section to set overbooking and cancel options.

The following are the available Allow options and selection values.

Option Selection Value Description

Overbooking

Yes | No

This option determines whether or not a user can add a number of members above the Default Max Attendees specified for a scheduled event on the calendar.

For example, if set to Yes and the class is full, additional members can enroll as alternates. If a regular attendee is unable to attend and cancels, the alternate may take that person’s place.

Cancel-NC

Yes | No

Allow cancel-no charge

If set to Yes, members are not charged for an event if they do not attend.

Cancel-C

Yes | No

Allow cancel-charge

If set to Yes, members are charged for an event even if they do not attend.

 

ADP

This section is intended for ADP Payroll Processing only. If the company does not use ADP Payroll Processing, leave these fields blank.

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