All Smartspace systems come with a built in customer registration database.
This database can be accessed by logging in (using either the small S tab on websites or the login panel whcih will be visible on community sites) then going to Database Manager from the access menu or by clicking one the S tab on websites and using the link contained there.
Currently, the database is used with mainly with two different purposes in mind.
- Business customer and contact details and subscription lists.
- Sports clubs membership details
In both cases, the registration can be made either by a user or an administrator in a number of ways:
- Done in the admin section of the website by an administrator
- Simple registration by an administrator of a Smartspace database
- A transferred registration done by a network administrator
- Simple registration by a user through the front end of the website
- Done through the Free Registration link as seen in the login panel
- New registration as part of a ticketing or nomination process
- New registration as part of a product sale, hire or booking.
- Registration as part of a subscription process, through a Custom Contact Form
In all cases, whether or not the record has been created as part of another process, a stand alone registration record is created.
In many cases, a check is done to see if a registrant is already in the system. There should only ever be one record per person in the entire Smartspace system.
This record is a permanent or persistent record which then may be attached to a range of other associated records.
This record can be accessed by different clubs and/or businesses with the permission of the user themselves or when an administrator in a network is requested to provide access by a network member. EG when a person transfers from one club to another.
They become available to different clubs/businesses by the use of a participant/customer record for each entity.
Status Of A Registration Record
Although a registration record is permanent, it can have two states
- Active
- The record is contained in working list of registrants in all contexts
- Inactive
- The record is still available to be viewed and managed, but it can only be accessed through selected reports and through the search page list or other searches
- In the search page list, they can be indentified by an asterisk beside the name
Please Note:
No changes are made to the records themselves when deactivated, except the Inactive flag prevents the record from being selectable from any working list in the system.
If a registration record is available to multiple databases, the status of each record may vary from one database to the next
Changing Active Status
The Active status of a record can be changed in two ways
Individually
- Access an individual record either through a search link, a report or by accessing the Individual Selection list
- Click on the Customer/Participant Information line in their personal record
- Make the required Active selection
- Click the Update button to save the changes
Multiple Selection Through Selected Reports
- This feature only applies to the Membership Summary format in Standard Reports
- These reports can be accessed by going to Global Reports > Standard Reports and making a Membership Summary selection in any Standard Report
- One of the filters must be an Active Selection other than All (default)
- if you select Inactive or Active the bulk processing tools will appear when the report is run
Change Status In Bulk
- The right hand column will contain the current "Active" field by way of check box (either ticked or unticked)
- You can tick or untick all by ticking/unticking the box beside the Active title at the very top of the report or
- You can untick/tick individually
- To get this processing done, click the Process Changed Active Settings at the bottom of the report
- As the button says, it will only process settings where they have changed from their original state
- Please remember, that this change will be made to the database that runs the report
- Because people can and do appear in multiple club and state or business databases, some may want someone active in their database (irrespective of Membership status) and others not.
- This effectively means that an administrator who needs to deactivate/activate individuals, they need to run the report and do it themselves to suit their own purposes
- Active status is not directly connected to Membership but if someone joins and they are marked as inactive, they will be marked as active automatically when the are assigned a Membership
Example Of Use
- An administrator may want to remove the active status of all former members who have not been a member since a selected membership year
- Go the Standard Reports page and select the following filters
- Format: Membership Summary
- Scope: Membership Only
- Participants: Active Only
- Date Filters: Custom Dates
- (The Former Members Only box could be ticked in some situatuions, but it is not needed for Custom Dates - see below, but it may be needed for other selections)
- Custom Dates: Membership Period
- Date From: Start date of membership; Date To: End date of the selected membership period (eg 1/7/2013 to 30/6/2014)
- When using Custom Dates, you should also tick the Ignore those with newer membership records box - important!
- Select the Membership Type as required and run the report
- When the report is on screen
- Tick the checkbox beside the Active heading, twice (once to set all as active, the other to set all as inactive)
- This will change all records to inactive
- Click the process changed active settings
- It will process all the records selected and give you have many were changed and the status of the processing
- This change does not affect any membership records in any way
- This change will not affect the ability to transfer or reactivate the record at a later time
