| Table of Contents |
|---|
Overview
We will list a few important tools included in our software so you master the part revolving around your Customers and their records. Most of those are already mentioned in Overall Information.
...
Everything else will be explained in detail in the corresponding sub-pages .
...
of the Golf Suite EN - Wiki.
Customers & CRM
--------------------------------------------------------------------------------------------------------------
1.1 How to Add a Member
1.2 How to Add a Corporate Customer or Agent
1.3 How to Add a Dynamic Membership Group Type (WiP)
--------------------------------------------------------------------------------------------------------------Members
--------------------------------------------------------------------------------------------------------------Share certificates
--------------------------------------------------------------------------------------------------------------
3.1 Open (Overview)
3.2 Stock certificate options
--------------------------------------------------------------------------------------------------------------Merge customers
--------------------------------------------------------------------------------------------------------------Automated Emails
--------------------------------------------------------------------------------------------------------------Communication log
--------------------------------------------------------------------------------------------------------------Customer Statistics
--------------------------------------------------------------------------------------------------------------Customers - Settings
--------------------------------------------------------------------------------------------------------------
8.1 Salutation
8.2 Member types
8.3 Groups
8.4 Customer Tags
--------------------------------------------------------------------------------------------------------------
Adding a new Customer
While navigating or searching for Customers, you can always perform restore or create new Customers.
Those options are located in the upper right corner:
You always have the option of adding a new Customer by clicking on this button.
Select the type of Customer you want to create:
If you click on “Non Member”, this opens the federation search by default. The GUI changes depending on your GolfSuites’s version.
AT GolfSuite
Type in Last Name, then First Name (the comma signalizes the end of the First Name, if used).
DE GolfSuite
You need the Last name, First Name and the Homeclub of the player you are searching for.
NL GolfSuite
You need the GSN number of a Customer to find the correct Customer record.
Adding a new Customer record without the federation search:
Click on this small symbol if you want to add a new Customer record without using the federation search.
Fill out the form and save the new entity. You can always change the Customer record afterwards.
| Info |
|---|
Additional information has to be added in Customers & CRM directly. |
← Press on this button or outside of the dialog window to cancel the search.
Restoring a deleted Customer record
While navigating or searching for Customers, you can always perform restore or create new Customers.
Those options are located in the upper right corner:
Pressing on this button enables you to restore a deleted Customer record.
Simply search for the deleted Customer as if you would use the Quick Search:
→ Click on this button to restore this Customer record.
| Note |
|---|
If you merge 2 Customers, the data of the old record is being transferred to the new record, essentially cleaning up the duplicate. Restoring the old record to its original state is not possible after merging. |
Quick Search
If you want to search for individual players (including the membership card) , you can use the quick search Quick Search.
As soon as your input beginsstarts, the system begins to suggest possible search results. These special symbols are also displayed:
...
Legend:
This customer The Customer-category is also displayed (as a colored dot), if defined:
Once you select a Customer, the overview changes:
Legend (Quick Search):
When searching, you will see 3 different symbols (to the right) to visually aid you while searching.
These are:
This Customer is an association (federation) member.
This Customer is a member of the association with a foreign ID number .
...
This customer is an association (federation) member.
...
This customer (= HCPI managed by another federation or a Pro).
This Customer is a member of your golf club.
As soon as you have made a selection, the name will be displayed in bold and you will see the data of the selected Customer in the lower area and can navigate between the sub-tabs.
...
Once you select a Customer, the graphical interface will change, allowing you to perform the following actions.
Switches from Quick Search to Table Search
Empty the field, where the name is displayed, completely
Print the master sheet of the selected customer.
...
Customer
Send an E-Mail to this Customer
Delete the selected customers.Customer
As soon as you have made a selection, the name will be displayed in bold and you will see the data of the selected customer Customer in the lower area.
Table Search (Grid)
As an alternative to the quick searchQuick Search, you can use the table search to display more than 1 player.
By default, the quick search Quick Search is always displayed. However, if you want to switch to table search, just press once around the area of "Quick searchSearch", causing the table search/grid search to appear:
Using Filters is a great way to narrow down a specific group of players, so you may send them an E-Mail.
...
For more information on filtering groups, see General Information -> Tables(Grid).
Legend (Table Search):
Switches from Table Search to Quick Search.
Pressing on this button shows you the list of saved filters
Prints you the HCP list of the players you have currently filtered in the table.
Opens a window to create an E-mail that would be sent to the currently filtered customers Customers in the table.
Opens a window to create an SMS that would be sent to the currently filtered customers in the tableCustomers of the Table Search. This button is greyed out if SMS this option is not activated in your GolfSuite.
| Info |
|---|
If you want to activate the SMS-Feature, do not hesitate to contact the Nexxchange Support-Team. |
Opens a dropdown-menu to choose between specific actions to be applied to your filtered Customers, all at once. More information on this in the next section.
Suggests you the saved letters for the filtered customers Customers to print them.
Table Search - Bulk Actions
A Bulk Action performs a specific operation for all filtered Customers.
A table follows, explaining the Bulk Actions you can take (= editing multiple entries).
Article Assignment | You can assign additional articles to your selected | customersCustomers' billing templates. | |
|---|---|---|---|
Sub Category Assignment | Add a sub category to your selected | customersCustomers. For instance, add the category Guest to a past member. | |
Customer Tag Assignment | Add a Tag to your selected | customers Customers (for instance, add a Tag to filter every | customer Customer with a periodic billing template in 2022). |
Remove Customer Tag | Remove a Tag from your selected | customersCustomers. | |
Assign Access to a Security Object | Grant your selection access to one of your IoT Security Objects. For instance, grant all your employees access to the storage shed. | ||
Remove Access to a Security Object | Remove having the | right authorization to access | an a specific IoT Security Object | .
...
Pressing on this button shows you the list of filters that you have saved.
...
. |
...
...
...
Switches from table view to quick view (quick search).
As an alternative to the symbol shown you can always click on the respective name to change the view.
Name search
Local search function: This is also where the input is checked in order to avoid duplicates.
Search function for double names
We will take Max von Mustermann as an example.
Notation in the system:
...
How to search customers in Nexxchange
At the very least, you have to type in 2 letters for the first First Name or last nameSurname, followed by an optional comma, to be able to search for a player.
We will take Max von Mustermann as an example.
Notation in the system:
First name: Max
Last name: von Mustermann
The first part until the comma is defined as the last name, the 2nd part is the first name.
| Note |
|---|
This is important if you search using the |
association’s search function. |
The search function with the comma is mainly intended for the association search, especially Customers with a Noble title.
In the GolfSuite there is the field ' Name suffix - ' for double names, here 'von' is entered for this example.
Wrong search:
von Mustermann
With "only" this specification, the following logic is applied:
Von → stands for the surnameSurname.
Mustermann → stands for the first nameFirst Name
Right (possible) search:
von Mustermann, Max
von Mu, Max (the name does not have to be entered completely - if the search is reduced to 1 player, it will be filled in/selected automatically).
...
Every Customer who would fit the criteria will be available to select)
New Customers - Database of Members
Austria - ÖGV
This section explains how to perform a synchronization of your member data from the federation, to update your available data in the GolfSuite.
Path: National Golf Association → Sync with the Golf Association
As a new customer Customer at Nexxchange, it is usually the case that the transferred customer Customer data is not yet complete (the HCP is usually missing or outdated, since the new WHS-System changed how the HCPI is being managed for Members)
All information of your membersMembers, which is fetched from your old provider, is locally stored data.
That means for you if : If the current information was not fetched in advance before the export, so there might be differences between the data of your members Members stored at your federation and the available data imported by the Nexxchange-Team.
...
Option 2: You can either send certain member types step by step or all members Members to the association.
How to upload the members Members individually to the association you can see below: Customer administration - comparison/upload of customersCustomers
If you would like to add something, you can enter the desired entry below the column caption (e.g. member type).
| Note |
|---|
Before |
you upload the |
data… |
Please do not forget to clean up the filter 'Members “Members with validation errors' errors” in order to avoid unnecessary 'error messages'. This will check that errors.
In performing so, you can make sure you have filled in all the data required by the association.
You can upload the data under National under National Golf Association → Association → Sync with the Golf Association → , after selecting the filter all members with the button .
...
...
“all Members” with this button:
Germany - DGV
Path: DGV → Members download
This will download every member from the federation.
Italy - Federazione Italiana Golf (FIG)
Path: Administration FIG → Members Download
This will download any (new) member(s) from the Italian Golf Federation Federazione Italiana Golf.
Create a Membership with a guest customer record
Path: Customers → Customers & CRM → → Non-Member
If you would like to make a day guest a member, you can convert him to a full member by going to Golf Data → Membership → .
...
All details are shown in the following screenshot:
...
Name | Description | Note |
|---|---|---|
Membership number | Enter the membership Membership number here | |
Start date | Specify when the membership Membership was started | This is automatically filled with the current date when you create it |
End date | Indicate when your member wishes to terminate his or her membershipMembership | |
Member type | Here you enter the desired type | This will be invoiced accordingly |
Subcategory | How the customer Customer is displayed in colour in the Tee Time System | |
Card printing | Here you specify what should be noted on the national association card of the customerCustomer | 2 Prerequisites: 1. customer Customer must have a card print and be uploaded. 2. order tickets at your association |
Payment Method | The payment method will be used for this customer Customer - most typically per invoice. |
Edit Membership
Path: Customers → Customers & CRM → Select customers Customers → Golf → Membership
If you want to change existing member types, you must change them using the specified path.
During the change, the default setting is that the invoice template of the newly specified type is automatically displayed.
End
...
Membership
.
The editing of existing members Members has been simplified.
→ You can specify the date of resignation with with this button.
...
If you leave the date field (end-date) empty, the membership Membership will be terminated with immediate effect with , using today's dateDate.
In addition, you can end the accounting by leaving the checkbox selected (Adjust accounting template - Explanation in the screenshot).
The possibility to change the membership number has been highlighted.
Change
...
Membership number / Start Date
Untick the “Upload to association” box in case you simply want to fix a local, wrong membership Membership number.
When editing the entry date, you can (with the correct authorizations) change the entry and leaving dateStart Date.
| Note |
|---|
Before you proceed, please be aware once a member is being recognized as a member of your Golf Club via syncing your membersMembers, they will be officially a member for the remaining year. Simply changing the Start or End Date after a member has been recognized by your federation as a member will still lead to the federation expecting you to pay the federation fee. Be sure to terminate membershipsMemberships, according to your federation, correctly and on time. Please contact your federation for more information on rules and regulations regarding this matter. |
Deletion of
...
Customer data
You can start the final deletion process by selecting Quick Search in the respective view:
...
If you get this message during the process ,of deletion a Customer…
...
you must perform these steps first so that the operation can be performed:Remove Settlement Templateremove the Billing Template first:
| Warning |
|---|
We always advice against deleting customer Customer records. This can lead to issues when syncing all members Members with your federation, cause confusion amongst your employees missing a customer Customer record in your GolfSuite and various other instances. Please only do this as a last resort. It is much better to merge customers Customers → Merge customers |
Golf Data - HCP management of Members
As a general rule, the HCP can only be actively edited by users via the GolfSuite for:
...
Different regulations apply to different national golf federations. If you have questions about your customer’s Customer’s record stored, required or something is missing, please contact your federation or the Support-Team of Nexxchange if you are unsure about how to proceed.
For instance, it is prescribed by the The Austrian golf federation Federation (ÖGV) prescribes that HCP HCPI-changes and management is to be handled by the federation .Meaning: entirely, but you can still upload the initial Customer record with the correct HCPI.
For the German Golf Federation (DGV), it works almost identically with a few different regulations (regarding Golf Club Memberships and other Memberships).
For the Italian Golf Federation (FIG), Members need to be created directly using the FIG’s Service Portal and then navigating and confirming the download (Administration FIG → Members Download).
When issuing a Sync, data is sent by the federation - Your GolfSuite receives this data and saves it.
...
Especially when uploading new members Members to the association, it may take some time until a new customer Customer record is created. This data has to be sent by our GolfSuite and then needs to be verified by the federation’s system.
...