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 the corresponding sub-pages.
Quick search
If you want to search for individual players (including the membership card) you can use the quick search.
As soon as your input begins, the system begins to suggest possible results. These special symbols are also displayed:
Legend:
This customer is a member of the association with a foreign ID number.
This customer is an association (federation) member.
This customer is a member of your golf club.
Print the master sheet of the selected customer.
Delete selected customers.
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.
Table Search (Grid)
As an alternative to the quick search, you can use the table search to display more than 1 player.
By default, the quick search is always displayed. However, if you want to switch to table search, just press once around the area of "Quick search", 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.
You may use a comma to explicitly define the end of the first or last name, you can choose the order freely, but it is not necessary.
For more information on filtering groups, see General Information -> Tables(Grid).
Legend:
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 in the table.
Opens a window to create an SMS that would be sent to the currently filtered customers in the table. This button is greyed out if SMS is not activated in your GolfSuite.
Suggests you the saved letters for the filtered customers to print them.
A table follows, explaining the Bulk Actions you can take (= editing multiple entries).
Article Assignment | You can assign additional articles to your selected customers' billing templates. |
|---|---|
Sub Category Assignment | Add a sub category to your selected customers. For instance, add the category Guest to a past member. |
Customer Tag Assignment | Add a Tag to your selected customers (for instance, add a Tag to filter every customer with a periodic billing template in 2022). |
Remove Customer Tag | Remove a Tag from your selected customers. |
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 to access an IoT Security Object. |
Pressing on this button shows you the list of filters that you have saved.
Opens the filter function enabling you to narrow down your search.
Here you have the possibility to restore deleted customers again.
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:
First name: Max
Last name: von Mustermann
At the very least, you have to type in 2 letters for the first or last name, followed by an optional comma, to be able to search for a player.
The first part until the comma is defined as the last name, the 2nd part is the first name. This is important if you search using the association.
The search function with the comma is intended for the association search. 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 surname
Mustermann → stands for the first 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).
New customers - database of members
Path: National Golf Association → Sync with the Golf Association
As a new customer at Nexxchange, it is usually the case that the transferred customer data is not yet complete (the HCP is usually missing, since the new WHS)
All information of your members, which is fetched from your old provider, is locally stored data.
That means for you if the current information was not fetched in advance before the export, so there might be differences between the data of your members stored at your federation and the available data imported by the Nexxchange-Team.
Option 1: You fetch the data from the association, because the status is more current than the export. For this you have to work out the list (if necessary the list "Members with validation errors").
Option 2: You can either send certain member types step by step or all members to the association.
How to upload the members individually to the association you can see below: Customer administration - comparison/upload of customers
If you would like to add something, you can enter the desired entry below the column caption (e.g. member type).
Before uploading the data
Please do not forget to clean up the filter 'Members with validation errors' in order to avoid unnecessary 'error messages'. This will check that you have filled in all the data required by the association.
You can upload the data under National Golf Association → Sync with the Golf Association → after selecting the filter all members with the button .
Make a day guest a member
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 number here | |
Start date | Specify when the 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 membership | |
Member type | Here you enter the desired type | This will be invoiced accordingly |
Subcategory | How the 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 customer | 2 Prerequisites: 1. 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 - most typically per invoice. |
Edit Membership
Path: Customers → Customers & CRM → Select 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 has been simplified. You can specify the date of resignation with .
If you leave the date field (end-date) empty, the membership will be terminated with immediate effect with today's date.
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 number.
When editing the entry date, you can (with the correct authorizations) change the entry and leaving date.
Before you proceed, please be aware once a member is being recognized as a member of your Golf Club via syncing your members, 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 memberships, 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:
Table search:
On the indicated symbols (image above).
If you get this message during the process,
you must perform these steps first so that the operation can be performed:
Remove Settlement Template:
We always advice against deleting customer records. This can lead to issues when syncing all members with your federation, cause confusion amongst your employees missing a customer record in your GolfSuite and various other instances.
Please only do this as a last resort. It is much better to merge customers → Merge customers
Golf Data - HCP management
As a general rule, the HCP can only be actively edited by users via the GolfSuite for:
Foreign players/Guests
If no Association-ID is stored
The match is deactivated
Different regulations apply to different national golf federations. If you have questions about your 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 Austrian golf federation (ÖGV) that HCP changes and management is to be handled by the federation.
Meaning: When issuing a Sync, data is sent by the federation - Your GolfSuite receives this data and saves it.
Especially when uploading new members to the association, it may take some time until a new customer record is created. This data has to be sent by our GolfSuite and then needs to be verified by the federation’s system.
Please contact your national federation for information and general conditions about their services.