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.

1. Customers & CRM
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   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)
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2. Members
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3. Share certificates
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   3.1 Open (Overview)
   3.2 Stock certificate options
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4. Merge customers
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5. Automated Emails
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6. Communication log
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7. Customer Statistics
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8. Customers - Settings
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   8.1 Salutation
   8.2 Member types
   8.3 Groups
   8.4 Customer Tags
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Restoring a deleted Customer record / Adding a new Customer

While navigating or searching for Customers, you can always perform these 2 actions, 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.

You always have the option of adding a new Customer by clicking on this button.

Select the type of Customer you want to create:

Fill out the form and save the new entity. You can always change the Customer record afterwards.

Quick Search

If you want to search for individual players, you can use the Quick Search.

As soon as your input starts, the system begins to suggest possible search results. 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 (= 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

Send an E-Mail to this Customer

Delete the selected 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 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 (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 in the table.

Opens a window to create an SMS that would be sent to the currently filtered Customers of the Table Search. This button is greyed out if this option is not activated in your GolfSuite.

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 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).

Name search

Local search function: This is also where the input is checked in order to avoid duplicates.

How to search customers in Nexxchange

At the very least, you have to type in 2 letters for the First Name or Surname, 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.

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 - '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 (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 at Nexxchange, it is usually the case that the transferred 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 Members, which is fetched from your old provider, is locally stored data.

That means: If the current information was not fetched in advance before the export, 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).

Please do not forget to clean up the filter “Members with validation errors” in order to avoid 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 Golf Association → Sync with the Golf Association, after selecting the filter “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:

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 this button.

If you leave the date field (end-date) empty, the Membership will be terminated with immediate effect, using today's Date.

In addition, you can end the accounting by leaving the checkbox selected (Adjust accounting template - Explanation in the screenshot).

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 Start Date.

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 of deletion a Customer…

you must remove the Billing Template first:

Golf Data - HCP management of Members

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.

The Austrian golf Federation (ÖGV) prescribes that HCPI-changes and management is to be handled by the federation 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 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.