The menu

Customers & CRM

This is the main menu for managing and editing your customer's record.

You may change anything in between personal data, bank accounts and depositing ID-cards, enabling remote access and payment for our IoT-Devices.

Personal Information

Here you may change all information of a certain customer. You can also change the 'Customer sub category' here (= the color displayed next to the customer when searching or booking this specific player).

Important informations are typically Salutation, First Name, Last Name and Birthday, so you may narrow down your search via filters or, as another example, register a player locally for a tournament (if given the option to do so).

You may only change one entry, save and then change another. 

: Once you click on this button, you will be able to view changes done to this customer's record.

The Caddy Master Service is an optional setting for you to activate for a certain customer.

: Clicking on this button next to the Customer Sub Category will open the dialog window to add another sub category.

You may also click on the buttons 

 to remove or change an existing sub category directly.

Clicking into the picture frame will let you upload a picture, if you have the Data Storage (separately sold) enabled in your GolfSuite. You may also start the Camera to take a picture directly (if Data Storage is enabled).

Communication channels

• The button Accept Change/Create is only displayed when a change or entry has been made. It is only possible to delete an entry if, for example, it is no longer defined as a billing address.

The customer's E-Mail address or telephone number is only used if you define it as the standard communication channel. There are 2 options.

• Open

  

  : If there is a blue background, it Is currently in use.

• Open

  

  : If there is a grey background, it is currently not in use.

Clicking on the 

-button lets you add a specific address and a communication channel. Clicking on the 

 will open a dropdown-menu to change/view already existing data and to show the geo data.

Geo Data

Defining a country and a legit postal code will lead to the system automatically calculating the geo data. Please ask a support member if you want to recalculate geo data for your Golf Club's customers.

Postal Code

If you want to enter an address for a location of which you do not know the postal code (e.g. abroad), you can bypass this with 'Unknown'.

Marketplace Handling - How to create a User and change the E-Mail address

There are a few measurements you can take. You may create, edit and update information of your customer's marketplace account. 

Once an E-Mail address is defined, you are given the option to create a Marketplace-User by pressing the

-button . Once you created an user, your options will change and it will look like this:

This shows you successfully created an account on the Nexxchange.com Marketplace. Please do not forget to send a 

-button so your customer gets notified and can set a password.

In case your customer wants to change the E-Mail address, you can add a new address and set it as a standard. Click on the

-button to set is as the primary E-Mail address.  

Afterwards, you can change the customer's E-Mail address on the Marketplace by clicking the 

-button.

Marketplace Account

The account on the Marketplace and the main E-Mail address must be identical to ensure correct functionality. You can keep the old E-Mail address, but be sure to mark it as not-Standard.

Membership

Under Customers > Customers & CRM > Membership, you can create and edit an ongoing (or past) membership, terminate and reactivate it. 

You also have the option to link a membership to a Golf Club not directly linked with your association.

You can create a membership by pressing the

-button. A player can only have one membership in your Golf Club (1 / Business Unit).

You may define:

• Golf Club

• Customer (you may select a different customer here)

• Memo (a notice)

• Membership no. (if blank, the number is automatically generated by our deposited number generator)

• Start Date (the official start of this membership)

• End Date (optional)

• Type (the type of membership is defined here)

• Subcategory (the displayed sub-category)

• Position (optional input, written on the membership card you order)

• Create billing template (if a billing template is supposed to be created)

• Mark current year as paid (if the current year has already been payed)

• Create POS Ticket (a ticket will open in the POS)

• Payment Method (the category your generated invoices will be shown as, standard is "Invoice")

• POS Group (if you choose to create a POS Ticket, you should set the appropriate POS for the Seller of the memberships)

Membership Number

The Membership no. can be freely defined by you, or automatically generated by our number generator. We recommend leaving this field blank, so our number generator automatically generates one number after another for your members.

After creating a membership, you have several options available to edit the membership. This includes the following options.

 Editing Membership no.: You may define a new membership number. The number must always be unique.

 Type: Change the type, adapt the billing template, mark the current year as paid and define a Subcategory.

Handling memberships

To properly manage your memberships, be sure to terminate old memberships to define an End Date. Changing it will not set the old membership as ended nor define a new Start Date. Be sure to terminate old memberships and start new ones in this case.

Use this option to change the type to correct a mistake when setting up a membership (e.g. you picked the wrong membership type).

 Start Date: Can be defined here.

 Position: You may define a Postion here. This will be printed on the member card.

: Federation Upload off/on (if on, this member will be uploaded under National golf association > Sync with the golf association, if selected/filtered)

: Federation Download off/on (if on, this member will be downloaded under any sub-menu of National golf association)

: Shows you the history of this membership (what has been changed, by whom and when).

Federation Up- and Download

Click on the red

 symbol to activate the up- or download, click on the green 

symbol to deactivate the up- and download of this member.

Terminating and reactivating a membership 

You may terminate a membership by pressing on the 

-button. This will open a new dialog window:

You have the option to define a specific End date (default is the end of the period), a new Subcategory and to adapt the billing template. Press the  

-button to terminate the membership.

Perhaps a member wants a new type of membership or wants to be part of your Golf Club again. Then, you may choose to reactivate the membership by pressing the

-button.

This will open the following dialog window:

Once your desired parameters are set, you may reactivate the membership by pressing on the 

-button.

Dynamic membership

If you want to know about the Dynamic membership, you can read detailed information about it on the following page: How to Add a Dynamic Membership Group Type.

Golf Data

Here you can manage the association of your golf players, including:

• Manually assign, change and delete the association of a golf player.

• Downloading the latest data of your player from your association.

• Upload your member's data to the association.

• Enter an EDS (this will link you to your association's login).

You may add a Memo, which you can define to be exported using our Export configuration.

Regarding Handicap

As soon as you correctly link your player's data to your association, you will not be able to change the player's Handicap manually. You have to download the recent data using 

. This is especially important for Guests regularly playing tournaments in your Golf Club.

Memo

Here you can create/edit/delete any kind of note about your customer. Examples could be notes about the membership, changes which have happened recently, tracking of pro lessons, etc.

To add a Memo, please click the 

-button.

If you enable the Memo to be shown in greenfee overview, you will be able to view the Memo while booking a tee time:

If you enable the Memo to be shown in the tournament overview, you will be able to view the Memo in the overview of your tournament:

Exporting Memos

You can export Memos via the Export Configuration as a recent addition to our software.

Rented Articles

A rental article (subscription) is the regular purchase of a service (in this case, an article - for example, a crate or a spin) against payment.

You can add a rental article to a customer by pressing 

 . Please note that in order to do this, you need to already have created the rental and its rental objects. You can read more about Rentals in Rental Subscriptions.

You have to define the Rental (for example Locker) and the Rental Object itself (001/002/etc). The Start Date is today and not changeable, but the End Date can be defined (for example, terminate the renting by the end of this year).

You may also update the Billing Template with the Billing Item, you may check or uncheck to mark this year as paid, define a Billing Template Category or Create a Ticket for the POS.

Bookings

All Bookings for this player are recorded here. The number next to the Booking Tab is a counter for how many Bookings have been done by this player, under his name.

Clicking on the tab opens a new sub-menu. You also have the option to filter Bookings with our adaptive filter-system.

Here, you may click on a booking to see a detailed view below it (Order item) with several parameters (Product, Quantity, Amount, VAT, Cancellation Date, etc).

There are various things that can be done with an unpaid booking. A compact table to serve as an overview of the multiple options you have for any booking which is not paid.

Paid Bookings

If a booking is paid, you will only see the buttons Show and Edit.

Mark as Settled

This function will settle any outstanding amount of a booking. Under normal circumstances, this should not be done. This could be used for very specific customers or if a Booking is invalid but you still want a golf player to play without having to do an additional booking.

Screenshots of how the User Interface looks when you click on one of these buttons, are shown below:

Available options you may view/change:

• Order number - the Order number can not be changed and is assigned automatically by the system, whenever a new Booking is created

• Customer - the Customer this Booking will show up in Customers & CRM → Bookings
  This means you can assign any Booking to another Customer if you choose to do so

• Order Memo - an optional Memo you can define for your co-workers

• External Order Number - if defined, it will be shown next to Booking
  This could be used for specific orders placed by 3rd party tools not directly booking in Nexxchange, but with a unique reference

• Booking Segment - if a Booking Segment is defined, you can assign this Booking to it
  Booking Segments can be filtered under Bookings

• Deposit - if you require a Deposit for this Booking, you can enter the amount here

• Deadline - the Deadline until which the Deposit is supposed to be payed

• Deposit Received - the date which the Deposit has been received

Deposits

Please note the functions around Deposit are currently not linked with the POS correctly but may be utilized to manually manage Deposits (if required).

    &

Please be aware - POS-Deposit tickets will not settle the Booking. Use this function only for specific purposes, but not to settle a Booking.

Use the Create POS Ticket function in order to do so.

Invoices

All invoices generated for your customer are listed here. These range from annual membership fees and greenfees to individual invoices with set price rules, SEPA-transactions or even Pro Shop articles paid.

• If you press on the 

  Open

  

  - or

  Open

  

  -Button, you will have the option to send emails with the filtered invoices. You may insert Templates, Placeholders, define a Subject, set a CC, add attachments and format your Email.

• If you press on the 

  Open

  

  -button, a drop-down menu will open. There, you will have the option to choose from your templates defined to be sent by letters (like payment reminder or a seller dunning). You may then print the new invoice with the letter-layout.

• If you press on the 

  Open

  

  -Button, you will pair the selected invoices with a defined template. You do not have to generate each invoice separately. Use our filters to generate selected invoices with one simple click on 

  Open

  

  .

• If you press on the 

  Open

  

  -button, you may add or remove tags from your selected invoices.

Invoices - Actions

You may choose to perform several actions unter the tab Invoices. Here is a small (grid-)overview about the tools at your disposal.

Here you can remove the payment date, change/write a Remark and adjust the due date.

.

 / 

As shown in the screenshot below, you have the option to:

• Select the desired template

• Add text modules

• Preview the invoice

• Generate/print invoice

Print invoice

No changes are made to the invoice or the content itself. Here you can make changes or adjustments to the template.

E.g.: You generate an invoice for a friend of the club management and want to add a more personal text at the beginning of the invoice. A text module is required here.
This text module is a placeholder for the area where an additional text can be integrated. Text modules can be created under 'Template' and can be found under the placeholders:
(Path: Club management / Templates / Templates)

 / 

Pressing on the 

-button next to a customer will send an E-Mail, including the corresponding invoice as an attachment, to your customer.

If you press on the 

-button, you will have the option to send multiple E-Mails, adding the invoice as an attachment.

You may insert Templates, Placeholders, define a Subject, set a CC, add attachments and format your E-Mail.

Adding a CC Recipient

You may only send a CC to one additional recipient.

Sending an Invoice via E-Mail

The customer needs an active E-Mail defined before you can send anything via E-Mails, including invoices, explained here in detail: Customers & CRM Communication Channels.

Before you can send invoice as an E-Mail, you have to make sure the 

-button is blue. This means that an invoice has a layout assigned to it, so it may be send.

This needs to be the case for all invoices you want to send via E-Mail.

This is not the case if you want to print a Letter, using the

-button, since it overrides the layout of the invoice - Thus, it does not require one prior to its generation.

This can be used to void an invoice or mark it as unobtainable. Always add a Remark as a reason for your accounting co-workers so they know why this has been done.

Send a ticket towards the point of sale (POS), opening a new ticket connected to this invoice.

Void and Not Collectible

If marked as void, the invoice will be voided. Not Collectible is an option you may choose if an invoice is laid out, but for whatever reason, the customer can not pay (illness/emigration/etc.)

Send a ticket towards the point of sale (POS), opening a new ticket connected to this invoice.

Invoices Back-Office

A Back-Office settled invoice can be voided at any time, but will be hard to track if done so. Please doubly check when adding payments or creating invoices, as to avoid confusion and keep the Financial Report accurate.

Data Export

Pressing the -button will open a new dialog window called "Data Export". These can be modified to suit your needs. This tab is found under Club management > Export configuration.