Voucher¶

MemberOrganizer supports the use of vouchers (punch cards). You can create different types of vouchers — for example 10 clips, 20 clips, etc. — and you can also specify how long the voucher is valid (optional) before it automatically expires.

When a member uses a clip, the system automatically deducts one clip from the voucher. Vouchers can be sold via the Member Portal, where members can for example pay by card (if card payment is enabled for the association). In this way much of the administration related to vouchers can be automated.

Create voucher¶

A voucher is created by creating an activity, and then choosing “Voucher” as the type. You then get the option to specify the number of clips (or number of hours) as well as the number of days it is valid.

Therefore choose:

Activities
Create new activity
In “Type” choose “Voucher”.
Enter a name and choose a department and create the activity.
Enter “Number of clips” (or number of hours).
Optionally enter the number of days the voucher is valid.

If you specify the number of days the voucher is valid, the system automatically calculates the expiry date from the time of purchase/assignment.

Assign voucher to member¶

Vouchers can be assigned to a member in two ways:

Manually via the administration part of the system
Automatically via the Member Portal where the member makes a purchase

If you assign a voucher to a member manually via the administration part of the system, do it as follows:

Search for the member.
Open the member’s master data.
Choose the “Activities” tab.
Find the voucher and assign it to the member.

The member now has a voucher with for example 10 clips and optionally also an expiry date.

If members should be able to buy vouchers via the Member Portal, the activity (i.e. the voucher) must be opened for online enrollment, and card payment must typically be set up for the activity. The voucher then becomes visible in the Member Portal, and members — including new members — can buy the voucher.

Activities that grant access¶

The system must know which activities grant access to sign up for teams or to get access through the door, if the door system is in use. Here it is important that you select the memberships that automatically grant access to the door and/or team training as well as the vouchers that may also grant access to the door and/or team training.

The activities are chosen under “Configuration -> Access control -> Activities that grant access”.

With this setup you ensure that the system knows a clip should be deducted on online enrollment and/or entry through the door, and you also ensure that when a member has used all clips on the voucher, the member must either buy a new voucher or a membership that grants access before the member can again sign up for team training and/or enter through the door.

Use clip¶

Members can use their voucher in a number of different ways:

Via enrollment in team training: If a member has enrolled in a team training session, the system will — when the session has taken place — automatically deduct one clip from the voucher. You can also have the system automatically cancel the member’s enrollment when all clips on the voucher have been used.
Via access control / door system: This requires that a door system from MemberOrganizer has been set up. When that is in place, the system will automatically deduct one clip from the voucher as soon as the member uses their access card/access code to open the door.
Via instructor deducting clip: When the session starts the instructor deducts one clip for the members who are marked as enrolled via voucher. The instructor can do this via a tablet/mobile phone. Online attendance with clip deduction only works via the web and cannot be done from the app. You can give the instructor access to all team training sessions via “Configuration -> Attendance lists -> Setup” in the field “Instructors who can do online tick-off on all team training sessions”.
Via check-in screen: This requires that a screen has been set up in the building where members can register attendance. When that is in place (you only need a screen that can connect to the internet), the member can enter their member number on the check-in screen, and the system will then deduct one clip from the member’s voucher.
Via booking module: When a member with a voucher makes a booking, the system automatically deducts one clip from the voucher. When using this, remember to limit the resource calendar so it can only be booked by certain memberships as well as the voucher activities that may have been created. This is to ensure that a member with a voucher cannot book when the last clip has been used. Also note that if a member with a voucher deletes their booking, the member must contact the association themselves, after which the association can manually adjust the voucher with one clip.

Adjust number of clips¶

If for one reason or another you wish to adjust the number of clips on a member’s voucher, do it as follows:

Search for the member.
Open the member’s master data.
Choose the “Actions” tab at the top right.
Click “Adjust punch card”.

Clips remaining¶

If you want to give the member access to see how many clips remain, you can do so by making the member field “Number of clips remaining” visible in the administration part of the system, and subsequently also making this field visible under the member’s master data in the Member Portal, so that the member can see this on an ongoing basis.

Do it as follows:

Choose “Configuration -> Members -> Member field configuration”.
Make sure the field “Number of clips remaining” is visible.
Choose “Configuration -> Member Portal -> Choose modules”.
Make sure “See and optionally edit master data” is ticked.
Choose “Configuration -> Member Portal -> Member login”.
Make sure the field “Number of clips remaining” is ticked.

The next time the member logs in to the Member Portal and chooses “Profile -> Master data”, the member will be able to see how many clips remain.