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Introduction
History
Instant Leisure was written from the ground up by programmers having a realistic understanding of the end users practical needs. This simple to use but powerful Windows based software can be set up quickly and operated by inexperienced end users with the minimum of training. Fidelity has developed this software in close collaboration with Local Authorities and from feedback received from its reseller network. A whole suite of software is based on this knowledge including Instant Cashless and Instant Loyalty/Marketing.
Design Philosophy
The use of simple to understand, very graphical menu's, together with a powerful help system was one of the main design briefs. The appearance and structure of the software leads the user naturally through the various menu options without having to resort to complex manuals.
Typical use
Instant Leisure is a combined admissions, membership & marketing system with many applications.
The admissions part of the software can be used by leisure and sports centres to monitor member usage of the centre and also as a form of security to identify individual users.
The software is also eminently suitable for use in nightclubs and social clubs for proof of age.
Unlimited membership schemes can be set up within the system with multiple cards being able to be linked to a scheme. Each card can have an individual expiry date. A member can therefore have more than one card active which can be linked to different schemes. The members database is user definable enabling the system to be able to be configured easily for different applications. On screen prompts warn the operator of any problems when the membership card is swiped through the reader. Examples of these prompts would be to warn the operator of a missed direct debit payment or that the customer has a message from administration.
The system enables customers to be contacted by letter, email and text message for marketing applications.
Admissions
Overview
The admissions screen has been kept deliberately simple and does not require the use of the mouse in normal circumstances. In this way the speed of operation is not compromised and the members can be admitted easily and quickly.
The function keys F1, F2, F3 and F10 are used at reception instead of the mouse.
Customers can be searched for in other ways at reception instead of swiping a card. This is useful if a card has been lost or damaged.
Because the customers picture is stored on the PC, the customer can be identified by searching for a surname, member code or telephone number etc.
Screen shot of admissions screen showing different methods of selecting a customer.
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The search screen can be defaulted to any of the pre-set search criteria but would normally be left expecting a card.
Note that once again the use of Ctrl + the function keys F1 -F5 means that the mouse does not have to used.
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The customers picture is taken or updated quickly and easily at reception. This is useful if a customer's appearance has changed.
How it Works
When the member presents his/her card to the receptionist, the card is swiped through a suitable reader and the members' Photo I.D. is displayed. At this point the member can be admitted or declined entry to the establishment. Entry may be declined for non-payment of membership fees or for the members' identity not matching the Photo I.D. on file etc…
Membership types may be easily set-up for example: -
- Full Member
- Family Member
- Day Member
- Limited Admissions Member
- Junior Member
The management of the system is performed mainly via the use of Fidelity's Instant Loyalty Software and as such provides Loyalty and CRM (Customer Relationship Management) functions as well. Please refer to the Instant Loyalty overview for details of the Loyalty/CRM functions
Main Screen - with Photo I.D.
After swiping the members card through a suitable card reader, their Photo I.D. is displayed as shown in the above example. Together with details on the member, e.g. Name, Address etc…
The receptionist can then admit or decline entry to the establishment.
A useful journal shows the receptionist details of the members' previous admissions etc…
Should a member be declined for any reason, a reason must be entered as shown.
This member has been declined entry for non-payment of their direct debit!
Should the members' card be disabled, the receptionist sees a prompt on the screen and depending on how the system has been configured can admit or decline entry at that point.
This members' card has been temporarily disabled from the back office for non - payment of their direct debit!
The receptionist however can admit this member at their discretion.
This members' card has been permanently disabled.
During the admission process and depending how the system has been configured, it is possible to select the activity for which the member is being admitted?
The activities available in this example are: -
This will then provide management reports on what activities are being used most and by whom.
The membership "plug-in" shows the receptionist when a membership has been renewed.
And also warns if a membership has expired.
Typical membership renewal screen.
Useful Functions
The system can be configured to award Loyalty Points on admission as shown above.
It is possible to admit members' via methods other than swiping a card.
Members' medical details can also be recorded, particularly important in Gymnasiums etc…
This information can be password protected, thus the information would only be seen by those with the correct authority.
The software has full Operator/Receptionist password control.
Back Office
Overview
Instant Leisure uses a central database to store information on the members. A powerful "Filter" system is used to drill down into the customer's data to enable customers matching a certain criteria to be targeted for reporting and marketing purposes.
A high level of security is built into the system with operators being able to be locked out of not just full screens but individual fields in the database. The powerful feature can be used to enable sensitive information such as bank account numbers or medical details to be kept away from staff not having the authority to view the data.
For Information about Instant Leisure's back office functions see Instant Loyalty Overview.
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