Introduction
This guide will cover the following task during a lockdown:
- If the end date of the lockdown changes date due to Government regulations.
- How to download a report which will display all club members on freeze, and how to upload.
Before you start
- Freeze extensions / end date changes will not trigger any automation centre rule when the dates change, however if you are using the rule "User freeze is ending", This may trigger the automation centre to send notifications. If you need to send notifications, use the newsletter module PGM->Marketing->Newsletters and create a static list using the user numbers on the excel download.
- A freeze will cover the whole day only, no partial days allowed.
- A freeze will cancel all class, facility and personal training bookings within the freeze period. (Both new freezes and modifications of freezes)
- This will not cover club members who's contracts only consist of additional contracts/payment plans or courses. These freezes will need to be re-created for the new lockdown period.
- If the reports are not visible under your profile, you may not have the system permission to view this report, please refer to the frequently asked question area at the bottom of this guide.
Instruction
Go to PGM->Reports->All to download the lockdown extension report.
In the search bar, search for the keyword "Lockdown". The report is also located in the Members tab. The report to extend freezes is called "Lockdown freeze extension".
The report has three filters.
Club - If operating more then one club, you may wish to select which club/s are affected and need to be extended.
From - Enter in a date that is within the previous lockdown date range. This will pick up any members who have a freeze on that date.
To - Enter in the new date of the lockdown end date.
Press XLSX to download the report.
This will download a report which will contain all club members who are currently on freeze, who have a main contract against their profile.
Open the XLSX file, this will display selected fields which is required for the support tools upload, and additional information for references.
Please look in the comments field before saving this file (last column). This will display information about their current freeze. If a member is on freeze for a different reason and is charged for this freeze, extending their freeze will force them to pay extra.
The columns name "IsUpdate", "UserNumber", "ContractFreezeId", "FreezeEndDate", "IsFreezeUpdate" are required by the uploader tool. Any other columns with the column name starting "zz - " are reference columns and will not be picked up by the support tools uploader.
It is important that you do not add any other columns to this report or change the names of any these columns. Doing this may cause errors within the upload process and/or significant data errors to contracts.
If you wish to only extend selected members, please delete the rows on this spreadsheet that do not need their freezes modified.
When you have finished with this sheet, go to PGM->Settings->Support Tools.
In Support tools, select Migration tab.
Using the report which was downloaded, either drag it across to the file area, or select Choose a file to find the file on your system.
Press Upload.
After uploading the file, you will need to validate this file. Press Validate file then select Validate Mass Changes.
The file validator will ensure that the column names are correct and the minimum required columns are in the file. The standard extension report download will have these columns.
After validation is done, press Download report to view the results of the validation.
If the header is all green as pictured below, the mass change can proceed.
If the report comes out with some errors like the picture below, then you will need to fix up these errors. Use the comment field to display what the error is, then repeat the process by uploading the file and validating the file.
If unsure please contact support using Get Support module by raising a case.
When the file is validated, you may be able to proceed with running the mass changes. Press the three dots to the right of Validate file and press Run mass changes.
The task will run in the background, press refresh/reload on your browser to see how much this process is complete.
The system will say "Processing done" when complete.
If there are any errors (shown below) press Download report and find the members who have an error with the processing task.
Please look at each members profile that caused an error here, the processing comment will display what the error is.
You may need to manually create/change freeze on their profile.
Frequently asked questions
System Permission
The system permission to view this report is located in PGM->Clubs->System Permissions.
Select which system role you want the report to be visible on by pressing "Permissions" then search the keyword "Lockdown".
This will display the following reports under "Reports->Member", Tick the following reports and scroll down to bottom of page.
Press Save to continue.