| Cost | Our business model allows for us to be very flexible with how we charge our clients. For most organizations the cost can be passed on in small amounts to the end users of your services.
We do, however, have clients that have opted for annual or monthy fees. We are committed to making our software and service affordable to any organization that wishes to use it. There is no long term contract… just start and stop anytime you want (we, of course, believe that once you start, you won't stop.) If you have an existing system and access to the data, we will move the information in that system into the new system free of charge. |
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| Flexibility & Configurability | The system is fully configurable to your business model. You determine the fee rules, what payment options you will take, who has access to what features, etc. We can be flexible on where the application is hosted as well. The most common process (all data is stored on our servers in our offices) frees you from the technical problems of security, backups, being online at all times, etc. However, if you feel that you and your IT staff have the technical competence and desire to have the servers in your offices, we can provide you with pre-loaded server(s) that you can just drop into your network (we will continue to manage the servers providing updates, etc.) |
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| Registrations | The flexible screen design and guided processing (guiding operators through transactions and presenting few options on each screen) allow operators to be quickly trained (basic functions in a few minutes, complete training in several hours.) The system has the ability to take, store, display and print pictures, to scan and store birth certificates, driver's licenses, etc. The system includes the ability to manage long term and continuing programs, e.g., after school care where the customer signs up in August for September through May period to be billed monthly with the possibility of late charges, etc. The patron may take certain periods off and not be charged for these periods and not appear on the attendance forms during these “off” periods. The system also includes complete billing and statement process including letters and mail merges. Credit cards (which may be automatically authorized), EFT’s, custom payment plans (payroll deductions, etc.), cash, checks, money orders and scholarships may all be used to pay for purchases. The system allows lockers with start and stop dates to be rented from the registration area. Swim, etc. lessons can be sold; private lessons can be recorded so instructors are not double booked or booked during periods when they are not available. Teams as well as participants may be registered. Participants can be registered for instructional programs as well as athletic (competitive/recreation) activities. Participants may be rated for future use. Participants may be broken into smaller groups (teams for athletic participants/counselor grouping for camps) using efficient functions. Players may be moved from team to team in the same league without having to go through collection/money process. Pricing is controlled automatically by rules that you define. For example, Leonia charges $90 if the participant is the only person registered in the family and $80 for every family member if more than one is registered. Goose Creek charges $35 for the first person in a family and $25 for every other family member. Taxes may be applied to any fee. Late charges, supplies fees, non-resident fees, etc. can all be specified. Deposits are also automatically computed. |
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| Reservations | Operators can use an easy-to-understand calendar interface. When displayed, a calendar is updated every few seconds (user defined) with the activity (reservations, cancellations, etc.) of other users so that the calendar you are viewing is always up-to-date (operators only.). As with registrations, there is a complete accounts receivable process including the ability to leave credits on account and to know what a person owes at any point in time. The user defined pricing rules automatically compute the correct price for a rental. Pricing rules may include different prices for different dates and times, different prices for different residencies (city residents get one price, county residents another and out-of-county residents another price) and different prices for different classes (private, non-profit, government, etc.) of renters (whether the renter is a person or an organization.) Tax(s) may be applied to any fee. All fees can have separate budget and cash accounts. Miscellaneous items, e.g., keys, chalk, paint, have separate pricing rules. Existing reservations can be found instantly from the permit number, site, responsible party, entity or receipt number. Changed/voided/cancelled reservations are left in the files to provide an audit trail showing all activity for that reservation. Can handle any type of site from fields to pavilions to tee times to vans to tennis courts to campsites all from the same user interface. (Campsites reserve complete days but only charge on the basis of nights occupied, tee times allow multiple persons at the same time.) Allows uncollected permits to be automatically flagged as tentative until amounts owed are paid. Expired, uncollected permits may be cancelled as a group or individually. |
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| Memberships & Addmission | eTrak-plus can handle any membership type: day, month, year, ongoing, number of uses, etc. The system allows you to manage your memberships and allows you to track resource usage as well as flag members as delinquent for reasons like non-payment or bounced check. The admission feature allows your members to use membership cards to scan into resources like pools or gyms. Attendance and useages are tracked and can be reported on. |
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| Refunds | eTrak-plus allows you to specify refundable items and allows operators and internet users to initiate refunds. You have the option to specify portions of the fee that cannot be refunded such as restocking fees, refund penalties, or amount used for membership or programs. | |
| League Scheduling | Leagues may be scheduled using round robin, cross over (cross one league or division against another) and beta (a combination of cross over and round robin for large leagues) methods. Games may be assigned to dates, sites and times using the standard assigning process or individually. The standard assigning process is rules driven to allow you to set parameters such as number of games in a week, time between games for same team, preventing specific leagues/teams from playing on certain sites (you don’t want big guys playing softball on a short field), etc. You may also set preferences, i.e., tell the system to assign teams to certain fields and times that are more suited to their needs. The games that are assigned at one time may be one grouping (a league or division) or several groupings (your entire program); the importance of this statement is that conflicts are resolved more quickly and with more certainty. Once the games have been assigned to sites, etc. and have been played, the results of the play may be entered and standings may be computed. The scores for everything from softball to tennis to volleyball may be entered in the form natural to the sport, e.g., volleyball scores may be entered as 15-4,4-15,15-11. The system provides several different methods for computing standings. The schedules may be reported using any of the five standard reporting processes; each of these standard processes has many customizable features that allow you to get just the exact report you want. Officials may be assigned to any set of games using an automated assigning process or a manual assigning process. Both assigning processes are governed and monitored by user defined rules for such items as games in a day, games in a row, prohibited teams and leagues, adherence to game rating, desired partners, etc. Confirmation sheets (with or without score sheets) may be prepared. Official’s pay is calculated automatically. |
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| Accounting & Inventory | The system is backed by a standard double entry accrual accounting system. The data may be reported on either an accrual or cash basis. Prepares true program P & L’s. Allows you to know instantly where you stand against your budget. The system includes complete accounts receivable processes including leaving credits on account and operator control over which account(s) monies will be refunded from and recorded into. If you have an existing accounting system, collections can be reported to ASCII or XML files properly formatted for your accounting system. Commissions and contractor payments are automatically calculated by the system. Inventories (pro shop, tee shirt, uniforms, etc.) may be managed through the system. |
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| Reporting | Receipts, member cards, reports, etc. are scripts providing the ultimate in flexibility. (The system comes with about one hundred standard reports.) | |
| Payroll/Time Clock | eTrak-plus enables you to schedule your employees, generate your payroll and keep track of employees through our payroll, scheduling and time clock features. | |
| Budget Tracking | Keep your budget in line with eTrak-plus' budget tracking feature. Allows you to maintain your organization's budget. Built in reports let you know how you are doing against your current budget at any time. |
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| Replication | (Feature coming soon) | |