QUICK TIPS
Setting Up Your Activities for Quick Entry

SET UP ACTIVITIES:
1. To create new activities to track, go to Organization Information.
    NOTE: If you are a multiple unit organization then steps 1 thru 7 MUST be performed at the
     administrative office.
2. Click on the Activities tab.
3. Click on the Add Activity button.
4. Fill in the Activity Description, Abbreviation and Activity Classification.
5. All other items here are optional.
     • Maximum number of Members per session
     • Default Start Time
     • Default Duration
     • Comment
     • Account: You can tie in an account fee to this activity
     • The Parent/Guardian must be named to pickup a member allows you to record which contact picked up the
        member.
     • The Force General Attendance will give members an attendance record for General Attendance even if the
        member scans only for that other activity.
6. Click on Add Activity which will take you back to the main activities screen with your new activity displayed.
7. Track why Members leave this Activity: Click on the BLUE ? for more information on this feature.
8. To add another Activity click on the Add Activity button again and fill in the information.
9. When you are done with adding new Activities, close Organization Information.

SCHEDULE ACTIVITY:
10. Click on the Activities button on the Main Menu.
11. Click on the Schedule Activities button in the lower left corner.
12. Choose your Unit if it is different from what appears on the screen.
13. From the Activity pull-down menu, choose General Attendance. This will be the first activity you create. You
     can set up all additional activities, using these same steps.
14. From the Location pull-down menu, choose Front Desk or the location that is applicable. If you don’t see the
     location you want then type a new one in. The system will ask if you want to add it, just click on Yes to add
     the new location.
15. From the Attendance Method pull-down menu, choose In/Out or Simple. If you want to track the number of
     members who attend your club, choose the Simple option. If you need to track specific In/Out times when
     members attend, choose In/Out.
16. In the First Sched. Date field, choose today’s date if you want to start adding General Attendance or another
     activity immediately. You can back date if you need to enter in attendance for previous dates.
17. In the Start Time field, enter the earliest time members can enter the club.
18. In the End Time field, enter the latest time members can leave the club.
19. Fill in a Comment if needed
20. You can OPTIONALLY choose a Staff person to be assigned to the Activity from the dropdown. If there is no
     staff in the list, then go to the Staff section and add your staff.
21. Select how frequently you want to schedule the activity. NOTE: We recommend you only schedule activities
     about a month in advance because schedules and times change and you don’t want to have to go back and
     remove or change these items. Also this helps you to remember how to do the scheduling of activities on a
     regular basis.
22. Schedule Activity to occur once only schedules it for that day
       OR Repeat Activity Daily schedules the activity for the days of the week you choose
       a. Place a checkmark next to the days of the week you are open.
       b. Select This many times if you want to schedule it for 1 time Mon thru Fri or;
       c. Select Thru this date and click on the calendar button to choose an end date.
       OR Repeat Activity Monthly Thru and choose a month from the dropdown
       d. Or on a specific day of the month
       e. Of on a specific day of the week
23. Click on the Schedule Activity button. If you have setup your holidays and days that your club is closed during
     the year in Organization Information/Standards, you will be prompted to set or not set your schedule on those
     pre-set holidays. If the club is not open on these dates, click “No’” so the activity won’t be scheduled on your
     preset holidays.
24. You will get a message Scheduling Completed, click OK and Close the Schedule Activities window. If you want
     to print a copy for your records, click on the “Print Hardcopy” button at the lower right-hand side of your
     screen.
25. After you have scheduled all of your activities for the month close out of Activity Calendar.

QUICK ENTRY:
26. From the Main Menu, click on Quick Entry.
27. Verify that the time and date is correct. If it is not correct, change the time and date on your computer’s clock
     generally in the lower right hand corner of your computer.
28. Verify the Activity Date is correct.
29. Check that the unit and the Activity is correct for the activity that you are scanning for.
30. Scan your members, by using a bar code scanner, fingerprint, typing in a member number or last name in the
     large white box on the bottom of the screen, and then press enter on your keyboard to create a new scan.
     Click Yes- OK to Proceed, Yes- Ok to Proceed & Create transaction or No -Cancel finish. When scanning is
     complete, close out of Quick Entry.
31. You can also scan for any other Activity by choosing another Scheduled Activity from the dropdown in the
     center of the screen.
32. You can always click on the BLUE ? for more information.
33. Please see the QUICK ENTRY QUICK TIP online for more information on this section.

Vision Computer Programming Services, Inc.
685 Main Street, Suite C
Safety Harbor, FL 34695
(888) 425-6964
Email: email@visioncps.com 
Web Page: www.visioncps.com

Contents Copyright ©2010 Vision Computer Programming Services, Inc.