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My Tennis
The Club Aspect
Becoming part of the new tennis community

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 CLUB MANAGER

SETTING UP A CLUB
OVERVIEW
MY TENNIS - Club Management is developed for tennis clubs to manage their
members. The flexible fee management provides the club secretary w ith an
effective financial management solution from a few dozen to a few thousand
Lesson Objectives club members.

q Club Affiliation
q Manage Memberships
q Manage Categories
q Manage Financial Structure
q View Fee Distribution
q Transactions
q View Members
q Email Manager
q Ad Hoc Reports
q Dealing with Duplicate Memberships
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CLUB AFFILIATION

On a yearly basis you will be able to

affiliate with the Club. Affiliation
process will allow you to pay by
credit/debit card or by cheque.
The Club Affiliation Menu option in the
Club Management will allow you to
update your information and affiliate with
the state. When you select the menu
option, The Club Affiliation screen is
displayed.
The Club Affiliation process is a similar to
a wizard form. This is a four step process.
This form will take you through the
necessary information needed to be
affiliated with the Club.
The first step of the Club Affiliation
Process is the Club information. The
compulsory information is bolded.
Once all the information is added and the
questions answered, click on the Next
button to get to the second step of the
Club Affiliation Process.

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CLUB A FFILIATION
The Second Step of the Club Affiliation is the Club
Contacts information.
The Club will need the names, numbers and email
addresses for the Club President, Club Treasurer and
Club Secretary.
During the process, you are able to Add any
additional contacts, but the three major offices are
required.
Once the contact information has been added, click
on the Next button to move to the third step of the
Club Affiliation Process.
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CLUB AFFILIATION
The Third Step of the Club Affiliation is
the Club Contacts information.
The system will be able to calculate the
number of members you have in the
previous membership year.
This step also includes your Facility
Information. This is broken down into
two sections; the first section is about
your court information.
Enter the Number of Courts in the row
with the surface type. After the Total
Count Number, there are specific criteria
about those courts. Make sure these are
defined for your courts, including when
the courts were last resurfaced.
The second section is other features your
facility offers. Check the features that are
pertinent to your club.
Once the contact information has been
added, click on the Next button to move
to the fourth step of the Club Affiliation
Process.

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CLUB AFFILIATION
The fourth step is the payment
information. You will have an
option to pay by credit/debit car or
Pay by Cheque.

Enter the necessary information. If

Paying by Cheque, the status of
your club will be ‘Pending’ until the
Club receives the payment.

Click on the button ‘Click Once to

Complete Application’. The receipt
page is displayed on screen and
emailed to the club’s email address.
DEFINING MEMBERSHIPS Type Header Here
The Membership allows the criteria to be
defined by the Club in terms of
membership length and registration.
In My Tennis, the membership must be
defined at the state level in order to create the
online registration process.

The Third Menu Option in the Club is the

Manage Memberships. When you select the
menu option, the Manage Memberships
screen is displayed. The Manage Membership
screen contains two sections. The First screen
lists all the Memberships defined for the Club.
The basic information about the membership
categories is displayed in the table.

Updating a membership may consist of

modifying membership period, registration
dates and/or the processor. To update, you
will click on the Update link. To Add another
membership, click on the Add Membership
button.

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DEFINING MEMBERSHIPS
When you select the Update link or the
Add button the Update Membership
Information Screen will be displayed.
If updating, the fields will contain the
record that is being updated.
If adding, the fields will be empty. All
the fields on this screen are
compulsory.
Define the Membership Year. This
period is defined by from and to dates.
When a member pays the membership
fees for this membership period, the
member will be considered as a good
financial status.
Define the Registration Dates. This
period is defined by from and to dates.
The Registration period can begin prior
to the actual membership year begins.
After adding the necessary information
in the data field, click on the Update
button to save the data to the Omni
Sport Management database.
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D EFINING MEMBERSHIP CATEGORIES
The Membership Categories are
membership types that are offered by the
state.
In My Tennis, categories must be defined at
the club level in order to associate a fee
amount. Both Financial and non financial
categories can be defined.

When you select the menu option, the

Manage Categories screen is displayed. The
Manage Categories screen contains two
screens. The First screen lists all the
Membership Categories defined for the Club.
The basic information about the membership
categories is displayed in the table.

Updating a membership category may consist

of modifying the category name or category
description. To update, you will click on the
Update link. To Add another membership
category, click on the Add Categories button.

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DEFINING MEMBERSHIP CATEGORIES
When you select the Update link or
the Add button the Update
Categories Information Screen will
be displayed.

If updating, the fields will contain the

record that is being updated.

If adding, the fields will be empty.

Only the category name on this
screen is compulsory. The Category
Description is not displayed in the
Registration process and is only
displayed on this screen.

After adding the necessary

information in the data field, click on
the Update button to save the data
to the Omni Sport Management
database.
SETTING UP THE F EE STRUCTURES Type Header Here
The Manage Fees consists will allow the
Club to define the fees and assign the fees
to the categories.
In My Tennis, the membership fees need to be
defined and assigned to categories at the Club
level. When the member registers online the
fees will be distributed to the correct entity
based on the Club fee structure setup.

When you select the Manage Fees menu

option, a submenu is displayed on the screen.
This submenu has three distinct options.
These options are:
Fee Maintenance – Defining the Fee Types.
Fee Assignment – Assigning the Fees.
View List Fees– A tool to view all the fees
assigned at the Club.

Each option will be discussed in detail.

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FEE M AINTENANCE
The Fee Maintenance screen will allow
the Club to define fees to their categories.

In My Tennis, the fees need to be defined at

the club level. One or more Fee Types can
be associated to a category.

To define the fees to the categories, click on

the Fee Maintenance icon. The Fee
Maintenance screen is displayed. The Fee
Maintenance screen contains two sections.
The First screen lists all the fee types and the
define fee amount for that fee type.

Updating a fee type may consist of

modifying the fee type name or changing
the fee amount. To update, you will click on
the Update link. To Add another fee type,
click on the Add Fee button.
FEE M AINTENANCE Type Header Here
When you select the Update link or the Add
Fee button, the Update Fee Information
Screen will be displayed.
If updating, the fields will contain the record
that is being updated.
If adding, the fields will be empty. The
compulsory fields on this screen are Fee Type
and Amount.
The Applies to Field automatically is set at the
Club Level.
Define the Fee Type. This Fee Type can be a
membership fee, insurance fees, postage fees
or an extra type fees you want to associate to
a membership category. More than one fee
type may be associated to a category.
Enter the Amount.
After adding the necessary information in the
data field, click on the Update button to save
the data to the Omni Sport Management
database.

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FEE ASSIGNMENT
The Fee Assignment screen will allow the
club to assign th e fee types to the
categories.
In My Tennis, the categories need to have
fee types assigned at the club level. One or
more Fee Types can be associated to a
category.
To assign the fees to the categories, click on
the Fee Assignment icon. The Fee
Assignment screen is displayed.
Select The Classification. This should be
Membership.
Select the Category. Only the Categories
that were defined under Manage Categories
will be displayed.
The Association Fees table will display all the
Fee Types that were defined to the selected
category.
To associate the fee type to a Category, click
on the Tick box under the select column for
the Fee Type that will be assigned to the
selected category. More than one fee type
can be associated to a category.

After all the fee types have been selected for

the category, click on the Update button to
save the data to the Omni Sport
Management database.
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VIEW FEES BY CATEGORY
The View Fees By Category screen will allow the
Clubs to view the fees set upby the State and by the
Clubs in the State.
The View Fees by Category will allow the club to display
on screen the Categories and fees associated to the
categories.
To access the screen to View Fees by Category, click on
the View Fees By Category icon. The View Fees By
Category screen is displayed.
Select the Classification. This should be membership.
The table will display all the categories for the level and
the fees.

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VIEW FEE DISTRIBUTION
The View Fee Distribution screen will allow the club to view
fees collected at each level.
In My Tennis, provides a report at Club level that will display the
distribution of fees that have been collected during member
registration during a selected period of time.
When you select the Fee Distribution menu option, the List of
Collected Fees screen is displayed.
To view the fees collected the following fields need to be defined
with selected information:
Classification – This should be Membership.
The Clearing Merchant Account information will depend on
whose merchant account is being used. If the club has a
merchant account, then you would select Club as the level.
The Processor field is populated based on the level selected.
Again, if the club has a merchant account, you would select that
Club as the processor. (Please note that all processors will be set
up in the system by IT.)
The Payment method defaults to Credit Card only. Tick the
payment method options that are relevant to your report.
Select the Date/Time Range. The Time Range requires a From
and To date.
Click on Search. The Fees Collected from the selected processor
during the chosen date and time range will be displayed.
The Fee Distribution report displays the collected fees by Level.
To isolate a specific section, click on the View Fees button in that
section.
To Print the Report, click on the Print button.
VIEW TRANSACTIONS Type Header Here
The Transaction screen will allow the club to view
transactions.
In My Tennis, provides the ability for the Club to view
transactions during a specific period of time. This is
helpful for research purposes.
When you select the Transactions menu option, the
Transactions Performed screen is displayed.
To view the transactions the following fields need to be
defined with selected information:
Transaction Types – This should be Membership.
Categories – Select the Category if you are looking for a
specific transaction to narrow it down, otherwise, select
All.
Authorization Type – The default is Authorized
Transactions. Other options include Denied Transactions,
Imported Transactions or All.
Clubs – This will allow you to select Clubs and Club
Members or Only Non Club Members.
Select the Date/Time Range. The Time Range requires a
From and To date.
Click Refresh. The Transactions are listed based on the
criteria defined.
The Transaction Log allows you to show the detail of each
transaction. The Details include the Authorization code
sent by the processor.
To Print the Report, click on the Print button or thisreport
can be exported to an excel spreadsheet by clicking on
the Export button.

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VIEWING MEMBERS
The Club will be able to view club
members and add members to their
affiliated clubs.
The View Members Menu option in the
Club is the will allow you to search and
view membership information. When
you select the menu option, The View
Members screen is displayed.
To view all members in the current
financial year, click on the Search button.
You are also able to narrow down the list
by selecting specific criteria prior to
clicking on the Search button. The
criteria fields include:
• Categories
• Last Name
• First Name
• Membership Nbr (My Tennis ID)
• Club
• Address
• City
• State.
The Create Mailing Labels will allow you
to take the results from your Member
search and create the mailing labels for
those members.
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V IEWING M EMBERS – SEARCH RESULTS
The member search results are displayed on
the View Members screen. The following
information is displayed:
• Last Name
• First Name
• Membership Number
• Club Name
• Birth Date
• Category
• Status
• Update Link
• Password
• Payment Receipt
• Notes

Select Update to update the member

information. Member profile is displayed;

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V IEWING M EMBERS- UPDATING M EMBER PROFILE
The member profile contains the information
about the member. The following fields can
be updated:
• Passwords
• Mother’s Maiden Name
• First Name
• Last Name
• Birth Date
• Occupation
• Gender
• Residential Address (if updated, the
database will record the previous
address)
• Work Details
• Email Contact information
• Phone Contact information
• Medical Information
• Preferred Notification Contact Method
• Opting out of communication

When the necessary fields have been

updated, click on Update to save the
information to the My Tennis database.
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V IEWING M EMBERS – SEND PASSWORD
Members may need there passwords
sent to them. To send a password to a
member, click on the Send link under
the Password column.
The following pop-up screen is
displayed
You have the option of sending the
existing password or resetting the
password and having the system
generate a new password for the
member.
The member will receive an email with
the password attached.
You also have the option to send a
Note with the email containing the
password.
To send the email with the password,
click on Send Email.

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MANAGE MEMBERSHIPS
Members may need a copy of their tax
invoice/payment receipt sent to them. To
send a receipt to a member, click on the
Receipt link under the Payments column.
The following pop-up screen is displayed
To send the email with the Receipt, click on
Resend Email.
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V IEWING M EMBERS – NOTES
The Club is able to view all notes for a
member. This includes all email
communication that is sent by the
Email Manager functionality from My
Tennis system as well as any notes
manually added to the member at the
club or state level.
To view or add a note for a member,
click on the Notes link.
The managed Notes screen is
displayed. The Managed Notes screen
displays the notes that have been
added in chronological order. To view
the Note, click on Update button.
To Add a note to a member profile,
click on the Add button.
.

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V IEW M EMBERS- N OTES
When you select the Update link or the Add button
the Notes Screen will be displayed.
If updating, the fields will contain the record that is
being updated.
If adding, the fields will be empty.
The following fields are on the Note Detail
Information screen:
Type – This displays the communication type (email,
phone call, SMS and letter.)
The Club will have the option to allow the note to be
visible to the member on the member’s profile page.
In addition to the note, the Club will be able to
upload files with each note. For example if a letter
was sent to the member, a copy of the letter can
accompany this note.
To upload a note, click on the Browse button, this
will allow you to search directories on your computer
until the file is found.
Click on Update to save the note and any files to the
My Tennis database.
All notes have a date/time stamp. If a note is
updated the last update date/time will be captured.
Any communication sent via the My Tennis Email
Manager will be saved under the member’s note
section.
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EMAIL MANAGER
The Club will be able communicate with Club
contacts and Club members using the Email
Manager.
The Email Manager Menu option in the Club is the
will allow you to create email and SMS
communications to club contacts and members.
When you select the menu option, TheEmail
Manager screen is displayed.
The Email Manager is divided into several sections.

Email Types – Members have the option to select

which email communications they will receive.
These are categorized as email types.
Recipient Selection – You have a variety of filters in
order to select the receipt of the communication.
The selection filters include the following:
• Show Recipient by Group, Members or List
• Show Recipient by Membership Year
• Selected Recipients - based on the
previous selections you will have the
ability to select the person or people that
will receive the email

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EMAIL MANAGER
The Club will be able communicate with Club
contacts and Club members using the Email
Manager.
Email Format – Email templates can be used for
the formatting. Emails can be sent in HTML (that
will show formatting, colors and images and
links) or in plain text format.
Attachments – Attachments can be added to the
emails
SMS option – a text message can be sent. SMS is
limited to 160 characters
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EMAIL MANAGER –M ANAGE FILES
Before adding graphics or attachments to the email
communication, these files need to be uploaded to
the Omni Sport Management database.
Click on Manage Files button. A pop-up window is
displayed. This screen manages your files for the email
communication.
There are two containers, My File, which is only seen
you and all files, which can be viewed and updated by
all members that have a log on to your Club.
To add a file, click on Add. Another pop-window is
displayed. This window will allow you to select the
type of file, name the file, select the file container and
upload the file to the database.
Once your file has been defined and uploaded
through the Browse feature, click on Add File to save it
to the Omni Sport Management database.

Click on Close Window to get back to the Email

Manager screen.

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EMAIL MANAGER – EMAIL B ODY IN HTML
The body of the email communication can be sent as
Plain text or HTML. Select the HTML option if you
want your email to include formatting (such as font
size, font color, etc.)
Then click on the ‘Edit Rich Text Formula’ link. The
Rich Text Utility window will display on your screen.
The Rich Text Utility is like typing in a Word
Application. It will allow you to select your font type,
size, color. You can add tables, images and links to
your email.
You can also use an application on your computer,
like Microsoft Word and then cut and paste the body
into The Rich Text Utility.
Once your body of your email has been created, click
on the Save and Exit button.
The body of the email will contain the code to
format your email in HTML.
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EMAIL MANAGER –A DDING AN A TTACHMENT
The email Manager will allow you to add an
attachment to your email communication.
First the attachment must be uploaded using the
Manage Files.
Select the Container that the file was save. In the
Available Attachments will be a list of all the
attachments uploaded.
Highlight the Name of the attachment and click on the
move arrow. This will move the attachment from
Available to Selected. The attachment will be sent
with the email.

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EMAIL MANAGER –SMS
Email Manager has the ability to send an SMS
message. This is only applicable if the SMS service is
available at the State or Club level.

In the SMS text field, type the SMS message. SMS

messages are limited to 160 characters including
spaces.
You have the choice of sending either the email and
SMS or both.
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A D HOC Q UERIES
The Club will be able to access data and export
the data into excels spreadsheet from the Ad Hoc
Queries screen.

The Ad Hoc Queries Menu option in the Club is the

will allow you to access the queries and export the
data into an excel spreadsheet. When you select the
menu option, the Ad Hoc Queries screen is
displayed.
Select the Year.

Select the Ad Hoc Query.

Results are listed on the screen. Click on the Export

Query Results to export the results into the excel
spreadsheet. The Ad Hoc Queries will also include:
Membership Summaries by membership-type
Number of unpaid members
Number of memberships by a payment-type
Memberships by family
Birthdays
Clubs by location, personnel, facilities, etc.

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RESOLVING D UPLICATES
The Club will be able to search for duplicate
memberships and merge the members so that
only one membership id is valid.

The Potential Duplicates Menu option will allow you

to search for potential duplicates, review the
membership profiles and merge the membership
information together and form one membership ID.
When you select the menu option, thePotential
Duplicate Memberships screen is displayed.
The system will allow you to select specific criteria to
use as filters when trying to find the potential
duplicates. The system already uses:
• Surname
• Birth Date

Click on Apply Filter and the system displays a list of

potential duplicates based on the filters. The
results table lists:

• Surname
• Birth Date
• Number of Potential Duplicates

Click on Select to view each profile.

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RESOLVING D UPLICATES
On the Merging Membership screen the table lists
the Last Name and Birth Date. Of the Potential
Duplicates.

Based on the additional criteria there were 2

Potential Duplicate Members.

The View link will allow you to pull of the

membership profile to review.

If the memberships are not to be considered as

duplicates, under the Action column select Remove
from List. This will indicate to the database that you
have reviewed and have determined this is not a
duplicate.

If the memberships are considered to be duplicates,

for one of the profiles, under the Action column,
select Surviving Member. This will be the
membership ID that will remain in the system. For
the other profiles, select Merge under the Action
column. This will merge the profiles together and
remove this Membership ID.

Once all actions are set, Click on the Merge

Duplicates button.

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RESOLVING D UPLICATES
Once the Merge Duplicate Function completes the
Confirmation screen is displayed.

You will have the option of sending an email to the

surviving member with the membership ID.

You also have the option to go back to you View

Duplicate Membership list to resolve other duplicate
memberships.
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KEY CONCEPTS
View Members Club will be able to view and manage member information from the View Member Screen. This includes updating the member
information, emailing passwords, emailing receipts, viewing and adding notes.

Email Manager Club will be able to communicate with clubs and club members using the email manager functionality. There is also functionality
to SMS clubs and club members.

Ad Hoc Queries Club will be able access data from the data base about c lub and member information and export the query results into an excel
spreadsheet.

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ADDITIONAL NOTES