FAQ

Information

Good to know


1 - What do I get with KeepTrack that no one else can do?

You surpass the competition with KeepTrack primarily in three areas

  1. Speed
  2. Overview
  3. Security

A few examples of unique benefits

Star Tracker
Star Tracker - Mobile tools for your staff

  • You are ahead of the competition Your customers easily handle many tasks directly in their mobile phone
  • Your employees are mobile Peace of mind for your employees with updated schedule and information in their mobile phone
  • Fast communication via SMS Get information to your staff and customers without delay
  • Peace of mind with our flat fee No hidden fees - Peace of mind when you know your costs
  • Automated registration of payments You save time and avoid errors
  • Personal start-up course in your place Reassurance for you as we help you get going on site in your company
  • Phone and on-line support Peace of mind when you can always ask us
  • Automated control with registrations via age and qualifications. Customers easily book the right class
  • Personal diplomas for customers directly from KeepTrack
  • Constant overview Timetables like at the airport. Your staff and customers are always informed
  • Intuitive and responsive online booking for new and existing customers alike
  • Overview and development Wide range of reports - Use your data to develop your business
  • Security online 99,999% up-time since 2011 - KeepTrack is always online!
Timetable

3 - System requirements for KeepTrack?

Must have:

  • MS Windows
  • …or Linux
  • …or Mac OS
  • …or Android.
  • …or iOS.
  • Internet connection 128kb upload and download.
  • Modern Internet browser.
  • Pop-ups allowed for KeepTrack in your browser.
  • JavaScript enabled.
  • Adobe Reader or similar to show pdf documents.
  • Display with resolution 1024x768.

Recommended:

  • Broadband >1Mb up and down
  • Chrome, Firefox, Safari, newest versions
  • We recommend that administrators work with two 24" FullHD monitors side-by-side for maximum efficiency

DualMonitor

KeepTrack even works on hardware and software that differs from or does not meet the requirements mentioned above but please be aware that all functions might not be available if you choose to run it on such a system.

4 - How secure is KeepTrack?

The KeepTrack database is located on a redundant ("double") server at a professional operator with redundant Internet connection and back-up of the entire database once every 24 hours.

KeepTrack uses https/encryption

https

On most websites you have an address like http://www.example.com This type (http) of connection kan be intercepted by someone with the technical knowledge and interest of doing so.

If you want a much higher level of security (and you do!) you use the address https://www.keeptrack.dk (note the extra "s" in https) to connect to your database (this happens automatically when you just enter 'keeptrack.dk' in your browser). Now all your data is encrypted, including passwords, when they are sent back and forth between your PC and the server. We have not seen any downsides to using https, neither in speed nor in function.

5 - Technical data about KeepTrack

CO2 neutral website

  • Host Name: www.keeptrack.dk
  • IP Address: https://83.221.131.66
  • Location: Denmark, European Union
  • Linux, PostgreSQL

The server is hosted on a cloud based solution by a professional provider specialized in server operation.

  • 100% redundant infrastructure
  • UPS and diesel generators
  • RS3411B audit statement
  • DS484 compliance
  • PCI compliance
  • Geographically separated locations
  • 24/7 surveillance
  • 10GB redundant uplink to the Internet

Back-up once every 24h:

  • Back-up #1: On primary server (which is redundant!)
  • Back-up #2: On secondary server in Denmark
  • Back-up #3: On tertiary server in Sweden

7 - Does it matter how fast my computer is?

Yes - With a faster computer you can work faster in all applications - even in KeepTrack (your browser). Your work in the interface and the data sent back and forth to the server requires very little resources from the computer though so if you are working on a fairly modern PC/Mac you will be fine.

Especially on smaller/older computers it will help to close running programs and services that are not used. This is especially a concern on MS Windows.

8 - Does it matter how fast my broadband is?

Yes - the speed of your Internet connection is important in KeepTrack as it determines how fast the main pages (Person, Activity, Group, Area, and Facility) can be loaded and for creating reports. The daily use of KeepTrack does not require a lot of bandwidth.

Example: To login to KeepTrack and load "Person" can take from one to five seconds (especially the download of the thousands of postal codes in the drop-down menu takes a little extra time). As soon as you are logged in all you do loads very fast even with a relatively slow connection such as 3G.
This procedure is only repeated at each new login from the frontpage.

9 - Can I send e-mails from KeepTrack?

Yes - And it is of course included in your services

mail cloud

You can swiftly and easily send e-mails to individuals , entire classes or to hundreds of select recipients of your choice.

To ensure safe delivery to your customers all e-mails are in text format. If you want to send fancy material you can either attach a PDF-file or export the recipients to your e-mail marketing program such as MailChimp


10 - How to get started

Before you start your KeepTrack services for the first time there are a few steps you have to perform in order to control your business. In most cases we will do this for you and most of the parts you will rarely have to change once they are set.

The following information is supplied to KeepTrack (do not worry! We will assist you)

  • Your business legal name, full address, e-mail, phone, VAT or registration No. and name of manager/owner
  • Name, address and information on your facility/facilities
  • Technical information on/copy of your company logo
  • Text for your online booking terms of sale (TOS)
  • Name and order of your groups/levels

11 - Where can I find business data and statistics?

There is a lot of data available to assist you in your company's strategic development

Key Figures

1) Admin-'Key Figures'

  • The number of new members (people) during the period
  • The number of new registrations (bookings on an activity) during the period
  • The number of active members (people)
  • The outstanding balance (customers owe the company)

2) Reports-General

  • 'Activity group overview and statistics, details' you'll find the total number of registrations and available slots (can show you how well you are utilizing your facilities/resources)

3) Reports-Finance

  • 'Activity and group payment' gives you the actual cash-flow/revenue for the company and the different facilities
  • 'Registrations/Withdrawals' shows you how your customers have registered on activities ('Auto' and 'Online' are automatic and self-service and all other ways, including no specified way noted, are registrations handled by customer service manually)
  • 'Attendance' shows you the attendance numbers on company and group level

4) Reports-HR

  • 'Instructor Type Hours' shows the total amount of instructor hours for the company and the distribution per instructor type during the chosen period and furthermore, the same figures for all individual instructors. Here you can easily find your company's sickness or absence rate.
  • 'Retention rate' shows the number and percentage of members during period 1 who is also a member during period 2. The numbers are shown for the entire company, for individual facilities and for the individual instructors with the chosen instructor type. We recommend using 12 month periods

Apart from that we recommend this book on Amazon where you will find more examples on areas and figures to utilize for your company's strategic development.



Using KeepTrack

Answers to questions concerning everyday use of KeepTrack


12 - Front-desk Star Tracker

Your front-desk staff now have one of the most powerful tools on the planet for handling attendance

This saves you, your staff and your company a lot of resources, improves customer service and at the same time ups the game for your competition.

All you have to do to get going is this

  1. Make sure 'Timetable' is set on all activities
  2. Login to your Star Tracker as usual
  3. Click the button Front-Desk button

Login Facility

Header buttons

What can I do and see?

  • Please see separate FAQ for the Star Tracker version
  • The 'Previous' button brings you to the previous activity's participants
  • The 'Next' button brings you to the next activity's participants
  • The 'Load more' button loads participants from one more activity in addition to that/those already on the screen. Just click multiple times to see many activities simultaneously
  • The 'Next' button will now function a little differently as it "moves" all activities one step forward (hides the participants from the first activity and shows the participants from the next activity). Use this function during the date in order to successively hide past activities.

We recommend using a FullHD monitor in the vertical position as depicted

Front-desk view

Participant cards, function

  • Background color indicates status. Red: Lesson is over. Yellow: Ongoing lesson. Blue: Lesson not started (feature release end 2017)
  • The green button is used for marking attendance
  • Participants are sorted alphabetically by their first name
  • You will have to confirm before a participant is marked as present
  • Participants marked present will disappear from the view
  • Participants who cancelled their lesson is not shown
  • If you accidentally mark the wrong participant as present you'll have to switch to the Star Tracker, find the person and de-select the attendance
  • Click the button Star Tracker button to switch to the Star Tracker
  • If you want to "reset" the view you can easily do this by switching to the Star Tracker and back again

cards

Participant cards, content

  • Attendance button
  • Participant full name
  • Participant age
  • Participant customer number
  • Participant icons (same as Star Tracker)
  • Lesson time
  • Activity name
  • Instructor
  • Area

13 - What's in the 'Star Tracker'?

Your staff now have one of the most powerful tools on the planet for handling your 'stars'

This saves you, your staff and your company a lot of resources and at the same time ups the game for your competition.

All you have to do to get going is this

(Please note that not all features are necessarily available)

  1. Make sure 'Timetable' is set on all activities
  2. Go to https://[YourDatabase].app.keeptrack.dk/admin/login
  3. Login with your company PIN code (or with your personal login if you have been given access)
  4. Choose the facility you are at
  5. Optional - Choose a specific area
  6. Optional - Choose a specific instructor

Login Facility

What can I do and see?

  • Please see separate FAQ for the Front-Desk version
  • The 'Previous' and 'Next' buttons bring you to the previous or next activity
  • The 'Load more' button loads one additional activity in addition to that/those already on the screen. Just click multiple times to see many activities simultaneously
Star Tracker

Activity header

  • Background color indicates status. Red: Lesson in the past. Yellow: Ongoing lesson. Blue: Lesson in the future
  • Activity number
  • Lesson time
  • Activity name
  • Instructor(s)
  • Area
  • Blue buttons:
    • SMS to all participants/payers (ready late 2017)
    • E-mail to all participants/payers (ready mid 2017)

Participant card

  • Participant name
  • Participant age
  • Participant indicators under the name:
    • 'Visitor' only present/registered on this single lesson (ex.: Make-up participant)
    • First time attending this activity
    • Considerations noted. Touch/click icon to read details
    • Participant is registered on next/future term
    • Participant is cleared for next level
    • All invoices are paid (the payer has no outstanding balance)
    • All invoices are paid and there is outstanding credit
    • Participant birthday within the coming 6 days. Touch/click icon to see exact date
    • No payment options on file (Only applicable if you use credit card payments/direct debit via information on file)
  • Attendance history (past 0-10 lessons)
  • Active attendance for present lesson:
    • Participant is present (click to toggle)
    • Participant is not present (click to toggle)
    • Participant has cancelled (and is not present)

  • Qualifications:
    • The qualification is not met
    • The qualification is not met and blocks the next level
    • The qualification is met
  • Comments from the registration comment field
  • Blue buttons:
    • SMS to participant/payer (ready late 2017)
    • E-mail to participant/payer (ready mid 2017)
    • Opens modal to comment and register qualifications

Comments page

  • See the participant, the payer and contact full names
  • Mark or un-mark qualifications
  • Read additional internal information on qualifications
  • Write comments


14 - How do I use 'My Plan'?

'My Plan' gives you fast communication and less errors as staff and instructors can easily see a live and detailed overview of their work-day on their smart-phone.

Any scheduled person registered as an employee can see their plan

Employee

Staff access via online booking

Login to the online booking and choose 'My Plan' in the menu

Login

The first page shows the coming month from today with off-days marked in yellow

  • You can choose another month via the date-picker
  • Off-days are marked in yellow
  • Link to map of work-place
  • All involved instructors during the shift/classes are listed
  • Start-time, end-time and duration of the shift is listed
Month view

Open the detailed day view via the clock button

  • Individual lessons/classes are marked in green
  • Breaks are marked in white (these are automatically inserted so no need to schedule breaks from the administration)
  • Name of the lesson/class
  • Area where the lesson/class takes place
  • Start-time, end-time and duration of the lesson/class is listed
  • Number of participants
  • Scheduled instructors and their role
Day view

15 - What's in the 'My Bookings' for logged in online users?

When a user is logged into your online booking and goes to 'My bookings' in the menu they can see the following information. This saves your customer service a lot of time when users can self service.

My Bookings

Information on the page

Icons

  • Waitng-lists can be un-registered by clicking the relevant name button
  • Links you to a map with the facility
  • Shows the instructor
  • The invoice has outstanding balance and the link downloads the updated invoice and information
  • When there is outstanding balance and your company is using the credit card function the trailing text will say 'Invoice (Pay)' and the customer can, by clicking the link, pay the outstanding amount directly in her account
  • The invoice is paid and the link downloads the updated invoice and information
  • Opens up to show the last 5 lessons and the coming 10
  • The user did not attend the lesson
  • The user attended the lesson
  • The user cancelled the lesson
  • The user cancelled the lesson and can 'un-cancel' it again
  • The user can cancel the lesson

Qualifications

  • The qualification/proficiency is not met
  • The qualification/prerequisite is not met and blocks the next level
  • The qualification is met

Please note that customers can only see what you have made publicly available

  • By checking 'Activity' 'Timetable' in your super-user control panel!
  • and the course end date must not be passed

Eg. if the user has registered but 'Timetable' is not checked or the course has ended the user cannot see this registration.

Timetable checked

16 - How do I hide Qualifications from 'My Bookings'?

Per default the users qualifications are visible to the end user through 'My Bookings' in the Online Booking. But you might not want to expose some or all of the qualifications to your end users and you can easily handle this through 'Admin' 'Qualifications'

Please note the different settings

  1. Hide qualifications from 'My Bookings' but keep them visible in the 'Attendance' app for your staff
  2. Hide qualifications from 'My Bookings' and hide them in the 'Attendance' app for your staff

1) Hide from 'My Bookings' only

Hide Qualification

2) Hide from 'My Bookings' and 'Attendance' app

Hide all

17 - What can I do in 'My Payment Options'?

It's very easy for your customers to handle one or more credit cards/bank accounts in their online account via the menu 'My Payment Options'

Your staff can also handle this directly from the super-user interface

As a super-user you can handle the entire account for any person by clicking the 'PayPal' button. Just choose in the menu. This includes handling existing credit cards on file or adding new ones via 'My Payment Options'.

  1. Overview of credit cards/bank accounts on file
    My cards

  2. Handle existing cards/accounts
    Manage credit card

  3. Add a new credit card
    Add credit card

    Easily collect credit cards

    You can send out an e-mail with a link directly to 'My Payment Optiions' https://[yourDatabase].app.keeptrack.dk/user/payment/options which sends the user to the login page and then directly to this page in order to enter a new credit card or handle existing ones.


18 - How do I take payments over the counter?

It's very easy to take payments over the counter with the customers credit card on file directly from the super-user interface

  1. Find the person and registration you want the customer to pay and click on the 'PayPal' button
    POS Button

  2. If the invoice has no outstanding balance you will be informed
    Already paid

  3. You will be logged in as the owner of the invoice and with the outstanding balance
    Not paid

  4. Choose the payment method, choose one of the credit cards on file or add a new one
    Credit card on file Add credit card

  5. Agree to the Terms Of Sale and click 'Confirm' and you're done (the confirmation is sent to the customer)
    Thank you

You can handle the entire account

As a super-user you can handle the entire account for any person by clicking the 'PayPal' button. Just choose in the menu. This includes handling existing credit cards on file or adding new ones via 'My Payment Options'.


19 - How do I find a list of birthdays?

You'll find a list of birthdays via Reports and Export

In the example below we have chosen all activities running in August and a list of participants (just tick 'Payers' 'Contacts' 'Instructors' if you want their birthdays as well). Open the downloaded Excel file and just extract the data you need.

Export Birthdays


20 - How do I send out reminders or many invoices?

Via Admin Email invoice you can send out invoices or reminders.

Email invoice

  • Choose the interval from 'Due date' as shown (the 'To due date' should be at least as far back as your standard grace days to avoid reminding customers who have not yet past the due date)
  • (It is possible to use 'Registration date' instead but unless you have very specific reasons for this, like sending out batch invoices, we recommend using due date instead.)
  • Note: The field 'Payment due (days)' is inactive. It will eventually be removed.
  • Choose the attachment
    • 'No attachment' = No PDF file
    • 'Invoice with attachment' = PDF file with invoice and additional info pages
    • 'Invoice without attachment' = PDF file with invoice but without additional info pages
    • 'Invoice Reminder without attachment' = PDF file with reminder but without additional info pages
  • Change the subject and body text to your liking (it will reset to the default on every new login)
  • Click 'Show recipients' and review these before you send all the e-mails

The reminder/invoice due date will always be the due date set on the individual invoice. In order to change the due date you have to do this on the individual registration.


21 - Where do I find an overview of the total registrations?

You have multiple options to see your total registrations but the best overview is found under Reports General

In this example the user has chosen to see the numbers for May and for all facilities

CourseGroup

This is an example of the report you get

Example

Legend from top left

  • Print date
  • Total number of actual registered and waitlist participants
  • The total number of available slots (max)
  • The total outstanding balance for the participants in the shown activities
  • Every header shows the group totals
    • Total number of actual registered and waitlist participants in this group
    • The total number of available slots (max) in this group
    • The total outstanding balance for the participants in this groups activities
  • The rest of the information is for individual activities

22 - How do I send an e-mail to all my registered customers?

Go to Admin email and fill in at least the following as shown in the screendump

  • 'Activity start date' - The interval covering the start dates for your present activities
  • 'Payers' - To send the e-mail to the payer. You can even choose contacts
  • 'Registration status' - Choose registered, wait list or both

Send emails


23 - How do I register a participant on an individual lesson?

Use the same procedure as when registering activities

You can register participants for individual lessons when you need make-ups, trials or the like. Just do like this:

  1. Go to the participant and click on the 'New' row
  2. Find any activity in the required group and click the calendar icon Calendar
  3. Click any day for the relevant month and week to see all lessons this week in the chosen group/level
  4. Click the lesson you want to register
  5. Change the price to 0 (zero) if the lesson is free
  6. Send confirmation/invoice to the customer by clicking Printer

Make-up

This sets the 'Start reg. time' and 'End reg. time' to the corresponding lesson time.

You can only register participants on individual lessons when the activity has free slots.
Furthermore be aware that individual lessons booked may block registrations for the entire activity.


24 - What do the colors under Person-Registration mean?

Color codes on activities

Person

Colors

Background color codes

  • Red background = Ended activity
  • Green background = Ongoing activity
  • No (gray) background = Comming activity

Only trusted and admin users can change ended (red) activities!

Field color codes

  • The price field is green when the invoice is paid in full
  • The wait date is red for clear distinction between a registration and a waiting list

25 - How do I make a general waiting-list?

A general waiting-list is just an activity

Make a new activity and follow these steps

  • Set 'Max participants' to 0 (zero) to force all registrations to waiting-list. This is to 1) Prevent 'false positives' in registrations 2) Clearly list the registration as a waiting-list
  • Use once a week to avoid listing the wrong 'Closing days'
  • Use the exact same start and end time (ex 00:00-00:00) to avoid the time being displayed
  • Set an area on time-slots to connect the waiting-list to the facility it concerns

Time-slots with areas are necessary in order to connect the corresponding facility to the waiting-list. Furthermore you can either make a specific group for all waiting-lists or you can choose the relevant group to place 'open' waiting-lists in all/some specific groups.

General waiting-list

26 - How do I enter information in the invoice?

Invoice information

Page 1 - The invoice

Page 1 contains payment information.

Invoice

Page 2 - Information on the booking/activity

In page 2 you can merge information on the specific registration. One page (or more) for every registered activity or product.
The first paragraph is standard text from the system.

Additional paragraphs are merged in from 'Invoice info' in this order.

  1. Activity
  2. Group
  3. Area
  4. Facility

Invoice Activity

Invoice Group

Invoice Area

Invoice Facility

Invoice attachment

We recommend that you try to only use 'Facility' and 'Group' in order to save yourself from entering data everytime you make a new activity but you can of course even use 'Area' and 'Activity' when needed.

The 'flow' for the text is following the arrows: Text on 'Facility' is included in all activities, text on 'Group' is included in all activities under this group and text on 'Activity' is only included on this specific activity.

Invoice Text Flow

Formatting the text

You can format the texten on the invoice through these HTML tags/codes.

<b></b>
Gives you <b>Bold text</b> between the tags.

<br>
Line break<br>
where the tag is inserted.

Gives you a space (new paragraph)<br><br>

when you insert two tags.


27 - How can I get multiple registrations on the same invoice?

By default all registrations through the online booking in the same session will be included in the same invoice.
As an administrator you can handle this through the super-user control panel under Person Registration

Please beware of the following:

  1. This is only possible with registrations under the same payer
  2. Be careful to enter the correct number in the field or you will get errors
  3. You might have to handle certain data manually when altering this. That could be 'E-Invoice' financial data and more

In the example below you have three registrations where two are on the same invoice and the last is on an individual invoice. In order to get all three registrations on the same invoice you will have to change the last invoice number (282913) into the same as the other two (282912). All three registrations are now on the same invoice no matter what invoice button you click.

InvoiceNoUS

28 - What information is shown in the online booking schedule?

The information displayed in the schedule on your online booking, you add via Group US and activity usFAQ

  • Heading with explanatory text from Group US
  • Activity name with other information from activity usFAQ

OnlineBokningSchema 16

The groups name and 'Web info' appear online.

Schedule

As well as other data from 'Activity' as shown below.

onlinebookingINFO usFAQ3

You can see the following data online (some information can be hidden)

  • Facility
  • Group
  • Activity
  • Activity start date
  • Activity end date
  • Activity lessons
  • Number of lessons
  • Price
  • First name of instructor

29 - What are my rights in the 'staff' account?

The Staff account is primarily used for instructors and frontline service staff with the need to assist customers on-site.

  • Person
    • Register new customers
    • Change information on existing customers
    • Change activity on existing customers
    • Check customer balance
    • Register correspondence on existing customers
    • Access online account
  • Activities
    • Register customer attendance
  • Reports
    • Attendance lists
    • Schedules

Use the Star Tracker


30 - Can I register holidays and other periods where the business is closed?

Yes. And we strongly advice you to use this feature as it will ease your workload.

Go to Admin button 'Closing Days' where you can register when your business is closed. Please read the information on that page. This function follows the iCalendar standard.

A great advantage of using this feature is that you cannot enter lessons/timeslots on these days which in turn saves you time when you enter new activities. It also reduces errors as the process is automated. Finally you can use the information to export directly to your iCalendar ie Google Calendar and the like.

Administrators, HR-accounts and trusted accounts have access and can edit everything in here.

Administrators and trusted can override this block and enter individual timeslots on Holidays after confirming a warning.


31 - Calendar does not start on a Monday/Sunday?

Kalender

If the calendar does not begin on the right day (Monday/Sunday), just change it by clicking on the desired day of the week as illustrated. (If you accidentally click a little 'wrong' and hit another weekday, the calendar will change to start on this day (which may seem somewhat confusing.))

This feature is standard for online calendars, but the calendar is default set according to the computers locale.


32 - The user is logged out after some time?

The user is logged out automatically for security reasons!

If you are logged in but inactive for more than ca. 15 min. you will be automatically logged out and prompted for a password to log in again. You will then be sent back to where you were and can continue from there.


33 - I want to see a chronological list of todays classes!

1) Go via 'Person' 'Find course'

This applyes for ongoing classes/activities!

Go to Person button (it does not matter which person you have in focus).

Click on Find course

Header

 Sort the activities by coloumn by clicking the header.

2) Go via 'Report' 'Classes'

Go to Report button, Schedule and at the relevant schedule choose applicable dates via the calendar in both the 'From date' and 'To date' fields.

Click 'PDF Report' and open the PDF-document containing the schedule.


34 - I do not see any content at www.keeptrack.dk

  1. Check your WiFi/Network
  2. Restart your browser and try again or try in a different browser (Firefox, Chrome, Safari).
  3. Restart your router and WiFi.
  4. If it still does not work navigate to https://83.221.131.66 (instead of https://keeptrack.dk) and allow the connection. If that does not work you most likely have a network failure i.e. your Internet Service Provider is down. Try navigating to other websites to check your connection.

This error is often caused by a problem with the (ISP's) DNS-server (that is the server translating addresses from human readable addresses to machine addresses so you do not have to remember '83.221.131.66', but only 'keeptrack.dk').

If this DNS problem is recurring you might be able to switch to a different DNS server like one of these that are stable and open for everybody to use:

  • OpenDNS 208.67.222.222 or 208.67.220.220
  • Google 8.8.8.8

35 - How does attendance work on iPad/Tablet?

At the adress https://keeptrack.dk/attendance/[databasenavn]/ you find the login for controlling attendance for your participants.
In this tool you will find information on participants in connection with a specific activity but even be able to handle attendance and participants skill level.

Attendance loginThe login page is your security. Only authorized users can access data. Punch in your PIN code and hit "OK".

Attendance areaChoose the relevant facility and area (area is not mandatory) and hit "OK".

Attendance activityChoose the relevant activity and hit "OK".
The "Back" button brings you back to choose a different area. The system automatically shows the nearest lesson according to date and time.

Attendance participantsThis is the main page showing all participants in the chosen activity and with a lot of information built in.

  • At the top you can easily jump back and forth to the adjacent lessons.
  • Under the buttons are shown the data for the active lesson
  • The squares to the left are live and this is where you can toggle the persons attendance for this specific lesson.
  • The participant names show you several things:
    • The top names are the actual participants.
    • Names in blue text indicate that they have not been given a system comment.
    • Names in green indicate they have been given a system comment which is mainly used to handle upcoming terms.
    • The bottom names (if any) in gray text and marked with a '(V)' show persons on waiting list for this acticity.
    • In front of each name is an interactive field where you mark attendance for this particular lesson.
    • After each name is stated the persons age at the start of the activity (if the birthdate is registered), the outstanding balance (if not zero) and the payers mobile number.
    • The boxes to the right indicate attendance for earlier lessons on this activity. This is truncated at more than 10 lessons.
    • NewParticipant in front of the name the person has never attended this activity before.
    • Considerations in front of the name there is a note in 'Considerations' (you find this in the superuser interface).
    • NextTerm in front of the name this person is already registered on a future activity (the next term).

Attendance participants skillsThis is the page showing the individual participants data.
If you have entered qualifications on group level this is also shown and handled here.


36 - How do I use the search function / How do I search for a person?

The search function is more or less global and is found under person button, Activity button, Area button (and a few other places where you hardly ever need it).

You search by pressing the Find button button in the left menu under the relevant main menu; for instance Person button. Now you can search in all fields, several combined or just one, with any text. You search in the blue fields on the row with the F button (Find) button as shown below.

Search function

Trick!
You can search for entire words, parts of words or individual characters and so on. But try not to search for empty fields (basically means "Show me everything") or very broad searches like customer No '5'. The latter will result in a list of all persons in the database where there is the digit '5' in the customer No. And that is probably a lot!
You will get a warning though if your search results in more than 100 results. 

Example: Search for 'John Moxley'

You can search for almost any data like mobile phone number, street address or e-mail under the dedicated fields but for this example we will search by name.

As stated above you use the blue line when searching. Enter the entire name or parts of it. We fill in 'John' in the first name field but as we are not sure how to spell 'Moxley' we will only enter part of the name 'mo'.

Find form filled in

And hit 'Enter' or click on F button to see the result(s).

Find form results

Mark the appropriate line (in this case 'John Moxley') by clicking anywhere on that line in order to mark it with the dark blue frame.

Find form marked

Click on the Form button button in order to open up the Person page with John Moxley in focus.


Shortcut for finding a person (or an activity)

shortcutDoubleclick on the hash tag and you can type in the customer number directly in the now open field.
Hit Enter and you get the person in focus.


37 - How do I set up a new class/activity?

Go to Activity button.
Click on Copy button if you want an activity similar to the one you have in focus (this is the easiest way to do it if you have redundant data like the same name or start date).
Else click on New button
Enter information in the relevant fields.

New activity

  • No.: is filled in by the system.
  • Activity: Enter the name of the activity.
  • Activity Group: Choose the group this activity belongs to.
  • Start Date: Choose the activity's first day via the calendar.
  • End Date: Choose the activity's last day via the calendar.
  • Info Date: is usually left empty. Can be used for scheduling information meetings or the like.
  • Flexible: Usually left blank. If ticked it breaks the barrier set by 'Max. Particip.'
  • Min. Particip.: Does not block anything. Used for stating the least amount of participants in order to go through with the activity.
  • Max. Particip.: Blocks any registration over this amount. State how many participants you want when the activity is full. Registrations over this amount is automatically moved to the waiting list.
  • Price: Set the total price for the activity. This amount is automatically brought forward to the participants invoice.
  • Remark: Here you can put in comments regarding this specific activity. Does not show up anywhere else.
  • Schedule: Is filled in by the system according to the timeslots you register later.
  • Web Enabled: Makes the activity visible on your online booking and on your timetable (if applicable).
  • Age flexible: Leave blank. If ticked it breaks the minimum/maximum age stated either below or in the corresponding group.
  • Min. age: Usually left blank as this is set via the group. If filled in it overrides the group settings and sets the minimum age for participants in this particular activity.
  • Max. age: Usually left blank as this is set via the group. If filled in it overrides the group settings and sets the maximum age for participants in this particular activity.

Click OK button (or Cancel button if you do not want to register it anyway).

Now you want to asign timeslots, area and instructor to this course.

1) Assign timeslots

Click on Interval button

A pop-up opens

Add timeslots

Here you choose 'Day' if you want the activity to run everyday between the start date and end date.
In the example we click on 'Week' in order to make a weekly schedule.

A new window is shown

Add timeslots 2

The first field indicates if the activity runs every week ('1'), every other week ('2') and so on.
The start time for the lesson is filled in (24-hour format exactly as shown unless stated otherwise!) and the same for the end time.
'On days' (shown 'Friday' in the above example) you choose one or more days a week where you want the class to be repeatet.
Click Add timeslot button, you get a confirmation, close the window by clicking on Close button

Timeslots added

Go back to KeepTrack where the timeslots show up in the lower frame.

2) Assign area(s)

Click on Area button in the left menu and then on Add to all button

Add area

Choose the relevant area and click Add area button. Click 'OK' to close the window.

Note: You can add more than one area if you need to!

3) Assign instructor(s)

Click on Instructor button and then on Add to all button

Add instructor

Choose the 'Instructor' and the 'Instructor Type' and click on Add instructor button. Click 'OK' to close the window.

Note: You can add more than one instructor if you need to!

You are all set!


38 - How do I search comments and the like?

If you want to search for information in KeepTrack that isn't directly searchable the easy trick is to use your browsers search function:

  • Find the page you wish to search for information.
  • Click Ctrl+f or Cmd+f ('Find' to remember it) on your keyboard.
  • Write what you want to search for.

FAQ FindInBrowser


39 - How do I register attendance history?

On a day to day and activity to activity basis the absolute easiest way is to use the attendance touch interface. See description in "How does attendance work on the iPad".

If you need to enter or alter attendance on several activities or several participants there are two ways to do this:

1) Attendance through activities

  • Choose Activity button in the top menu.
  • Find the activity you need to handle.
  • Choose Registration button in the lower left menu.
  • Choose Attendance button to open the attendance function.
  • Choose the relevant lesson/class in the dropdown menu and tick who was present.

Attendance window

2) Attendance through person

  • Choose Person button in the top menu.
  • Find the person you need to handle.
  • Choose Registration button in the lower left menu (shown by default).
  • Choose Attendance button to open the attendance function.
  • Choose the relevant activity/class in the dropdown menu and tick when he or she was present.

Attendance window


40 - Discount - How does that work?

Manual or hard coded discounts

Please note that this is only viable in your super-user account

Under Person button you have several ways of registering discount for a customer.

Discount, person

In the upper frame you have two possible ways of registering discount: By exact amount or by a percentage.
Note: You can fill in amount or %.
Please note that entering discount in these fields will give the customer that discount on every future registration!

Discount upper

In the lower frame on the same row as the registration you have several ways of registering discount or even changing the suggested price or adding a fee.

Discount lower

If we go left to right in the above screendump:

Price: is the suggested price brought over from the activity (as you see above the amount 219.50 has been brought over in this case). You can change this for individual customers if you need to. We recommend that you use the discount instead though.

Disc. Amount: is the amount of money you want to deduct from this particular invoice. Simply fill in the amount. Note: You can fill in amount or %.

Disc. %: is the percentage you want to deduct from this particular invoice. Simply fill in the percentage. Note: You can fill in amount or %.

Fee: is used for adding a fee to this particular invoice.

All the different amounts will show up on the invoice when they are not empty.

Automated discounts

Please note that this is viable everywhere (super-user and online booking)

Your company can have several discounts automated. You need to contact Support to get started. All these discounts are fully automated and given regardless if they are registered by a super-user or by self-service via your online booking.

Late registration discount

If you want to automate the discount for customers signing up after the activity has started you can set this directly under Group where you tick the box 'Discount late reg.'

This discount is calculated as a fraction of the total lessons. Ie if there are 10 lessons in total and you sign up after 3 lessons have past you get 30% discount.

Customer discount

This is setup via Support and covers only the groups you want to use this for. Participants with multiple registrations running in the same period will get a discount on additional registrations. You can set discounts like '1st registration 0%, 2nd registration 10%, 3rd registration 20%' and any variation of that.

'Siblings' discount

This is setup via Support and covers only the groups you want to use this for. Participants with the same payer are regarded as siblings and you can set discounts like '1st sibling 0%, 2nd sibling 10%, 3rd sibling 20%' and any variation of that.

Employee discount

This is setup via Support and gives persons marked as 'Employee' the discount you want (ie X%).


41 - Error when I try to register new person/mobile phone/e-mail?

Error mobile no.

If you see this error it is due to the attempt of registering/changing a person with data that is already registered under an existing person. This is controlled for e-mail, mobile no. and social security no. (Therefore you are still able to find or register doubles if the aforementioned data is not present!)
This even controls your users login on your online booking.

The blocking of doubles with the same mobile no., social security no. or e-mail is enforced to avoid the same person/family to be present more than once in your database!


42 - How do I change the instructor for one or more lessons in an activity?

Go to Activity button

Find the activity you want to change (in this example activity no. 18357).

Activity menu

Click on Instructor button in the lower left menu.

1) Click on the instructor for the lesson you want to change (in this example 'Amy').

Change instructor

2) In the dropdown choose the new instructor by clicking on him/her (in this example 'Donna').

Change instructor

3) Click outside the dark blue line.

Change instructor

That is it! Repeat steps 1 through 3 for every lesson you wish to change.


43 - How do I enter or adjust the age restrictions for activities or groups?

You can restrict access to activities by utilizing the minimum and/or maximum age found under Activity button or Group button

We recommend that you use the settings under Group button as this affects all activities under this group which means you only have to do this once.
You are then able to adjust single activities when needed directly under Activity button

The procedure for this is the same for Group and for Activity.

Age

Fill in one or both of the fields. Remember it might be a good idea with a certain degree of flexibility in order not to be too rigid on your customers.

Age filled


If you need to make an exception in just one specific activity we recommend that you do not change the age under Activity button but instead tick 'Age flexible'. That way you can manually enter participants outside of the age span but you do not alter the set restrictions in your online booking.

Age flexible


44 - How do I register a new customer?

View of menu Person

Go to Person button as shown above.

If you register an adult payer and a child you start with the payer (parent). That way you will save a few clicks.

  • Click New button
  • Insert all relevant data for the payer ('Member date' is prefilled with 'Now' and will thus be registered with todays date).
  • If you use online registration and/or receipts by e-mail you must fill in a valid e-mail and tick 'Email invoice'!
  • When all info is in you click the OK button button (you can even hit 'Enter' on your keyboard to save the data).

If this person was also the participant (ie adult activities) you go directly to 'How do I register a customer for an activity?' in its own FAQ. If the participant is a child you continue below.

  • To register the child click Copy button if you have the payer in focus (or New button if you do not).
  • Fill all relevant data for the child. You must have a valid birthdate in order to register the child on activities with age restrictions!
  • You do not need to fill in address, e-mail, phone and the like as that is already registered under the payer.
  • In the field 'Payer' you either fill in the customer ID for the payer or you simply start entering the name in order for KeepTrack to search for him/her. You can even click Search button and perform a full search.
  • If you need to link the child to an additional person you fill in the 'Contact' field with this persons ID or name.
  • When all info is in you click OK button (you can even hit 'Enter' to save the data).

Next register the participant for an activity. Go to 'How do I register a customer for an activity?' in its own FAQ.


45 - How do I register a customer for an activity?

  • First look up the participant under Person button by either customer ID or by searching.
  • Next under Registration button fill in the line shown here.

New registration

  • 'Customer', 'Payer' and 'Reg. date' (registration date) is prefilled.
  • Choose the activity by clicking Search to the right of the 'Activity' field which opens 'Find Course'. Find and click on the activity you want. This automatically fills in 'Price' and the 'Activity' field.
  • Fill in the desired fields 'Reg. method' 'Disc. Amount' (subtracts this amount from the total price), 'Disc. %' (subtracts this percentage from the price), 'Fee' (adds this amount to the price), 'Remark'.
  • Hit 'Enter' on your keyboard or click outside of the dark blue frame to update the registration.
  • NOTE: If the activity is full the 'Reg. date' automatically switches to the 'Waiting List Date' and the person is not registered for this activity. KeepTrack gives you a warning when this happens.

If the customer registers after the activity started

If the activity already started (or the customer is allowed to sign up later after the activity start date) you should set the 'Start reg time' as todays date (you can just punch in 'now') in order to reflect the actual start time for the customer and possibly adjust the price.

Leave the 'End reg time' empty.

StartRegTime

Remember to get paid!

On the row containing the new registration you either click Print button for e-mail or paper invoice to the customer. (Note: If you choose to let the customer pay cash or with a credit card not linked to KeepTrack you will have to register the payment under Payment button in order to avoid wrongfully billing the customer again.)

Or you click PayPal button for point-of-sale with the customers choice of payment option on file. Via POS a receipt is automatically mailed to the customer (and the payment is automatically registered under 'Payment').


46 - How do I un-register a participant from an activity?

The activity hasn't started yet

We recommend that you make a special activity for un-registered customers in order to be able to follow up with marketing and the like and simply switch the registration to this activity. Or you can just delete the registration (note that this also deletes the invoice).

The activity has already started

Set the 'End reg time' according to your terms (today, the end of the month or...) and adjust the price accordingly.
This will also ensure that this registration doesn't roll-over to the next term in any of the automation.

Terminate


47 - How do I switch a customer from one activity to another?

You have a customer already registered in one activity/class who wants to switch to a different activity.

Before the activity has started

Go to Person button and look up the customer. Make sure you are in Registration button in the lower frame.

Registration

In the row with the activity you want to switch click on the marked button Arrow to open find course in order to bring up the 'Find course' window.

Switch

In the 'Find course' window you find the new activity and click on it in order to "bring it back" to the main window. It's a good idea to check that the price is correct and to send the new invoice to the customer.

Make sure that you have filled in all relevant fields (we advise you to take a note in the 'Remark' field about which activity the customer came from) such as price and discount.

Switch

When you have filled in all relevant data hit 'Enter' or click outside the dark blue row.

The customer has now switched to the new activity and any payments registered on the old activity is still registered under the new activity.
It's a good idea to check that the price is correct and to send the new invoice to the customer.

After the activity has started

If the activity already started you should first end the present activity by setting 'End reg time' to 'now' (automatically inserts today's date and time) and update the registration (if you have activated 'Late reg discount' remember to set the full price again).

Switching

Then you register the participant on the new activity, set the 'Start reg time' to 'now', update the row, set the price to 0 or set discount=100% (or set the price accordingly) and send the new confirmation/invoice to the customer.

Switch new

This shows the terminated registration (middle row No 10198) with the previous price and the new registration (bottom row No 10223) with price set to 0 (zero).

Switched


48 - How do I copy customers from one activity to another?

It's easy to copy all or some of the participants on one activity to another. This is handy when you want to register participants to the next term or register participants from many activities to one event or many other scenarios you can think of.
The activities you want to copy to have to be made before you start.

First of all the easiest way of doing this (especially if you have many activities) is to prepare before you start. You can do this by making a list of all the activity numbers you want to copy from and then note the corresponding activity number of the activity you want to copy to at each of them.

Go to Activity Registration and click on Copy to start the function

Here you see details on the activity you're copying from. You have the option of choosing the 'to' activity via the drop-down menus but the easiest and fastest way is by entering the number of the 'to' activity directly and hit 'Enter'.

This gives you details of the 'to' activity and a list of all the participants you can copy with their preset status suggestion on the 'to' activity. You can manually choose 'Registered' 'Waiting List' or 'Do not copy' for each person.

  • The list will start with everybody set to 'Registered' unless there are too few available slots which causes the rest of the list to be set to 'Waiting List'.
  • Participants with outstanding balance are shown in red text.
  • Participants with a credit are shown in green text.
  • Participants not marked for 'Registered' are marked with red background
  • Participants already registered on the 'to' activity are marked with read background and are not copied
  • Participants with 'End reg. time' set with a date before the new course start date will automatically be marked in yellow and 'Do not copy'
  • Participants who do not meet the age criteria will automatically be marked in yellow and 'Do not copy'

Choose the participants to copy, set the 'Payment Date' for all the registrations and click 'Copy Customers'

Please note

  • If there are prerequisites on the 'to' activity and these are not met this is not considered and participants are copied over

49 - How do I manually register a payment from a customer?

Go to Person button

In the left menu click Payment button

Click the drop down menu under 'Reg. No' in the 'New' row as shown here.

Register payment

  • Choose the appropriate invoice (usually the one with an outstanding balance) by clicking on it.
  • Fill in at least 'Payment Date' (fill in 'now' for todays date) and 'Amount' on the same line and hit 'Enter' on your keyboard. (You can even insert a comment concerning this particular payment before or after you hit 'Enter'.
  • The payment is now registered!

Hint!
Please be careful not to click outside the dark blue area before all information is entered or it will try to update with a resulting error due to insufficient data in one or more fields!

The finished result when payment is done in full. Note that you can register any amount and even several amounts on the same invoice.

Payment registration done


50 - Can I add a reminder fee to reminders?

Yes you can.

Under 'Person' you can manually set the fee for a specific reminder/invoice.

And/or you can let KeepTrack support know the size of your standard fee and you will be able to add the fee for all reminders when you send them under 'Admin' 'Email invoice' where you tick 'Add fee'.

Reminder fee

51 - Refund - A customer has paid too much or needs a refund. What do I do?

When you have to register a refund or an amount you have returned because the customer has paid too much (or he did not receive the discount he was entitled to when paying in the first place) you basically follow the FAQ "How do I register a payment from a customer?". But when you enter the (negative) amount you enter a minus sign in front of it (i.e. '-219.50'). This will deduct the amount from what ever amount is outstanding in the invoice.



Start Up

Get going with the setup of your new KeepTrack tools.


52 - Which colors can I use for group or area?

You just use the standard web color names which can be found here https://html-color-codes.info/color-names/

Insert the color name under Group

Web color group

Insert the color name under Area

Web color area

53 - Do you have 'manuals' for promoting tools for staff and customers?

Short visual teasers to download

For your convenience we have made some short and visual teasers you can download and either print to hand out or just e-mail to your staff or customers in order to promote the strong and mobile tools you have to offer.

Remember that you can simplify this further for your staff and customers by sending an e-mail with a direct link to the tool of your choice and all the user has to do is login.

'My Plan' for your staff

Download the PDF for 'My Plan'

'My Bookings' for your customers

Download the PDF for 'My Bookings'


54 - How to enter a new facility

In order to register a new facility you need to know the Lat/Long GPS coordinate for the location as this is mandatory in KeepTrack (the coordinate ensures the facility is visible on the facility page in your online booking).

Go to Google Maps https://maps.google.com to find your facility and follow these steps

  1. Copy the coordinate from the URL as shown below (55.6694924,12.5622305)
  2. Paste the coordinate into the search field
  3. Remove the last three digits or so and search for this coordinate (55.6694,12.5622)
  4. Edit the coordinate until the marker hits the map where you want it to be
  5. Insert this coordinate (55.6695,12.5644) into KeepTrack under 'Facility' 'Lat/Long'

Get coordinate

Adjust coordinate


55 - Perpetual activities automation

When you run your activities/classes as perpetual monthly all of the 'roll-over' can be handled automatically (contact support if you want this setup).
Your term and schedule will always be ready 1-2 months in advance as the following applies

  • On the 2nd of the month all the activities, including lessons, instructors, and registrations, are copied to the following month (ie: On the 2nd of October all October activities are copied to November)
  • All new activities will be ready for you on the morning of the 2nd (07:30am EST)
  • You then have 3 days to make corrections before the schedule automatically goes online on the 5th
  • All invoices are ready for sending immediately
  • The participants can see their registration in their account immediately
  • Participants with a registration end time are only copied forward if the end time is later than the start of the new term. This means that unregistering participants can be done simply by setting the registration end time
  • If applicable your direct debit can be run immediately

56 - How do i acces my database?

Go to https://keeptrack.dk and login with the credentials you were given from KeepTrack or your administrator.


57 - After login what am I looking at?

If you login as 'guest', 'staff' or 'trusted' the first thing you will see is the 'Person' page which we explain in detail further down. The exact content varies in accordance with your account rights.

The 'Person' page

Top menu

The top menu is where you choose what topic you want to work with. Short description:

Person buttonHere you handle customers, payers, instructors and all other porsons.

Activity buttonHere you handle all your different activities like lessons, workshops, camps and the like.

group buttonHere you handle the overall division of your activities ie 'Swim school' and 'Camp'.

area buttonHere you handle the exact areas where your activities are taking place.

facility buttonHere you handle the overall division of your areas. Ie the building or address where your business is taking place/where your customers or members go.

reports buttonThis button takes you to the different kind of reports available for your business.

admin buttonOnly available to administrators.

logout buttonActively logs you out and terminates your session.

user guide buttonBrings you to the FAQ :-)

indicator buttonIndicates with red movement when the server is active.

language buttonHere you can toggle between the available languages. TRICK: When you toggle this you force an update of the database.

Left menu

The left menu is described in an FAQ of its own.


58 - How do I get started with online booking?

You will find your online booking on the address https://[company-name].app.keeptrack.dk where it's already live.
You can always use or test version for reference https://keeptrack.app.keeptrack.dk

What you have to do is

  1. Register all the information needed for the setup
  2. Input all the information you need for facilities, groups and invoices
  3. Expose activities
  4. Place a link on your website or anywhere else you want it

Information for setup

Contact KeepTrack Support with the following information for setup

  • High definition version of your company logo
  • Mandatory fields on the user page https://keeptrack.app.keeptrack.dk/user both for the payer and for additional (children) profiles.
  • Exposed information on the schedule page (number of available slots, number of lessons, instructor first name)
  • Sender e-mail for invoices
  • Recipient e-mail for the 'Contact Us' form

Information for facilities, groups and invoices

Input the following information in the super user interface

  • Facilities web-info for exposure on the facility page (example: https://keeptrack.app.keeptrack.dk/facilities)
  • Facilities invoice-info for exposure on the invoice attachments
    Online Facility US
  • Group web-info for exposure on the schedule page (below the group buttons)
  • Group invoice-info for exposure on the invoice attachments
    Online Group US
  • You may even fill in web-info and/or invoice info for specific activities where necessary
    Online Activity US

'Standard' information you want all customers to recieve should go under Facilities invoice-info.

Expose activities

You expose activities by filling in at least the 'Website End' date (this shows the activity online and removes it again at the given date).

Fill in the 'Website Start' date if you want the activity to be hidden for now but automatically go online at a given date.

Online Activity Website US

Place a link on your website

You give your customers access to your online booking by placing a link on your website, in an e-mail or anywhere else you like.

Connect these links to a button, image or a text link in order to send customers directly to the page specified. (Replace [company-name] with the name we have given your app which is usually some variation/abbreviation of your company name.)

  • Front page https://[company-name].app.keeptrack.dk
  • Login page https://[company-name].app.keeptrack.dk/login
  • New profile/user page https://[company-name].app.keeptrack.dk/user
  • Facility page https://[company-name].app.keeptrack.dk/facilities
  • Schedule https://[company-name].app.keeptrack.dk/schedule
  • Schedule with a specific group open and in focus https://[company-name].app.keeptrack.dk/schedule#course-group-[number]
    where [number] is the ID/number of the group as noted in the super-user interface.

A text, button or image link should contain at least this code:

<a href="https://[company-name].app.keeptrack.dk" target="_blank">(Image or text)</a>


Add a text, button or image link containing at least this code:

<a href="https://[company-name].app.keeptrack.dk" target="_blank">(Image or text)</a>

Where [company-name] is the company name as given by KeepTrack.


60 - Is there a cheat sheet or somewhere I can see all common features?

Keys with global functions

Enter will force a save of your work to the server.

Hit the Esc key once or twice to undo what you have done in the form field you have in focus.

Tab moves focus to the next form field.

Shift+Tab moves focus backwards in the form fields.

Date fields

If you write "now" in a date field, todays date will automatically be added.

Deleting entire records or other information

Overall you can only delete records according to your account privileges and even then you will be presented with a warning before deletion.

The accounts 'guest' and 'staff' cannot delete entire records only information in certain fields.

Changing data

You can change data directly in the form fields. Even in sub menues, search pages and so on.

Saving changed and new data

Press Enter or switch to a new field (in sub menues) or a new record (in main windows).

Mandatory fields and syntax

Some fields are mandatory to fill in and some fields have a mandatory syntax for the content (ie time is registered 'hh:mm' like '10:30'). If you do not meet these criteria you will get an error message.


61 - Are there different kinds of user accounts?

Please contact support for opening, changing or closing super-user accounts. Just send an e-mail from an administrator with information on who the account is for and what rights you need.

You have several different user accounts with different levels of rights to choose from. Below are all accounts listed from highest to lowest level of access.

  • Administrator - Has all rights.
  • HR - Has the same rights as 'Trusted' plus all HR-data.
  • Trusted - Has access to everything except database administration, financial key figures and HR-qualifications.
  • Staff - Can see 'Person', 'Activity' and 'Reports', cannot delete anything, can register new customers, sign customers up for activities, register correspondence, qualifications and attendance, can change customers data except payments and can print some reports.
  • Accountant - Has the same rights as 'Guest' but can also see financial reports.
  • Guest - Can only read data. Can read the same data as the 'staff' account.

62 - How do I handle employees in KeepTrack?

Employees

  • Register the employee under 'Person' and tick 'Employee'. Now this person will show up as an instructor on courses and every employee related report, schedules and the like.
  • Fill in 'Initials'.
  • In 'Person' 'Qualifications' it is possible to enter what we call "HR-qualifications". These are only viewable and writable by user accounts with 'Admin' or 'HR' rights.
  • In a new database you might not see the HR-qualifications you need. In that case you just make a list under 'Admin' 'Qualification' - Remember to set 'R/W Rights' to "Admin, HR".
  • A few suggestions for the list:
    • Contract
    • Employee handbook distributed
    • Monthly salary
    • Paid by the hour
    • Salary comment
    • Wage supplements, pension
    • Internal training (you might want to specify on individual lines)
    • External education
    • Workshops
    • Substitute
    • Supervisor

Pro Tip

When you insert your HR qualifications you can set an Asterisk '*' in front of the name (see example in the image below). That way you can easily distinguish between HR and customer qualifications in your everyday work.

HR Qualifications


63 - How do I register a new group?

Go to Group and click New or Copy

Group page

Enter information

  • ID No. is automatically filled in and cannot be changed
  • "Activity Group" is the group name - This is the only mandatory field
  • "VAT" is the VAT rate for all activities in this group. Even if you are VAT exempt we recommend you choose 0% instead of leaving the field empty
  • "Color" is a web color of your choice and can be used in graphical reports and the like. Use HTML colors (aqua, fuchsia, gray, green, lime, maroon, olive, orange, purple, silver, teal, white, yellow...) but please be aware that 'red' is a reserved system color and that we advise you do not choose dark colors (like black, navy and the like) as this obscures the text
  • "Age flexible" breaks the age limit so any age can register. Our recommendations are that you do not use this field but instead just leave the next two fields empty
  • "Min. age" controls registrations on all activities in this group. Persons registering must meet this minimum age. Leave it empty if you have no minimum age. Please note that if you set this customers who sign up must have birth-date registered
  • "Max. age" controls registrations on all activities in this group. Persons registering must be younger than this maximum age. Leave it empty if you have no age limit. Please note that if you set this customers who sign up must have birth-date registered
  • "Req Membership" is only used if there is a mandatory membership or membership fee in connection with bookings in this group
  • "Administrative" is for internal activities like front desk scheduling where there are no participants. Activities in this group are then removed from the 'Find course' where you sign up customers
  • "Product" is for selling products and alters the way these 'activities' are shown both in the online booking and in reports
  • "Handicap" is for marking the group as specialized for disabled participants
  • "Discount late reg" sets your online booking with a discount if participants sign up after the first of multiple lessons has passed. The discount is set based on the number of lessons missed in comparison with the total number of lessons on the activity (eg you miss 2 out of 10 lessons and get 20% discount)
  • "Remark" is for internal comments
  • "Web Info" is for comments on your online booking schedule. We recommend you use this field
  • "Invoice Info" is for comments/information on your invoices. We recommend you use this field

Click OK (or 'Cancel' if you don't want to create the group).


64 - How do I use 'Qualifications' under Group?

Go to 'Admin' 'Qualification' to make new or alter existing qualifications

First go to to register all necessary qualifications before you can set these under 'Group'! Please note that it's important to set the 'R/W Rights' correctly for this to work!!

  • Empty field in 'R/W Rights' = Visible for Customers, Star Tracker and super-users
  • 'Attendance' in 'R/W Rights' = Visible for Star Tracker and super-users
  • 'Staff' in 'R/W Rights' = Visible for super-users

AdminQuali

  • If you want to sort the qualifications in a certain order you insert a leading number in the qualification name (Ex.: '01 The first qualification', '02 The next qualification')
  • Text inserted under 'Remark' will show up after the qualification name under 'Person' and 'Group' and in the Star Tracker when you click the 'Edit' button on participants.

Go to 'Group' 'Qualification'

Qualifications

Under 'Group' you will find 'Qualification' which is where you control these for all your activities.

When you make the list containing all your qualifications for all your groups there are a few things you should notice.

  • You can run your business without setting these.
  • If you choose to implement this powerful tool you have two sets of qualifications: Prerequisites are mandatory to sign up for this level and Proficiencies are skills you acquire on this level.
  • If you set prerequisites for a group you must set the same qualifications as proficiencies for the preceding group on the lower level.
  • We highly recommend to set just one prerequisite per group/level along with the corresponding proficiency. Ie on level 4 you set 'Ready for level 4' as a prerequisite and on level 3 you set 'Ready for level 4' as a proficiency. That way only participants in level 3 with this "skill" can enroll to level 4. (Please note that you technically can use multiple prerequisites on one group/level but apart from complicating things unnecessarily you will also experience unwanted handling in different tools like the Star Tracker.)

This feature interacts with your online booking and with your Star Tracker. This is described elsewhere.

The chart below shows that with the written settings participants can only book according to the green arrows. New participants (without qualifications) cannot book anything but level 1 or 2 (please note that even the age span is controlling who can register).

FAQ Qualifications


65 - How do I handle VAT?

VAT faq

How to handle VAT

Under 'Admin' 'VAT' you can insert new VAT rates or alter the existing ones.

  • The 'VAT' field is the text shown in the invoice and more
  • The 'VAT rate (%)' field is the actual mathematical rate used for all calculations
  • The 'Remark' field is for your convenience

Please note that VAT is always included in the price. You set the total price under 'Activity' and the invoice will handle the exposure of the VAT.

VAT Group faqOnce the VAT rates are in place you can set them under 'Group' where all activities under this group will have this VAT rate included.

Even though your business/product is VAT exempt we recommend you set the VAT rate explicitly at 0% instead of leaving the field blank. This shows your customers, accountant and other people what the rate is and thus avoids possible confusion.


66 - Who is charged when running direct debit via Credit Card?

The direct debit run can be handled in different ways but when these criteria are met the person is charged

  • Outstanding balance on one or more invoices
  • Credit card on file
  • Credit card or bank account marked for 'Direct Debit' - This is only viable if you have several options for payment!

Furthermore the direct debit procedure can be set to run fully automated one or more times a month. The transaction will be run in real time in a few seconds on the desired day of the month and the only delay is from the merchant service provider to your bank account. All payments are automatically registered on the invoice as soon as the payment is confirmed.


67 - SEPA Direct Debit

ISO 20022 XML pain.008.001.02 and pain.008.003.02 format

In order to use this you have to contact KeepTrack Support with information from your bank where we need the following:

  • Company name on the contract
  • Contract ID No.
  • Contract IBAN No. for receiving payments
  • Contract BIC/SWIFT No.

Via you find the report for exporting your SEPA file which can since be used for import to your bank and for registering the payments contained in the file.

SEPA

The only input you need is the required collection date (the date the amount is paid from the customer account). The output will contain all DD invoices with outstanding balance. Please note that this date must be in the future!

If you want to limit the output up till a certain due date you enter this date in the 'Payment date limit' field. The output will contain all DD invoices with outstanding balance and with a due date before this date.


The file is PDF and all the text has to be copy-pasted to a text editor and saved as 'someName.xml' in order to get the XML file the bank needs.

Registering payments is done via . When you import the file and register the payments the payment date is set to the date you are importing the file (and not to the collection date).

What does the file include

All of the below points must be met in order to include the payment!

  • The payer needs the qualification 'IBAN'
  • The payers qualification 'IBAN' needs to have the payers full IBAN No. in the remark field
  • Invoices with outstanding balance and with 'Due Date' before the chosen 'Payment date limit' (all invoices if the latter field is left empty).

One payer can have multiple invoices included in the same file

Most important points

The exported file is PDF and all the text has to be copy-pasted to a text editor and saved as 'someName.xml' in order to get the XML file the bank needs.

Make sure you set your collection date the same or further out than your 'Payment date limit' if you only want to collect from customers where due date is past.

It's very important that after you export the file and send it to the bank you register all contained payments before you pull the next file or else you will risk charging customers double.


68 - How do I train my staff for using KeepTrack?

Initially when you purchase KeepTrack we include training of your staff in the start package. But you will of course need to train new staff members over time.

Here you can download our pdf-presentation containing everything your non-administrative staff needs to go through.


69 - Which iPads/tablets do you recommend for the staff?

To improve the efficiency of your staff on deck you have the choice to implement our touch based interface where the staff account can perform most of their daily tasks.

We have two specific recommendations - One economic but efficient solution and one perfect solution. Overall we recommend a 7" version of any tablet as this can handle all tasks and is not as prone to dropping due to better grip.

Economic and efficient - Android 7"

Android

For a price as low as $150 (early 2016) you get a super efficient tool at a cost that will not ruin you even if it breaks (or gets stolen). We have better experience with the brands ASUS, Lenovo, Dell and Nexus and over-all we recommend you to stear clear of 'no-name' brands. You can further improve ruggedness by using a cheap waterproof cover.

The perfect tool - Panasonic Toughbook 7"

Toughbook

If you want the best tool for the job you pay the $1.000 (early 2013) and get a tablet that easily handles the wet environment, dropping and anything else you throw at it.
http://www.panasonic.com/toughpad



Technical Stuff

Information and answers to technical questions


70 - How do I read the OCR code?

If the OCR code is '009368301004596' you will find the following information

  • 009368301004596 = First seven digits: The payer ID number (93683)
  • 009368301004596 = Next seven digits: The registration number (100459)
  • 009368301004596 = Last digit: The modulus 10 check digit (6) ensuring payers enter the correct OCR

OCR


71 - How do I start with airport style 'Timetable'?

Your 'Timetable' is showing ongoing lessons live, it's automated and once it's setup it just runs 24/7. It must be ordered at Support.

Timetable Monitor

Your timetable is located at https://keeptrack.dk/timetable/(database name)/(Facility no.)/(Area no.) (Eg. https://www.keeptrack.dk/timetable/company name/1/3) Area no. is optional. If omitted the timetable displays all the lessons in the listed facility. Otherwise, only lessons in the listed area are shown along with the participant names of the ongoing lesson.

Suggested hardware

In order to utilize your timetable in the best way possible we suggest you use as big a monitor as you can afford. Further more you want the system to be automated and stable which is why we recommend some form of Linux box. The cheapest is to buy a small Chromebook/Chromebox. Both suggestions below will start up your system directly in full screen timetable without login or any other use of a HID like mouse or keyboard.

Or see this professional solution https://enterprise.google.com/chrome/digital-signage/ which is free up to 5 units.

Setting up an automated Linux box

Use a small Linux box with a browser and Internet connection. The timetable (browser) takes very few resources. For stability reasons it's preferred to use a cabled Internet connection over WiFi.
Make sure you use an account with auto-login in order to automate restarts.

Open 'Startup Applications' in Ubuntu or the equivalent in other distros. Insert the following line where the web address is formatted like above
google-chrome --kiosk --incognito --new-window https://keeptrack.dk/timetable/(database name)/(Facility no.)

You can even get more features by specifying the area. Insert the following line where the web address is formatted like above
google-chrome --kiosk --incognito --new-window https://keeptrack.dk/timetable/(database name)/(Facility no.)/(Area no.)

Setting up an automated Chromebook

We prefer the Chromestick as it is cheap and plugs right into the monitor but as it is very small and with passive cooling it can sometimes fail in hot environments.

chromebit 4asus chromebit 13

Since you are trying to setup the Kiosk App to auto launch, you must first put the Chromebook into Kiosk mode. Set it up as follows.

We prefer the 'Kiosk' app
Selection 258

  1. Wipe Data on Chromebook (https://support.google.com/chrome/a/answer/1360642?hl=en)
  2. After wipe is completed, you will be at the welcome screen. (Input your network information, but DO NOT LOGIN to the Chromebook)
  3. At the login screen, press CTRL+ALT+K and enable Kiosk mode.
  4. Login into the Chromebook
  5. Open a new tab in Chrome, and enter chrome://extensions in the address bar (also known as the omnibox). Click enter.
  6. Check the box next to Developer Mode.
  7. Click Add kiosk application, and enter the ID of the Kiosk App you'd like to enable.
  8. Highlight the Kiosk App and select "auto launch"
  9. Press Enter or click Done.
  10. Reboot and when asked, enable app for Kiosk mode
  11. Now the app will auto launch each time you reboot.

To Turn off Kiosk Mode

Begin by rebooting the Chromebook. While the device is starting up, press the keyboard shortcut Ctrl+Alt+S to interrupt the process and return to the login screen.


72 - How do I place my online booking, schedule and facilities on my website?

Front page of your online booking

Add a text, button or image link containing at least this code:

<a href="https://[company-name].app.keeptrack.dk" target="_blank">(Image or text)</a>

Where [company-name] is the company name as given by KeepTrack.

The easiest way to get the correct links is to go to the desired page on your online booking and simply copy the link.


Login page of your online booking

<a href="https://[company-name].app.keeptrack.dk/login" target="_blank">(Image or text)</a>


Register/user page of your online booking

<a href="https://[company-name].app.keeptrack.dk/user" target="_blank">(Image or text)</a>


Your facilities

Add a text, button or image link on your website where you want access to the facility page with a map.

<a href="https://[company-name].app.keeptrack.dk/facilities" target="_blank">(text or image)</a>


Your schedule

KeepTrack handles your online schedule as well as your online registration as that will maximize your uptime and minimize errors.

<a href="https://[company-name].app.keeptrack.dk/schedule" target="_blank">(text or image)</a>


Schedule for specified facilities

Here shown for facility no. 4

<a href="https://[company-name].app.keeptrack.dk/schedule?facility_no%5B%5D=4" target="_blank">(text or image)</a>


73 - Our mails bounce when we send invoice/mail to customers/customers do not get our mail?

It can be a problem to send mail from a different mail server than 'your own'. The reason for this is that the world is trying to fight the ridiculous amount of spam that floods us in general and one of the weapons in this quest is called "TXT record" which basically means that the owner of a domain (www.example.com) will register which servers are authorized to send out mail for that domain. As a start it is mainly hotmail, outlook and live.com (Microsoft) who has enforced this by rejecting mails from unauthorized servers but others are following.

This means that if example.com wants to send out mail via for instance a service for news mails, via a financial program and via KeepTrack you have to register all these servers with a DNS TXT under your own domain.

You can follow this link  http://www.spfwizard.net/ to use the wizard for making your own spf-text. Add _spf.keeptrack.dk for keeptrack.dk
If you only send mail via MX the spf part of your DNS TXT should look like this: v=spf1 mx a include:_spf.keeptrack.dk ?all

Test spf settings http://www.kitterman.com/spf/validate.html?

If you do not understand the above we strongly recommend that you seek assistance from an expert consultant.


Particularly for Microsoft mails (Hotmail, Live, Outlook...)

Apart from the above settings Microsoft has its own service where you should register KeepTrack as an approved sender of your e-mail.

  • Go to the website https://sender.office.com/
  • Enter the e-mail(s) you use as a sender in KeepTrack
  • Enter IP 83.221.131.67
  • and follow the guides on the page and in the subsequent e-mail you get from Microsoft

If you are anyway in doubt whether you have registered just go to the website again and enter the same data. Microsoft will then tell you whether or not you are already registered.


74 - How do i get the group images into 'Timetable'?

First you need to make an image in the 'png' format in exact size 65x65 pixels.The name must be exactly "groupID.png" where "groupID" is the exact group number that your KeepTrack database provides you (eg "21") and .png all in lowercase letters (ex.: 21.png). Send these images to KeepTrack support compressed in the zip-format and we will facilitate the upload.

If you want to display a default image when the group has no image, then you can make a picture as above with the exact name "photo.png". These images will then appear on your "Timetable".

Group  photo


75 - How do i get the instructor images into 'Timetable'?

Mandatory settings

  • PNG-Format
  • Size 150x200px exactly
  • Naming convention: [instructorID].png

Recommended

  • Black and white images
  • To avoid e-mail clients messing up the images please send in ZIP-file

In any photo editing software first resize your images to the exact size 150x200px (150px wide, 200px high) and save it in the 'PNG' format. The name of the file must be exactly "instructorID.png" where "instructorID" is the instructor number from your KeepTrack database in digits (ie "17502"). 'png' is written in lowercase letters (17502.png).
Send these images to KeepTrack Support compressed in a zip-file and we will facilitate the upload.
If you want to show a default image when there is no image for the instructor you can make a generic image like described but with the exact file name "photo.png".

Formatting the images according to the above settings can be done by a skilled person in a matter of seconds for each image. If you don't know how to do this we recommend you hire a pro to get the best results.

Examples

Instructor  photo