Good to know
Yes - And it's included in your servicest!
You can easily send SMS messages directly to individuals, individual activities or to hundreds of recipients via 'Person' 'Activity' or 'Admin' 'SMS'
SMS is included in your services on 'fairness based' conditions which means that as long as you send out a reasonable number of messages you will be fine. If you want to send out thousands of messages you can contact us and we will set up an account where you will be invoiced based on your actual use.
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.
We will be fully compliant with the GDPR when it comes into affect in May 2018
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
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.
The server is hosted on a cloud based solution by a professional provider specialized in server operation.
Back-up once every 24h:
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.
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.
Yes - And it is of course included in your services
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
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.
There is a lot of data available to assist you in your company's strategic development
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.
Answers to questions concerning everyday use of KeepTrack
Under you'll find a column named 'Instructor Type'.
This is used for different things such as
|Name||Color||Included in the salary?||Comment|
|Main||green||yes||The green markings indicate the instructor/schedule is planned|
|Sick||red||no||The red markings indicate the instructor is absent|
|Stand-by||yellow||no||The yellow marking indicates the instructor is on duty but not present|
|Stand-in-sick||none||yes||Stand-in for a sick colleague|
|Stand-in-off||none||yes||Stand-in for a colleague on leave|
People with a Gravatar account will automatically expose their profile picture in the person view (only "G-rated" pictures are shown).
Only the owner of the Gravatar account can edit or change these pictures.
You can register your own account, or accounts for your staff, for free via https://gravatar.com
Having on-going classes where the participants are registered until they actively opt-out is probably the easiest and most lucrative form of running your terms. Especially when combined with recurring payments. Do note though that this often forces you to run monthly terms which makes it possible for participants to opt-out with a months notice (as opposed to up-front payment for quarterly or bi-quarterly terms) and you might also end up increasing your administration.
When the time comes to start planning for the next term there will be multiple ways of handling it. Here we describe the method that gives you the by far best retention rate: Proactive offer for all current participants
Evaluate and register all participants' level for the next term via Star Tracker. You will primarily use the buttons *1* *2* og *3* but you can enhance the control and information by also using qualifikations. (See seperate FAQ for the use of the Star Tracker.)
Pull the report 'Oprykninger gruppe/aktivitet' for individual facilities to overview of the need for number of activities at the different levels/groups. This report can also show the entire company if you for some reason should want that.
In this report you find the sum of marked digits for the groups: Totalt number of participants in all the groups activities = 113, 70 move up to next level, 43 stay at the current level and 0 end their registration.
Note that if the numbers at 1, 2 and 3 doesn't add up to the total then certain participants level needs to be registered. In the example we have 70+43+0=113 so all participants are registered.
Under the activity-group you'll find information for every activity.
Pull the report 'Oprykninger gruppe/aktivitet/deltagere' to run through or overview the situation for all participants.
In the top marking in the image you'll find the same information as the group in the previous example. In the same way you find information (underlined) for all activities.
The different is that in this report you'll find all individual participants with exact information on who's on which level. You use this individual information when you register the correct activity for the next term.
It is important that you under 'Admin' 'Closing days' register all Holidays and other closed days for your business/facility before the schedule for the next term is registered. This will save you a lot of time and error correction.
Register the exact schedule for the coming term.
Adjust the schedule for errors and changes
Go through all activities/participants levels from bullet point 2 and copy all participants to the new term via 'Activity' 'Registration' 'Copy Cust' where you can batch copy participants from each activity.
Go through everything for errors and corrections
Send all invoices via 'Admin' 'E-Invoice'
Note that you might have to give customers the option of passive opt-out to stay within the scope of consumer rules in several (European) countries.
When you have sent invoices you will experience participants who haven't paid by the due date. You can then send a polite and descriptive reminder for the unpaid invoices and when this second due date passes you un-register the unpaid registrations.
A tip for enhanced win-back is to collect (register on waitlist) all these un-registered people in a separate activity and then send service mails about the un-enrollment and how they can re-enroll in your school.
All activities with 'Timetable' checked will be visible
This information is shown
Use the report 'Export Persons', but please note that you can utilize 'Export Customers Without Registrations', which you find via
Choose what to include (as marked below) and choose the type of file to download.
Please note that the file uses semicolon as separator.
You can now either import the file directly in an external program or open and edit in MS Excel.
If you want to assist a customer in canceling a lesson or registering a makeup lesson just follow this procedure
For additional usability you could choose a touchscreen monitor.
(Please note that not all features are necessarily available)
'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.
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.
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
It's very easy to take payments over the counter with the customers credit card on file directly from the super-user interface
Find the person and registration you want the customer to pay and click on the 'PayPal' button
If the invoice has no outstanding balance you will be informed
You will be logged in as the owner of the invoice and with the outstanding balance
Choose the payment method, choose one of the credit cards on file or add a new one
Agree to the Terms Of Sale and click 'Confirm' and you're done (the confirmation is sent to the customer)
Via you can send out invoices or reminders.
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.
You have multiple options to see your total registrations but the best overview is found under
You can register participants for individual lessons when you need make-ups, trials or the like. Just do like this:
This sets the 'Start reg. time' and 'End reg. time' to the corresponding lesson time.
Only trusted and admin users can change ended (red) activities!
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.
Page 1 contains payment information.
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.
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.
You can format the texten on the invoice through these HTML tags/codes.
Gives you <b>Bold text</b> between the tags.
where the tag is inserted.
Gives you a space (new paragraph)<br><br>
when you insert two tags.
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
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.
The information displayed in the schedule on your online booking, you add via and
The Staff account is primarily used for instructors and frontline service staff with the need to assist customers on-site.
Use the Star Tracker
Yes. And we strongly advice you to use this feature as it will ease your workload.
Go to '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.
This applyes for ongoing classes/activities!
Go to (it does not matter which person you have in focus).
Sort the activities by coloumn by clicking the header.
Go to , 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.
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 '126.96.36.199', 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:
The search function is more or less global and is found under , , (and a few other places where you hardly ever need it).
You search by pressing the button in the left menu under the relevant main menu; for instance . 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 (Find) button as shown below.
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'.
And hit 'Enter' or click on to see the result(s).
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.
Click on the button in order to open up the Person page with John Moxley in focus.
Doubleclick 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.
Go to .
Click on 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
Enter information in the relevant fields.
Click (or if you do not want to register it anyway).
Now you want to asign timeslots, area and instructor to this course.
A pop-up opens
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
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 , you get a confirmation, close the window by clicking on
Go back to KeepTrack where the timeslots show up in the lower frame.
Click on in the left menu and then on
Choose the relevant area and click . Click 'OK' to close the window.
Note: You can add more than one area if you need to!
Click on and then on
Choose the 'Instructor' and the 'Instructor Type' and click on . Click 'OK' to close the window.
Note: You can add more than one instructor if you need to!
You are all set!
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:
Under you have several ways of registering discount for a customer.
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 %.
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 on individual registrations.
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.
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.
If you want to automate the discount for customers signing up after the activity has started you can set this directly under 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.
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.
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. The payer does not count as a customer and does not receive any discount when the payer is also the customer. You can set discounts like '1st sibling 0%, 2nd sibling 10%, 3rd sibling 20%' and any variation of that.
This is setup via Support and covers only the groups you want to use this for. The payer gets a discount for each additional registration within the same period and you can set discounts like '1st registration 0%, 2nd registration 10%, 3rd registration 20%' and any variation of that.
This is setup via Support and gives persons marked as 'Employee' the discount you want (ie X% or X$).
This is setup via Support and only works if you have membership activated. The payer gets a discount for each additional registration on membership within the same period. You can set discounts like '1st registration 0%, 2nd registration 10%, 3rd registration 20%' and any variation of that.
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.
Find the activity you want to change (in this example activity no. 18357).
This is the preferred method as you'll keep all HR information regarding Sickness, days off and so forth.
Click on in the lower left menu.
That is it! Repeat the steps for every lesson you wish to change.
This might be used when you're still planning the schedule or the like.
Click on in the lower left menu.
That is it! Repeat the steps for every lesson you wish to change.
If you wish to switch the instructor on all lessons you can easily do this by deleting all instances and add a new instructor
You can restrict access to activities by utilizing the minimum and/or maximum age found under or
We recommend that you use the settings under 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
The procedure for this is the same for Group and for Activity.
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.
Please note that the age is calculated based on the individual activity's start date!
If you need to make an exception in just one specific activity we recommend that you do not change the age under 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.
Go to 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.
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.
Next register the participant for an activity. Go to 'How do I register a customer for an activity?' in its own FAQ.
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.
On the row containing the new registration you either click 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 in order to avoid wrongfully billing the customer again.)
Or you click 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').
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).
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.
You have a customer already registered in one activity/class who wants to switch to a different activity.
Go to and look up the customer. Make sure you are in in the lower frame.
In the row with the activity you want to switch click on the marked button in order to bring up the 'Find course' window.
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.
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.
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).
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.
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).
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 and click on 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.
Choose the participants to copy, set the 'Payment Date' for all the registrations and click 'Copy Customers'
In the left menu click
Click the drop down menu under 'Reg. No' in the 'New' row as shown here.
The finished result when payment is done in full. Note that you can register any amount and even several amounts on the same invoice.
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.
Get going with the setup of your new KeepTrack tools.
Perpetual activities are activities running periodically on a monthly, quarterly or semiannually basis.
If you in any way have perpetual activities or just roll over your schedule from one period to another we strongly advise you to implement this feature as it frees up a lot of resources and makes your scheduling fast and error free.
In order to get the feature going most of the work is done up front and one time only. Here are the headlines for the feature setup.
Support will open up the perpetual roll over and you are good to go.
This is very important in order to avoid setting yourself up for a lot of manual corrections.
You should register all closed days in your facilities as such. This means that you not only setup the regular Holidays but even the periods where your business is closed for Summer, Christmas or the like. These are examples of closing days you should register (Remember: Closing days can be individual per facility.)
If you want activities to roll over in your perpetual schedule you have to mark the entire group for 'Perpetual'. You choose either 'Monthly', 'Quarterly' or 'Semiannually'.
If your activities run from 7th of August to 20th of December you choose 'Semiannually' and adjust the start and end date respectively by registering the corresponding closing days. The same goes for schedules corresponding to Monthly and Quarterly.
That's all the mandatory steps you have to take in order to get your perpetual schedule rolling. But read on as some of the below steps are needed to register your everyday updates to the schedule like change of instructor and such.
These settings adjust the upcoming perpetual roll-over and has to be registered if you want changes in the next schedule.
If all or some of your activities have pricing based on the number of lessons in a term you can set that directly on the respective activities.
You should not alter your activity price if you set the 'Price/lesson'! The 'Price/lesson' field is only active on the perpetual roll-over and will automatically adjust the price for the "new" activity.
If you have certain activities you do not wish to roll-over to the next schedule you simply mark that/those activities 'Perpetual Exclude'. This leaves the activity and enrolled participants out of the upcoming perpetual roll-over.
When you check the 'Perpetual Exclude' on a timeslot it will exclude this area, instructor and timeslot if they are different from included timeslots.
It is very important to mark timeslots with data you do not want in the upcoming perpetual schedule. You would typically mark timeslots with the following data to avoid getting them in the upcoming roll-over:
Please note that new activities have all timeslots unchecked and in the near future timeslots where you alter instructor, area or other data will be checked. You can always override this by checking/unchecking manually.
You will get a confirmation telling you the status of the transactions
If there are one or more errors those payments will be marked with red dots accordingly. The errors below are due to the user trying to upload the same file a second time.
When you plan internal courses, education, parties or the like you can easily handle invites, online or offline registrations, attendance, salaries and more via KeepTrack.
If the activity is non-paid (ie a party) you handle it like any other activity.
Via 'Reports' 'HR' you'll find the report 'Schedule and salary for instructors' where you're presented with working hours in detail and sum for the chosen period for all individual employees. Just choose a given period, click 'PDF report' and you have the information needed for salaries.
Please read the report description before downloading the report.
...your customers can sort these in the online schedule
The schedule page shows 'All sports' by default
You can set a group to handle products instead of activities. That way you can sell all 'activities' under this group as products like swim suits, vouchers and so forth.
Fill in the name (Header button in your online booking), VAT, tick the 'Product' box and fill in 'Web info' (this is explanatory text in your online booking).
When you have registered this group for products (ticked the 'Product' box) all "activities" under this group can be booked several times. This is necessary if somebody wants to by more than one item of the same product ;)
Fields explained top down
If you want to note the facility on the product, for instance if it's a gym access card or the like, you simply register a lesson from 00:00-00:00 including the area on the activity. That will expose the facility on the product card online.
If you want to add an annual or monthly fee for your members you will first have to order this at Support.
If you want discounts then you can include the 'membership group' in the regular automated discounts as they can be used here as well. Discounts are described in their own FAQ.
A dedicated membership group (Support will usually facilitate this and you never have to alter this again). This controls the automation, the header name and the VAT. Ticking the 'Administrative' box is optional and has no effect on membership.
Dedicated activities under the membership group to cover the periods you charge for. The start and end date (as marked) controls which activities are added membership fees (note that the fee can bee set to zero if you want the membership to be free).
The automated sign-ups (and billing) begins on the start date you set in the membership activity. So if you set January 1st everybody is enrolled from that date.
The time span (start and end date) you set in the membership activity controls the addition of membership fee when a customer enrolls in an activity that's running within that time span - So it has nothing to do with when the customer signs up for an activity! Ie. You set the membership start date to 1/1 2019. A customer signing up for an activity running during December is not added to the 2019 membership. Another customer signing up for an activity running during January is added to the 2019 membership.
Once this is set up it runs automatically for both super-users and self-service via your online booking
You have to contact Support in order to get the feature 'turned on'
Next you follow the steps below to control which groups are open for makeups
That's it. You're now ready to inform your customers
Keep an eye out for changes as we will successively expand the possible settings.
You will potentially encounter weird behavior if you do any of the following via the super-user interface which is why we recommend you do not do this
Note that this can only be done by super-users and not by the participants.
Note that this will not break anything but mainly register more cancellations than the participant is actually entitled to.
Feel free to send this video to your customers for an easy way of promoting your app
Your timetable is a powerful tool to ensure your staff and customers always have direct access to on-going and up-coming activities live in your facility.
Once setup you can forget about the technical side as your timetable is always updated with the latest schedule right where you need it.
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.
Go to 'Facility' and click 'New' in the left menu.
The name and the GPS coordinate (shown in the red boxes) are mandatory but we highly recommend you also fill in information under 'Web Info' (information shown in your online booking) and 'Invoice Info' (general information shown in your invoices attachment) as shown in the orange box.
When you have entered all information you can move to 'Area' and register one or more areas for your new facility. You need areas in order to actually use your facilities ;)
In order to register a new facility you need to know the Lat/Long GPS coordinate for the location as this is mandatory (the coordinate ensures the facility is visible on the facility page in your online booking).
Go to https://www.latlong.net/convert-address-to-lat-long.html and follow these steps
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
Please note that the same procedure goes for perpetual activities/terms even if they are not monthly! In this case the dates mentioned here will of course be different.
Before your first roll over (or when you need changes) we need the following information from you
If there are deviations we need to be aware of please notify us in advance!
All the groups you want included in a list like this: "1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15"
Pick a specific week (or month) where there are as few alterations as possible.
Ie. Courses with timeslots FROM 2018-01-01 TO 2018-01-31
All the facilities where you want activities rolled over like: "1, 2, 3, 4"
The first day of the period
The last day of the period
The opening date for your schedule on your online booking. Default is 3 days after the roll-over is run but you can even set things like "the date the 'old' activity ends".
Default is to set the same date the activity ends
Du you want the same instructors copied over? Default is to omit instructor types like 'Sick' 'Absent' and the like.
Do you want the same area set for every lesson? Default is yes.
Do you want to copy the participants over? Default is yes. Participants with an 'end reg time' set before the start of the new season are not copied over.
Do you want the waiting lists copied over? Default is no.
When do you want the payement date to be set? (When do you want your customers to pay?) Default Last day of the current month.
If you want the 'Timetable' setting to be on or off for all activities. This controls the visibility in 'My Schedule'
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 top menu is where you choose what topic you want to work with. Short description:
Here you handle customers, payers, instructors and all other porsons.
Here you handle all your different activities like lessons, workshops, camps and the like.
Here you handle the overall division of your activities ie 'Swim school' and 'Camp'.
Here you handle the exact areas where your activities are taking place.
Here 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.
This button takes you to the different kind of reports available for your business.
Only available to administrators.
Actively logs you out and terminates your session.
Brings you to the FAQ :-)
Indicates with red movement when the server is active.
Here you can toggle between the available languages. TRICK: When you toggle this you force an update of the database.
The left menu is described in an FAQ of its own.
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
Contact KeepTrack Support with the following information for setup
Input the following information in the super user interface
'Standard' information you want all customers to recieve should go under Facilities invoice-info.
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).
The activity is exposed during the entire 'Website End' date and will disappear at midnight after this 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.
The activity is exposed during the entire 'Website Start' date and will appear at midnight before this date.
So in other words: The dates you enter will be included in the exposure period for that activity
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.)
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>
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.
If you write "now" in a date field, todays date will automatically be added.
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.
You can change data directly in the form fields. Even in sub menues, search pages and so on.
Press Enter or switch to a new field (in sub menues) or a new record (in main windows).
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.
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.
Go to and click or
Click (or 'Cancel' if you don't want to create the group).
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!!
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.
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).
Under 'Admin' 'VAT' you can insert new VAT rates or alter the existing ones.
Once 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.
The automated direct debit feature is until further notice only implemented in the Authorize.net/FattMerchant solution - Not in the QuickPay/ClearHaus solution
The direct debit run can be handled in different ways but when these criteria are met the person is charged
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.
In order to use this you have to contact KeepTrack Support with information from your bank where we need the following:
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.
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).
All of the below points must be met in order to include the payment!
One payer can have multiple invoices included in the same file
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.
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.
For a price as low as $100-150 (2019) 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 and Dell and over-all we recommend you to stear clear of 'no-name' brands. You can further improve ruggedness by using a cheap waterproof cover.
If you want the best tool for the job you pay the $450 (early 2019) and get a tablet that easily handles the wet environment, dropping and anything else you throw at it.
Information and answers to technical questions
After 2018-05-25 it's mandatory for companies with customers within the EU to comply with the General Data Protection Regulation (GDPR)
It is up to the company who is data responsible (you) to document compliance but as a service to you as a customer we have chosen to present you with the following assistance
The only change you will see in our services is the Terms of Sale (TOS) will be more visible to your customers as they have to actively comply to these. It's in your own interest you see to it that your TOS are fully updated prior to May 25th. Just send the updated version to Support and they'll update them in your online booking.
The GDPR is all about securing some form of privacy for you and me and that puts some restraints on what and how companies can handle our data. Here you get four main areas in bullet form and then it's up to you to take over from therre.
Companies are often confused about this part and thereby seeks consent which is only one of six legal grounds for data processing - And the least attractive for the company (and sometimes even for the customer).
So let us establish a fact: You do NOT need consent if you fall under ANY of the other 5 legal grounds!
These are the 6 legal grounds ordered by relevance for the vast majority of our users
Please find more detailed information elsewhere
For most companies the GDPR is talking about two kinds of data: 'Personal' and 'Special'. If you can stick to 'Personal' data it will ease your work on preparing for the GDPR.
Usually companies have data collection on customers and staff but be sure you have included all possibilities. Also note that as a rule of thumb all health data is considered special and for instance registering a membership of a union on a staff member is considered special data.
Here follows examples of what should be Personal data (note where marked with * it can be both) and that this doesn't consider compliance to other regulations!
The fewer places you store data the easier to keep it under control
Make a list of everybody with access to your data
This article comes with absolutely no guarantee it's either correct or complete or in any way related to your business.
Always seek professional legal assistance on this topic.
You need a contract with a merchant service provider and an acquirer for handling your credit card transactions. When you have that you contact Support with information on this account in order for us to implement your solution.
The service provider integrated in KeepTrack is QuickPay https://quickpay.net/pricing and you should choose the 'Professional' account for best price and all functions.
You even need a contract with an acquirer. We recommend Clearhaus https://quickpay.net/acquirers/clearhaus who supports VISA, Maestro and MasterCard and which is already integrated in KeepTrack.
You apply directly via the links provided here and just click the link "Apply for an agreement" to get started.
You have your own contract with QuickPay and Clearhaus and all financial transactions are handled directly between you and these service providers. KeepTrack GmbH has no handling of your money transactions - Only the information regarding payments (who has paid, when and how much).
The costs for QuickPay and Clearhaus are not included in your KeepTrack service.
For US customers we have integration to Authorize.net via FattMerchant where we have very competitive agreements for you as a merchant.
Contact Support if you wish to implement Authorize.net in your online booking
You even have the option of implementing PayPal as your merchant service provider but please note that this solution is far from as user friendly.
Contact Support if you wish to implement PayPal in 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.
<a href="https://[company-name].app.keeptrack.dk/login" target="_blank">(Image or text)</a>
<a href="https://[company-name].app.keeptrack.dk/user" target="_blank">(Image or text)</a>
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>
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>
Here shown for facility no. 4
<a href="https://[company-name].app.keeptrack.dk/schedule?facility_no=4" target="_blank">(text or image)</a>
Here shown for facility no. 1 and 4
<a href="https://[company-name].app.keeptrack.dk/schedule?facility_no=1&facility_no=4" target="_blank">(text or image)</a>
This will prompt the user for login credentials and send her directly to 'My Bookings'
<a href="https://[company-name].app.keeptrack.dk/user/bookings" target="_blank">(text or image)</a>
This will prompt the user for login credentials and send her directly to 'My Payment Options'
<a href="https://[company-name].app.keeptrack.dk/user/payment/options" target="_blank">(text or image)</a>
This will prompt the employee for login credentials and send her directly to 'My Plan'
<a href="https://[company-name].app.keeptrack.dk/staff/instructor/schedule" target="_blank">(text or image)</a>
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.
Your timetable is located at https://(database name).app.keeptrack.dk/timetable/timetable/(Facility no.) (Eg. https://keeptrack.app.keeptrack.dk/timetable/1) This displays all the lessons in the listed facility for the coming 48 hours.
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.
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://(database name).app.keeptrack.dk/timetable/(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://(database name).app.keeptrack.dk/timetable/(Facility no.)/(Area no.),(Area no.),(Area no.)
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.
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
In order to get back to the kiosk admin interface press Ctrl+a
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/Chrome OS.
To avoid e-mail clients messing up the images please send in ZIP-file
In any photo editing software first crop and resize your images to the exact size 200x200px (200px wide, 200px high), change the mode to grayscale and save it in the 'PNG' or 'JPG' format.
The name of the file must be exactly "instructorID.png" or "instructorID.jpg" where "instructorID" is the instructor number from your KeepTrack database in digits (ie "17502"). 'png'/'jpg' is written in lowercase letters (ie 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 (placeholder) 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.
Follow the steps here https://www.mail-tester.com for an initial report to work from.
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
Check your domain settings https://dnscheck.gratisdns.dk
Check your spam status https://www.spamhaus.org/lookup
If you do not understand the above we strongly recommend that you seek assistance from an expert consultant.
Apart from the above settings Microsoft has its own service where you should register KeepTrack as an approved sender of your e-mail.
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.
If the OCR code is '009368301004596' you will find the following information