SwiftTec: Club Membership System

The Visit Logging Program

The SwiftTec Club Membership System is a suite of programs designed to work together to manage a club's membership data. The visit logging program is intended to work in conjunction with a barcode scanner, although it will work without it. The logger is very similar in functionality to the Log Visit section in the main membership program.

 

Setting Up The Visit Logger Program

The logger can be used in one of two ways:

There are 3 variations of the command added to the system menus, one for each running mode. If the logger is running on a dedicated computer we suggest that the required one is copied to the windows startup menu so that the logger will start automatically when logged in.

 

Running on the main club membership computer

In this configuration the main club membership program and the visit logging program run on the same computer. When logging visits the logging program should be in the foreground. When the main program is needed it can be switched to the foreground by clicking on it or by using Alt-Tab.

 

Running on another computer

In this configuration the main computer and the logging computer must be networked together. The main computer needs to share the folder where the club membership data is stored. When first run the logging computer will ask where the data is stored. It should then be pointed to the shared folder on the main computer.

 

Using The Visit Logger Program

Once the logging program is running member visits can be logged by entering the membership number and pressing enter. The screen will display the characters entered in the bottom left-hand corner of the screen.

When the enter key is pressed the member number will be validated and the result displayed on the screen. The background colour will reflect the status:

An error status
Invalid input:
Accepted entry:

 

Changing Logging Mode

The visit logger will work in 3 modes:

1. Entry Mode

In this mode all membership numbers entered are logged as entries and they are added to the current session list. However if the member is already logged as present in the current session an error condition will be flagged.
You can switch the logger to this mode at any time by pressing the F6 key or by scanning the Entry Mode barcode.

2. Exit Mode

In this mode all membership numbers entered are logged as exits from the club, and the member is removed from the current session list.
You can switch the logger to this mode at any time by pressing the F7 key or by scanning the Exit Mode barcode.

3. Auto Entry/Exit Mode

In this mode when a member's number is entered the current session list is checked to see if the member is already present. If they are not currently present in the session they are logged as entering and they are added to the current session list. If they are present they are logged and exiting and removed from the list.
You can switch the logger to this mode at any time by pressing the F8 key or by scanning the Auto Mode barcode.

 

Issuing Temporary Cards

The visit logger can be used to issue temporary cards. These are special cards which have been added to the membership database that have the Temporary Member flag set. To issue a temporary card do the following:

  1. Scan the Issue Temporary Card barcode from the special barcode list, or enter issuetemp where you would normally enter the membership number.
  2. You will be prompted for the membership number of the temporary card to issue - this card must already exist. Enter it!

If successful the system will tag the temporary card as valid until the end of the day and log the temporary member as entering in the visit logs and add the temporary member in the current session list.

 

Using a Barcode Scanner

A barcode scanner can either be purchased from SwiftTec for use with the membership system or you can purchase and setup your own scanner. If you purchase your own scanner it will need to be able to read Code 39 barcodes. It should be setup to insert key strokes into the keyboard stream and append a carriage return at the end of the sequence.

Once the barcode scanner is correctly setup and connected it can be tested by using Windows Notepad to ensure that the scanned barcodes are correctly inserting the key strokes. Once this is verified the logging program can then be used with the barcode scanner by simply scanning the barcode from the membership cards as required.

Using the special barcodes

The main program has a special report called Special Barcodes Sheet which can be selected from the View Reports action in the Other Reports section. This will produce a sheet that looks like this:

The special barcodes can be scanned to:

Most of these actions will request a confirmation by requesting you scan the Yes or No barcode. These special barcodes are useful when there is not easy access to a keyboard.

 

Logger Options

The following options are available to modify the configuration/running of the visit logging program:

Option Description
Hide mouse over main screen When enabled (ticked) the mouse is not shown when hovering over the main visit logger display screen. This is the default configuration.
Run full screen When enabled (ticked) the visit logging program runs in full-screen mode with only a menu displayed. When disabled the visit logging program runs in a normal window.

Changes to this option only take effect when the program is restarted.