Recreatex documentation

In the tab Details fill in the basic customer data.

In the upper section of the screen, you can provide detailed customer information, including name, address, contact and demographic information.

In the section with Date of birth, Gender and Marital status you can fill in these extra data. The date of birth is used to check the customer's age in the different Recreatex modules (for example for fiscal certificates or registrations for certain activities).

In the section with amongst others the fields Status and Subcategory you can link a type and status to the customer.

In the section Remarks you can fill in extra information in the information fields provided for.

The setting Mailing allowed allows you to determine if the customer wants to receive mailings or not.

The setting Blocked allows you to determine if the customer is still visible in your customer database. If a customer is blocked, it is no longer possible to register sales on this customer or to call up lists from this customer.

The setting Import POAB data allows you to determine if you want to import the data for the new customer from the POAB database (module POAB integration required).

In the tab Finances all financial data of the customer can be filled in.

In the section Finances you can fill in all financial data of the customer.

The Consolidation codes allow you to call up a general Microsoft Excel overview of turnover and of visitor numbers in the form of basic graphs and pivot tables. (see Sales manual 'GENERAL - Sales')

In the tab Bookings all default data in function of (facility) bookings of the customer can be filled in. (module Facility bookings required)

In the section Defaults bookings you can determine the default activity and the default place for bookings of this customer.

In the section Booking contacts you can determine who is the default customer and/or contact person in case of facility bookings.

Next, you can, if you wish so, fill in the linked price info and consult the informative field Accumulated place.

The tab Registrations contains all data concerning the customer's registrations. (module Registrations required)

In the section Defaults it is possible to fill in the participant group and the linked price info that have to be respected in case of registrations by the customer.

In the section Registrations you see an overview of all recorded registrations of the customer.

In the tab Cards you will find an overview of all the cards and the linked membership of the customer. (module Membership required)

In the upper part of the window, you see an overview of all the customer's cards.

In the lower part of the window, you find an overview of the membership articles that are linked to the selected card.

In the tab Relations you can set up the relations and/or the company link of the customer.

In the section Family details you can indicate the characteristics of the customer that determine the calculation of the customer's family composition.

	If the family composition has been filled in/modified manually, this button allows you to calculate and fill in the correct family composition.
	This button allows you to add a new relation of the type 'Family', in case of which several data of the head of the family are automatically copied.
	If a family's composition changes due to a divorce or death, this button allows you to link the entire family to another customer. The chosen customer will automatically be indicated as the new head of the family.

In the section Fiscal certificate it is possible to indicate that the current customer, being a parent, may not receive a fiscal certificate (in the scope of after-school child care/activities). This can, for example, be required in case the parents are divorced and thus only one parent may receive a fiscal certificate.

In the section Company link you can indicate in which company the chosen customer works or of which company the chosen customer is a shareholder.

If you link a company here, this customer will appear as a company member on the customer card of the company in question (tab Company members).

Caution

If a Company is linked to a customer, the POS price group of the company is shown for your information and automatically filled in for the chosen customer.

If the customer also has relations of the type Family, the question below will be asked and, if you wish so, the price group of the chosen company will also be filled in for all family relations of the chosen customer.

In the lower part of the window, you will find an overview of all the customer's relations, for example:

If you wish so, you can also modify the characteristics of the relations visualised by ticking off the desired characteristics.

If you click on in the upper left-hand corner of the relations overview, the key of the colours used in this overview will appear.

You can create, modify or delete relations at all times using the framework functionalities.

(see manual 'FRAMEWORK'Framework)

In the upper part of the window, the data of the chosen main customer are automatically filled in.

Address	Here you can choose the customer that you want to link to the main customer as a relation.
Relation type	Here you can choose the relation type between the chosen customer and the main customer.
Care rank	In case the current relation is a child that will also be registered in the module After-school child care, you can fill in the care rank of the child here.
Remarks	It is also possible to add extra information concerning the relation.

In the tab Discounts you can find all discounts and/or discount cards of which the customer disposes and that have to be taken into account when registering for an activity (Module Registrations required). See also chapter 'Settings', paragraph 'Discounts'Discounts.

You can create, modify or delete discounts at all times using the framework functionalities.

(see manual 'FRAMEWORK'Framework)

In the tab Loyalty cards you will find an overview of all loyalty cards of which the customer disposes and that are updated automatically per participation to an activity (module Registrations required). See also chapter 'Settings', paragraph 'Loyalty cards'Loyalty cards.

You can create, modify or delete loyalty cards at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

In the tab Contacts you can see all contact persons of the customer as well as the customers of which the customer is a contact person himself.

In the section Contact persons (1) you see the overview of all contact persons of the chosen customer.  

In the section Contact person of (2) you see the overview of all persons of which the chosen customer is a contact person.

You can create, modify or delete contact persons at all times (in de section Contact persons) using the available framework functionality.

In the tab General you can choose to add an existing customer as a contact person, to create a new contact person or to block the current contact person. In the tabs Address and Communication you can find more information concerning the contact person. In the tab Logging you can find all registered modifications of the contact person's data.

In the tab Address, the section Address type (2) allows you to indicate which type of contact person you want to create, modify or delete.

Tab Web

In the tab Warranties you will find an overview of all warranties charged and returned to the customer, as well as the outstanding warranty balance.

It is possible ta call up the warranty details by double-clicking on the warranty line in question (or by clicking, followed by <Enter> or <F3>).

For your information, all details of the warranty are shown and, if you wish so, you can call up the sale/booking/order in question to which the warranty is linked by clicking on Origin.

In the tab Lessons you will see an overview of the swimming level of the customer as well as extra remarks. Moreover, you can find the lesson groups and waiting lists for which the customer has registered and an overview of the stickers the customer has already received. (module Course management required)

In the section Level the current swimming level of the customer is automatically filled in, based on the course levels linked to the lesson groups to which the customer has participated. If you wish so, the swimming level can be manually modified.

In the tab Current lesson groups you can consult the lesson groups for which the customer is currently registered.

In the tab Current waiting lists you can see on which waiting lists the customer is currently registered.

In the tab Stickers you will see an overview of all the stickers the customer has already obtained.

You can create, modify or delete stickers at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework))

In the tab Various you can add extra information about the customer.

Creation date	is filled in automatically but can be changed manually if needed.
Last scan e-ID	is filled in and updated automatically after every readout of an e-ID via connected card reader.
Date of Death	Filling in the date of death will block the customer automatically across the Recreatex application. Note You can block a customer by marking the option Blocked directly in the tab Details of the customer card. However, in case of death, filling in the date of death provides a more accurate option where the blocking reason is also visualized in the log.
Function	You can create a list of functions or job titles, e.g. for your employees.
Extra statuses	You can add up to 4 additional statuses per customer, next to the default status provided in the tab Details of the customer card.
Image import, edit and delete options	You can add, edit and delete a picture of the customer. Pictures can be imported using a webcam, eID or pictures stored on your computer.
Address information may not be overwritten by a synchronisation	Select this option to prevent overwriting of the address information in Recreatex when synchronizing data with external databases.
Allowed to photograph / film	Select this option to give a permission to photograph or film a child. Tip When a child is registered for an activity, you can see this information in a separate column in registrations overview per activity.
Ask postcode, even if it is known for this customer	Per customer you can specify the postcode under the tab Details However, using this option allows you to register a different postcode for a particular sale, e.g. if a customer is making a purchase for a company with different address and postcode. Tip You can generate an overview of sales per postcode in the module Sales > Reports > Sales per postcode.

In the section External link you can determine the code with which you link the customer to DuoSport. (module DuoSport required)

In the section Skidata interface you can determine the customer's code for the access control with the Skidata interface. (module Access control interface Skidata required)

In the section Transport you can determine the number of contingent kilometers that is available for the chosen customer. (module Bus transport required)

In the tab Contracts you can consult all direct debit contracts of the customer. (module Direct debit required)

It is possible to open a certain direct debit contract by double-clicking on the direct debit contract in question (or by clicking on it, followed by <Enter> or <F3>).

For more information concerning direct debit, we refer to Direct debitthe manual 'DIRECT DEBIT'.

In the tab CRM (Customer Relationship Management) you can find an overview of the mailings, invoices, registration/booking certificates that have been sent to the customer.

In the section Defaults Contracts you can fill in the sales manager who is responsible for customer contacts.

In the tab Budgets you will find an overview of the budgets that are provided for the current customer

You can create, modify or delete budgets at all times using the framework functionalities.

(see manual 'FRAMEWORK'Framework)

In the tab E-purse you can see the amount that is currently available on the customer's e-purse, as well as the transactions already done. For more information on e-purse processing, see manuals 'GENERAL - Management' and 'GENERAL - Articles'Management and Articles.

In the tab Lesson history you can consult the lesson history of the current customer. (module Course management required)

In the tab Ticketing all ticket bookings of the customer are visualised (module Ticketing required).

You can call up the overview of all ticket bookings, including cancelled and/or closed events or not.

In the lower section of the bookings overview, you can see the seats linked to the selected event.

In the tab Seats you can find all seats of the selected customer.

In the tab Waiting list you can see on which waiting list(s) the customer is currently registered.

In the tab Invoicing you can see the default invoicing data, as well as the data for invoicing per term. (module Invoicing required)

In the upper part of the window, you can fill in the invoice customer and the contact person as well as the address to which the invoice has to be sent. You can also choose to centralise (group) all invoice lines into one detailed invoice line.

In the section Invoice units you can determine which articles have to be invoiced per term. (module Financial administration required)

In the section Invoice terms you can determine which articles and which amount you want to invoice per one or several terms. (module Financial Administration required)

In the tab Letting you will see an overview of all registered rental orders of the current customer (module Letting required) as well as all sorts of information on the orders' statuses.

If you click on in the upper left-hand corner of the orders' overview, a key of the colours used in this overview will appear.

In the tab Remarks you can find all remarks concerning the customer. These remarks can not only be consulted on the customer card but also after scanning a card of the customer (module Membership required).

You can create, modify or delete remarks at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

In the tab Subcategories you can tick off all subcategories to which the customer may belong. This is especially useful for setting up and sending mailings (module Mailing required).

On top of the window you can choose to visualise all subcategories or only the selected subcategories.

The possible subcategories are managed under General > Basic data > Customers > Settings > Customer categories (see also chapter 'Settings', paragraph 'Customer categories').

In the tab Web you can manage certain web data of the customer.

In the section Web user you can fill in the user name and the password with which the user can connect himself online.

In the section Web settings you can determine whether the customer is allowed to change his own customer data online.

In the section Delivery addresses you can create one or several addresses that differ from the standard address of the customer. If the customer does purchases in the ReCreateX web modules, he can then, if required, select one of these delivery addresses.

You can create, modify or delete delivery addresses at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

In the tab Black list you can determine which fingerprints have to be registered in case a "black list" is used and/or see if the customer is - temporarily or not - on the black list. (module Integration with SAGEM USB fingerprint required)

In the section Registration fingerprints you can determine in the right column which fingers you want to register or delete. After pressing the button Register fingerprints the system will ask you to scan and register the fingers one by one. The registered fingers are then ticked off in the left column of the section. If you want to delete registered fingerprints from the system, you have to click on Delete fingerprints.

In the section Mention on black list you can determine if the current customer is put on the black list or not and during which period.

If a price group article has been sold to the customer (see manual 'GENERAL - Articles'Articles), you can find all temporarily linked price groups under the tab Price group discounts.

In the tab Purchase credit you can consult the actual credit balance of the customer as well as all transactions of the purchase credit linked to the customer.

The tab Company members is only available in case of customers of the type Company.

The tab offers you an overview of all Recreatex customers that are linked to the company

You can link or delete company members (customers of the type individuals) at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

In the tab Loggings you can find all registered modifications of the customer data.

The tab Subsidies is only available in case of customers of the type group.

Under the tab Subsidies you can link several recognitions to a customer. A recognition is always part of a subsidy category. If several recognitions are valid within a certain period and within the same subsidy category, the highest active percentage will be taken in case of a booking.

You can create, modify or delete subsidies at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

The tab Club specifications is only available in case of customers of the type group.

In the upper part of the window there are 10 free info fields and you can choose to visualise the selected group on the website or not (module WEB club info required).

In the section Locations you can add several locations where the group (club) is active.

You can link, modify or delete locations at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

In the section Federations you can add several federations (=addresses) with which the group (club) is affiliated.

You can create, modify or delete federations at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

The tab Club members is only available in case of customers of the type group.

Here you can link club members to the chosen group.

You can create, modify or delete club members at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

A member is always an existing customer in your customer database.

The tab Leisure info is only available in case of customers of the type group.

This tab allows you to link specific leisure info to the current group (for example a sports club).

You can create, modify or delete leisure info items at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework))

In the tab Clubs you can see all groups of which the customer is a member.

You can create, modify or delete links with groups at all times using the framework functionalities.

(see manual 'FRAMEWORK'Framework)

In the tab Customer follow-up you can see all actions that have been taken in order to keep in contact with a certain customer.

For more information on customer follow-up we refer to the manual 'GENERAL - Management', chapter 'Parameters', paragraph 'Customer follow-up'Customer follow-up.

You can create, modify or delete customer follow-up lines at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

General

In the tab General you can determine all general follow-up data.

Customer	The currently selected customer (indicative).
Contact person	Here, you can select one of the contact persons of the customer to be followed up.
Followed up by	Which employee has taken care or will take care of the follow-up. If you create a new follow-up, you can select a default employee.
Creation date	The creation date of the follow-up.
Follow-up type	The follow-up type that has been executed or has to be executed.
Follow-up subtype	A more detailed definition of the follow-up type.
To be followed up	Who will take care of the next follow-up? Dependent on the parameter settings, this selection is obligatory or not.
Follow-up date	The follow-up date. Dependent on the parameter settings, the definition of a date is obligatory or not.
From ... Till	The duration of the follow-up. Dependent on the parameter settings, the definition of a duration is obligatory or not.
Place	It is possible to indicate where the next follow-up will take place.
Status	It is possible to select the current status of the follow-up.
Description	It is possible to add an extra description.

Attachments

In the tab Attachments it is possible to add attachments to the chosen follow-up. This may be for example a visitor report that has been created after a customer follow-up.

You can create, modify or delete attachments at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

Creation date	The creation date of the attachment.
Employee	The owner of the attachment.
Type	The attachment type.
File	The file location of the attachment.
Version	If you wish so, you can fill in the version of the attachment.
Description	It is also possible to add an extra description about the attachment.

The buttons Show attachment and Modify attachment allow you to respectively open the selected attachment (in this case the attachment is opened in read only mode) or to modify it.

Date	The date of the last modification.
User	The user that has executed the last modification.

Actions

In the tab Actions you can determine which actions have to be taken during the chosen follow-up.

You can create, modify or delete actions at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

Follow-up subtype	The subtype of the follow-up to which you want to link the action.
Code	Is unique and mandatory. It is advised to choose a relevant code so that you can immediately derive from the code which action is concerned.
Description	A description of the chosen action.

Loggings

In the tab Loggings you can find all registered modifications of the follow-up.

Task planning

The presence of the tab Task planning when creating or modifying a follow-up depends on parameter settings that link the customer follow-up to the task planning. (see manual 'GENERAL - Management'Management).

Moreover, these parameters determine the function of the tab Task planning.

If the parameters have been set up to create tasks that you can plan next, the tab Task planning functions as a window in which tasks can be created or modified.

You can create, modify or delete tasks at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework) and 'GENERAL - Employees')

If the parameters have been set up to link one or several employees to the follow-up, the tab Task planning functions as a window in which the appropriate employees are listed in function of the chosen work type and can then be ticked off.

The tab Extra is only available in case of customers of the type location.

Here, you can add additional data concerning the geographic situation and the owner of the location, as well as any other remarks.

In the tab Renewal propositions you will find an overview of all renewal propositions. (module Membership required)

In the tab Credits you can find an overview of all charged and returned credits, as well as the currently outstanding balance of the credits. (module Fitness required)

In the tab Price groups you will find an overview of all price groups that apply to the chosen customer.

You can also specify for which specific module the price group is valid and, if you wish so, specify a period during which the price group is valid.

You can link, modify or delete price groups at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

In the tab Logging you can see when the price group line has been modified.

In the tab Attachments you can see an overview of all attachments that are linked to the chosen customer.

You can link, modify or delete attachments at all times using the framework functionalities.

(see manual 'FRAMEWORK' Framework)

If you click on the button Open attachment you can consult the selected attachment (the attachment is opened in read-only mode).

In the tab Spending credit you can find an overview of the current spending credit balance of the customer, as well as all financial transactions of the spending credit that have been recorded.

For more information on spending credit, we refer to the manual Recreatex - Function spending credit (available on demand).

In the tab Exhibition visits you will see an overview of all registered/booked exhibition visits of the current customer (module Exhibitions required).

In the tab Sales you can find an overview of all sales that have been registered on the current customer.

In the upper part of the window the sales are listed while in the lower part you can find the details of the selected sale.

For more information on following up sales, we refer to Salesthe manual 'GENERAL - Sales'.

The tab After-school child care shows certain customer data relating to after-school child care (module After-school child care required). The data that appear depend on the customer AND on the fact if the current customer is defined as Parent/spouse or not (tab Relations).

In the upper part of the window you will see an overview of the child care tariffs linked to the customer:

The child care costs are always calculated on the basis of the tariff linked to the customer.

You can link, modify or delete care tariffs at all times using the framework functionalities.

In the window above, you can link the desired care tariff. By working with periods or days, it is possible to link several tariffs dependent on the time to the customer.

In the tab Info parent you will see the current e-purse provision. This provision indicates to which amount the e-purse balance has to be revalued if it falls below this provision (limit).

The tab Info child contains child care related data of the child:

In the tab Registrations you will see an overview of the registrations:

The tab Presences shows you an overview of the registered presences.

In this case, you will only see the tab Info parent with the e-purse provision.

In order to copy an existing customer card, you have to click on the button Copy.

The following message will appear:

After confirmation the current customer card is copied and opened immediately. An asterisk (*) appears next to the Name on the address card in order to mark that the current customer card is a copy of the previous one.

Next, you can modify the data on the copy and if you click on save, the new card will be saved as such.

Warning

• If you copy a customer card, please make sure that the data on the copy are modified as quickly as possible in order to avoid double customers in the system.

• Dependent on the direct debit parameters, the Code (if filled in) is initially copied to the tab Finances as Direct debit contract prefix when creating a new customer card. If you copy thus a customer card of which the code has been filled in and if you try to save the new customer card after modification, the following message might appear:

Check in this case whether the Direct debit contract prefix of the copied customer card is different from the prefix of the original customer card. ReCreateX indeed does not allow double direct debit contract prefixes.

It is possible to import customer data into Recreatex per e-ID (Belgian electronic identity card) (module Integration with e-ID reader required).

In order to import customer data per e-ID, you have to insert the electronic identity card into the appropriate reader and click on the button Read e-ID card.

The following message will appear:

Here, you can decide if you also want to copy the customer's picture when reading the e-ID card.

If the e-ID card has been read, all required data are immediately filled in on the customer card.

In order to quickly consult the available membership info of a certain customer, it is possible to call up this information via the customer card (module Membership required).

In order to call up the membership info of the current customer, you have to click on the button Membership.

The window below will appear:

This window allows you to modify certain membership characteristics linked to the customer. It is for example possible to activate or deactivate membership or to change the membership end date.

For more information on this topic, we refer to the manual 'MEMBERSHIP'Membership.

In order to print the current customer card, you have to click on the button Print.

The customer card is immediately printed.

In order to delete the current customer card, you have to click on the button Delete.

The message below will appear:

After confirmation, the customer card is irrevocably deleted.