2002 Release Notes

Date Prepared: 19/02/2020

Prepared by: Quality Assurance Team

The Legend team hope that the changes brought about in this release will prove valuable in streamlining your
system operations and add time efficiencies into your day.

TABLE OF CONTENTS

1. Front of House (FOH) ..........................................................................................................................................3

1.1. VSO #83802 Capture Reason for Waiver of Admin Fee when Withdrawing from, and Transferring
between, Sports Courses ........................................................................................................................................3
1.2. VSO #101289 Restrict Sale of POS items by time and date ........................................................................6
1.3. VSO #84400 Change of Club Improvements ............................................................................................11
1.4. VSO #101464 Aplication of Record Locking to Credit Notes and Billing Items ........................................14
2. Membership Management (MM).....................................................................................................................15
2.1. VSO #97074 Security Token for Editing Name and Gender .....................................................................15
3. Reports .............................................................................................................................................................17
3.1. VSO #103618 Fix Time Format for 12 Hour Clock Option ........................................................................17
3.2. VSO #99268 Security Tokens for Each Export Format ..............................................................................18
4. Control Panel ....................................................................................................................................................18
4.1. VSO #97962 Organisational Unit Groups for POS Items with Split GL Codes ..........................................18
4.2. VSO #98023 Vouchers: Recognise Revenue at Time of Sale ....................................................................20
4.3. VSO #97961 Record Revenue from Credit Note Against its Source on Expiry .........................................21
5. Price Management ...........................................................................................................................................22
5.1. VSO #84447 System Performance Improvements when Saving New Schemes ......................................22
6. Online Services .................................................................................................................................................23
6.1. VSO #100848 Sports Course Enrollment: Display 'Add to Waiting List' Button when not logged in .......23
7. CMS ...................................................................................................................................................................24
7.1. VSO #97069 Warning When Disabling Marketing Preferences ...............................................................24
7.2. VSO #92410 Collapse or Hide Details of Sports Course ...........................................................................25

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8. Customer Communications ..............................................................................................................................27

8.1. VSO #59776 Schedule a one off Customer Communications campaign ..................................................27
9. Event Management ..........................................................................................................................................28
9.1. VSO #83294 Viewing Layout Details in Back Office ..................................................................................28
9.2. VSO #97125 ..............................................................................................................................................30
9.3. VSO #89710 PURCHASE A RENTAL WITH NO DEPOSIT IN ONLINE SERVICES ...........................................32
10. Online Ticketing ................................................................................................................................................32
10.1. VSO #104452 Add a description to Online Ticketing search response.................................................32
11. API .....................................................................................................................................................................33
11.1. VSO #99011 Update Location APIs .......................................................................................................33
Further Information ..........................................................................................................................................35

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1. FRONT OF HOUSE (FOH)

1.1. VSO #83802 CAPTURE REASON FOR WAIVER OF ADMIN FEE WHEN WITHDRA WING FROM,
AND TRANSFERRING BETWEEN, SPORTS COURSES

Adds the ability for a Sports Course scheduler to be able to record the reason for waiving an administration fee.
Works for both the withdrawal from and transfer between a Sports Course so that waived charges can be
tracked and reported.

CONFIGURATION IN BACK OFFICE

As a prerequisite the Admin Fee Waiver Reasons need to be configured in Back Office via Configuration >
General Settings > Admin Fee Waiver Reasons. The setting needs to be set to Enabled.

The Sports Course Configuration Settings page, accessed via Configuration > Sports Courses, also needs to be
configured so that Enable Course Cancellation Fee and Enable Course Move Fee show as Yes.

WITHDRAWING A MEMBER FROM A SPORTS COURSE

Prerequisite(s): Sports Course exists, and a member has been added to the FOH passport.

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If a member has been enrolled in an incorrect Sports Course via Bookings > Sports Courses > Course Details.
Make sure you are on the correct Course Details page and select Unenrol.

When the user selects Yes, the Cancellation Admin Fee pop up window will display.

Select Waive Admin Fee and the following dropdown list displays for the user to select a preconfigured fee
waiver reason from:

The screens that follow will ask the user to process the refund and confirm that the member has been
unenrolled successfully.

Details of the full refund (i.e. no admin withdrawal fee is included) can be found in the statement and billing tabs
in FOH > Member Info.

MOVING A MEMBER TO ANOTHER SPORTS COURSE

Prerequisite(s): Sports Course exists, and the member has been added to the FOH passport.

To enrol the member onto a different Sports Course use Bookings > Sports Courses > Course Details.
Once you are on the Course Details page select Move Member.
The Select Course to Move pop-up displays and a new Sports Course should be selected in order to move the
member. With the new course chosen, select Enrol.

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Once you have selected Enrol, the Cancellation Admin Fee pop-up displays.

Select ‘waive admin’ fee. The following drop down will load. The user is now able to select a preconfigured fee
waiver reason.

The screens that follow will ask the user to process the move and confirm that the member has been moved
successfully.

Details of the move (no admin withdrawal fee is included) can be found in the statement and billing tabs in FOH,
> Member Info.

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1.2. VSO #101289 RESTRICT SALE OF POS ITEMS BY TIME AND DATE

So that the sale of specific items, e.g. alcohol, can be regulated in accordance with any club policy and
legal/regulatory requirements, the sale of Inventory/POS items can be restricted to specific times and/or days of
the week.
Prerequisite(s): Item is defined as a POS type item.

CONFIGURATION OF SELLING PERIODS IN CONTROL PANEL

Open Control Panel > Data > Inventory/POS > Configure Selling Period.
From the Select Selling Period window, the user can add new selling periods or select any pre-existing selling
period listed.

Select New… and a window will open containing three tabs:

1. General
2. Location Availability by Day
3. Specific Days/Times

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1. GENERAL
Use the General tab to give the Selling Period a description.

2. LOCATION AVAILABILITY BY DAY

The default setting is Enterprise Wide.
All the days of the week are available to be selected with the option to select either All Day or Specified Times
when associated POS items will be available for sale. Use the Add and Delete options to set the selling periods as
required.

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3. SPECIFIC DAYS/TIMES
Use this tab to define a specific date and time for a selling period. Exceptions can also be created here for one
off occurrences such as public holidays.

NOTE:
Multiple selling periods can be defined in both Location Availability by Day and Specific Days/Times, and any
combination can be applied to a single POS item.

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APPLYING CONFIGURED SELLING PERIOD TO AN INVENTORY ITEM

In the Inventory settings, there is a new section on the Availability tab for setting the Restricted Selling Period.
The user selects from the dropdown list to apply the restriction to the Inventory item.
This dropdown list will only be enabled for POS type items.

PROCESSING SALES OF POS ITEMS

Any item that has a Restricted Selling Period, will be displayed in FOH with a small clock icon in the POS button.

If a restricted item is requested outside of its Selling Period, the restricted item will not be added to the basket
and authorisation will be requested.

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If the user selects No the purchase is aborted. If they select Yes they proceed through the Override
Authorisation Process detailed below.

If multiple Selling Periods have been applied to an item, each one will be listed as below.

If a restricted item is requested within its Selling Period, the item is added to the basket. If the purchase is then
subsequently completed outside of the Selling Period, authorisation will be required. If the user does not allow
the override, the below message is displayed.

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OVERRIDING RESTRICTIONS ON POS ITEMS

To allow the ability to override a sales restriction, the following security token needs to be enabled in Control
Panel.

POS_TIMERESTRICTEDSALE_OVERRIDE

If the user has the token enabled, they can override and complete the transaction successfully.

1.3. VSO #84400 CHANGE OF CLUB IMPROVEMENTS

Improvements have been made to the performance and usability of the FOH change club form, specifically,
when dealing with a large number of clubs. Historically users were finding significant delays when trying to use
this part of the application, this has now been rectified to ensure that speeds are increased.

On opening FOH, the application will default to the Home screen. Selecting the Home Club button will populate
a section of the screen giving the user an option to Change Booking Club.

Selecting Change Booking Club button will generate a Select Location pop up window. This pop up will contain
the first 25 clubs available, in alphabetical order. A Search bar has been added for the user to search for more
clubs.

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The user types in the Search for more clubs… box to filter the club list accordingly. For example, if ‘ter’ is
entered, the number of locations will filter to show any club that contains that search string. If there are still
more than 25 clubs within the search results, then scroll buttons are provided.

There is also a keyboard option which is accessed by selecting the keyboard icon located on the right of the
Search bar.

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If there are no clubs matching the search string, No Results Found will be displayed.

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1.4. VSO #101464 APLICATION OF RECORD LOCKING TO CREDIT NOTES AND BILLING ITEMS

Record locking will be applied to Credit Notes and Billing Items when they are added to the basket in FOH to
prevent any actions being taken elsewhere in Membership Management (MM) at the same time.

When the Credit Note/Billing Item is used or removed as a payment method, its lock is released.

CREDIT NOTES

Credit Notes cannot be written off in MM when locked. Instead, the user is presented with the following
message.

Locked Credit Notes do not appear in the list of available Credit Notes in FOH and cannot be added to the
basket.

BILLING ITEMS

Billing Items cannot be paid for in MM when locked. Instead, the user is presented with the following message.

If the user attempts to add a locked Billing Item to the basket in FOH, the below message will be displayed.

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2. MEMBERSHIP MANAGEMENT (MM)

2.1. VSO #97074 SECURITY TOKEN FOR EDITING NAME AND GENDER

To prevent accidental or unauthorised changes to the Member’s Forename, Surname and Gender, additional
security token controls have been added.

The security token is also available in Customer Management to ensure consistency across applications.

The new security tokens are:

MM_EDIT_MEMBER_PERSONAL_DETAIL
CM_EDIT_MEMBER_PERSONAL_DETAIL

These are enabled via Control Panel > Security Management.

Note: The user needs to have both the existing member edit token enabled (MM_MEMBEREDIT) and the new
security token enabled in order to edit the values in member details.

With both tokens enabled, the user will be able to edit member details in MM.

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With both tokens disabled, the user will not be able to edit member details in MM.

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3. REPORTS

3.1. VSO #103618 FIX TIME FORMAT FOR 12 HOUR CLOCK OPTION

The display format of the 12 hour clock option in Reports has been corrected to ‘Time Only hh:mm AM’, instead
of ‘Time Only HH:mm AM’, which was showing times in the 24h clock instead of the 12h.

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3.2. VSO #99268 SECURITY TOKENS FOR EACH EXPORT FORMAT

To prevent users from being able to export data, three new Security Tokens have been added:
1. Run Excel Reports
2. Run P D F Reports
3. Run C S V Reports

These are located in Web Reports > Setup > User Groups.

4. CONTROL PANEL

4.1. VSO #97962 ORGANISATIONAL UNIT GROUPS FOR POS ITEMS WITH SPLIT GL CODES

When setting up an Inventory POS Item to be split across multiple GL accounts when sold, the user can now
configure an Organisational Unit Group for each split. The group is used for GL Account reporting.

Note:
This is currently only available for POS Items.

Select Inventory Management from the Control Panel and choose an Inventory Item.

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The Inventory item will load in a new window.

Select Add (below the Additional General Ledger label) to open the Inventory GL Proportion window. Beneath
the existing General Ledger field, users can select the Organisational Unit Group.

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Once the splits have been added to the Inventory Item, they will show in the Additional General Ledger section
where a new column has been added to show the Organisational Unit Group.

The user selects Apply and OK to save the changes to the Inventory Item.

4.2. VSO #98023 VOUCHERS: RECOGNISE REVENUE AT TIME OF SALE

Further configuration has been added into Control Panel to allow the full revenue from the sale of a voucher to
be recognised at the time of the sale. Previously, revenue could only be recognised when the voucher was used.

Open Control Panel > Data > Configure Vouchers. The location will default to Enterprise Vouchers.

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Select a voucher from the list and a pop up window will open. In the Validity Option section, there is a new
check box called Recognise Revenue at Sale. Select this to have the full revenue from a voucher sale recognised
at the time of the sale. Leave unchecked for the revenue to be recognised when the voucher is used.

Note:
There will not be any visible change to FOH. Vouchers are purchased from the POS screen as normal.

4.3. VSO #97961 RECORD REVENUE FROM CREDIT NOTE AGAINST ITS SOURCE ON EXPIRY

There is now the option to determine that revenue from Credit Notes will be recorded against the source GL
account upon expiry.

EXAMPLE
A member books a badminton session. This booking is cancelled, and the member is given a Credit Note. This
Credit Note is not spent before it expires. The value of the Credit Note will be recorded in the badminton
revenue.

Navigation: Control Panel > Global Settings > Accounts Integrations.

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A new check box has been added to the Legend Accounting System Settings called Credit Notes Expire To
Source. Select the check box to enable this setting then select Apply and OK.

Use FOH to select a member, book them a future session, purchase and then cancel this booking (via member
info), creating a credit note.

5. PRICE MANAGEMENT

5.1. VSO #84447 SYSTEM PERFORMANCE IMPROVEMENTS WHEN SAVING NEW SCHEMES

Improvements have been made to the system performance when saving new schemes within Price
Management. Specifically, when dealing with a large number of clubs.

AREAS OF IMPROVEMENT

CREATE/SAVING A NEW SCHEME

The user will receive feedback in the form of an hour glass wait curser, when the system is busy creating or
saving a scheme. The time the system takes to do this has been reduced saving the user time.

SELECTING ALL CLUBS

When all clubs are selected via the tick box it is now instantaneous with no waiting time at all for users.

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6. ONLINE SERVICES

6.1. VSO #100848 SPORTS COURSE ENROLLMENT: DISPLAY 'ADD TO WAITING LIST' BUTTON
WHEN NOT LOGGED IN

When a member is logged out of Online Services and viewing a fully booked Sports Course, an Add to Waiting
List button will now be displayed.

When the button is selected, a log in window is displayed so the member can enter their credentials. Once
successfully logged in, a window will be displayed so that the member can confirm they want to be added to the
Waiting List. When the member has been successfully added to the Waiting List, a message will be displayed
confirming the addition.

The scenarios listed below will inform you when the Add to Waiting List button will be shown.
Course Status Displayed Not Displayed
Full, waiting lists are switched on ✓
Full, waiting lists are switched off ✓
Full, waiting lists are switched on and people are on the waiting list ✓
(specific courses only)*
Not full, waiting lists are switched on and people are on the waiting list ✓
(specific courses only)*
Not full, waiting lists are switched on and people are not on the waiting list ✓
* See note

Note:
If any of the courses have waiting list settings of ‘Any course which meets criteria’ or ‘Any course which meets
criteria with preference for specific course’ configured, and there is space on the course, the ‘Register’ button
will show. This is because the member on the waiting list can be assigned to any course.
If ‘Only specific course’ has been selected and there is space in the specific course requested, then the ‘Add to
Waiting List’ button will show as this course fulfils the requirements of the waiting list.

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7. CMS

7.1. VSO #97069 WARNING WHEN DISABLING MARKETING PREFERENCES

A change has been made to the CMS setting ‘First party preferences enabled’ to ensure our customers are aware
of the impact of changes that they may make, that are directly related to GDPR.

CMS setting will appear as follows in Online Services Administration.

When changing the CMS Admin setting ‘First party preferences enabled’ option from On to Off, and before you
can select Update, a warning message will pop up:

To update the setting the user must accept the message by selecting Update. If they do not want to progress,
select Cancel.

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Note: If the setting is disabled it may affect your conformance with GDPR.

Operators can track who changes this setting through Audit functionality. This can be found in Back Office >
Audit. Set the search criteria as follows:

Audit Event Area: CMS

Audit Event Type: CMS Admin Configuration Updated

7.2. VSO #92410 COLLAPSE OR HIDE DETAILS OF SPORTS COURSE

The option to collapse or hide details when viewing Sports Courses in CMS has been added so that Discipline,
Level and Category can be shown/not shown, making screens easier to read.

Navigation: Back Office > Configuration > Sports Courses > Course Additional Information Display State

The following options are presented when Edit is selected:

1. Visible
2. Collapsible
3. Hidden

Select the relevant option and select Save.

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VISIBLE SETTING
All populated Sports Course details are displayed.

COLLAPSABLE SETTING
Level, Discipline and Categories are collapsed.

The user can select Expand Additional Information to show the collapsed fields.
These can then be collapsed again by selecting Collapse Additional Information.

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HIDDEN SETTING
Level, Discipline and Categories are not displayed.

8. CUSTOMER COMMUNICATIONS

8.1. VSO #59776 SCHEDULE A ONE OFF CUSTOMER COMMUNICATIONS CAMPAIGN

Campaigns can now be scheduled to run just once if required.

Navigation: Back Office > Customer Communications > Campaign Name > Schedules

When creating or editing a schedule, select Once from the Frequency drop down list. The following will be
displayed.

Set the date and time on which to run the Campaign. Dates in the past will be greyed out and unavailable for
selection. If you select today’s date and a time in the past the Create Schedule button will become inactive and
you will be unable to proceed. Once you have selected the appropriate date/time in the future, save as normal.

On the Schedule page the One Off Communications Campaign schedule will be displayed.

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Once the Schedule has been completed and the Campaign sent, it will remain active. This gives you the choice
either to disable it or keep it active so it can be edited and used again. You are able to create and schedule
multiple One Off Communications Campaigns as needed.

Note:
If you edit a Campaign with a schedule of Once (“One Off Communications Campaign”) and the schedule is in the
past, the original run date, will not be displayed.

9. EVENT MANAGEMENT

9.1. VSO #83294 VIEWING LAYOUT DETAILS IN BACK OFFICE

There is new functionality within Event Management that allows the user to see a variety of Layout Details on
one page so they can easily deal with questions around specific Events from people wanting to book Events.

The new ‘View Layout Details’ option will be in the workflows for both booking and editing an Event; this is will
be found in the ‘New Booking’ pop-up or the ‘Add Resources’ pop-up as seen below:

When the user selects a Layout from the drop-down shown in the above screenshot, they will be presented with
a ‘View Layout Details’ button:

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Upon selecting this button, the user will be presented with the following screen, which contains all a variety of
information for booking an Event with that specific ‘Layout’ selection. Please note: the price is dependent on the
previous screen where the user has the option to set both start and end dates and times for the Layout:

Note:
The Address, Phone, Email and Website fields are all configured within the Legend Control Panel. This can be
found if you navigate to, Legend Control Panel > Club Settings > Select your Club > Club Settings.

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There is also an ‘Image’ section that can be seen further down in the window if you use the scroller to scroll
down. This image is configured in Legend Back Office > Configuration > Event Management > Resources > Layout
Selection > ‘General Info’ Tab > ‘Image URL’:

9.2. VSO #97125

CONFIGURATION

The configuration setting EM_InclusiveDatesInInvoices must be configured in the Database. With this setting
turned on the last date in any given date range will be included. This is an Enterprise setting.

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Note: Invoices Raised Prior to this setting being turned on will not be updated

RAISING INVOICES

At the Schedule level, with the setting EM_InclusiveDatesInInvoices set to On, when creating a new invoice the
last date in the date range will be included.

BULK INVOICE GENERATION

As with Schedule level Invoices a Bulk Invoice raised for a given month will now include the final date in the
month as part of the invoice generation with the setting EM_InclusiveDatesInInvoices set to On.

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9.3. VSO #89710 PURCHASE A RENTAL WITH NO DEPOSIT IN ONLIN E SERVICES

When an event is set to No Deposit, customers will be charged the full amount and it will not require a deposit
to be taken. When a customer purchases with this configuration, it will be automatically set to the ‘Confirmed’
status.

10. ONLINE TICKETING

10.1. VSO #104452 ADD A DESCRIPTION TO ONLINE TICKETING SEARCH RESPONSE

There is a new setting in CMS that will allow a user to add a detailed description for Online Tickets in Online
Services. The setting is called “Online Ticket Detail”. The setting will be disabled for all customers and will need
enabling to show online.

This is what the user interface will look like with the setting disabled:

This is what the user interface will look like with the setting enabled:

The online description will pull through from Back Office if you have it configured against either the Ticket or the
Template.

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11. API

11.1. VSO #99011 UPDATE LOCATION APIS

1. GET /LOCATION/ALL

1.1 CHANGES TO RESPONSE

The API GET /Location/All has been edited to return the additional fields configured against the Club record:
"Phone"
"Phone2"
"Email"
"WebsiteUrl"
"FacebookUrl"
"InstagramUrl”
"TwitterUrl”
"YouTubeUrl"

1.2 EXAMPLE RESPONSE

[
{
"Guid": "23d9c5c7-769d-4d32-8d22-cc3171759355",
"Name": "sample string 2",
"Type": 3,
"ParentGUID": "4cbb1a7c-3f5b-4fa4-9fb9-6e88603af39f",
"FacilityId": 3,
"LocationId": 1,
"ShortName": "sample string 4",
"LongtName": "sample string 5",
"FriendlyName": "sample string 6",
"Address1": "sample string 7",
"Address2": "sample string 8",

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"Address3": "sample string 9",

"Address4": "sample string 10",
"Postcode": "sample string 11",
"Region": "sample string 12",
"City": "sample string 13",
"Country": "sample string 14",
"longitude": 1.1,
"latitude": 1.1,
"Phone": "sample string 15",
"Phone2": "sample string 16",
"Email": "sample string 17",
"WebsiteUrl": "sample string 18",
"FacebookUrl": "sample string 19",
"InstagramUrl": "sample string 20",
"TwitterUrl": "sample string 21",
"YouTubeUrl": "sample string 22"
}
]

2. GET /LOCATIONLOCATIONGROUPS/{FACILITYID}

2.1 GET /LOCATIONLOCATIONGROUPS/{FACILITYID}

The new API /LocationLocationGroups/ has been added and returns the details of the Location Groups a given
facility is assigned to.

2.2 EXAMPLE RESPONSE

[
{
"FacilityId": 1,
"LocationGroupId": 2,
"LocationGroupName": "sample string 3"
},
{
"FacilityId": 1,
"LocationGroupId": 2,
"LocationGroupName": "sample string 3"
},
{
"FacilityId": 1,
"LocationGroupId": 2,
"LocationGroupName": "sample string 3"

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}
]

3. GET /LOCATIONGROUPLOCATION/{LOCATIONGROUPID}

3.1 GET /LOCATIONGROUPLOCATION/{LOCATIONGROUPID}

The new API /LocationGroups/{LocationGroupID} has been added and returns the Facility ID’s related to a given
Location Group.

3.2 EXAMPLE RESPONSE

/LocationGroups/{LocationGroupID}
[
3
]

FURTHER INFORMATION
If you have any questions about the content of this Release Note, please contact your Account Manager.

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