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Sports Facility Management System
This single source, fully integrated facility management system includes Accounts Receivable with Membership Accounting, BetaSNAP!, photo-on-screen check-in, and Electronic Funds Transfer options; General Ledger; Point of Sale with Inventory Control and Program Registration; Touch POS; Scheduling; Accounts Payable; Payroll; word processing and spreadsheet interface; and BetaMATCH, the match maker. All software is from one vendor! Since 1978, BetaData has installed computer systems nationwide, providing excellent software products, technical competence and, most importantly, customer satisfaction. BetaData can provide a turnkey system of hardware, software, training, site planning, and ongoing support. BetaData resells select hardware manufactured by industry leaders with established maintenance and support programs.
ACCOUNTS RECEIVABLE The heart of BetaSPORT is ACCOUNTS RECEIVABLE. Accounts Receivable maintains all member demographics, interests and billing information, and includes monthly statements, Front Desk check-In, facility use and retention reporting, word processing interface and much, much more.
BetaSNAP! BetaSNAP!, photo-ID on screen, eliminates the need for
expensive photo ID cards and increases facility security. This option has a large display
and works with the Front Desk program to control member entry into your facility
and record member activity. ELECTRONIC FUNDS TRANSFER The ELECTRONIC FUNDS TRANSFER option allows
direct monthly billing to checking, savings or Visa, MasterCard, Discover, and American
Express. There are no recurring fees paid to BetaData. The charges are negotiated
directly between the club and the club's bank. FREQUENCY OF USE For member retention and staff and facility planning, BetaSPORT's FREQUENCY OF USE provides critical information.
GENERAL LEDGER The GENERAL LEDGER system reflects the total integration of all subsystems and provides the final measure of profitability. The Budget Forecast Analysis Report provides variance figures, and the History Analysis Report compares current values to historical values. Operating reports such as the Daily Sales Analysis may be run on demand. The General Ledger system provides complete user
control over the sequence, titles, and format of various financial reports, budgets and
history reports. POINT OF SALE POINT OF SALE interfaces with Inventory, General Ledger, and Accounts Receivable. Account status and charge privilege verification takes place prior to members charging to their accounts. If the BetaSNAP! module is installed, the member's picture will pop-up upon entry of the member's name, number, or key tag. Members may charge to their club accounts, Visa, MasterCard, Discover, or American Express accounts with automatic verification. Cash sales and automatic discount pricing functions also are included. Receipt printing and detail transaction journals are standard. The key to profitability in the Pro Shop is inventory control. BetaSPORT provides a simple, easy-to-use, yet thorough inventory subsystem. Purchase orders, adjustments, physical inventory, reorder points and optimum reorder quantities are maintained easily. Registration and Facility Rental functions enable members to sign up for classes and special events and to reserve or rent facilities. Point of Sale can be used in food service operations with optional touchpads, kitchen printers, and fast printers for rapid order processing. For BetaSPORT clients needing simple scheduling of courts or personal trainers, the Court & Trainer Scheduler feature within Point of Sale is simple and quick to use. The system was designed for tennis and racquetball court scheduling; however, it has been used by some clients to encompass personal training and massage time or any other activity that is booked by the hour, or booked by block time for a number of periods. BetaSPORT allows concurrent Program Registration in three ways:
All of these registration methods use the same information from the BetaSPORT files and can be used simultaneously. Registration numbers are updated immediately so that everyone will know when a class is closed—no surprises. Program
Registration at Point of Sale Terminals in the Club A member may register for programs held at multiple locations. Searches may be conducted by Location and Program Code or Description. Once the desired program is found, the program description, start date, days of the week when held, starting time and amount of the class fee will display in the Program Registration box. The registration program will search for conflicting program registrations, duplicate registrations, age restrictions, previous cancellations, and waitlist availability if the class is full. If any of these situations exist, an error message will display and the member will not be able to register for the class. If a waitlist is available for the class, the member has the choice of being put on the current waitlist or being registered for the same class, next term. A member may register for as many classes as your organization allows. When registration is complete, the member may pay by cash, check, credit card or charge to his/her account. If desired, the fees for program registration may not be billed until the month that the programs begin. Registration cancellations and refunds may be made through the Point of Sale – Returns/ Refunds program. Partial refunds or full refunds may be made, depending upon the circumstances. Internet Program Registration When a member logs into your
web site, there will be a program registration link. The member will go through a series of screens that allow
him/her to search for a program, view the program information and register
on-line. The programs are added to
a shopping cart, and the member checks out and pays with a credit card.
If a class is full, the member may be added to the Waitlist for the
class. No fee will be charged until
the member goes off the Waitlist into the desired program. Program registrations that were made on-line may be cancelled on-line. If the program registration was made through one of the point of sale terminals at the club, or by touch-tone registration, the member must call your facility or go in to cancel his/her registration and receive the refund. Pin Numbers, which allow access to restricted areas on the website, may be assigned to members in one of two ways.
Once a member has an assigned Pin Number, he/she may gain access to other protected activities. Pin Numbers are required for such activities as changing or adding information (such as birthdates, addresses, phone numbers) on a member’s record, canceling a program registration that was made through the Internet, or viewing the active enrollments for all members on the account. Upon successful completion of a transaction, the confirmation of the transaction is displayed on the screen as well as e-mailed to the address on the account. Program
Registration via Touch-Tone Telephone BetaCALL is an
IVR (interactive voice response) auto attendant and audio text voice response
system that provides round-the-clock registration for members of your
organization. The IVR
function lets members:
During the
call, a confirmation number is provided to the caller to facilitate tracking
transactions later. Credit card transactions are quickly authorized and easily reconciled. Registration statistics and profitability analysis are available on demand. Class Rosters with attendance boxes are available on demand. Program Registration requires features
included in the Scheduling module described below. SCHEDULING SCHEDULING manages staff, facilities, equipment and events. Select available facilities and schedule for specific events and tasks as needed. Print work schedules for employees showing individual assignments and monitor completion. When used in conjunction with Point of Sale, Scheduling provides complete facility and registration capabilities. Front Desk operators will be able to view the schedule to better answer member questions. This module supports Interactive Voice Response telephone registration and Internet Program registration. ACCOUNTS PAYABLE The ACCOUNTS PAYABLE system has features to minimize record keeping and provide management with information for planning cash flow and tracking amounts of purchases from individual vendors.
PAYROLL The PAYROLL system has an automatic feature that generates payroll for salaried and regular hourly personnel. Payroll offers multiple pay rates and departments for individual employees. Multiple state tax tables are supported with simple or complex formats. Quarterly taxes and annual W-2 reports are generated automatically. Reports are available for 401(k) deductions, as well as sick, vacation, and personal hours. A history file including pay rates is included. In order to properly manage this critical area of
expense, a Departmental Labor Distribution Report and a Summary Report show total costs by
department and general ledger account. BetaMATCH BetaMATCH, the match maker, uses selection criteria to bring members together for sports matches, social events, child care or other special programs.
MULTIPLE LOCATIONS One of the unique abilities of BetaSPORT
is that of handling multiple locations. Because of BetaSPORT's
growth path, it will perform in a small, single facility sports club or a large
corporate environment with multiple remote locations. Remote sites may be managed on-line
for the most current member information, or may run independently of the host system with
a simple file transfer and update schedule in place. OPERATING SYSTEMS Windows® 95 / 98 Windows® 2000 Windows®xp OpenVMS
SUPPORT Our service and support are unsurpassed in the
industry. We take pride in our friendly and responsive answers to all
questions. Just ask our clients! |
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BetaData Systems, Inc., 3137 East Greenlee Road, Tucson, AZ 85716 (520) 917-1028
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