Darleen was asking me if I could get rid of the inactive users from showing up in the Employee Checkin REPORTS.

The problem is that there are 2 entries of a few people so we have made the unwanted entry as INACTIVE. But that entry is still visible in the Reports tool which we donot want. When I tried to delete the entry or CANCEL the entry it said cannot do it because it has some amount in the balance.

Whats the solution for getting the unwanted entry to be invisible in the REPORTS chekcing window?

Regards,

Ranjeesh

How to get rid of the inactive one to showup in the list of employees in the reports of Employee checkin?

Ranjeesh.

I am attaching the screenshots of what I am saying...I guess I am not able to put it in word so as pictures make better sense I am attaching screenshots

In this image I am showing you the two different entries of the same person (Bryan) out of which one was already inactive but still shows up.

In this image I changed the inactive mode of the unwanted Bryan ID to "cancel" and still the above was shown in reports. When I try to DELETE the entry it says the message as shown...

So my question is if I put this person in inactive or cancel or Freeze or Delete staus he shouldnt be visvible in the Check in Reports thing as above rite? Then Why is it showing up? and How do I disable it to show up?

Reagrds,
Ranjeesh

1) Membership Record - Delete Status

When you set a member's status to "Delete", the system keeps the record in the database, it just hides it from all of your search screens, unless you specifically look for Deleted members.  However, in order to set someone to a "Delete" status, they have to have a $0.00 account balance and no "unbilled" transactions.  You see, the Billing process in Spectrum, in addition to charging the repetitives and drafting the member's Credit Card or EFT, also goes through every transaction in the billing cycle and marks them as "billed".  This is the system's way of finalizing and "archiving" all of the transactions, even if they were paid for at the time the transaction was completed.  At your facility, all of your paid memberships are pre-paid for a year at a time, therefore you don't run the Billing process each month like most commercial facilities do.  Therefore, you won't be able to set anyone to a Delete status, which is okay because starting in version 9.0, you can specify which status(es) you want to include on a member search by checking the box on the right side of the Member Search screen.  You set the default status for the search for each Location in Site Aministraiton -> Maintenance -> Create Locations.  Also note that starting in version 8.5, under the Utilities Menu, there is a Delete Member utility.  This will actually delete a member from the database, provided that they have no history.

2) Employee Record

Now, on to what you really want to do.  Go to Site Administration -> Employee Setup -> Employees.  Pull up the invalid employee record, and check the box for "Terminated", then click Update.  That should remove them from that drop-down list in the reports module.  BTW - you may want to go through the list and do this with a lot of them... I saw a lot of names on that list that worked there back when I was there!

Anyway, I hope this helps.  The thing to really keep in mind that although someone might be in your Membership list and your Employee list, even if they have the same number, those records are totally unrelated.  If you're interested in learning more about the pros and cons of doing the monthly billing process, and what you can offer to your members by starting this service, please feel free to schedule a time when you, Darleen, and Larry can jump on a conference call with your Account Manager and I.

Now that u mentioned this, I observed this and found that MEMBERSHIP record is a totally different thing from EMPLOYEE record. So the people we see in the MEMBER MANAGEMENT -> MEMBER ADMINISTRATION -> ADD/EDIT are all the students of SIUe and we get all this list from a table, which we cannot modify, maintained by the ADMINISTRATIVE DEPT of the school, right? i.e. We choose from the Students/Faculty of the school to become members of the SFC or not.

And the people we see in the SITE ADMIN -> EMPLOYEE SETUP -> EMPLOYEES are the ones whcih we manually Add into some tabel whcih mangaes the EMPLOYEE LIST which belongs to the VC and has no relation with the MEMBER MANAGEMENT thing which belonsg to the SCHOOL ADMIN (Admission or somethig) DEPT.

SO what I understand is the MEMBER MANAGEMENT table used for selecting whether a student is eligible to use the VC or not and the SITE MANAGEMENT EMPLOYEE Thing is for adding new employees and manging them by getting info from the MEMBER MANAGEMENT table or from the information given when joining.

I think I got it Did I?

Regards,

Ranjeesh