Module settings

Several modules have their own settings, outside the Settings window. They open from the cog or from the module's toolbar. The cog's entries require the Manage right or the General right of the Settings module, plus their module's settings right; the toolbar settings only require their module's settings right:

The Invoicing settings decide what the invoices the club issues contain: the account to pay into, the fees added, the layout, the number, the due dates and the reminders. They open from the cog of the Invoicing module, with two tabs, General and Reminders, and a Save button (chapter 10: Adjusting the invoicing settings).

1. 1The tabsGeneral and Reminders.
2. 2Default bankthe financial institution of new invoices.
3. 3Registration feean amount added to the subscriptions invoice.
4. 4Paper invoicea fee added to the invoices sent by post.
5. 5Invoice templatethe PDF's layout.
6. 6Numberingthe Starting number of the invoices.
7. 7ProrataBillable months (8 to 12) and Grace day threshold (0 to 28).

• Default bank: the financial institution that appears on a new invoice, and that the invoicing of the subscriptions uses for all its invoices (see "Invoicing management"). An invoice with no account of its own takes this one for its payment part. Without a default bank, you have to choose the account by hand on each invoice, and the subscription invoices show no account to pay into: choose it before invoicing.
• Registration fee: an entry or administration fee, added as a line to the subscriptions invoice. Enable turns it on, with its Amount and its Product account. Fee billing decides to whom: Once, on joining (new members), or Every season, to all members (at season start). Companies never pay it, and an amount of zero adds nothing.
• Paper invoice: a postage fee added to each invoice whose delivery method is Postal, under the "Paper invoice fee" line. Enable, then Amount and Product account.
• Invoice template: Change template… opens the choice between four layouts, with a preview (chapter 10: Adjusting the invoicing settings, part "Choosing the layout"). The template applies to all the club's invoices; a one-off invoice can take another.
• Numbering: the Starting number is the first invoice number. Invoices and credit notes share the same sequence, and GestiClub always carries on after the highest number already given. As soon as the first invoice exists, even a draft, the field is greyed out: this is the moment to carry on, if needed, the club's old numbering sequence.
• Prorata: for the invoice of a member who arrives during the season. Billable months (8 to 12): the number of months a subscription season covers, for the Billable months prorata rule. Grace day threshold (0 to 28): the last day of the month when an arrival still counts for the whole month, for the Full month rule; 0 turns the threshold off (chapter 10: Setting up invoicing, part "Defining the subscriptions").

1. 1The delays and the formatPayment term (days), Interval between reminders (days) and Reminder format.
2. 2Reminder feesEnable fees, the amount of each level and the Product account.

• Payment term (days): the number of days between an invoice's date and its due date, 30 by default. It sets the due date of the invoices: those of the subscriptions, of bookings, of tests and grades and those created by hand. An invoice past its due date is late and can be chased.
• Interval between reminders (days): the time to let pass between two reminders of the same invoice. While it runs, GestiClub does not offer the next level, only to resend the last reminder (chapter 10: Reminders).
• Reminder format: Consolidated list: a single reminder per debtor, covering all their overdue invoices; Per invoice: one reminder for each invoice.
• Reminder fees: Enable fees adds a fee line to the invoice with each reminder, whose amount depends on the level: R1 fee, R2 fee, R3 fee and Formal notice. A level at zero adds nothing, and the fees of a level are only added once to an invoice. The Product account receives these fees.

The Payment term and the Interval between reminders are also fields that can be inserted into the billing texts: an invoice or reminder email can thus state the delay without anyone typing it again.

The Management menu of the Invoicing module's toolbar gathers four lists to fill in before the first invoice (chapter 10: Setting up invoicing).

• Financial institutions: the accounts the club receives money into: bank, PostFinance or cash box, with their IBAN and their holder. They are essential: each invoice shows the account to pay into and takes its payment part from it; the bank statement import recognises the account by its IBAN, and refuses a file whose IBAN matches none of the club's institutions; finally, a payment cannot be posted without an account.
• Articles: the ready-made invoice lines, with their price and their product account: you choose them instead of typing them again. Without articles, each line is typed by hand.
• Subscriptions: what a member pays for each period: amount, frequency, proration rules, product account. Without subscriptions, bulk invoicing has nothing to invoice.
• Discounts: reductions as a percentage or a fixed amount, chosen with a member's subscription.

The Finance settings name the accounts of the chart of accounts that GestiClub uses by itself: to post invoicing, to open a fiscal year and to close it. They open from the cog of the Accounting module, and apply to all the fiscal years (chapter 11: The Finance settings).

1. 1The closing accountsP&L account, Retained earnings, Opening account and Closing account.
2. 2The invoicing accountsDebtors, Revenue, Reminders, Discounts, Bad debts and Credit note clearing.
3. 3Savesaves the accounts chosen.

Each field is filled in by typing a number or part of a designation. The numbers in brackets are those of the Swiss chart; in another country, GestiClub offers the accounts of its chart.

• Invoicing accounts: they decide where Post records the entries. Debtors receives the unpaid invoices (1100). Revenue receives an invoice line that has no product account (3400). Discounts receives an invoice's global discount and the balance written off as a discount, Bad debts the balance written off as a loss (chapter 10: Recording payments). Credit note clearing is the adjustment account of the credit notes (2005). If Debtors, Revenue or Credit note clearing stay empty, GestiClub uses the Swiss chart number shown in brackets: in another country, fill in these three fields.
• Closing accounts: they are used to open and to close a fiscal year. P&L account (2979) receives the previous fiscal year's profit or loss when the next one opens; Retained earnings (2970) is the account this result is then transferred to; Opening account (9100) is the counterpart of the opening entries; Closing account (9101) is the chart's closing account.

The reminder fees take their product account from the Reminders tab of the Invoicing settings (see "The invoicing settings").

The Settings button of the Events & bookings module's toolbar sets the alerts sent to the club when members register, and the announcement of new events (chapter 9: Alerts and texts).

1. 1The recipientsa reminder: the alerts go to the functions chosen in General settings › Notifications › Bookings notifications.
2. 2The five alertsNew registration, Cancellation, Slot full, Last card session and Event validated.
3. 3Notify members of a new eventthe announcement of a simple event to the members of the targeted groups.
4. 4Card renewal linkthe form offered to a member whose card is used up.
5. 5The textsare edited from the cog.
6. 6Savesaves the settings.

• The five alerts: all enabled at the start; turn a toggle off to stop receiving the alert. New registration and Cancellation tell you about each registration or cancellation by a member; Slot full when a slot has no place left; Last card session when a member uses the last session of their multisession card; Event validated when a simple event is closed. They arrive by email, and as a notification for the recipients who have an access. With no function chosen in Bookings notifications, no alert goes out (see "Notifications").
• Last card session also sends a message to the member, to tell them their card is used up: the Card renewal link is the link of the form inserted into this message; left empty, the message has no link.
• Notify members of a new event: turned off at the start, because it is a send to all members. Turned on, it tells the members of the targeted groups by email and by notification, when a simple event is created; an event with no targeted group sends nothing.

The emails GestiClub sends by itself each have a text, which the club can adapt to its tone. The texts are edited from the cog, through the entry of the open module:

• Billing texts: the emails of invoices, subscriptions and reminders, the internal messages such as the summary of reminders, and the labels printed on the PDFs (chapter 10: Adjusting the invoicing settings, part "Customising the texts").
• Contact texts: the validation and invitation emails, presented below.
• Forms texts: the texts each new form receives: the welcome email, the re-registration confirmation and the notification to the people in charge. An empty text in a form is replaced by this one (chapter 4: Email texts).
• Event texts: the three booking emails (card used up, list sent to the contact, announcement of an event) and the subject and body of each of the five alerts (chapter 9: Alerts and texts).
• Scheduler texts: the invitation (subject, body and signature) and the reminder (subject and body) sent to the participants (chapter 8: The schedule texts).

Each window works the same way. You choose a text in the list on the left; under its name, a sentence explains what it is for. You edit it in the editor, place a piece of data that is filled in when sending with Insert a field, then click Save. Restore default takes back the original text; a changed text is recognised by its orange colour in the list and by the Modified badge. The subject and the body of an email are two separate entries, each to be saved.

Contact texts: the window opens from the cog of the Contacts module. The nine messages it gathers are filed under Member emails, except the last, under Internal notifications:

1. 1Member emailsthe emails sent to members or to their parents.
2. 2Internal notificationsthe message sent to the people in charge of the notifications.
3. 3The text chosenits name, and a sentence saying what it is for and which fields it must contain.
4. 4Insert a field and SaveInsert a field places a piece of data at the cursor; Save keeps the text.
5. 5The editorthe text, with its formatting. The fields are written in braces, for example {member.firstname}.

• Profile validation: the email asking a member, or the parent who is primary contact of a minor, to check their data. It contains the Validate my profile button. It goes out when the Must validate profile box is ticked when a member is added, and with For selection › Send validation (chapter 3: Actions on the selection, part "Sending the validation"). It must contain {validation.link} and {validation.expires_in_days}: the link is valid for 7 days.
• Profile validated: confirmation: the confirmation email, sent as soon as the profile is validated. It must contain {validation.login_link}, the link to the login page.
• Welcome to the club: the welcome email of a member added without profile validation: a simple message, with no link.
• Manager parent invitation: the invitation sent to a parent or legal representative who can edit the child's profile, to create their access to GestiClub. It must contain {invitation.link} and {invitation.expires_in_days}: the link is valid for 7 days.
• Member area invitation: the invitation sent to a child who becomes independent and has their own email address, with the Invite … to create their account button on their record. It must contain {invitation.link}.
• Management right revoked: the email sent to a parent whose right to edit a child's profile the club withdraws. It must contain {child.firstname} and {actor.name}.
• Resignation: member statement: the email sent to a member who resigns while still having open invoices, with their account statement attached.
• Resignation: confirmation to the member: the confirmation email sent to a member who resigns with no open invoice, when the Send a resignation notification to the member box of the general settings is ticked (see "Resignation").
• Resignation: accounting copy: the copy of the resignation statement, sent to the people chosen in Billing notifications when the member had open invoices (see "Notifications").

Three modules have further settings, but they are made in the module itself:

• Registration forms: each form has its own settings: season, groups, subscription, role and status of new members, public link, texts and notification recipients (chapter 4: Creating a form, part "Editing the settings").
• The Documents drives: each drive is public or private, with its access groups (chapter 6: Creating and setting up drives).
• The test catalogue: the tests and grades the members take, with their price (chapter 5: The test catalogue).