Club Members

If your Property uses a Club system, such as a rewards program for stays or as a means of offering discounts, the guests at your Property whom are members may be viewed using the Club Members command, which opens the Club Members screen. This account screen is very similar in appearance to the guest information screen, except showing records for guests that have an associated club member number ONLY. (A guest account record contains detailed information for an individual or company and needs to exist within Skyware in order to create a Stay record (reservation). Club Member numbers are assigned to each guest using the Other tab of the guest information account screen).

The Club Members Report shows the number of stays for Club Members during the dates specified. This report is typically used to see how frequently club members stay at the Property.  Once generated, the report shows all stays for each club member, grouped by club number, for the specified date range.

Note: A club member record entry MAY be generated using the club member screen rather than the guest information screen. HOWEVER, to avoid accidental generation of a new guest record for an existing guest, it is recommended that the guest information screen is used to assign any club member numbers, and the club member screen used to VIEW club member accounts only.

ANY RECORD GENERATED USING THIS SCREEN WILL BE A NEW GUEST RECORD IN SKYWARE, WITH A NEW GUEST ID ASSIGNED.

It is important to make sure a guest record does not already exist before creating a new one, to ensure that all relevant information and history you have for the guest appears in one place. To create a new club member entry in your Skyware Systems without using the guest information screen you will need to enter the details for the guest. Like the guest information screen, the club members screen has several tabs on which information may be entered. These tabs include General, Other, Contacts, Bookings, and Comments. ONLY the General tab contains REQUIRED fields for generating a new guest record; HOWEVER to enter a new CLUB MEMBER entry, you will ALSO need to enter the club member number on the Other tab BEFORE saving. Otherwise, the new guest record will be saved to the system, but not included in those displayed on the Club Members screen.

To view the Club Members accounts:

 

Open the Club Members screen:

 

Click Files => from the Other section of the Full Menu.

 

To reach the Other section area of the Full Menu:

 

Click the icon on the left, or the breadcrumb words "Full Menu" on the top right of the screen to open the Full menu.

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

The section on the bottom right is the Other area.

Select Files => from the Other section.

The Files Menu is divided into two sections, Files List 1 and Files List 2.

The Club Members command is in the Files List 2 section.

 

When selected, the Club Members screen will open.

Select the desired club member account on the left to display the guest details on the right.

To add a Club Member entry:

 

Complete the required fields on the General tab (plus any other information you may have) - see Guest Information for more details - AND enter the club member number on the Other tab.

Note: ANY RECORD GENERATED USING THIS SCREEN WILL BE A NEW RECORD IN SKYWARE, WITH A NEW GUEST ID ASSIGNED.

(Conversely, once a guest record has been generated anywhere in Skyware, it may be designated as being a club member at any time using the guest information screen simply by completing the club member number field with the desired number. Once saved, the guest record will now be included in the listing when the Club Members screen is viewed. This means converting an existing account record to a club member record is simple).

 

The club member number MUST BE assigned on the Other tab of the account screen before saving. Otherwise the new guest record that will be generated will NOT be designated as a club member. This number is specific to your Property and may be any combination of numerals, letters or characters up to a maximum total of 16.

It is also suggested that the Sign Up Date is recorded here, for future reference.

When ready, click the Save button () in the local tool bar. The account will be recorded as a club member account.

 

Note: It is recommended that on the General tab, the Club Card Member check box is selected, the UPC code assigned to the club card recorded and the percentage discount this club member receives be entered; however, for the account to be designated as a Club Member account this is NOT essential.

It may be the case that your property does not distribute actual club cards to members, or offer a specific discount amount with club membership (instead rewarding members in other ways, such as free drinks vouchers or free stays), meaning these fields need not be completed. Please be aware however that if the Club Card Member check box IS selected, the Club Card UPC field will become designated as a required field and require an entry.

Date Updated June 02, 2022