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Jonas Setup

Account Settings  > Setting Up Backoffice to MI > Jonas Setup

Jonas Club Management (JCM) is one of two databases that can be integrated with MemberInsight to enable members to receive surveys. The other database is Jonas Encore. For details, see Encore Setup. 

By integrating with JCM:

  • Department or Preset (Relational) survey types can be sent automatically on a daily basis from MemberInsight.

  • Surveys can be triggered by a transaction or set up to be sent based on a booking.

  • All surveys follow the parameters configured within JCM.


Managing Departments

 

When a Point of Sale (POS) transaction takes place in a Sales Area, the club can determine which department survey that sales area should be assigned to. This will display in the MemberInsight site as a Department Survey type. 

To ensure that the Departments are set up correctly there are 3 things that have to be set up and linked together.

  1. Departments to keep track of different areas that the club wants to survey.

  2. Activity Reporting Group is used to record the activity that takes place at the club. This has to be linked to a Department.

  3. POS Activity Reporting Group Links assign sales areas accordingly to a department.

Once these sections are completed make sure to run a sync. Remember changes can take up to 24 hours before it is updated into MemberInsight.

Departments - Setup Departments to Gather NPS Scores

Departments will be used to better define where a transaction took place at the club.

This will provide NPS scores based on sales areas that have been assigned to the department/activity reporting group.

Additional departments can be created at anytime.
To complete the setup, remember to create and link it to an Activity Reporting Group and assign the sales areas from the POS Activity Reporting Groups Link section.

Examples:

Collect one NPS score for any dining transaction even if they came from different Sales Areas.

  • Food and Beverage Department.

Collect separate NPS score for each Dining Sales Area.

  • Main Dining Department
  • Patio Department
  • Bar Department

Instead of having one NPS score for all golf related bookings and transactions in a Golf department, it could be split up as two departments.

  • Golf Course Department to survey tee time bookings.
  • Golf Shop Department to survey purchases made in golf shop.

To Add a New Department

  1. Login to Jonas Club Management (JCM)

  2. Select Club Management > Interfaces > MemberInsight > Setup Departments

  3. Club Code: Press Tab on keyboard or select Club Code from drop-down. The MemberInsight Departments Table window will display all departments that have been created.

  4. Double click **Setup a new Department Code**.  The MemberInsight Department Code Setup window displays. 

  5. MemberInsight Department Code: type in department name, the code cannot contain spaces.

  6. Description: Type same name as the Department Code (spaces are allowed in the description).

  7. Status: Select Active.

  8. Select OK to Save new department and it will go back to the MemberInsight Departments window.

    After adding a new department, make sure to add an Activity Reporting group with the same name and have it linked to the department. 

Activity Reporting Group - Setup Activity Reporting Group, Link to Department and Setup Minimum Threshold Amount

Activity Reporting Groups are used to track and record activities that occur at the club. Before creating a reporting group, ensure that a department has been set up, as each group must be linked to a department. 

When configuring a reporting group, there is the option to set a Minimum Threshold Amount. This feature allows a minimum dollar value to be specified for a transaction to qualify for a survey. This helps ensure that only meaningful transactions are considered for feedback, rather than including all purchases.


To Manage Activity Reporting Groups

  1. Login to Jonas Club Management (JCM)

  2. Select Club Management > Interfaces > MemberInsight > Setup Activity Reporting Group/Department Links

  3. Club Code: Press Tab on keyboard or select Club Code from drop-down. The Activity Reporting Groups window will display all groups that have been created with the matching Department code

  4. Select Activity Reporting Group by double clicking on Description or to Add New - Double click **Setup a new group code **

  5. Activity Reporting Group: Type in reporting group name. This can only be edited when the group is first created.

  6. Description: Type same name as Activity Reporting Group or describe group.

  7. MemberInsight Department: Select magnify glass icon and the MemberInsight Departments window will display list of Departments that have been created.

    • Double Click the Department that best matches the activity group.

    • If the department has not been created, see departments section above for details. 

  8. Status: Select Active.

  9. Activate Minimum Threshold

    • Unchecked = Survey any transaction that is processed, including zero dollar transactions. 

    • Checked = Enables Minimum Threshold Amount, enter the minimum dollar value to be spent to be eligible for a survey. 

  10. Select OK to Save new department and it will go back to the MemberInsight Departments window.

If a reporting group is no longer required.

  1. Select the Activity Reporting Group from list.

  2. Select Delete button.

POS Activity Reporting Group Links

Point-of-Sale (POS) transactions from specific Sales Areas and Sales Categories can be mapped to a Reporting Group, which will appear as a Department in MemberInsight.

This setup determines which transactions are eligible for member surveys. 

If feedback is not required for specific Sales Areas and or Categories, they can be excluded.

See details below in the Profile - POS Activity Reporting Group Links - Assign Sales Areas to a Department section.

Steps to Find Departments in MemberInsight

Departments created from the backoffice will display on the MemberInsight site after the sync is completed. By default, department surveys will not send until the 5 steps are reviewed from MemberInsight and the survey is enabled. 


To View and Configure Department Surveys in MemberInsight

  1. Login to MemberInsight site

  2. Select Comms > Surveys

  3. Select Departments tab

  4. Select name of department and go through 5 steps to Configure survey

  5. Select Save & Exit 

  6. Select toggle to enable (green) surveys to send once a day or disable (red) survey will not be sent. 

Configure the JCM and MemberInsight Integration – Profile

The Profile section controls how and when the information from Jonas Club Management (JCM) will be communicated to the MemberInsight site.


To Manage MemberInsight setup within Jonas Club Management (JCM)

  1. Login to Jonas Club Management (JCM)

  2. Select Club Management > Interfaces > MemberInsight > Profile

  3. Press Tab on keyboard or select Club Code with drop-down. 

    • Note: Please do not adjust any of these sections on the screen as it may break the integration.

      • Connection

      • Details

      • Run As Service 

      • Email Notifications

Please contact [email protected] to make changes to any of these sections. The only areas that should be updated are the links found in the right navigation.

Flag Emails - Determine Type of Email Address Will Receive Surveys

In the Flag Emails section, determine which email address (Main / Business) on file for the member will be sent over to MemberInsight. This will only be sent if the member has a status that is flagged to be updated to MemberInsight. 


Set up for all members Main Email Address to be sent to MemberInsight 

 

This is set up during training and does not need to be modified.

  1. Select Flag Emails from the right navigation. This will open the MemberInsight Profile - Flag Member Email Addresses window.

  2. Action: Flag Email Addresses should be selected.

  3. Which Email: Main Email Address should be selected.

  4. Members: All should be selected.

  5. Select Proceed - if changes were made to save.

  6. Select Exit to close the window.

 

Unflag Email for individual members


If a member has a status that is eligible for surveys, but they do not want to be updated into MemberInsight, their email can be unflagged using their member number. 

To remove a member from showing up in MemberInsight

  1. Select Flag Emails from the right navigation. The MemberInsight Profile - Flag Member Email Addresses window will open.

  2. Action: Select Un-flag Email Addresses.  

  3. Which Email: Main Email Address will become greyed out as soon as Un-Flag Email is selected.

  4. Members: Select Selected.

  5. Selected: Select magnifying glass icon. The Members Lookup Table window will open.

    • Select member name by double-clicking. The Member Name will appear in table found under Selected.

    • If the wrong member was selected. Double-click on member name from table to remove.

      • Select Yes to remove.

      • Select No to keep member.

    • Optional - Select magnifying glass again to select more names.

  6. Select Proceed to save changes.

  7. Select Sync from right navigation. word Sync will now appear in bold and italics.

  8. Wait 24 hours for updates to appear in MemberInsight.

Member Status - Filter Members Based on Status

In the Member Status section, determine which member statuses will be included / excluded when member information is sent over to MemberInsight.


Include or Exclude Member Status to be eligible for surveys

  1. Select Member Status from the right navigation. This will open the MemberInsight Profile - Member Status Filtering window.

  2. Determine which member statuses should be eligible to receive surveys from MemberInsight. 

  3. Statuses To Be Included has 3 Filter Types.

    • All - All statuses will be eligible to receive surveys.

    • Included - statuses to receive surveys.

    • Excluded - statuses to not receive surveys.

  4. Select Included or Excluded - Suggest selecting the shorter list. 

  5. Member Status - Select magnifying glass icon. The Members Status Rules lookup table window will open.

    • Select Status by double-clicking. The status will appear in table found under Member Status.

    • If the wrong status was selected. Double-click on status from table to remove.

      • Select Yes to remove.

      • Select No to keep status.

    • Select magnifying glass again to select another status.

  6. Select OK to save changes

  7. Select Sync from right navigation. word Sync will now appear in bold and italics.

  8. Wait 24 hours for updates to appear in MemberInsight.

Sync

This only has to be used if the club decides to create new departments, change the Member Statuses, change the Flag Emails that are allowed to be updated to MemberInsight.

  1. Select Sync from right navigation.

  2. The word Sync will now be BOLD and in italics.

  3. This means the sync will run automatically when the next Export takes place (this is usually set to run around 8:00am).

Activity Reporting Group Setup

This is an alternate method to access the Activity Reporting Groups. 

See details above in the Manage Departments - Activity Reporting Group - How to Setup Activity Reporting Group, Link to Department and Setup Minimum Threshold Amount. 

POS Activity Reporting Group Links - Assign Sales Areas to a Department

Point-of-Sale (POS) transactions from specific Sales Areas and Sales Categories can be mapped to a Reporting Group, which will appear as a Department in MemberInsight. This setup determines which transactions are eligible for member surveys. 

If feedback is not required for specific Sales Areas and or Categories, they can be excluded.

 
To Manage POS Activity Reporting Group Links

  1. Select POS Activity Reporting Group Links from right navigation and the POS Partitions window will display.

    • Double-click description to select partition.

    • If the POS Partitions window does not display, select magnifying glass beside Partition.

    • If the incorrect partition was selected, Select Exit at the bottom of the screen, this will go back to the profile screen. Select POS Activity Reporting Group Links from right navigation and select the correct partition.

  2. Activity Reporting Group Code: This should auto populate once the partition ID is selected and usually has the same or similar name as the Partition ID. 

    • To modify, select magnifying glass to select reporting group that should be assigned to the partition.

    • If the club only has 1 partition, it should be linked to the 'other' activity reporting group code.

  3. See details below to Setup Exclusions(optional) found on the left and Activity Reporting Group Code Overrides found on the right.

    • For Clubs that have more than one partition, the instructions for the Exclusions and Overrides sections should be repeated for all partitions.

 
Activity Reporting Group Code Overrides
 

This is where the sales areas and sales categories can be mapped correctly to the activity reporting groups that have been set up. If this is not set up, transactions will not update into any of the Departments on the MemberInsight site. 
 


Examples:

  • Map different sales areas to the same Activity Reporting Group. 
    • Main Dining Sales Area goes to Food and Beverage Activity Reporting Group.
    • Patio Sales Area goes to Food and Beverage Activity Reporting Group.
    • This setup will calculate a NPS score that has both Main Dining and Patio transactions. 
 
  • Map each sales area to a different Activity Reporting Group.
    • Main Dining Sales Area goes to a Main Dining Activity Reporting Group.
    • Patio Sales Area goes to Patio Activity Reporting Group.
    • This setup will calculate separate NPS scores by Sales Area.
 
  • Map a specific Sales Category within a Sales Area to an Activity Reporting Group.
    • Desserts Sales Category from Main Dining Sales Area goes to Food and Beverage Activity Reporting Group.
      • This setup will add the Dessert transactions to the Food and Beverage NPS score. 
    • Desserts Sales Category from Main Dining Sales Area goes to Desserts Activity Reporting Group.
      • This setup will calculate a separate NPS scores for the Deserts Sales Category.

These mappings can be changed at any time.

  1. Sales Area: Select magnify glass icon and the POS Sales Areas window will display.

    • Double-click to select sales area and the Sales area number will be displayed beside Sales Area.

      • If the incorrect sales areas was selected, select magnify glass icon beside Sales Area again.?

      • If a sales area does not display, it could be in a different partition. 

  2. Category: Select magnify glass icon and the Sales Categories window will display.

    • Double-click on ** All Categories ** This selects all categories in the sales area and an *(asterisk) will display beside Category. This is the most common setup for Category.

      • If a specific sales category was supposed to be selected instead, select magnify glass icon beside Category and double click on the category. The category code will be displayed beside Category.

  3. Activity Reporting Groups: Select magnify glass icon and the Activity Reporting Groups window will display.

    • Double-click to select reporting group. 

      • A new row will be added in the overrides table to show which Activity Reporting Group the selected Sales Area and Category combination is linked to.

      • Once a row has been added to the table, changes cannot be made. However, a row can be removed and a new override can be created.

  4. Repeat process to add more Sales Areas and Categories to the correct Reporting Group.

  5. Select OK to save.

  6. Remember to run a Sync from the Profile screen and the changes will be updated to the MemberInsight site the next morning. 

  7. The Activity Reporting Group Name will be the Department Name that will display in MemberInsight.

 
Exclusions


To prevent any transaction from specific Sales Areas and Category to be updated into MemberInsight, the Exclusions section on the left will need to be set up. Otherwise, the Exclusion section could be left empty.

  1. Sales Area: Select magnify glass icon and the POS Sales Areas window will display.

    • Double-click to select sales area and the Sales area number will be displayed beside Sales Area.

      • If the incorrect sales areas was selected, select magnify glass icon beside Sales Area again.?

      • If a sales area does not display, it could be in a different partition. 

  2. Category: Select magnify glass icon and the Sales Categories window will display.

    • Double-click on a specific sales category that should be excluded from receiving surveys ,

    • A new row will be added in the exclusions table to show which Sales Area and Category will be excluded.

    • Once a row has been added to the table, changes cannot be made. However, a row can be removed and a new exclusion can be setup.

  3. Repeat process to add more Sales Areas and Categories to be excluded.

  4. Select OK to save.

 

Remove row from Override or Exclusions Table


When the items are mapped incorrectly or no longer required, the row can be deleted from the overrides or exclusion table. 

  1. Double-click on the row to be removed.

  2. In the confirmation box, select Yes to remove the row.

  3. Select OK to save. 

POS Club Activity Profile - When Transactions are Flagged to be Sent to MemberInsight

This controls when the member transaction is going to be flagged and sent to MemberInsight. Reminder, after the transaction is flagged, the eligible members will only update to the MemberInsight site once a day, starting at 8:00am the next morning. The earliest a survey will be sent will be the next day after a transaction has taken place. 

 

Manage Club Activity Profile for Transactions

  1. Select POS Club Activity Profile from the right navigation. This will open the POS Club Activity Profile window.

  2. Update Club Activity File: When should the chit activity be recognized and flagged.

    • Select one of the 3 options

      • After Chit is Closed - (recommended)

      • During End of Day Update (allow for adjustments, example wrong member number was entered)

      • When Chit is Opened

  3. Select OK to Save changes        

If the Update Club Activity File option is disabled and it has to be changed. Navigate to the following in JCM:

  1. Select Point of Sale System >  System Setup > System Parameters

  2. Select Club Activity on the right - This will open the Club Activity window.

  3. Update Club Activity File: When should the chit activity be recognized and flagged.

    • Select one of the 3 options

      • After Chit is Closed - (recommended)

      • During End of Day Update (allow for adjustments, example wrong member number was entered)

      • When Chit is Opened

  4. Select OK to Save changes.  

Tee Time Activity Reporting Group Links - Assign Golf Course to a Department

Tee Time Activity Reporting Group Links will only be available for clubs that are using Jonas Tee Times. Members will be eligible for surveys if they have a tee time booking. Select activity reporting group for golf course name to be assigned to, if a club has more than one course, they can be assigned to different departments.

 

To Manage Activity Reporting Group for Golf Courses:

  1. Select Tee Time Activity Reporting Group Links from the right navigation. Tee Time Activity Reporting Group Links window will display.

  2. Club: Club code is already selected and cannot be changed.

  3. Find Golf Course Name

  4. Activity Reporting Group column: Select magnify glass icon and the Activity Reporting Groups window will display.

    • Double Click to select reporting group. 

      • Bookings made by members in this golf course will be added to this department on the MemberInsight site.

      • If the incorrect reporting group was selected. Select magnify glass icon to choose correct reporting group.

  5. Select OK to Save changes        

Tee Time Club Activity Profile - When Tee Time Bookings are Flagged to be Sent to MemberInsight

Tee Time Club Activity Profile will only be available for clubs that are using Jonas Tee Times. This controls when the tee time bookings are flagged to be sent to MemberInsight. (Recommend selecting When Players Check-in as the best practice if the club is already tracking check-ins)


Manage Club Activity Profile for Tee Time Bookings

  1. Select Tee Time Club Activity Profile from the right navigation. The Tee Time Club Activity Profile window will display.

  2. Update Club Activity File: When should the chit activity be recognized and flagged.

    • Select one of the 3 options

      • During End of Day Processing

      • When Players Check-in 

      • At Specified Time - Enter Time they activity should be processed each day.

  3. Select OK to save changes.        


If Update Club Activity File is disabled and it has to be changed. Navigate to the following in JCM:

  1. Select Tee Time Management > Files > System Profile

  2. Club: Press Tab on keyboard or select Club Code with drop-down. This will enable the sections on screen and in the right navigation.

  3. Select Club Activity from right navigation. The System Profile - Club Activity window will display.

  4. Update Club Activity File: When should the chit activity be recognized and flagged.

    • Select one of the 3 options

      • During End of Day Processing

      • When Players Check-in 

      • At Specified Time - Enter Time they activity should be processed each day.

  5. Select OK to save changes. 

Instead of sending recipients from the database to MemberInsight based on transactions, reservations made in Jonas Activity Management (JAM) Booking Modules can be configured.


How to set up JAM Booking Modules with MemberInsight 

Please contact [email protected] for additional setup options in JCM.