1907 Release Notes

Date Prepared: 04/10/2019

Prepared by: Quality Assurance Team

TABLE OF CONTENTS

1. Front of House ....................................................................................................................................................3

1.1. Sports Course Search enhancements .........................................................................................................3
1.2. Only Show Ticketing Activities FOr Active sessions in FOH ........................................................................3
1.3. Booking in Sports Courses respects Waiting List in FOH ............................................................................4
1.4. Allow a Cancellation reason when withdrawing an attendee from a Sports Course in FOH .....................5
2. Bookings .............................................................................................................................................................6
2.1. Bookings App reservation form changes ....................................................................................................6
3. Reports ...............................................................................................................................................................7
3.1. Additional times for scheduled reports ......................................................................................................7
3.2. Can't edit Reports Groups "Don’t Show Browsing If Group Is Empty" .......................................................7
4. Online Services ...................................................................................................................................................8
4.1. Refund Request ..........................................................................................................................................8
4.2. Viewing Subsidies online ..........................................................................................................................10
5. Back Office Configuration .................................................................................................................................10
5.1. Email Template Enhancements ................................................................................................................10
5.2. Back Office Time Selection configuration setting (Time Picker)...............................................................14
6. Event Management ..........................................................................................................................................15
6.1. Allow Inactive date of Job Title.................................................................................................................15
7. Online Ticketing ................................................................................................................................................15
7.1. Ability to purchase an Online Ticket in FOH after the session has ended................................................15
8. Sports Courses ..................................................................................................................................................19
8.1. Use Subsidies in Moves ............................................................................................................................19
8.2. Respecting Bookability rules when moving between Sports Courses in Back Office ...............................20
8.3. Bulk edit of Season Type and Seasons in Sports Courses .........................................................................21
 8.4. Bulk Change Of Course Start Date ........................................................................................................... 21
9. Tasks & Customer Management ......................................................................................................................23
9.1. Back Office override promo code values need to calculate correctly when buying, changing or
renewing a membership.......................................................................................................................................23
10. Bug Fixes ...........................................................................................................................................................24
 1. FRONT OF HOUSE

1.1. SPORTS COURSE SEARCH ENHANCEMENTS

Additional information for identifying Sports Courses in Front of House has been added to make searching for a
course easier and more efficient.

Sports Course search: Tile View

 Age

Sports Course search: Detail Information

 Age
 Course name

If the age section of the template is left blank then the Age will show as ‘any’, if you enter age limits then they
will show as above.

1.2. ONLY SHOW TICKETING ACTIVITIES FOR ACTIVE SESSIONS IN FOH

A configuration option has been added to enable users to set Online Ticketing activities to only show in Front of
House when a session is active. This will help to identify active sessions and to easily locate the correct activity
when booking.
This is configured in Legend Control Panel > Global Settings > FOH(1) > Hide Online Ticketing Activity Types with
no Session.
Note: Sessions are based on configuration in Back Office > Online Ticketing
 1.3. BOOKING IN SPORTS COURSES RESPECTS WAITING LIST IN FOH

To maintain consistency between Back Office and Front of House, Sports Course waiting lists in Front of House
have been modified to ensure that if a space becomes available on a course for which there are members on the
waiting list, a person booking with staff at Front of House will not take priority . However, the Front of House
user can override the waiting list warning if they have the required security token.
(SC_WAITING_LIST_CAN_BOOK).

Selecting Yes will enable a Front of House user to enrol the member if they have the required security token.
Selecting No will close the warning and the member will not be enrolled.
 1.4. ALLOW A CANCELLATION REASON WHEN WITHDRAWING AN ATTENDEE FROM A SPORTS
COURSE IN FOH

When cancelling a member from a Sports Course in Front of House, a user has the opportunity to select a
cancellation reason.

Sports Course cancellation reasons are configured in Back Office > Configuration > Sports Courses >
Configuration Settings > Enable Course Booking Cancellation Reasons

The Cancellation Reasons displayed are those configured to include the Assigned Application Internal Sports
Course Booking Cancellation.

When processing the Cancellation through the Front of House unenrol workflow, the user is presented with all
configured Booking Cancellation Reasons. When a Cancellation Reason has been selected, the unenrol workflow
resumes.

Note: When Booking Cancellation Reasons are Enabled a selection must be made to proceed with the unenrol
workflow.
 2. BOOKINGS

2.1. BOOKINGS APP RESERVATION FORM CHANGES

The Bookings Reservation form includes details of waiting list notification failures, with recorded times and
whether notification has been sent or not. The new columns are:

LastFailedPromotionAttempt - the date of the last attempted promotion

NumberOfFailedPromotionAttempts - the number of times promotion has failed
LastFailureReason - the reason why the last attempt at promoting the member to class failed
NumberOfNotifications - the number of times the member has been notified by email
 3. REPORTS

3.1. ADDITIONAL TIMES FOR SCHEDULED REPORTS

Additional times for scheduled reports have been added. The default times for these additions are:
Late Morning - 10am
Early Afternoon – 2pm

These can be configured in Reports Configuration > Customer > Edit > Times

3.2. CAN'T EDIT REPORTS GROUPS "DON’T SHOW BROWSING IF GROUP IS EMPTY"

If "Don’t Show When Browsing If Group Is Empty" is set, you now get an icon to edit. This setting can be found in
Reports > User Defined Reports > Select the edit icon on a group > Edit

The option to edit is displayed in Reports when the setting "Don’t Show When Browsing If Group Is Empty" is
enabled. This setting can be found in Reports > User Defined Reports > Select the edit icon on a group > Edit
 4. ONLINE SERVICES

4.1. REFUND REQUEST

Members can now make a request online for their credit notes to be converted into a refund. This can be done
in the Bills & Payments area.

When the member logs into Online Services they will need navigate to Bills & Payments > Credit Notes which
can be found in the navigation menu.

When the member selects the credit notes they wish to get a refund for, it will add up the total selected.
When the member is ready to submit the request, they select the Request Refund button. A success message
will show:

A task will then be created in the Tasks area of Back Office. The task will not be assigned to any user and will be
scheduled for the day of the request.

A default Task is already configured but you may wish to configure your own, this can be done in Back Office >
Configuration > Tasks Configuration > Task Types. You will need to add the action ‘Refund Request Processed’.

Next you will need to assign the Task Type to the refund process. To do this navigate to Back Office >
Configuration > Task Configuration, then select from the drop down.

An audit log is created and can be viewed in Back Office > Audit > User Actions Logs.

For multiple credit notes, multiple audit logs will be created.

Notes:
1. The refund will not be processed as part of the Task resolution. The refund will need to be processed
independently.
2. Any manually created credit notes can be selected, but they cannot be processed in the Customer
Management area of Back Office. They can be processed in Back Office > Member > Credit Notes
3. To configure please contact Legend Support to enable My Bills and the Credit Note Refund Request.
4. A responsive Online Services theme is required.

4.2. VIEWING SUBSIDIES ONLINE

Members can view their Subsidy transaction, balances and statements within their online Bills & Payments. They
can view their own and anyone else they have in their group contacts. Details include:

 Start Date
 Expiry Date
 Name of the Subsidy
 Which member it’s assigned to
 The total of the Subsidy
 The remaining balance of the Subsidy

5. BACK OFFICE CONFIGURATION

5.1. EMAIL TEMPLATE ENHANCEMENTS

The email template has several new features, each of which are described in detail below:
1. Validation preventing invalid changes
2. Ability to discard changes
3. Option to reset to the system default
4. Ability to do a test send
From the list of templates available at Back Office > Configuration > Email Template, choose the template and
select Actions > Edit Email Template. Select "Source”, this will take you to a page where you can edit all aspects
of the email.

VALIDATION PREVENTING INVALID CHANGES

Changes to email templates in Legend Back Office are prevented from being saved when an invalid change has
been made.

Should there be any errors with the template when attempting to save it, you will see the following:

The error message advises the change you tried to save is invalid.

Note: Select "Save" after each individual change. This will ensure that errors can be pinpointed and addressed.

DISCARD CHANGES
Changes to email templates in Legend Back Office can be discarded and the template will revert back to the
most recent saved version before the change.

The “Discard Changes” option is available when editing an email template, this is for both valid and invalid
changes.
When this option is selected, a message is shown asking for confirmation.

Choosing “Discard Changes” will revert the template to the most previous saved version (i.e. how the template
was before you made the most recent change).

RESET TO DEFAULT
The “Reset to Default” option is available on any email template that has been modified from the original
template provided by Legend. If you choose this option, the template will be reset to its original.

When this option is selected, a message is shown asking for confirmation.

Choosing “Continue” will revert the template to the original version (i.e. how the template was when it was
supplied by Legend).

TEST SEND
The Test Send feature allows you to send a test email to an email address of your choice so you can preview how
the email will look before sending it to the customers.

When you select the “Test Send” option, you are asked for the email address that you would like to send the test
email to.

Enter a valid email address and select send, the email will be then sent to the email address you entered.
 5.2. BACK OFFICE TIME SELECTION CONFIGURATION SETTING (TIME PICKER)

You can now enter 24-hour or 12-hour time in Back Office.

To access the Time Picker, select the symbol indicated by the red box below.

The following will show:

24-Hour

12-Hour

You can still manually type in the fields if you wish. If you have 12-hour enabled, if you enter 24-hour it will set
to PM. e.g. if you enter 23:00 it was be set as 11:30pm

Notes:
1. 24-hour is configured as default, if you wish this to be changed to 12-hour please contact Legend
Support.
2. The following areas are excluded from Time Picker:
 Camps
 Creating and editing a Rental booking
 Online Ticketing Offset rules (apart from editing a session)
 Sports Courses
 Interest Groups
If you have 12-hour Time Picker you will also need the 12-hour time display enabling. This can be requested
through Legend Support.
 6. EVENT MANAGEMENT

6.1. ALLOW INACTIVE DATE OF JOB TITLE

Inactive dates can now be set against Job Titles in Back Office.

Select Configuration > Job Title Configuration then select Create.

By entering a future date in the Inactive Date field, the Job Title can no longer be assigned after that date.
Select Submit and a success message is displayed with the text “Job Title created successfully”. The Job Title will
then be displayed with the Inactive Date displayed.

Note: After the Inactive Date passes the Job Title cannot be selected. Where the Job Title is currently assigned to
a Contact it will still be a valid selection when editing a Contact. If the Job Title set against a contact has expired,
when it is changed it will then no longer be available to select.

7. ONLINE TICKETING

7.1. ABILITY TO PURCHASE AN ONLINE TICKET IN FOH AFTER THE SESSION HAS ENDED

The new functionality added to Back Office Online Ticketing allows you to set a FOH specific Late Payment Cut
Off Time. You are now able to set a Late Payment Cut Off Time for both Online (Customer Website) and FOH,
There is no change in functionality for the online site and the user will still only be able to see the session online
up to the end of the session (if the configuration is set to show until the end of the session). However, now in
FOH you will be able to pay for a session up to 365 days after the original session took place.
There are 4 different locations that the Late Payment Cut Off can be configured; these are all in Online Ticketing
within Legend Back Office:

TICKETING CONFIGURATION
Select Ticketing Configuration

The cut off can be set on both the Add New and Edit Activity, as shown below:

Day Offset from Start time:

This setting refers to the amount of days after the session you are able to put through a purchase for an Online
Ticket in FOH. For example, if this was set to “5”, you would be able to purchase an Online Ticket 5 days after the
start time of the original ticketing session.
Time Offset from Start time:
This setting refers to the hours and minutes after the session start time that you can purchase an Online Ticket
in FOH. For example, if the session start time is 8AM and you have this setting set to 01:20, you will be able to
purchase the Online Ticket up until 9.20AM.

ADD NEW SESSION TEMPLATE

Select Add New Session Template

Scroll down until you can see the Session Sale Dates section and select Override Activity.

A drop down box is shown:

Select Date Offset from the drop down list, this will bring up the two options we have seen previously: Day
Offset from Start time and Time Offset from Start time, these behave the same as described in Ticketing
Configuration above.

Once you have completed the template, select Generate Sessions.

ADD NEW SESSIONS AND TIMESLOTS

Select Add New Sessions and Timeslots

Follow instructions as above for Add New Session Template.

SESSION SEARCH AND TODAY’S SESSIONS

Use either Today’s Sessions option or the Session Search option to locate the session to be edited, then select
Actions > Edit. Scroll down towards the middle for the FOH Late Payment Cut Off settings.

Set the date of the cut off by selecting the Calendar Icon and using the Date Picker (maximum 365 days).

There is a second setting for controlling the time/date of the cut off. When you edit a session, you know the
exact start time of the session, so if you select the Clock Icon you can enter a specific time. For example, if your
session starts at 13:00 and you would like the Late Payment Cut Off to be 20 minutes after the Start Time, you
would set the cut off time to be 13:20, you can see how this looks below:
Note:
1. There are no visual changes in FOH. Whenever you configure the Late Cut Off to be, the session will now
show in FOH until that time.
2. You will need to look at the specific session date in FOH to find the session, so if the session was on the
23-APR-19 you would need to navigate to that date in FOH > Bookings > Online Ticketing.

8. SPORTS COURSES

8.1. USE SUBSIDIES IN MOVES

When a Subsidy has been used to pay for a Sports Course and the booking is being moved to a new course the
expiry date of the Subsidy is checked. If the Subsidy has expired the user will be informed on the Course Move
Information step. The course credit will not include the Subsidy amount and the Subsidy status dropdown field is
displayed and populated with Subsidy Expired.

The user can complete the process and any outstanding cost associated with the move will be applied to the
members account.
A user with the security token SC_CAN_USE_EXPIRED_SUBSIDY_IN_MOVE may choose to override the expiry of
a Subsidy by selecting the Subsidy status dropdown and selecting the option Override Subsidy Expiry. With this
selected, the course credit will include the Subsidy used. The user can complete the workflow as normal.

A user without the security token may still choose to override the Subsidy expiry. On the final step of the process
the move must be authorised by a supervisor with the SC_CAN_USE_EXPIRED_SUBSIDY_IN_MOVE token.

8.2. RESPECTING BOOKABILITY RULES WHEN MOVING BETWEEN SPORTS COURSES IN BACK
OFFICE

Bookability Rules are checked when moving an Enrollee. When the booking is being made outside of the
Enrollees Bookability allowance a warning will be displayed informing the user of the earliest booking date.
The move can be completed if the user has the security token SC_CAN_OVERRIDE_BOOKABILITY_RULE. If the
user doesn’t have the security token, then the process can be completed by a user with the token entering their
details in the final step.

8.3. BULK EDIT OF SEASON TYPE AND SEASONS IN SPORTS COURSES

To process a Bulk Field Update, search for Sports Courses and select the checkbox against the Sports Courses
you wish to copy. Select Bulk Actions and then Bulk Course Update (Selected).

All fields available to update are then displayed for the user to edit. The fields are displayed as read only.

Select the Change action and the relevant fields become editable. When a valid selection is made the Submit
action becomes available.

Select Submit to update the selected courses. If there are no conflicts or failures a success banner is displayed.

Note: This currently only includes the Season Type and Season fields.

8.4. BULK CHANGE OF COURSE START DATE

To Bulk Change Course Start Dates search for Sports Courses and select the checkbox against the Sports Courses
you wish to change. Select Bulk Actions and select Bulk Change Course Start Date (Selected).
Select a new start date for the selected courses and add an email address for a confirmation email to be sent to.

Note: The new start date must be a valid future date.

Selecting Validate will check for conflicts and check that courses will occur at a valid time (not in the past).

When there are no conflicts, selecting Submit will update the selected course start dates and a success banner
will be displayed.

When resource conflicts are present, a warning is displayed with details of the courses with conflicts.

Selecting Submit will process the Start Date change. Any courses highlighted with resource conflicts will have the
start times updated, however their state will be changed to Created which means no resources will be assigned
to this course. These conflicts will then need to be updated manually.

Links to the courses will be displayed in the results and the new Start Date and Status displayed
Example: A warning will be displayed when the course takes place tomorrow after the current time e.g. 10am
and the operation attempts to move the course to today.

9. TASKS & CUSTOMER MANAGEMENT

9.1. BACK OFFICE OVERRIDE PROMO CODE VALUES NEED TO CALCULATE CORRECTLY WHEN
BUYING, CHANGING OR RENEWING A MEMBERSHIP

When buying, changing or renewing a membership in Customer Management the fees details have been
improved.

The discounts are no longer shown in the fees field. A column has been added so you can see the original fee
and what discount is being applied including discounts from promo codes.
10. BUG FIXES

 VSO #88971 Inconsistency with full stops in online sign up

 VSO #89511 ACM - Requirement bands with multiple behaviours only require 1 behaviour to be satisfied
 VSO #89770 Sports Courses - bookable days vs visible days bug
 VSO #90446 Sports Courses - clear search button returns an error
 VSO #91701 Bookings - Members receiving non-attendance charges even when fees are waived
 VSO #91893 MM - Forget member button accepts any password if the username is correct
 VSO #91979 Online Ticketing - Resources can be double booked due to 'All' check which should be 'Any'
 VSO #93356 Cost Centres does not display ampersand
 VSO #93379 Region and Club drop downs remain active when creating a Service
 VSO #92683 Sports Courses - Quick Add and enrol option no longer appears on Back Office