Release date - 29th March 2023
Summary: Release 1.37.0
Our focus has remained on two work-streams: Onboarding features and bugs.
We worked on bugs around activity double bookings and stuck membership statuses.
The onboarding work has progressed well with the importer work completed as well as the changes needed to support the CoursePro integration.
Welcome Notification
We discovered that the welcome notification was actually hardcoded, meaning that for any new clients, if a customer was creating an account, FLOW was sending a very simple notification that wasn’t configurable. The notification email template can be found in System Configuration under Notifications. The name of the template is Sent to customers after account creation. It is an editable template with many variables for clients to configure. All clients will need to configure their template to their specification.
CoursePro Integration
We have made two key enhancements to the CoursePro integration with Flow:
1. Supporting GoCardless created mandates through the CoursePro sign-up process.
2. Supporting configurable customer data fields for customer records created in CoursePro.
Enabling the integrations feature
- This can be done by editing the client profile and selecting ‘integrations’
The CoursePro API keys can be configured in the new Integrations sub-module once enabled
Customer Data Fields: CoursePro Specific
- Go to the System Configuration Module-> Navigate to Integrations → CoursePro Datafields
- Configure the necessary fields required, in the same way that you would for the Flow Customer data fields.
- The only difference is that DOB is a required field, this is used to map any existing users in Flow Onboarding Features.
Key Defects fixed within 1.37.0
Clash Detection
- Multiple clients have reported a specific issue relating to a block booking schedule
clashing with an Ad-Hoc schedule. The use case being:
1. An Ad-hoc activity is scheduled and published.
2. A Block booking is created that overlap with some instances of the block booking.
3. The Block Booking and the Ad-Hoc continues to be bookable.
- Clients reported that a published Block Booking was persisting alongside an Ad-Hoc. An Ad-Hoc can still clash with a Block Booking, depending on the setting in the template concerning ‘Allow Overlaps Until Booked’ -
Clients should check the template settings to ensure the behaviour is expected.
- If a Block Booking is published over an Ad-Hoc Schedule (that has no bookings) then it should clash, in an unpublished state, but would result in the empty Ad-Hoc being cancelled on publishing.
- If an Ad-Hoc has a booking against it, then the two schedules will clash, and on publishing the Block Booking, the ad-hoc (booked) activity will remain, and the Block Booking recurrence will not be published for that instance. Users have to cancel any booked activities when a clash arises. Flow does not cancel any booked activities that clash.
- To ALLOW a template to overlap, means it will overlap until it is fully booked. If both the block booking and ad-hoc schedules have multiple spaces, then it is likely they will have double bookings.
Top Tip: We recommend our clients to use different Ad-Hoc templates for Block Bookings.
It’s a bad idea to have a template ‘Tennis’ used for both ad-hoc schedule and block bookings. We suggest they build a template ‘Tennis Block Booking’ to ensure any overlap settings don’t lead to double bookings.
Reminder:
When you ALLOW the overlap of two different types of template, say an ad-hoc and a fast ticket (both with multiple spaces) then both activities will be bookable, and WILL result in double bookings, because they overlap until FULLY booked. The example below would not be a bug, but could be very inconvenient.
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We found that the bulk editor for activities was causing the duplication when bulk changes were made. We have cleaned up the affected double bookings.
It appears that the duplicates were caused by ‘button bashing.’ The admin user was clicking the process button multiple times before the system had caught up. This resulted in multiple requests, that caused duplicate activities to be created. We have identified a solution but whilst we are working on a fix, we would ask that when making large bulk edits to activities, you should avoid pressing the action button multiple times, otherwise activities will likely be duplicated.
Unable to cancel block bookings
If an individual booking within the block had already been cancelled, we were still showing the cancel button, but clicking on it would result in an error because it's already cancelled. We have now disabled the button in those cases, and we have also added a badge (similar to the existing unpaid badge) to show which bookings have been cancelled.
Freeze/reconciliation fees issues
We discovered an issue around ending freezes early close to the original end date.
When a freeze is first created, we generate a reconciliation fee (A) to the account for the days (if any) between the initial freeze end date and the customer's regular billing date.
If a freeze is ended early, we cancel that reconciliation fee (A) and generate a new one (B) based on the new end date. However, if it's too close to the billing date (i.e. within the 10 working day window) we might have already generated a payment to be collected for the original amount. We weren't considering this so the new reconciliation fee B would include the amount already set to be collected for A as well as the extra days from ending the freeze early. Now, we check for these payments when generating fee B, so it will only include the extra days.