Features and Functions

Member Manager

  • Demographic information
  • Personal information with unlimited user defined fields
  • Search engine with various search options
  • Duplicate member verification system
  • Member involvement quick view with user defined rules
  • Integrated address standardization and verification

Relationship Manager

  • Tracks relationships between members and organizations
  • Includes a set of standard and automatic relationship types
  • Allows an unlimited number of user defined relationship types

Membership Manager

  • Full facility memberships
  • Program memberships (allows for discounts on program registration)
  • Add-on memberships (i.e. lockers, towel service)
  • Define multiple membership categories and rates
  • Electronic Funds Transfer capability
  • Manage and track subsidized memberships
  • Vital sales and retention statistics
  • Produce custom due to renew notices
  • Track relationship involvement and interaction to determine commitment level of member from quick view involvement screen

Program Manager

  • Easy to Enroll™ online program registration
  • Customized participant rosters
  • Track target enrollment
  • Reporting options for program statistics
  • Team sports/Camp management with auto and manual assignments
  • Childcare registration and billing with third party billing option
  • Maintain waiting lists with auto notification for increasing program offerings
  • Housing registration to support hotel and lodging reservations

Financial Development Manager

  • Target champions of your organization
  • Manage volunteer and advocacy programs
  • Maintain and measure individual and team goals
  • Manage multiple financial development campaigns, matching gift programs, special events and grants.
  • Produce custom cultivation letters
  • Produce custom pledge cards
  • Produce custom acknowledgement letters
  • Produce custom pledge reminders

Cash Manager

  • Cash Receipts and confirmation notices
  • Miscellaneous item sales; racquetballs, tee shirts, etc.
  • Print cashier reports
  • Cash balancing process that allows for shift adjustments
  • Payment processing options including member statements and EFT
  • POS credit card ability
  • Process refunds and returns
  • Ability to track and report cash transactions

Access Manager

  • Easy to Access™ – an image access system with electronic picture identification
  • Track facility usage to determine optimum programming schedules
  • Track facility usage for one or multiple member
  • Determine high traffic days and times
  • Print member usage reports
  • Comprehensive journal system with access rules

Account/Activity Manager

  • View and manage centralized account and activity detail for all activities within a family unit.
  • Process changes to an activity‘s status, dates, times, financial transactions, etc.

Financial Manager

  • Open architecture for Accounts Payable and General Ledger interface with third party systems
  • G/L Account number validation
  • Transaction based for easy tracking
  • Supports cash accounting and full deferral accounting
  • Revenue tracking and reporting

Report Manager

  • Custom reports created using Report Output Builder (ROB) for program and campaign activities.
  • Protivity‘s™ portfolio of core reports covers all functional areas and are available on demand for information where and when it is needed.
  • Reports include integrated security to protect sensitive information
  • Reports may be exported to a variety of PC formats including HTML to post on your organization web page.

Application Manager

  • User default settings to simplify sales process and control various function authorities
  • User transaction authorities that control sales and adjustments
  • User subsidy authorities that control ability to issue discounts
  • Independent user authorities to perform cash receipting functions
  • User defined workflows that allow groups of functions to be automatically processed through a single request
  • Database archive feature that allows mass removal of historical information based on user specifications
  • System table file maintenance procedures
  • Branch/facility table file maintenance procedures
  • Attach personal information panels to be completed during user specified sales process

Communication Manager

  • Develop and maintain custom mailing lists
  • Generate mailing labels with ability to print or export (ideal for creating files to be processed by a mail house)
  • Contact members with interest specific marketing information
  • Ability to create and send bulk email through use of simple mail APIs. Future development will include ability to create email templates that work like mail merge documents to send various notification to members such as cancellation, closures or birthday cards.

Executive Manager

  • Key performance indicators in 7 Topic areas; Facility, Cash, Transactions, Billing, membership, Programs & Development
  • Targets 17 indicators and produces 76 summary level reports
  • 72 Detail & summary reports which are easily exported to spreadsheet format with more than 1,000 graph options