Table of Contents
Summary
Join Dane Whitcomb as he outlines the process of setting up cross reference numbers for your pass memberships. Dane highlights the individual pass setup steps, processes a pass sale, and using cross reference numbers in visit processing.
Video
Transcript
Dane Whitcomb 0:05
In this video, we're going to be going over cross reference. And as they relate to Pass Management, so we're going to start out by going into a pass so into Pass Management in our menu. And I'm going to be going into this membership pass as an example for how to use cross references. So a cross reference is essentially the number of a barcode on a members pass. So if you actually print out physical passes, and there's a barcode on that pass, the cross reference is the number for that barcode. So when they scan in, once that barcode scan, it associates it with a member and good record a visit, and things like that. So in order to use cross references on a pass, you need a link a cross reference when you actually sell the membership. So for any passes you're doing this for, you need to have this ask for cross reference during purchase on.
Dane Whitcomb 1:02
And then you kind of have the option after that if you want to ask for the cross reference when the person renews the pass. So if you were to issue them a new card when they renew, that's kind of the reason you would want to have this on. But if they're sticking with the same card, you might not want to ask for a cross reference during a renewal. And there's also the ask for cross reference during a pass transfer. So that's the global sales pass transfer transaction when you're transferring between one pass to another. So if you're assigning a new card, at that point, you would want to have the ask for a cross referenced during transfer on for that as well. In this case, I'm just going to have it on for my purchase. And after that, the next step would be actually selling a membership pass. So I'm just gonna go into global sales. And I'm going to just select a person in my database, to our test test.
Dane Whitcomb 2:02
And I know that membership pass that I just had the cross reference, Toggle on four is a good one to test it with. So I'm picking the membership pass. And you'll notice when I hit Add to Cart, the first thing I'll get is this cross reference Field. So at this point, you'd have your physical card in front of you that you're ready to give to them, whether that's a membership card and your two inch by three inch card, or if it's an actual key fob. So a smaller, just Key Tag there, they should both have a barcode on them. So that could be scanned in if you have a scanner at your front desk. And as long as you're clicked in here, when you scan it, that would put the cross reference number into this Field. If you don't have a scanner, there should be a number below the barcode hopefully. And that number could be manually typed in. So what you're scanning and that number are essentially the same thing. So you can either manually Type it in or scan it. So I'll pretend I have a barcode in front of me that I'm manually typing in.
Dane Whitcomb 2:59
So I'll just keep it simple. For this example, do something easy to remember, 123456 is my cross reference number. So now that number is tied to this test test family member and their pass. So I've got to sell it, I'm gonna go through a sale here, there's my receipt. And the next step would be you know, if somebody comes in to do a visit, so now we're talking about pass visit processing. You could one either scan the barcode, and that would recognize that 123456 cross reference number, and it would recognize them. If you, again if you don't have a scanner, so you'd be able to manually now just Type in that number. As long as that pass is linked to our visit Profile as a valid pass at this location, could do it and hit enter. And as you can see it put in, just by putting in that cross reference not even looking up their name or anything like that.
Dane Whitcomb 4:03
They recognize that that cross reference number was linked to the test test household. So it real easy if you're scanning it with a with a member with this barcode scanner. But if you don't have that, at the very least you can manually key in those numbers. The other nice thing about the cross reference if you've ever wanted to update those or just check the cross reference numbers that are linked to a certain family member, you can do that within household management. So in household management, if you go to the the family member or household that you sold the membership to and you're just maybe coming in here to see you know how many cross references are linked to them. Or maybe you're coming here to update a cross reference because they're issued a new card and the card is lost and maybe you want to delete the old one. This is done by the family member. So as you can see in here I only have One family member. So I know it'd be them. But if you had multiple, you would go to the More Button on that additional family member.
Dane Whitcomb 5:07
So I'm clicking More and then edit cross reference X Ref. So I can Click on that and see all the cross reference linked to them. So here, I can tell I only sold them that that one pass. So they've just got that one cross reference number 123456. And then this column is just showing the household number it's linked to. So this is household number seven. If you Click change here, you could update the cross reference number. And again, this is another Field where you can manually key it in or if you're clicked in, you could use your barcode scanner again. And that would just automatically put that 123456 number or whatever the cross references in that Field. So all this can kind of be done with a barcode scanner if you have one. If not, it does support the manual keying in the number. Someone should put that cross reference number back in there and save. And that's really how to set up cross references. So making sure your PASS is asking for the cross reference number. And then that went over and you actually process the sale and putting it and then in visit processing how to either automatically scan and enter the barcode scanner scanner or manually enter those in