Users in the Smartspace system can register online as well as update other information and purchase any available membership(s). This document explains all the processes that need to be done to ensure this runs smoothly for administrators.
Please complete these tasks in the order in which they are presented to ensure that it is done effectively.
At the bottom of each section are links to pages with more detail as well as a short video (which opens in a new tab) of 3 - 5 minutes long, which takes you through the process.
When going through this process, you could be watching the videos (in another tab) and pausing and rewinding as you fill out your own forms.
System Preparation
Payment Settings
You will need to configure the system to ensure it works as you want. You need to provide relevant information to your members on how they need to pay.
This concentrates on the use of Direct Payments (bank Transfer, Cheque etc) although online systems such as PayPal can also be used.
If you want to use PayPal as well as or instead of Direct Payment methods, you need to ensure you have a fully verified PayPal account and insert the email address of that account into these settings
To set up Payment Settings navigate to:
Control Panel > Payment Settings (Grey Action Bar)
After selecting the type of Activation you need to ensure that the following are completed
The Email Address of the person who should receive emails (or the PayPal email address) in Alternate Email
Tax percentage (if any) and the way it will be applied
Your Currency Code and Symbol
Select a One Line Basket Summary, although on most club systems, this may not be seen
You may have to come back later and save Service Rules as you may not have created them at this stage
You can also individualise what appears on the various Payment Buttons
For Clubs, you will only be able to use Custom Text as you cannot upload custom images into the system
You will also need to ensure that your PayPal settings are correct
Ensure that your account is "verified"
Follow through with the Status link to verify the account
Ensure that Instant Payment Notification (IPN) is enabled
Go to Profile > Seeling Tools > Update (Instant Payment Notifications)
Set to Enabled
If necessary insert the Url to process the IPN call as
https://www.smartspace.ws/secureadmin/orders.php
Ensure that you accept payament in Australian Dollars
In the same area as above edit/update teh Bloack Payments section
Tick "
Ensure that your account will accept credit cards without the need to get a PalPal account
Find this setting in Website Preferences Update. Set the following...
Smartspace allows businesses and clubs to send Bulk Individualised Emails to selected people in their database. Selections can be made in a number of ways.
Before being able to send these emails, you must select a mailserver. We recommend that you select the Smartmail server (although you are limited to 2000 free emails per month). Soon you will be able to purchase extra emails at low cost.
For those who wish to use an external mailserver, everyone who has internet access has a Mail server provided by their internet service provider (ISP).
To access these settings go to:
Control Panel > Communications Settings (grey action bar)
The first four fields should be filled out accurately.
Email Templates are not available to those systems that do not have a Content Manager
Test your settings by doing a restricted search and emailing to the list
For sales to be made online, prices must be attached to the products or services being sold. Also, it is important the at any one time, the correct price is charged.
In this case, we need to attach price codes to each membership option that is available. For example, membership options may be:
Senior Membership
Junior membership
Social Membership
If you had these options, three price codes would need to be created as well as a price instance for each code, so that each code has a time period within which it will be charged.
To start creating your own price codes go to
Control Panel > Products/Prices > Manage Price Codes
There you can review what codes have already been created.
To create a new Price Code click on Create New Price Code
Save the Price Code then click Create Price Instance for Your Code
Enter the dates that this price will be active for.
We advise that it should start in the recent past (date from) and go into the far future (date to).
When a price changes, you carry the price forward (click the Carry Price Forward button), which automatically cuts off the previous code (Date To) on the day before the new code starts
Smartspace allows services rules to be attached to both Products and Services and the Shopping Basket. By attaching Service Rules, it prevents purchases from being made without agreeing to those rules.
Currently, although service rules can be attached to memberships, it is not yet being supported for now. Service rules will need to be added to the Shopping Basket through Payment Settings if they are required
The create your Service Rules go to:
Database Manager > System Selections > Service Rules
Click on the Service Rules grey action bar and
Click on Create New Content Here when creating rules for the first time or
To edit a rule, click on the selected article, then click on the Edit Icon that appears in the Action Menu
You can create as many Service rules as you like, but you must attach these to each element that requires them
You may need to go back to Payment Settings to make them work for your Shopping Basket
Smartspace allows clubs and businesses to gather extra information about their members/users. You can create Custom Questionnaires which can be attached to the record of each person in the database manager.
Smartspace also presents this questionnaire in the registration and updating process when required. In the case of networks, more than one questionnaire can be attached to a person's record and presented in the updating process.
To create a Custom Questionnaire go to:
Database Manager > System Selections > Custom Information
To create a new questionnaire, click on Create A New Questionnaire
To edit click the the Questionnaire Name
You cannot edit a questionnaire that has been created by another member of your network in networked systems
First you create the base questionnaire record
You need to appropriate Name the questionnaire
Insert any explanatory text in the Message field
Tick the Active, Membership and Login fields to ensure that they can be attached to those in your database
Generally, do NOT tick the Network field in networked systems unless you want it spread right across the network
Once you create the base Questionnaire record, you will be asked to start creating the questions, one by one
Select the format the Answers will take
Only insert Answer options when selecting the Listed Options and Drop Down List options
In that case list each of the items in the proposed selection list one per line
Do not number the options
Ensure that you activate the questions
After completing the Questionnaire, you can manage it using the links in the system
You cannot delete questions, but you can deactivate them
Once both the Questionnaire Record and the Questions are active, they automatically attach to each person's record when answered.
If you have the Membership Module, you can create unlimited Membership Types, although each person can only hold one membership at a time.
In the case of networked systems, people can hold memberships from both the Club and Association levels
When creating memberships, administrators should create Membership Options in the one Membership Type in the case where different levels of membership exist in the same membership structure
To create Membership Types go to:
Database Manager > Global Selections > Membership > Create New Membership Type
You must Name the membership appropriately and place some informative text in the Description
The description will be seen on club websites under the Membership tab
For most clubs, the Product Category, Service Rules and Joining Fee fields will not be required
If a Family membership is available a Price Code must be setup for it and selected
Unfortunately, at present Family memberships are not supported for online sales
Most Clubs will have various Membership Options (see in Price Codes above)
Make the More Options selection and list the options in the text field, one per line (no commas)
You will need to come back later after saving the record initially, to attach the price codes to the options
Select the Sell on This Website option usually for online sales
Clubs should NOT tick the Network field if available
After Saving the Membership Type return to the selected record to add the previously setup Price Codes to each Membership Option
Most clubs will have direct payments set up in the Payment Settings. In this case,it is easiest to manage accounts through the Account Manager.
You will need your members to advise you of payment when done through Direct Bank Debit (EFT). You should know when they have paid their money by cheque or cash.
See who has at least started the payment process by going to:
Control Panel > Products/Prices > Manage Accounts
There you will see the list and status of active accounts
Pending indicates that a members has committed to a payment and payment is imminent or you may already have it
Pend indicates that an account has been created, but the members is yet to do anything about it
Trolley indicates that someone has created an account on your site but is yet to proceed with the sale
If you are also accepting PayPal or credit cards as payment, processing will be done automatically
You can view all completed payments by clicking Completed Accounts
You can only process accounts marked "Pending"
If someone has completed their purchase and paid you, their account should be marked Pending
When someone has paid (and provided you with a reference number), either
Select them from the list and click their name or
Go directly to their account using the Insert Account Code field and clicking Go
Mark each of the MarkAsPaid fields in the account list that have been paid and click Update Basket
This will record their payment and automatically set the status of their membership
There is no more Smartspace processing - the account will then go to the Complete list
You can get reports on who has paid using the Reports mechanism in the Database manager
