Admin & Security Management

To help the Club Management to protect the system against unauthorized access to the important data relating to the members information/ inventory/ billings/ and accounting information. The security module will be designed in such a way to have proportionate access to the information depending upon the authority/role of the specific users.

For example: The top-level authority will have all rights to add / modify any information through-out the whole integrated software system. But a memo / log will be generated automatically by the software to record the event happening at any moment of time relating to data modifications. There can be maximum 6 levels of security definitions.

Wait Listed / Registration Module

This module manages the Registration of Applicants for Gymkhana Club Membership under the various categories (Govt / Non Govt).

- Cancellation of Application

- Calling for At-home as per their application date / category

- Managing the Application Fee and Admission Fee records.

- Transferring to Main Members Master Data (Members Module) on enrollment.

Members Management with Periodical Billing

New Members Enrollment, their acceptance and rejections.

To update any of the vital information related to an existing member. be it change in Membership Status, Add On (Spouse/Dependants) Members Details, Correspondence Address, Mobile / Email ID, Service related records etcetera.

Also enables the feature to cancel/revoke membership. The authorities will also be able to hold grant of membership usage to any member due to defaulting or any other predefined criteria.

Preparation of Bills: Helps the back-office to prepare bills for Periodical Subscription (Annually/Half-yearly/Quarterly/Monthly) along with other charges to be billed to the Members.

Member Enrolment - Cancellation of Membership - Reactivate Cancelled Members - Change of Membership Type / Status - Monthly Bill and Statement Generation -Extraction of Subscription Bill - Interest/Penalty Calculation – SMS & E-Mails to Members on Outstanding and Billing.

Membership Smart Cards Management

To enable the Membership department to receive the Smart Cards from B2C Systems and to validate/Issue the same to all the bonafide Members along with their respective Spouse and Dependants.

Smart Cards Issue – Charge - Recharge – Refund – Block – Reissue are the main functionality of this module.

- Enables the Club Authorities to check/validate the Member Authenticity through the Microprocessor based Contact less Membership Smart Cards.

- Also the same cards can be used for the Access Control of the bonafide Members at various locations/entry points.

For the Affiliated Club Members, Guests staying at Rooms and those members who have not been issued their Smart Cards, there is a provision of General Club Cash/Debit cards to make online transactions at the Club POS locations. And the balance amount refund can always be taken while leaving the Club premises.

Reception / Cashier

Member’s Queries at the reception: To manage queries pertaining to Member’s Account, Smart Cards Account, Availability of Rooms / Party Banquets, Events etc.

Re-printing of Bills / Payments Receipts.

Member’s Query Wise Bill/Payments Print-Out: To print-out the complete accounting statement for a specific period according to the member’s query.

Payment Receipts etc.

F & B POS (Point-of-Sale) Management

Kitchen/Bar Order Ticket (KOT/BOT) / Bill Generation & Settlement (Membership No. Wise): This will enable the operators to input KOTs / BOTs and generate immediate Bills of the respective Members against the items consumed.

In addition to this, the software is enabled to identify the Members by their Smart Cards at all the POS location(s) to electronically enter the Membership No. without manual typing and identify the Members’ authenticity including their respective current membership status.

POS (Point of Sale): Including Item Look up/ Choose Items, KOTs / Bill generation including Daily/Periodic Sales Summary, along with Daily Sales Reconciliation.

Retail / Merchandise POS Management

To manage the Sale of Items like Club Merchandise, Diaries, Calenders & Directories etc. to Members and Guests. And also to ensure a proper check on the inventories of the same.

Rooms Management (with Online Reservation)

Check Room Availability - Reservation - Advance Receipts - Modifications / Cancellations - Check Ins - Facilities Usage - Room Transfer - Check Outs - Final Invoice - Payment Settlement etc. Online Rooms Reservation Synchronization.

Catering Inventory (Recipe Management)

Complete Catering Recipe Management / Bill of Materials (BoM) for the finished goods to be sold to the Members with not only to access the correct pricing but also to keep a check on consumption of costly raw materials like Chicken, Mutton, Fish, Paneer etc.

Party Banquets Management (with Online Booking)

Check Venue Availability - Booking - Advance Receipts - Menu Selection - Facilities -Function Prospectus - Performa Invoice - Modifications / Cancellations - Final Invoice - Payment Settlement. Online Party Venues Bookings Synchronization.

Enables the catering department to manage their staff scheduling properly. And also to record the Kitchen Sheet against a Party Booking and to quickly change the size of orders and re-invoicing.

F&B Cost Accounting

Pricing formulas: This portion contains the pricing formulas including raw material viz-a-viz finished goods for the POS Items registered for sale. So that the change in procurement pricing should be take into account while finalizing / amending the Item Rates

Library Management

To manage Books / Periodicals / CDs / DVDs Inventory - Issue to Members - Delay Penalty -Return from Members / Record of New Demands / Request Note for Procurement etc.

Human Resource with Payroll & Biometric Attendance

Employee Management - Leave & Attendance Management - Expense Claims Management -Deductions Management - Time Sheet Management - Payroll Generation- Statutory Compliance

Attendance Section of the HR module will help keep track of the Club staff Checking-in / Checking-out. This will be integrated with full-fledged identification module through Staff Smart ID Cards for the purpose of security at the Club Premises.

Payroll Section including Issuing Pay slips etc.

HR module will be able to quickly calculate and take out a list of the Club staff needed to be rewarded or punished according to their disciplinary movements.

Further, this data will be utilized for the purpose of generating the pay slips. The HR module will be integrated with the back-up office (accounts department) for payments.

Purchasing / Accounts Payable

Vendor Management - Contractual / Tender Item Rates - Material Receipt Notes - Quality Check - Acceptance / Rejections - Vendor Payments - Issue to the Location Store - Reorder.

Gym / Sports Management

To manage gym membership and packages offered to the Members as well usage of Sports Facilities including Tennis, Billiards, Swimming Pool etc by the Members and Guests. Also Billing and Payment Receipts against the same.

Spa / Salon / Parlour Management

To manage the usage of Spa / Salon / Parlor facilities by the Members and Guests, including special Packages creation etc. Also the itemized/services availed billing and payment receipts against the same.

Stores Management {Fixed & Current Assets / Dry & Fresh Ration)

To manage the procurement of assets (goods/commodities) and ration from the authorized vendors. Fully integrated inventory directly, linked with purchase orders and accounts payable system provides strong controls and reduces time to receive, count and pay for goods. Physical inventory is easy to administer with one concise report to reconcile.

Authorized Suppliers sub-module contains detailed list of valid / authorized suppliers with information regarding the billing address, items supplied by them, their agreed prices etcetera.

Physical Inventory & Memos to adjust items quantity and to enable the authorities to synchronize the physical available quantity with automated quantity.

Location Entry accepts the various store locations in the Club.

Demand Register manages purchase requests and complaints received from various POS locations / Sub-stores. Demand generated monthly will combine the demand register requirements on monthly basis.

Material Purchase Order gets produced from the “demand generated monthly data” and subsequently will be issued to the authorized suppliers.

Material Receipts Note (MRN) enters after manual tally and QC check through this module.

The main objective is to manage the procurement of goods/ commodities perishable/ non-perishable in nature from the authorized suppliers.

Accounts fully integrated with TALLY

All the Accounts Receivable from Members and Payable to Vendors are automatically gets posted to various Ledger as pre-defined in the Members / Accounts Module along with generation of Reports related to Statutory Taxation like GST, VAT etc.

Then the option is there to get the same transferred to Tally Accounting Software to generate various Accounting Reports like BRS, Trial Balance, Income & Expenditure leading to final Balance Sheet, as and when required by the Management / Auditors.

Bulk SMS and EMAILS (Alerts & Reminders)

This module enables the relevant staff to send the SMS / Email alerts

- to all the Members irrespective of their DND Status.

- to pre-defined category of Members pertaining to their Billings, Payment Due dates, Events Alerts and Reminders etc.

- Also an option is there to block those Mobile No / Email_ID of those Members who do not wish to receive any communications through SMS / Email.

Fully Integrated with Membership Modules. Any change the Email ID / Mobile No. of the Members in the Master Database get automatically updated in this Module to keep the records updated.

Web Portal with Online Payment Integration

This Module provides a Fully Dynamic database-driven website for the Club properly viewable on any device be it Desktop / Smart Phone / Tablet etc. having the following features:

- Complete Web Site Design, Development including Web Hosting on Robust Web Servers.

- Content Management System (CMS) to update the Website contents including images etc, to update Newsletters, Important Notices and upload documents like Tenders, Events Details etc.

- Member Login Section, whereby Members can login by using their own Login ID & Password to view their respective Details including Bills etc. Also they can post amendments in heir contact data to the Membership section for taking further actions / updations.

- Room and Party Venue Online Reservation System after logging into their respective Member Section. Check availability a per desired dates and options. And make online payments for booking the same.

- Online Payment Gateway Integration, whereby Members can pay their Bills online using Bank Debit / Credit Cards / Net banking etc.

- SSL (Certificates & Web Security Tools) to access information and make online payments in a very safe & secured encrypted environment.

MIS (Management Information System)

MIS provides all the important reports under-one-umbrella which are required by the Club Management to perform ABC Analysis to organize, evaluate and efficiently manage various departments within the Club.

Also helps in decision making for the utmost utilization of the available resources including manpower, infrastructure and budgeting / forecasting of the future requirements

VPN (Virtual Private Network)

This module enables the Administrator to transfer the required data from the Club Main Server to the Web Site Server and vice versa including:

- Members’ Directory

- Member’s Profile

- Offline / Online Bookings

- Change in Members’ existing data

- Smart Card / Members Account Balances

- Periodicals Bills and Online Payments Receipts

- Online Feedback Management

- Library Books / CDs / DVDs Directory etc.

Mobile App