Jubilee Hotel, Club Jubilee, GoNow and Cypoil systems administration

1. Go to https://webapp.clubjubilee.com/admin/login
2. Or, for the test environment, go to https://test.clubjubilee.com/admin/login
3. Enter your login credentials and login
4. Sign out using the ‘Person icon’ in the top right hand of the screen and then ‘sign out’.
5. A password reset for Administrators must be requested from IT.
6. To create new Administrator users:
   1. Login as an Administrator
   2. Go to https://webapp.clubjubilee.com/admin/myaccount (this is a hidden link)
   3. The Admin user password can be changed by entering the new password in the ‘Change password’ section and save.
   4. You can also manage other accounts (if you are logged in with an account which has full Admin access).
   5. Click ‘Admin Users’ in the left menu.
   6. You will now see a list of all the users in the system. You can see what ‘role’ each user has.
   7. Each ‘role’ defines what access the user has. Each user must belong to at least one role, otherwise they will not have any access to the system i.e., a role is the way users gain access privileges.
   8. Role creation and management is done by clicking ‘manage roles’ which appears at the top of the list of users.
   9. There are currently three roles defined.
   10. Read Only – which is as the name suggests.
   11. User – which has full access to the system but cannot create new users or roles.
   12. Developer – this is a system defined role which therefore does not appear under the manage roles list since it cannot be altered. It has full access to the system including the management of roles and users.
   13. To return to the normal administration pages, click ‘Home’ in the left menu.

1. Select the ‘Services’ in the menu.
2. Select the ‘Create service’ button.
3. Give the service a name which is meaningful and follows the standard naming convention.  This will make things easier for other Administrators. E.g. ‘23 Afternoon Club’ ; ‘23 Summer Camp Week 2’
4. Give the service an Identifier which follows the standard naming convention. E.g. 23W2 for 23 Summer Camp Week 2, or 23AC for 23 Afternoon Club.
5. Give the service a Description.  This is what will show to the parents when they are making a booking, so again use the standard naming convention. E.g. ‘2023 Club Jubilee Summer Camp Week 1’.
6. If this service can only be purchased by CJ Members, then set the membership button to ON.  Note – most services can only be purchased by members, so in most cases you should set this button ON.
7. Unless this service is specifically to allow a parent to purchase CJ Membership for their children, then leave the Membership button OFF.
8. When you first create a service, leave the ‘Bookable’, ‘Purchasable’ and ‘Confirmable’ buttons OFF.  These can be set to ON at the appropriate time.  It is better to leave this OFF when you are first creating the service.
9. Specify which schools are eligible in the drop down. The drop down allows multiple select – just hold down the ‘ctrl’ key and keep selecting with the mouse.
10. Specify which grades are eligible for this service in the drop down. The drop down allows multiple select – just hold down the ‘ctrl’ key and keep selecting with the mouse.
11. Click ‘Create’.  You will see a message to say that the service has been created.
12. Now select the new service you have created from the list of services.  You can search for it by entering the Identifier code in the search bar. Click on the service name.
13. In the Service details page you can review the service you have just created.
14. If you make any updates, you must click the ‘Update’ button for the appropriate section you are updating.
15. The ‘Data Collection’ section allows you to define what data should be collected from the User when they are booking the service.  Tick the boxes for the data you want to collect.  This data will be saved on the booking record.
16. You can also define the price of the service for each grade.  Initially, there will be a price of zero for all grades. In order for the service to be bookable for a particular grade, you must add a price for that grade.  Note that you cannot leave the price field blank. It must be zero or some other number.
17. If the ‘Only members’ flag is on, then this service can only be booked by CJ Members.
18. Also, a service can only be booked if there are tokens (tickets) available. If there are no tokens available but the service is open for booking, the User will be asked if they wish to go on a waitlist for the booking.  If the User decides to do this, then the system will create a waitlist booking record.  It will not have a token number, but instead will have a waitlist reference number (see tokens section below for further explanation).

1. Tokens are like tickets.  There are a limited number of tokens created for each service. 
2. Tokens are ‘special’ tickets, because each service has tokens defined for the different grades and different genders.
3. When tokens are created, the token number ALWAYS begins with the 4-digit service identifier which was defined when the service was created e.g. ‘24W1’.
4. The next two digits of the token number define the grade of the participant that can receive this token e.g. G3 or G7.  
5. The next digit defines the gender of the participant that can receive this token i.e., M or F.
6. The final two digits are numbers which uniquely identify each token. Some example tokens are 
   1. 24W1G3F01
   2. 24W1G3F02
   3. 24W1G3M01
   4. 24W1G4F01
   5. 24W1G4M01
   6. 24W1G4M03
7. To create tokens, select ‘Tokens’ from the menu
8. When you first enter the Tokens page, you will see the Tokens dashboard.  This allows you to do searches on any token which is in the system.  For example, you can enter ‘24W1’ to filter for all tokens relating to this service.
9. In the search results list, you can see if the token has been used in a booking, or if it is still free.  If it has been used in a booking, then the Participant name and the User name are also shown in the list.
10. You can also delete tokens from the list view.  This is useful if the service is no longer bookable and there are some tokens which were created but never sold.
11. If you try and delete a token which has been used in a booking, the system will not allow you to do this.
12. Select ‘Create tokens’ in order to create new tokens for a service.
    1. Choose the service identifier of the service for which you want to create new tokens.
    2. Choose the grade.
    3. Choose the gender.
    4. Choose the number of new tokens you want to create and select the ‘Create’ button.  The appropriate number of unique tokens will be created for this service.

1. Users are people who have a login to the User front end of the system where they can make bookings for services.
2. Users are therefore the parent or guardian of the Participant (their child).
3. Users are created by sending them a system registration form.  This form is on a private Club Jubilee website link (i.e., the link is not made public).
4. The form is here https://clubjubilee.com/user-request/
5. The form will soon be updated to collect additional data during registration such as their address.
6. Currently, when someone completes the form, the system holds the data and waits for an Administrator to approve the User registration (See the Users / Approval page).  When the Administrator approves the registration, a User ID and password is created on the system and is sent to the User automatically via SMS.  If for any reason it is desired not to send the automated SMS, the process can be halted from within the CYTANET extranet.  In this case, the User ID and password must be sent manually to the User from within the ‘Analytics’ page (see later section).  Or the User ID and password could be given over the phone or sent via email, of course.
7. On the User list page you can search on all the Users in the system, using the intelligent search bar as with other list pages.
8. On the User list page, an Administrator can also reset the password for a User.  The new password must be communicated to the User, either by sending them an SMS, or some other means of communication.
9. It is possible to delete a User from the system from the User list page.  This must be done with extreme caution, since deleting a User will also delete all the Participants for that User and all Booking records.  Generally the delete function should be used only for Users who are no longer involved with Club Jubilee and they are not expected to become involved again in the future.
10. You can go to the User details page by clicking on their name from the User list page.
11. Within the User details page, you can make changes to the User data. You must select ‘Update’ for the changes to be saved.
12. You can also see the Participants who have been registered on the system for this User.
13. You can also see a historical list of the payment transactions this User has performed. For each transaction, you can see the amount paid and the unique transaction code assigned by the payment gateway.
14. If you wish to, you can go to the Participant details page by clicking on a Participant name from within the User details page.

1. Participants are children who are going to participate in a service.
2. Participants are created by Users when they login to the system.
3. It is not possible to create Participants directly from the Administration pages. If an Administrator wishes to create a participant for some reason, then they must login to the system as if they were the User and then create the Participant.
4. On the Participants list page you can search on all the Participants in the system, using the intelligent search bar as with other list pages.
5. It is possible to delete aParticipant from the system from the Participants list page.  This must be done with extreme caution, since deleting a Participant will also delete all thel Booking records for that Participant.  
6. You can go to the Participant details page by clicking on their name from the Participants list page.
7. Within the Participant details page, you can make changes to the Participant data. You must select ‘Update’ for the changes to be saved.
8. On the details page, you can also see a list of the Bookings which have been made for this Participant and the status of the booking.
9. It is possible for the Administrator to create a booking on the Participant details page.  This is done by selecting the ‘Bookings, Add+’ button.  The new Booking can be created in either Provisional or Confirmed status.  There must be appropriate tokens available and a token must be selected from the drop-down menu. 
10. It is also possible to change the status of a booking from the Participants page e.g. from provisional to confirmed, if a manual payment has been taken.
11. Membership status can be reset for all members.  To be used with caution!  HINT: if it was ever run inadvertently, then search on all confirmed booking records for the current membership year.  This will give a list of the current members.  Then have to manually go through each participant on the list and set their membership flag back on

1. Bookings can be made either by a User or by an Administrator.  The process is different for each case.
2. Administrator bookings are done via the Participant details page.
3. Appropriate tokens must be available to be able to make the booking.  See the Tokens section of this document for information about creating tokens.
4. On the Participant details page, select the ‘Bookings, Add+’ button.  Choose if you want the new booking to be Provisional or Confirmed status.  Select the appropriate token from the drop-down and then ‘Create’.  The Participant bookings list will refresh and you will see the new booking in the list.
5. This booking will now appear in the ‘My Bookings’ table when the User logs in.  If the booking was created in Provisional status, then the User will be able to Confirm the booking by making payment.  
6. The booking created by the Administrator can also be cancelled from the Bookings list page.  Cancelling the booking will retain the booking record, but it will change to ‘cancelled’ status and the token will be returned to the tokens’ pool for future use (or deletion, whichever is appropriate).
7. The booking created by the Administrator can also be deleted from the Bookings list page.  Deleting the booking will delete the booking record and the token will be returned to the tokens’ pool for future use (or deletion, whichever is appropriate).
8. User bookings are done via the User dashboard when the User is logged in.
9. The Participant must satisfy the eligibility criteria for the Service i.e. membership status, school attended, school grade, gender.
10. There must be appropriate tokens available for the Service.
11. The Service must be ‘Bookable’ (see Service section of this document for more information)
12. The Service must have a price defined for the grade.
13. The appropriate GLOBAL ‘Enablement’ switches must be on.
14. If the above criteria are all satisfied, then when the User selects ‘Book’, they will be presented with a pop-up box where they can select the Service they wish to Book and select ‘Confirm request’ in order to make a provisional booking.
15. The provisional booking will now appear in the ‘Your bookings’ table.
16. If Payments are enabled, then the provisional booking will have a ‘Confirm’ button.
17. If Payments are disabled, then the provisional booking will have a message stating that payments have been disabled by the system administrators.
18. In order to confirm the booking, the User must click ‘Confirm’ and then proceed to add any additional information required by the booking (see Service section for more information) and then proceed to JCC to make payment.  The Booking will only change to confirmed status if an appropriate return code is received from JCC indicating a successful payment.
19. ‘Test’ payment cards are as follows:
    1. Mastercard: 5200-0000-0000-1096 ; 01/24 ; 123
    2. Visa: 4000-0000-0000-2503 ; 01/24 ; 123
    3. NB these test card details change periodically at the discretion of JCC
    4. NB the test payment system periodically (several times each week) goes offline at the discretion of JCC and at such times test payments cannot be processed.
20. If no tokens are available for a specific service but all other eligibility criteria are met, then the User will be presented with the option to make a waitlist booking for the service.  This will indicate to the Administrators the desire of the User to make a booking and can be used by the Administrators to create provisional bookings when tokens become available and then send an SMS to the User inviting them to login and confirm the provisional booking they have created.
21. Waitlist bookings are indicated by being given a waitlist reference rather than a booking reference.  The waitlist reference is of the format 22W2G4FWT.   A waitlist reference is NOT a token and will not appear on the Tokens pages. It is merely an indicator that the Participant is on a waitlist for the Service.
22. Only Bookings created in the last 18 months are shown on the User dashboard, with the most recent booking at the top of the list.  This avoids the list becoming longer and longer.

1. The Booking list page shows a list of Bookings in the system.  Like other list pages, the list can be filtered and sorted on the columns.
2. In addition, the Bookings list page has a date filter, and only shows bookings which were created within the dates specified.  The default date period is the current year, although this will change in the next version of the application to be a period covering from the current date to 18 months prior.  This can be changed by the Administrator for their login session, allowing the Administrator to see older bookings.
3. Intelligent search can be used to great effect to provide summary data. Some examples are:
   1. 22W4 English – to show all 2022 week 4 bookings for English School
   2. G8 Junior – to show all grade 8 bookings for Junior School for all Services
   3. W3G8 Senior – to show all week3, grade 8 bookings for Senior school
   4. Column sorting can also be performed AFTER the results of an intelligent search are shown,  This therefore allows a combination of intelligent and column sorting, which can produce very quick reporting.
4. Provisional bookings can be changed to confirmed status from within the Bookings details page. NB  It is advisable to add some Administrator notes for future reference if this is done.
5. Details, such as transport or room share preferences can be updated by the Administrators from with the booking details page.
6. The token used for the booking can be changed from within the bookings details page.  This allows an Administrator to move a booking from, for example, week 1 to week 2, if this is appropriate, without having to cancel and re-make the booking.  Tokens must be available.
7. Two different bookings can have their tokens SWAPPED if desired.  The token ‘swap’ function allows tokens which have been allocated to a Booking to be swapped.  This can be used if the Administrators wish to, for example, swap a Participant booked on Week 1 with another Participant booked on Week 2 and avoids the need to cancel and re-book each booking.
8. Bookings can be canceled from the Bookings list view.  The token will be returned to the Token pool. The booking record will be retained in canceled status.
9. Bookings can also be deleted from the Bookings list view.  The booking record will be deleted.
10. When a User pays for a provisional booking and the booking moves to confirmed status, an email is sent to the User confirming the booking and payment.  The email is also copied to the CJ Accounts department (v2).
11. Payment Transaction details for a booking can be seen in the Transactions list page.

1. The Settings page allows Administrators to define data which is used by the rest of the system.
2. The Schools section allows specific schools to be added. These schools can then be selected when defining Services, to mean that pupils attending the specified school can book the Service. The Administrator can add new schools, or delete existing schools, as appropriate.
3. The Grades section allows specific year grades to be added. This is purely a numeric value which is used internally within the system.
4. The Cities section allows specific cities to be defined. These are then used as options when a User is editing their profile.
5. The Transport section allows specific transport options to be added. These are then used as options when a User is selecting their preferred transport option for a Service (if this data is defined in the Service as required to be entered by the User when confirming the booking).
6. Upgrade/downgrade. This allows the Administrator to increase the school year of all participants in the system by 1. It is for use at the end of the CJ Year (e.g. August 31st) to increase all grades for all pupils. Note, this will effect which Services each pupil might be eligible for. Some participants might no longer be eligible for a Service e.g., a grade 6 participant who was eligible for Club Jubilee Camp Week 1 and Week 2 will move to grade 7 and no longer be eligible for these two Services (as defined in the Service definition). However the participant, as a new grade 7, WILL be eligible for Summer Camp Week 3 and 4.
7. The downgrade function is for use in case the upgrade function is used twice at the end of the CJ year, by mistake, and all pupils have been upgraded by 2 years instead of 1.
8. Participant Membership status can be reset for all members.  To be used with caution!  HINT: if it was ever run inadvertently, then search on all confirmed booking records for the current membership year.  This will give a list of the current members.  Then have to manually go through each participant on the list and set their membership flag back on

1. The transactions page allows the Administrator to look at the payment (or attempted payment) history for a particular User.
2. On the initial list page, enter either the Participant or User name in order to find all records for that User or Participant record. You will then see a summary of the data in the list.
3. From this list page, you can also go straight to the User or Participant details page by clicking on their name.
4. In the search, you might also, for example, enter ‘declined’, to see a list of all declined transactions and when they occurred. You could further refine this search by entering the name of the Participant or User, so you would see just the declined transactions for that person.
5. For successful payments, you can see the JCC payment confirmation reference.

1. The Analytics dashboard serves two main purposes
   1. It allows the Administrator to select Booking records, Participant records and User records for exporting to Google Sheets.
   2. It allows the Administrator to send SMS messages to selected Users who are registered on the system.
2. Firstly the Administrator should choose if they want to work with Bookings, Participants or Users by selecting the appropriate check-box.
3. Then set the filters for the search. There are multiple filters to choose from and the Administrator must set them according to the records they wish to retrieve from the database.
4. When the search is performed, the records from the database which match the search filter criteria will be displayed in the search results list. The list shows summary data only.
5. It is possible to group the search results by Group (school), Grade, Gender and Booking status. When grouped, record counts will be shown for each grouping.
6. Records from the search results can be selected for sending an SMS message to. All the records from a search results list can be selected, or specific records can be selected. Once selected, then the Administrator can click the ‘Send SMS’ button and the SMS dialogue box will open. For more information on this SMS dialogue box, see the chapter entitled ‘SMS’.
7. The Administrator can alternatively choose to export the records in the search results to ‘Google Sheets’ for further analysis and summary reporting. This reporting function is intended to help the Administrators make business decisions. For more information on this functionality see the chapter entitled ‘Google Sheets’.
8. It is also possible to export the search results records to a ‘CSV’ (comma separated variable) file for use offline.
9. The following variables can be used when sending an SMS %userFirstName%, %userLastName%, %participantFirstName%, %participantLastName%, %token%.
10. The message entry panel enforces a maximum character entry of 440.
11. We can redirect all SMS messages to a test phone number.  This can be done on TEST or LIVE.  Currently TEST is setup to redirect all messages to +35797739715.  The redirect number is set in the config / globals.php file on the hosting server.

Some example reports

• • Payment transaction details report
    1. Go to the booking details and copy the Payment ID e.g. 315921605200
    2. Now go to Transactions and enter the payment id in the search
    3. You will see the basic details of the transaction
    4. Open Google Sheets (see Google Sheets entry in this User Guide for the Link) and then go to the ‘User Transactions Raw Data’ tab.  Here you can see all the data associated with the payment transaction, including the full return code from JCC and the time the transaction was created.
  • Transport options for Summer Camp report (or any other Service for which we have collected transport option information).
    1. In analytics, export the required bookings e.g. filter on 23W2 to get all bookings for Summer Camp  Week 2 2023.
    2. Export the results to Sheets and then open Open Google Sheets (see Google Sheets entry in this User Guide for the Link) and go to the ‘Bookings Raw Data’ tab.  
    3. Select the ‘Transport’ Column by clicking on the column header.
    4. Now in the Google Sheets menu select ‘data, sort sheet, sort by column A-Z’.  You will now see the bookings grouped by Transport option.
  • Birthdays report
    1. Export the appropriate Booking records to Google sheets through Analytics (as per above).
    2. Select the ‘Birthday’ Column by clicking on the column header.
    3. Select ‘data, sort sheet, sort by colum A-Z.
    4. You will now see the bookings sorted in order of the child’s birth date.
  • Health notes report
    1. Health note reports should always be created from the PARTICPANT data. This is because health notes can be created by the parent when they book a service but they are always added to the participant record, so we have ALL health notes in one place (on the participant record).
    2. In Analytics, search for the required participant records (e.g. filter on year or school).
    3. Export the records to Google sheets.
    4. In Google Sheets, go to the ‘Participant Raw data’ tab.
    5. In the ‘Health notes’ column, entries created by parents are in the following format:
       1. All entries begin with ********
       2. Then the health note entry (if any)
       3. Then the booking ID and Token number
       4. So all bookings create an entry.  If no health notes were entered by the parent, then the entry will be ******** followed by the booking ID and  Token number.
       5. NB!  The Admin can also update the health record for a participant.  If they do so, they should add the entry like this…*******Admin health note bla bla ******.  This is so we can distinguish any health notes added by the Admin.
  • Admin Notes Report
    1. Admin notes can be added either to a booking or to a Participant.
    2. In Analytics, export the appropriate Bookings or Participants.
    3. See the appropriate raw data tab in Google sheets.
  • Custom Searches
    1. 1. Custom Search 1: Enter the first token partial match e.g. 24ME (pulls in all participants with that match)
          then enter a comma,
          Second partial token is to show the bookings which match the second partial token for all participants who have the first token match
          e.g. 24ME,24W will show for all participants who have 24 membership, what their camp booking token is, or blank if they don’t have a camp booking.
       2. Custom Search 2: Show any duplicates on the partial token.
          e.g. entering 23W will show anyone who has two tokens for summer camp 23.

1. The SMS functionality is located within the Analytics section of the system.
2. Firstly, the Administrator must search for the appropriate Booking, Participant or User records, using the search filters.
3. From the search results, the Administrator can select all or specific records for which they wish to send an SMS by using the check-boxes.
4. Once records are selected, click ‘Send SMS’.
5. The SMS dialogue box will then open. It will display the phone numbers stored on the database which are associated with the Booking, Participant or User records which were selected.
6. The Administrator can choose which of these phone numbers are to be used for sending the SMS. It is possible to send the message to more than one phone number associated with a particular record. For example, it might be desired to send the SMS to both parents.
7. The message to be sent is entered in the panel labelled ‘SMS TEXT’.
8. Variable values can be entered, such that the SMS sent to each number will substitute the actual value from the record in place of the variable. For example, “Dear {UserFirstName}, we are pleased that {ParticipantFirstName} will be joining us on the Club Jubilee Camp this summer…..”. In this example, {UserFirstName} and {ParticipantFirstName} will be replaced by the actual parent’s first name and their child’s first name when the message is sent. This process will be repeated for each SMS record which is sent, if it is being sent to multiple Users. This is a way to personalise the message which is sent and also make it more understandable for the receiver.
9. Currently, the following variables can be used for substitution:
   1. {ParticipantFirstName}
   2. {ParticipantSurname}
   3. {UserFirstName}
   4. {UserSurname}
   5. {Token}
   6. {Transport}
   7. {PaymentReference}
10. N.B. There is a limit on the number of characters which the Cyta SMS service will send on one message. This is currently 575. Any message with more characters than this will fail to be sent. The Administrator should allow for long names which might cause the message to exceed this limit after variable substitution has taken place.
11. A record of sent messages is kept on the Cyta system and can be checked by logging into the Cyta extranet.
12. All SMS can be re-directed to a single phone number for testing purposes. To do this, there is a configuration file e.g. test.clubjubilee.com/config/globals.php. In this file, add the re-direct phone number as shown below

1. From Analytics, the records in the search results can be exported to Google Sheets for more in depth analysis.
2. All the data associated with each record is exported to the primary sheet in Google Sheets. For example, ‘Bookings raw data’ sheet is where the data is exported to for Bookings.
3. The Link to the LIVE data is https://docs.google.com/spreadsheets/d/1Z-zh4D10ghuI9BrOOSd7pJUtHx_vMMR_WMSRFAXNMO8/edit#gid=1824517640
4. The link to the TEST system data is https://docs.google.com/spreadsheets/d/1_y_O9jJnG5VO9cjGWNonZX800IYHcEg106W5nSDNmpA/edit#gid=0
5. The URLs for accessing Google Sheets can be found in the Admin comments for Participant ‘Child1 Smith.’
6. Various ‘pivot tables’ are created for reporting purposes. The pivot tables take their data from the primary sheet which contains the exported data.
7. Data changed in sheets DOES NOT change data in the CJ Web App system. The Google Sheets data is a copy, which can be refreshed by re-exporting the data from Analytics.
8. Guidance on how to use Google sheets is not provided in this User Guide, since there are extensive and excellent resources available publicly on the internet for anyone wishing to educate themselves on Google Sheets and its functionality. YouTube is an excellent place to start.