V2: Latest Updates - 18th April 2024

Want to know what's new in LoveAdmin? Here you'll see what we've updated and how to use it:

Cancelling Mandate cancels eligible pending payments

 

If a member decides to cancel their mandate while a payment is being processed, the system will automatically cancel the payment and revert the invoice back to an outstanding status. This feature ensures that your financial reports remain accurate and up to date, capturing any last-minute disruptions in the payment collection process.

 

 

Notice Board

 

You can't miss it! The new notice board feature allows the team at LoveAdmin to effortlessly share our latest updates with you, offering quick access links to helpful guides and essential information.

 

Shop Timetable View

 

The Timetable View is a customisable display that showcases your scheduled sessions and events in a weekly calendar layout on your shop. This feature is designed to enhance the convenience for both current and prospective customers in finding and booking the products you provide.

 

Steps to enable the Shop Timetable View:

 

1. Navigate to Settings > Organisation > Details 
2. Expand the 'Shop timetable options' option from the top right
3. Select the 'Timetable Active' checkbox
4. Press 'Save'
5. Done!

Additional filtering options

 

To help your customers to find the classes they are interested in, you also have the option to add extra filters when the Timetable View is enabled. The following filters are available:

• Include 'view all' option in menu to show sessions without set locations: Gives your customers the option to see all scheduled sessions/events, in one click
• Show location in menu and filters: Allows your customers to filter by location
• Show coaches: Allows your customers to filter by coach
• Include images when viewing all products: When in 'view all' mode, product images will not be displayed. Selecting this option ensures product images are still shown when in this view.

 

Enhancing the new Shop Timetable View are these exciting new features...

Assign product colours

 

You can now assign colours to specific products, from within your product settings. This not only makes it easier for visitors to find specific sessions in your shop, but it also creates a more visually appealing and cohesive display.

1. Navigate to Settings > Products
2.  Select a product 
3. Go to the 'Details' section
4. Choose your colour
5. Done!
   
   

Assign product 'subtitles'

 

Want to draw attention to a special offer you have on, or a class which is almost at full capacity? Adding subtitles to your scheduled products is a great way to highlight key product details for customers browsing your JoinIn shop, when the Timetable View is enabled.

An example of how a product subtitle is displayed in the new Timetable View:

Unique URL

 

If you want to invite people to book a specific session at a certain time, the new Shop Timetable View can help. It generates a unique URL every time you click, allowing you to easily share a pre-filtered timetable with your customers. Simply apply the filter you require, copy the unique URL, and share it with your customers to make booking convenient for them.

Version	2.2.14
Release Date	22/02/2024
Our most recent release introduces a new interface for Groups, as well as other bug fixes and performance enhancements.

 

New Enquiry Form for your JoinIn shop

The addition of our brand new 'Enquiry Form' feature, which can now be enabled on your JoinIn shop, will make registering interest and collecting information from both existing and potential customers, easier than ever.

To enable this feature on your account, navigate to Settings > Organisation > Shop enquiry form and toggle on the 'Enable Enquiry Form' option.

Enquiry form settings

The Enquiry Form is divided into customisable sections, allowing you to easily edit the text to meet your specific needs. Below is a list of the sections and a preview of the corresponding part of the shop enquiry form.

Add a 'Capacity level' filter to your Timetable 

This new filter allows you to assess the capacity of each session at a glance, enabling you to make quicker and more informed decisions about session management by instantly recognising sessions that are filling up or are already at capacity. 

The 'traffic light' system provides a quick and visual way for you to determine the capacity of your sessions. The system follows these guidelines:

 

- Grey: No maximum capacity has been set for the session

- Red: The session is 0% - 25% full

- Amber: The session is 25% - 75% full

- Green: The session is 75%+ full

 

 

If you wish to see this update:

• • Navigate to the Timetable/Fixtures & Calendar
  • Select the 'Show capacity levels' filter from the top right
  • Choose the capacity range that you would like to see.

Show cancelled sessions on your timetable 

 

With the new filtering option, you can now easily find any sessions that you have cancelled in the past. This allows you to access attendee information for these sessions and provides a comprehensive record of your class history.

If you wish to see this update:

• • Navigate to the Timetable/Fixtures & Calendar 
  • Expand the additional filters by selecting the  icon on the left-hand side
  • Select the 'include Cancelled Sessions' filter

 

Refund attendees when cancelling a session

 

If you find yourself needing to cancel an upcoming session or multiple sessions, you now have the option to provide a refund to your members for the cost of the session.This update provides more flexibility and control over how you handle session cancellations. You will still have the option to credit the attendees as an alternative to refunding.

 

 

If you wish to see this update, navigate to the Timetable/Fixtures & Calendar 

Steps:

• • Click into a session which has attendees
  • Select the 'Cancel session' option from the top right 
    
    
• Select the option to 'refund or credit the session fee to the attendees', confirm and click continue
• Choose whether to provide a credit or refund to the attendees
• Specify the amount you would like to credit or refund 
  
  
  
  
• Click to process!

Improved visibility of credit on your members' JoinIn Dashboard

 

Now, your members have the convenience of easily keeping track of their account credits from their Joinin Dashboards. These improvements allows members to select the desired amount of account credit to use towards their outstanding invoices, while also providing them with a comprehensive account credit history.

Applying credit to outstanding invoices:

 

When your members go to pay an outstanding invoice, they now have the option to utilise their account credit to partially or fully cover the outstanding amount:

 

 

 

Monitoring account credit history:

 

Users can easily view their allocated account credit, as well as their previous credit usage, by clicking on the 'History' option in the 'Account Credit' section on their Dashboards.

 

Beneficiaries column added to Sales admin > Invoices

We understand that many of our administrators are more familiar with the names of beneficiaries rather than the account owner. With this new addition to the Sales admin section, you can now easily see which beneficiaries are linked to each invoice, making it even simpler to manage your transactions and ensure accurate record-keeping.

To see this update navigate to Home > Sales admin > Invoices

The column will show all the individuals who are connected to the account owner as beneficiaries.

With the 2.1.19 release, administrators now have the ability to perform a wider range of actions in bulk, resulting in a more efficient invoicing process.

Cancel invoices:

Mark invoices as paid offline:

• Fill out the details of the offline payment; How much it was for, how the payment was made, etc.

 

We have made an exciting improvement to the LoveAdmin system by increasing the file upload size from 512kb to an impressive 10MB. This means that both admins, and your customers, can now upload larger files and store them directly on the LoveAdmin system.

 

'Calendar entry' term has been replaced by 'Session'

 

Add an Age column to your Contacts view

Version	2.1.15
Release Date	08/06/2023

 

We are excited to introduce the latest release, which provides enhanced control over the 'add to product' process and empowers administrators with additional capabilities.

Ability to override age restrictions when adding to product

When manually adding a person to a product, admins can now choose whether to override the existing age restrictions defined in the product settings. 

This much-in-demand feature allows admins more control over managing age restriction overrides for attendees, whilst still limiting access for people registering through the shop.

The age override with remain locked in place for renewals for all people added to products via this method.

 

 

Raise credits in bulk

Credits notes can now be raised in bulk within the Invoices section, saving further valuable admin time. 

Steps:

• Navigate to Home > Sales admin > Invoices
• Select the invoices you want to credit using the checkboxes
• Click on the Actions menu > Raise credit note(s)

You can credit invoices using a partial amount, or credit all selected invoices up to the full invoice amount.

 

Add members to past dates on the schedule

As of the 2.1.15 release, members can now be manually added to past dates in the schedule, which ensures you can keep on top of who has attended previous sessions and allows you to invoice members retrospectively.

Steps:

1. Follow the standard 'add to product process', detailed here
2. When choosing to add a person using 'Specific calendar entries' or 'From (and including) a specific calendar entry, past dates will be available for selection back to the start of the schedule.
   
   

 

Version	2.1.14
Release date	25/05/2023

Trial indicator added to the register Quick view

With the latest 2.1.14 software release, we introduce the 'Trial' indicator to the register Quick view tiles.

This enhancement brings convenience and efficiency by providing instant visibility of the trial status. No more switching to the Advanced view required to check trial details. It's all at your fingertips now!

 

 

Version	2.1.13
Release date	16/05/2023

Request ad hoc payments

The 2.1.13 release introduces the option to request ad hoc payments directly from the Contacts section or from any Action menu drop-down across the system.

The 'Request ad hoc payments' feature is designed to allow administrators to quickly request a one-off payment without the need to create a product first.

Enabling Ad hoc payments

To use ad hoc payments you will first need to enable the feature on your account:

• Navigate to Settings > Organisation > Accounting/Billing
• Tick the box for Allow Ad hoc payments
  

• Select your payment provider 

• Select whether or not you would like ad hoc payments to collect automatically from the member(s) once requested by the admin

• Click Save

How to request ad hoc payments

Once ad hoc payments have been enabled, administrators can request payments via the following methods:

• Directly from the Contacts page as shown:

• From any 'Actions' dropdown found in various sections of the system, such as in Reports and in the Timetable, as shown:

 

Ad hoc payment options

• Payment description: This description will be displayed in the invoice for the attention of the payer e.g. Late fees
• Price: The total amount of the payment and invoice 

After clicking on Submit you will be able to preview your ad hoc payment and invoice details to make adjustments to the payable date and amount.

Click on Process to finish.

 

 

Version	2.1.12
Release date	26/04/2023

Administrator controlled medical notes

The 2.1.12 release introduces an administrator-controlled medical form in addition to the existing medical form managed by the customer, to allow your organisation to quickly and easily add medical notes on behalf of your customers.

Prior to the 2.1.12 release, medical details could only be updated by the joinin account owner when checking out items through the shop or by signing into their online account.

This latest update streamlines the process of adding or updating medical notes in situations where your customer may not have the opportunity to update their own details.

Version	2.1.11
Release date	13/04/2023

Gender field update

On joinin contact forms, the field previously named 'Sex' has been renamed to 'Gender' and includes an updated list of gender identities.

'Active mandate' status column available to add to the Attendance Register

To help your coaches identify which members have set up a Direct Debit mandate, you can now add the 'Active mandates' column to your Advanced and Manage Attendance Register views via the Manage columns feature in the top-right.

People with active mandates will have the name of the payment provider displayed beside them.

 

 

Version	2.1.10
Release date	30/03/2023

Streamlined account set up for your customers

Inviting your customer to create an account has just got easier.

When your customers receive your organisation's email invitation, they will now be immediately linked to a sign-up page to set their password, with their associated user email field already populated.

 

 

Version	2.1.8
Release date	09/03/2023

All-new Communications report

The 2.1.8 release introduces an all-new Communications report with enhanced analytics, key insights and functions to help drive and improve the management of your organisation's communications.

The new Communications report can be found under Home > Reports > Communication > History

Communication Analytics

• Subject: Click on the subject name in the report to see an analytics view of the email details, and see a copy of the original email that was sent

• Send date: The date that the email was sent and pushed out to receipts from the LoveAdmin system
• Recipient count: Clicking on this number will show the names of all recipients and their email addresses.
  
  • Recipient name: The Recipient's name is the person the email has been targeted to. If you have sent the email to a beneficiary, and they have a personal email address, it will be delivered to them. If you send it to a beneficiary where they do not have a personal email address the email will by default be delivered to the Account Owner
  • The recipient list can be exported via the Actions menu in the top-right
  • To re-send/send an email, select the recipients from the list > Actions > Choose to Re-send this message or Send new message
• Delivered: Message has been successfully delivered to the receiving server
• Opened: Recipient has opened the HTML message. This analytic will not work for messages delivered as plain text, messages that have been previewed without images, or viewed through email previews/notifications
• Clicked: Acknowledgment from the recipient email client(s) that a link in the email has been clicked
• Bounced: Receiving server could not or would not accept mail to this recipient permanently. If a recipient has previously unsubscribed from your emails, the message is dropped.
• Blocked: Receiving server could not or would not accept the message temporarily. If a recipient has previously unsubscribed from your emails, the message is dropped
• Spam: Confirmation from the recipient email server(s) that the email has been flagged by their spam policy
• Invalid: Receiving server temporarily rejected the message
• Sent by: The name of the user that sent the email. If the email was sent automatically, then the name will display as 'System'

Report Filters

Messages can be filtered by date, the message type, or by a group they were sent to, using the drop-downs along the top of the Communications report.

 

New checkout timer

Users checking out items in the shop are now given a default 30-minute window to complete the registration and payment. A countdown timer is presented at the top of the checkout pages.

Once the timer reaches 1 minute, users are presented with a message to extend their time/continue with checkout; if they choose 'Yes please' the timer is extended by 5 minutes, if not, the user must check out in time, or start the checkout process again, and add the items again to their basket.

 

Abandoned Checkout report

Users that abandon the checkout, or fail to complete all steps in time, will appear in a new 'Abandoned Checkout' report.

To find the Abandoned checkout report, navigate to Home > Sales admin > Abandoned Checkout

Abandoned Events:

• on abandoned at checkout: The user abandoned the checkout process before reaching the payment section
• on abandoned payment: The user abandoned the checkout process whilst in the payments section. The user did not successfully enter or submit their bank or card details through the form.

How to re-invite people who abandoned the checkout

The Abandoned Checkout report allows you to re-invite users to the products they abandoned - This option will send an invitation email to the person, with a link back to the same product in the shop, and remove their name from the list.

The Prompt to complete checkout action is found under the Actions column, along with the option to Send message and Delete their entry and data.

A person's data will be temporarily stored for 30 days if they have entered any. If the person is re-invited to the product their details will therefore already be filled in to save time.

Version	2.1.7
Release date	21/02/2023

New column customisation options in Contacts

The Contacts section now allows further column customisation to enhance your views. This latest update also introduces a new column, Groups, which displays all group associations of a contact.

Manage, clone and restore your archived schedules

All expired schedules can now be found under a new Archived tab, found under the Schedules tab within each product's settings, and within the Schedules section.

Archives schedules can be cloned or permanently deleted under the Actions column, to save you valuable time with your schedule renewals.

Removing a schedule from your Active list will now move the schedule directly to your Archived list.

Attendance counter added to registers

Quickly count the total of class attendees using the new attendance counter displayed in the top-left corner of each class register.

 

 

Version	2.1.6
Release date	02/02/2023

Assign coaches to products

With this latest software update comes the ability to assign coaches directly to products. Previously, coaches could only be assigned to products (Classes/Teams) that were running on schedules.

To assign coaches:

• Navigate to Home > Settings > Products
• Find the product you want to give access to
• Click on the product Permissions tab and select your coaches

This new workflow makes it simpler to control product and information access for your coaches. 

When coaches sign in, the Contacts and Timetable sections of the system will be restricted to show only products that the coach is assigned to and only information for the contacts associated with these products.

 

Version	2.1.5
Release date	25/01/2023

Assign exclusion calendars to schedules in bulk

Exclusion calendars can now be assigned to schedules in bulk, making it easier to support business-wide changes such as additional bank holidays or site closures.

• Navigate to Home > Settings > Schedules
• Click on the Exclusion dates tab
• Find your calendar from the drop-down, or create a new one
• Apply your dates and use the 'Apply calendar to schedules' button to assign the calendar to your schedules

Your exclusion dates will be removed from your timetables and will be automatically excluded from billing calculations.  

 

 

Multi-session trials 

 

If your organisation offers multi-session trials, for example, a two-week or one-month trial period, you can now manage this offering and workflow through the system.

• Navigate to Home > Settings > Products

• Select your product from the left side menu and open the Trials property setting

• Set the number of sessions for the trial accordingly, for example, '2', and Save.
  
  

Trialists will be added to all relevant days in your timetable. An invitation can be sent to the trialist to purchase the full product when marked as having attended the last session in the trial.

Credit attendees when sessions/calendar entries are cancelled
 

Credits can be given to attendees when you cancel a session/calendar entry from your calendar, in a single workflow.

• Navigate to Home > Settings > Schedules
• Click on the Calendar tab, and on the entry you need to cancel
• Click on the 'Cancel calendar entry' button, choose whether you wish to credit the attendees, and follow the steps to apply the credit
  
  

 

 

Version	2.1.4
Release date	21/12/2022

 

Product Sales report with column customisation options

The 2.1.4 software release brings enhancements to the financial reporting tools in V2.

The new Product Sales reports allow you to build your own product invoice reports. New columns have been introduced to help bring further insights into your reports and enable you to view, and export, the information that's most important to you.

Find the Product Sales report by navigating to Home > Reports > Financials > Sales reports > Product Sales

Adding columns to your view

You can add or remove columns to both your top-level view and your itemised view by clicking on the 'Manage columns' button in the top right.

Click on the + button to add a new column, and choose from the available column presented in the drop-down menu.

Report on the status of instalments against the consolidated amounts

The new Product Sales report allows you to add both 'instalment no.' and 'Consolidated amount' information into your reports to help you track the instalment payments against the original consolidate amounts.

 

Version	2.1.3
Release date	24/11/2022

 

Export data and perform actions straight from within the Reports and Sales admin sections

You can now perform actions directly from within the following Sales admin and Reports sections:

• Sales admin > Orders
• Sales admin > Invoices
• Sales admin > Payments
• Reports > Financials > Sales settlement
• Reports > Financials > Disputes
• Reports > Financials > Aged receivables
• Reports > Financials > Customer mandate status
  
  

All sections above allow you to send communications and export data. The following additional actions can also be performed from Sales admin > Orders

• Add beneficiary to product
• Add beneficiary to group
• Invite beneficiary to product

Simply select your contacts from a list and choose your action from under the Actions menu, available in the top-right.

Invitations after trials

When trialists are marked as attended via the class register, an automatic email invitation is now sent to the account account owner, with a request to purchase the full class.

 

 

Over the past few weeks, we have been working on exciting improvements to the Timetable and  ‘Attendee view’ (that’s the page that loads when you click into a session from the timetable).

These changes are scheduled for release next week and include: 

New side navigation menu

The new side navigation menu lets you quickly move between sections of the system.

New timetable view

We now provide three different ways to view your timetable activity. These include:

The Agenda View – an easy digestible weekly and daily view of your activity:

The Calendar View - An Outlook / Gmail style calendar that lets you view by month, week and day:

The Table View – a daily summary of the sessions of the day along with sortable information including number of attendees and waiting list size:

Each view comes with pre-set filters to help you get to the information you need quickly:

New register attendee view 

This new view incorporates separate tabs for the Attendance Register, Management Tasks, Development Programme, Waiting Lists and Sessions Awards (like Star of the Week).

Attendance Register

You now have two views – Quick and Advance. Learn more about how to use the new register here.

The Quick View displays the name of the attendees along with their photo (if they have uploaded one to their profile). Tapping on their name will allow you to rotate through the different attendance statuses (attended, missing, on holiday etc).

The Advanced View displays additional data that include the age of the attendee, whether they are on a trial, have medical issues, have a note against their record or have given photography consent. You can also see their attendance history (and define how much history you would like to see). You can update their attendance status in bulk or individually as well as download the register to Excel so you can print it. The next version of this view will allow you to customise the data you’d like to see on the register.

As per the previous version of the attendance register, you can also launch the QR Reader to scan people in to a session as they arrive. 

Manage

The ‘Manage’ page allows you to carry out admin functions like sending messages, inviting and adding people to products, assigning coaches and a new feature ‘Move to new class’.

‘Move to new class’ removes a person from the class you are viewing in the timetable and adds them to a new class of your choice. It’s been designed to minimise the number of clicks this action takes. 

Development Programme

We have now made it easier to record the levels and skills people are working on. Plus we've made it quick and easy to see what stage your attendees are in their development. For example, show me what skills they have been working on in the last week. You can update information in bulk or individually.

Waiting list

If you have a waiting list for the class, details of who is on the waiting list will appear in a table format where you can carry out actions including ‘Remove from waiting list’ and ‘Promote from waiting list’.

Session Awards

If you have a ‘Star of the week’ award or similar, this feature is for you. You can simply record who received the award and then view over time the recipients. Learn how to assign awards here.

 

Add hyperlinks and formatting to consent information

You can now include hyperlinks and format your text using the new inline editor for consents. To find the new editor navigate to Home > Settings > Data > Consents.

This feature will be useful if you are hosting necessary information on other sites. 

 

 

 

Static search bar

The new static search bar feature allows you to search contacts from any page. 

You can search on names or email addresses. An email search will find all beneficiary contacts linked to the same user email address.

 

 

Edit personal information on behalf of your customers

You can edit personal information on behalf of your customers, via the full contact record view.

 

 

 

Version	0.271
Release date	12/07/2022

New JoinIn dashboard

The joinin website has had a facelift! As well as looking significantly better, it's now much easier for contacts to update their personal data, make payments or cancel attendance to sessions. Everything is kept together under each user, it's quicker to access your organisation's shop and we've focused on intuitive behaviour, helping contacts do what they need to without help.

Version	0.270.0
Release date	01/07/2022

Advance subscription sign-up

For all Membership/Subscription products, you can now set when current registrations end and new season sign ups begin. Signing up in advance will schedule payments for the season start and let you get registrations and mandates set up ahead of time. When the season begins, invoices will be sent out automatically and payments taken!

On Product Purchase email notification

The On Product Purchase notification has been added to the "Purchase and Payment" section of notifications. You can set up multiple notifications unique to different products and manage the templates to your heart's content. The notification will be sent when the contact completes purchase of a product in your shop.

Age Restrictions now allows months

If you're working with young children and babies, you understand the importance of months as an age restriction. This has been a commonly requested feature and we're happy to announce that it's been added in 0.270.0. When setting your age restrictions in Products, you can now specify months too.

Make a Schedule Public or Private

Here's a small, but useful change for managing your schedules; we've added a visibility status for individual schedules to your settings. This makes it easy to hide any schedules from your shop, without affecting the rest of the product settings.

Version	0.269.0
Release date	20/06/2022

New Feature - File Upload on Member Registration

Just added to Version 2 is the ability to get your users to upload their own files during registration: Whether you need player pictures for the new season, proof of age for your squad or certification for your coaches, the Required Files feature lets you collect this information to be stored on your account, or downloaded to feed into another system.

Overdue Payment Reminders

Overdue payment reminders are now active in the system: set up automatic chases for anyone who has missed payments. You can choose how often they are sent, and the system will keep chasing your contacts until the payment has been completed.

Notification for First Time Purchases

We've set up a new notification that will trigger when a contact joins your organisation for the first time. If you need to send someone a set of documents, confirmation of rules or just a friendly welcome, you're now able to with the "new customer, first purchase" notification in "registration". 

Locking a Custom Price

Now, when editing a customer's gross payable amount for any invoice, you now have the option to lock that figure, meaning they will be charged that price any time they renew. This can help you manage those special exceptions and give you more flexibility on how you bill.

Cancel Calendar Entry Improvements

We've made a few improvements to cancelling a calendar entry from Settings > Schedules: We've added an additional confirmation and some more information so that it can't be done by mistake and you're now able to reinstate calendar entries from the same page.

 

Below are a list of previous updates...

 

Credit Notes Released

Credit Notes are a brand new feature to Version 2. They allow you to add a credit value to a contact's account, which will be automatically discounted from their next invoice. If a session has to be cancelled, or you accidentally overcharge, simply credit a value against an invoice of the user and the finances will be sorted immediately, avoiding the need to refund.