Setup Help Screens

Set Up Marketing Letters

Click Setup à Marketing Letters

To contact bowlers with letters through a marketing plan, a letter must be defined and given a name. BowlerTRAC is shipped with a default blank letter which you can duplicate and modify. To create a new letter click on the Add button and provide a descriptive title in the Description field. You can modify a letter you already have by selecting the file from the list and clicking the Modify Letter button. A Word window will open and you will be able to make changes to the document. To cancel a newly added letter, click the Delete button.

You can use the template default letter that is shipped with BowlerTRAC by clicking on the Use Default button and then modifying the text.

To remove an obsolete letter, select it by highlighting it on the list and clicking the Delete button.

Set Up Brochures

Click Setup à Brochures

To make a brochure available for BowlerTRAC marketing plans they must be defined.  To add a brochure the list of available brochures, click on the Add button and enter a description.

To remove an obsolete brochure, select it by highlighting it on the list and clicking the Delete button.

Set Up Emails

Click Setup à Emails

To contact bowlers by email through a marketing plan, a email letter must be defined and given a name.

BowlerTRAC is shipped with a default blank letter which you can duplicate and modify. To create a new email letter, click on the Add button and provide a descriptive title in the Description field. You can modify a letter you already have by selecting the file from the list and clicking the Modify Letter button. A Word window will open and you will be able to make changes to the letter.

You can use the template, default, letter that is shipped with BowlerTRAC by clicking on the Use Default button and then modifying the text.

To remove an obsolete letter, select it by highlighting it on the list and clicking the Delete button.

Set Up Phone Call Results

Click Setup à Phone Call Results

By defining a phone call result a BowlerTRAC administrator or center manager can define how to record the result of a sales call and which action should follow.

The following actions are available:

Increment attempt count will increment the number of time attempts to reach the bowler were made but were not successful. The task will remain open.

Follow up needed will leave the task open.

Sign up will close the task and open the league or event screen to allow registration of the person in the event.

Do not sign up will close the task and open the league or event screen to allow registration of the person in the event.

To modify an existing result, select the result and modify the message and the required action.

To add a result, click on the Add button and enter result description and required action.

To delete a result, click on the Delete button.

Set Up Reminder Letters

Click Setup à Reminder Letters

To contact bowlers with reminder letters, a letter must be defined and given a name.

BowlerTRAC is shipped with a default blank letter which you can duplicate and modify. To create a new letter click on the Add button and provide a descriptive title in the Description field. You can modify a letter you already have by selecting the file from the list and clicking the Modify Letter button. A Word window will open and you will be able to make changes to the document. To cancel a newly added letter, click the Delete button.

You can use the template, default, letter that is shipped with BowlerTRAC by clicking on the Use Default button and then modifying the text.

To remove an obsolete letter, select it by highlighting it on the list and clicking the Delete  button.

Setup Organization Type

Click Setup à Organization Types

The organization type field is used to group organizations.

It is possible to target people that belong to specific types of organizations.

Examples include the following: Churches, Fast food restaurants, social clubs and non-profit organizations.

Setup Name Sources

Click Setup à Name Sources

The Name Source field is used to keep track of how a person became part of Bowler TRAC.  Examples include the following: National data services, member of a household, league bowler, and member of an organization.

Set Up Zip Codes

Click Setup à Zip Codes

Bowler TRAC is designed to use the zip code to assist with the data entry process. It minimizes keystrokes and errors.

If you elected to subscribe to National Data Services, you may quickly set-up a zip code table by pressing the Auto-fill button. All of the zip code and city/state combinations from the initial data download will populate in the table for you. If there is more than one city used for a zip code, you will receive a small table to select which city you would like assigned to that zip code.

If you did not elect to subscribe to National Data Services to receive an initial data download with which to auto-fill, or a specific zip code is not included in the table, you may add a new zip code by clicking Add. You will notice that the field names at the right of the table will change from gray to black to permit data entry.

The first time you enter a new zip code, you will be asked to also provide the city, state, and area code which is linked to that code.

Set Up Users & Passwords

Click Setup à Users & Passwords

If there will be only one person with access to the system, or security of information is not an issue among multiple users, leaving "Admin" as the default is satisfactory. A password will never need to be manually typed. You may proceed without action in this screen, and click on "Close."  In the future, when you click on the Bowler TRAC icon, you will go directly into the system, without any user/password prompts.

However, if there will be multiple users on the system, and security of information is preferred, additional users and passwords may be established.

If additional users will be established, the Administrator must change the "Admin" password in the active screen to restrict access by other users.

To add additional users:

Click the "Add" button at the bottom left of the screen.  A new line will be created in the table (above "Admin" for the first additional user), and the user name, login name, and password fields at the right will go blank.

Select an appropriate "role" for the user by accessing the drop-down list of choices.

A user's role defines ability to access sections and functions of the application.  Four roles are defined for the application:

1.        Administrator

2.        Center Manager

3.        Administrative Assistant

4.        Read Only

Administrator

An administrator is not restricted from any activity.

Center Manager

The center manager is restricted from performing database administration activities but can perform all other functions.

Administrative Assistant

The administrative assistant is restricted from performing database administration tasks, transmission of data and the setup of marketing plans.

Read Only

A user with a 'read only' role is unable to modify any data and is restricted from observing any setup and data transmission information.

Notes: User and password information is unique to the database. If there is more than one database being utilized, a user may have access to one database and not the other, according to the security controls implemented by the Administrator.

If a user loses their password, the Administrator can not retrieve it, but can reset the password to a new password.

Set Up Options

Click Setup à Options

General

General information about your system is defaulted in this screen, there should be nothing to change.

Data Entry

The options in the Data Entry tab allow you to minimize manual data entry, as well as data entry errors, while entering people information later.

Zip Code lookup

This box should be checked if you would like to later establish a table of valid zip/postal codes and city/state combinations. During data entry, this option allows you to type a zip/postal code, and have the city/state names populate automatically.

Default City

Optional to minimize data entry

Default State

Optional to minimize data entry

Default Country

If most/all people in the database are from the same country, it is typed here to minimize data entry with every record added.

Default Area Code

If most/all people have telephone numbers with the same area code, it is typed here. During data entry, only the 7-digit telephone number would need to be entered, and the area code would automatically populate.

Letters

Type in all the return address information of the bowling center for printing on marketing materials. Include bowling center name, address, telephone number, email address, and website address.

The user may choose to check the "Invalid addresses" box to skip invalid addresses when generating letters or labels.

Dialing

If BowlerTRAC is used to dial a phone number you can adapt it to your location. Set the dialing rules that fit your installation.

Enter your local area code. If a number is needed for outside calls add it to the local calls rule. If a number is needed for long distance calls add it to the long distance calls rule. If a suffix or password is needed for each user checks the box next to the user dialing suffix.

Note that a suffix should be provided for each user on the setup users and passwords screen.

In locations that must use long distance calling to access some exchanges, add the exchanges to the list. This will enable Bowler TRAC to call these numbers with the correct dialing rules.