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New Features Release September 2016

The PerfectMind development team has been hard at work to bring you features to help attract new members, connect your community and keep your business running efficiently.The features below will have rolled out to everyone by Wednesday, September 7th.

Webinar Recording


We're proud to release this new feature you won't find in a competing application – you can now create a booking series with a custom repeat pattern. Imagine being able to select independent booking dates to create a booking series, and being able to modify and add any date within a recurring series without breaking the repeat pattern. These customizable repeat patterns can be set for up to a year, and the system will alert your staff when there are conflicts for any of the dates in your series.

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Events can now be broken down by family members on receipts. If the receipt includes event items, the attendees associated with the course will now appear on the receipt below their associated event. With a big family, it can be hard for parents to keep track of which family members are taking which courses. Dad now knows Amanda signed up for spin class and Ashley will be going to hot yoga.

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When searching for contacts, you may or may not want former students to appear in the search results. Under General Settings, enable or disable the system from displaying former members in search results.

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"Thank you for shopping with us" gets old after a while: customize the text in the email body sent to your customers after they make a purchase in your e-store. Being able to customize the email template means that you can ensure that even your email messages are consistent with your business branding. For multi-location gyms or studios, each location can have its own customized message.

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Your instructors are currently being paid a percentage of course revenue based on actual fees paid by your members. Now, you can generate payment reports and pay your instructors based on custom revenue calculations, such as your members paying the lowest possible fee.

Let's say your dance studio offers discounts for members who are within a certain residential zone. With a multi-tiered pricing structure, some members pay a higher fee than others, but you wish to pay your instructors a flat fee for each class. With this new feature, your staff payment reports can be based on revenue calculations where each of your members paid the lowest fee, such as a residential fee.

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Access all of the calendar functionality that was on the browser version of PerfectMind, as a Smart Client user. Whether or not your staff is logging into the system from a web browser or the PerfectMind application, they can create detailed custom reports on events and activities using Calendar Event.

Questionnaires are useful for collecting information about your members and grouping them based on their responses. This new report lets you set filters based on the type of question asked, and the responses to the questions. This can be particularly useful when asking your members questions about demographics or course preferences, and using their responses to help you better tailor your marketing efforts or membership packages.

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New Enterprise-Only

You spoke, and we listened. Your feedback has helped us revamp and streamline the way your staff makes facility bookings. With the array of new additions and improvements to Advanced Reservation, booking facilities will be a much more efficient process for you and your staff.

View facility schedules in two ways: Availability View and Timeline View. In Availability View, immediately identify the availability of your facilities, through the new colour-coded time blocks. When in Timeline View, all existing events such as bookings, appointments, courses and facility reservations can be seen at a glance. Various search filters can be applied when browsing by Facility Name or Contract ID.

Advanced Reservation also takes dependent facilities into account – if your main gym is broken down into Court A and Court B, PerfectMind will take into account the availability of the entire main gym if a reservation for Court A is requested. If any of your reservation conflicts with existing events, the Conflict Manager window will ask you to resolve the issues. You can even select and book multiple facilities at once and apply repeat patterns – all from the same window. We can't wait for you to check out all the major improvements we've made to this feature, so take a look for yourself!

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There may be specific courses you want your members to be able to view online, but do not want to allow online registration for. There is now an Enable and Disable function for the new Online Registration toggle, which allows courses to be posted online without letting your customers register for them.

When Online Registration is disabled, change the Book button to a customizable message, such as 'To register for this course, please call us'.

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Similar to Add a Fee, you can Add an Extra when setting up facility bookings, so you can default extras to facility bookings instead of adding them to events or services. Say you offer rental chairs and tables with certain room bookings, you can add those extras to those specific facilities only. Once those extras are set up for the facility, the extras are copied and carried over to current and future event bookings for the facility.

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Need to audit event information? Export all details associated with calendar events: GL accounts, time, category, instructors, location, taxes, fees... you name it! Export the event report in PDF format, or customize your report further by exporting as a CSV document, and keep only the information you need for your auditing purposes.

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Specify a cost center for GL accounts; simply add the name and number of the cost center and it will be added to the GL account specified.

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Small mistakes in accounting can amount to inaccurate revenue calculations over time. Your staff may have forgotten to assign products, memberships, equipment and events to GL accounts, which can leave your books a mess. Now, it will be mandatory for your staff to assign a GL account for all records, so you will no longer have unassigned records that result in under-reported revenue. There is an option to generate a report of all records with missing or incorrect GL accounts, enabling you to fix such oversights with ease.

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Previously for events with multiple booking slots, the Duration Picker would show time intervals, with the displayed end time dependent on the amount of time selected in the duration picker. A Daily Fee was required for the Customize option to show. Now, the Customize option will show in the Duration Picker regardless if there is a Daily Fee or not. When Customize is selected from the Duration Picker, the previous dropdown menu with time blocks is now replaced by boxes allowing you to select the length of time in Hours and Minutes, giving you more flexibility to book events for the length of time you desire.

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We've fixed the bug with facility usage reports so that changes in session-specific fees are now supported in reports for the entire series.


For our Enterprise users, we've added a location search field in Calendar. PerfectMind also now remembers the locations you selected during your last login, so that you can pick up right where you left off from your last session without having to re-select previous display options.

You can now email calendar schedules to your members as a PDF attachment. The schedule will be sent to the primary email address associated with the account.

When requesting a digital signature, the body of the digital signature request email is customizable for Send to Sign under Website Setting.

Previous filter selections you applied to reports are now retained in PerfectMind. Quickly create similar reports without reapplying the filters each time.

When reviewing facility booking reports, total fees are now displayed as a sum of facility fees and extra fees. So as an Enterprise user, you have a more accurate picture of the revenue generated from your facility.

Previously, Enterprise users could only use GL Accounts from facilities if the facility fee was also used. Now, you can assign a GL Account from a facility or service, regardless of which facility fee was used.

Location changes for system GL Accounts have been disabled to avoid human error. Once an Enterprise administrator has set a location for the system GL Account, the location is locked and can no longer be modified.


PerfectMind is an industry-leading member management and facility booking software provider. Its robust Platform as a Service (PaaS) serves organizations of all sizes in parks & recreation, health & wellness, fitness, and education sectors. With over 5,000 customers in 21 countries, PerfectMind streamlines business processes so organizations can focus on supporting and growing their communities.

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