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AS Club is the
software solution that covers all aspects of managing clubs and other small to
mid-size membership organizations.
AS Club is a mature application: first released in 2005, it was developed in
close cooperation with a yacht club whose membership at the time held around
1000 members. It supports the typical club-specific accounting procedures, such
as charging member accounts with membership fees through an automated billing
cycle with monthly 'granularity'. An almost identical process takes care of
charges for additional facilities that the club may offer.
In addition to regular, long-term memberships, the administration of visitors
and guests of the club is covered too. With a billing cycle reduced to one day,
the solution is a fully integrated 'Visitor-account' that offers daily billing
in addition to the features of regular member accounts.
Tasks outside of billing cycles, such as ad hoc debiting, crediting, and adjustment of
accounts are well supported.
AS Club automates the capture of EFT payments from imported, electronic
bank statements, downloaded from the club bank's website in
Microsoft Money format , thus saving time and eliminating a possible source of human error.
AS Club offers a
additional feature set, such as the printing and re-printing of barcoded member
ID cards on paper or PVC blanks, and their optical recognition by way of a standard webcam.
Communication features such as email and SMS are integrated with the database
for easy dispatch of personalized messages. AS Club can even host the club's
website - on the club computer, thus allowing members to make on-line account
enquiries and send instant messages to the operator, from anywhere in the world.
The AS Club design puts particular emphasis on data security to protect
the privacy of your members: an automated backup service runs in the background
to upload the member
database daily to the Austrosoft web server; all data is encrypted for
transmission and storage to protect
private member information from falling into the wrong hands. Multiple users
within a club can connect to the same AS Club installation; an easy to use
Synchronize feature keeps local and online backup databases in sync.
Users may install AS Club
on multiple internet-connected computers, all accessing the same database, without
incurring any extra cost. The additional client-computers can easily be configured for privileged
access by means of a password which authorizes the uploading, i.e. the creating
and editing, of information. By contrast, regular, non-privileged access grants
only the retrieval
(or viewing) of online database information.
A summary of the main program features:
automated debiting of member
accounts with a billing cycle switchable between 12/6/3/1 months
payment intervals and between membership categories, in both cases with full compensation
at the opening of a member account, the
activation of each billing cycle can be deferred to a future date; AS Club works
out daily rates for the intervening period and offers to charge them in advance,
for immediate settlement
short-term members, i.e. visitors and guests, are
assigned to a fully integrated Visitor category, with a billing cycle reduced to
transaction-oriented: a persistent
Undo-function lets you roll back erroneous transactions
member payments may be imported
from standard bank statements in Microsoft Money format
lump sum payments are broken up by AutoAllocate
and shared out among club sub-accounts according to
defaulting members are
recategorized as 'Defaulters' or (later) 'Inactive', for better monitoring, and
they are also removed from these categories once the reason for the
optional monthly interest charges
obey a user-determined grace period
the full complement of traditional
hardcopy output is provided
the system offers phasing-in support
via a "Go Live" function
and SMS dispatch
on a suitable internet connection:
AS Club's integrated web server
can run the club website,
it responds to account enquiries
from members by sending out the latest statement of account,
and can receive messages from members
multiple users within a club can synchronize
their local database with an online mirror maintained by Austrosoft
club ID cards are automatically
reprinted before they expire, PVC card printers are supported
contain EAN13 optical barcodes; presenting an ID card to a connected web camera brings up
the relevant account on screen
an interactive "Guided Tour" of
the essential program features and a "Tutorial" make for a gentle
learning curve; an extensive context-sensitive help system is built-in
an attractive 'skinnable' GUI makes
AS Club visually identical on all versions of Windows, from XP to
10, suitable skins allow you to switch your screen between
daylight and low-light mode, depending on your workplace situation
always, there is more...
Club administrators who are looking beyond general purpose
accounting programs for a software solution tailor-made for the club
environment will appreciate AS Club as a welcome alternative option.
AS Club, Austrosoft proves
that a software product aimed at a niche market can look as attractive and perform as
the familiar industry-standard software applications. Since 2005, in an ongoing process of
development and fine tuning, we have turned the feedback from our users into steady improvements and new design ideas, resulting in a
software tool able to efficiently perform the daily administrative routine tasks of a club manager.
AS Club performs most of these
member accounts are debited at set intervals, timely payments are monitored and
defaulters placed "under observation". AS Club charges interest on overdue
accounts and automatically adjusts the accounts of members who switch
memberships types, payment options, and subscriptions to other services the club
Payment records can be imported from electronic bank statements obtained through
are credited in seconds and errors arising from manual data capture are avoided by
AS Club dispatches club documents and messages to groups of members or individuals through
email and SMS (while still supporting traditional print output). As a case in point, one mouse-click suffices to send off
a 'statement of account' to all or
selected members via email. If documents are to be mailed the traditional way, AS Club will also print the envelopes. Another instance would be a reminder to
all members in arrears: it
only takes a few mouse-clicks to send out a personalized
SMS to the cell phones of all members concerned.
Personalized invitations to club functions can be
dispatched just as easily via email or SMS, utilizing
editable templates for speedy message selection.
a suitable internet connection, AS Club
can act as
web server that hosts the club website
locally on the club computer, in fact turning it into a web site. When acting as
web server, it allows members to view their accounts from anywhere in the world
as well as to send messages to the club manager. An example would be a member viewing her latest statement of account
and querying it by dispatching an instant message to which the AS Club
operator is alerted through a pop-up window (showing the member's photograph
Additional web server features such as online polls and online voting are
currently under review.
The web server with live database access comes
build-in and is pre-configured, it works right 'out of the box' and requires no
configuration or special know-how.
Note: as a general rule, web servers need to have a valid
internet address, either
statically or dynamically allocated.
Computers connected through WiFi 'hotspots' and similar subnets (i.e. clients on LAN's, WAN's, connected through proxies,
or have incoming calls blocked by firewalls) cannot normally be reached from the
can therefore not act as web servers. AS Club tries to determine the type of
connection and informs of its suitability.
Whether your membership numbers are in the dozens or in the thousands,
AS Club will handle the financial matters. There is no risk or
effort involved in downloading AS Club from
the Austrosoft web site and trying it out for yourself - you have up to 2 months
before (possibly free) online registration is required.
After launching AS Club you have access to
(1) the Guided Tour, a program walk-through introducing AS Club
(2) an illustrated step-by-step Tutorial that demonstrates the
most frequently used program functions,
(3) a context-sensitive, detailed help system and reference guide
that can be called up via the F1 function key.
AS Club can be tried for up to two months with no obligation.
Please feel free to email us for assistance
should you encounter any problems (but note also that your questions may have
already been answered
on the FAQ page).
The generous AS Club license makes extending the included one-year maintenance
optional. You decide whether to extend the support and maintenance contract after the first year as
'insurance policy' or continue without assistance in which case you can
go on using the program free of charge and without further restrictions under a license that will
only expire on Dec..31,.2099.
The savings in printing and mailing expenses, achieved through the
electronic distribution of statements, tax invoices, and other documents, as
well as the use of SMS, will easily
offset the cost of the optional AS Club maintenance contract. As an example, the
Mossel Bay Yacht and Boat Club (MBYBC) has found the electronic distribution of club
documents so economical and convenient that it has decided to make it standard practice by
writing it into the club constitution. The new web server feature makes
'outsourcing' your website to third parties unnecessary, again resulting in
cost savings and a site that can
be maintained with tools you already know (e.g. MS Word, and many other programs that
can create files in HTML-format).
Tighter control of
defaulters and the means to easily reach them via email and SMS improve the
club's cash flow. In many cases savings will be even larger, taking into
total expenditure on consumables, stationery, postage, and work hours. AS Club can do away
with 'snail-mail', as
practically every club member can nowadays be reached through email and
SMS. Of course, AS Club can also produce attractive hardcopy instead of,
or in addition to, electronic documents.
Convenience features, such as the automated production of
ID-cards, optionally on PVC card printers, add to the utility of the program. Thanks to the built-in web
camera support, you can snap a member's photograph on-site and immediately print an
ID card, or alternatively attach a portrait scanned-in from a
You don't have to be a computer expert to operate AS Club as the learning curve
is rather gentle: an interactive 'Guided Tour' and an in-depth tutorial introduces you to the software in no
time at all. The necessary
'house-keeping' functions, such as month-end processing, or
backup/restore are easily performed one-click operations.
AS Club is a completely autonomous, native Microsoft Windows application that is fully
functional without internet access. However, if available, the internet enables useful additional features:
program output can be distributed electronically to members as
short, but urgent, text messages can be sent via SMS
member payments can be imported in seconds from bank statements,
downloaded in Microsoft Money format
AS Club receives program updates automatically from the internet
a master copy of the AS Club database is
maintained on the Austrosoft web server and can be retrieved with
one mouse-click, should
the need arise
multiple users of the same database can synchronize their local
database with the master; at the same time,
member photographs used for ID card printing are synchronized
AS Club can run the club website on the local computer; this makes it
also possible for members to view their
latest statement of account on-line and send instant messages from their web browser to the AS Club
The AS Club Scheduler - Automating the Billing Cycle
One of the core functions of AS Club is debiting member accounts with
membership and service fees according to a predetermined schedule.
Set up individually for each member account it holds information about the
services a member has signed up for as well as their individual
start dates, end dates, and payment intervals. With a few clicks of the
mouse you can schedule multiple
debits to be posted annually, biannually, quarterly, or monthly,
in any combination. Non-authorized payment intervals may be
disabled beforehand so as to avoid operator errors later
on (e.g. only annual charges allowed on the ID Card Renewal account).
The picture shows a portion of the scheduler control panel.
Turning services on or off, setting dates and payment intervals
is accomplished in seconds. If modifying a service should result in an
over- or undercharge, AS Club will post the correct adjustment
automatically. This holds also for changes that are sceduled up to a year in
advance, a necessary adjustment will be posted when the qualifying date
arrives. Adjustments are accumulated for each sub-account
and remain separate from debits and credits so as to be easily
identifiable on reports.
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All on one page: editing member
particulars, attaching photographs, adding club facilities, managing the billing cycle
Monthly interest on overdue accounts is optional and will be
charged observing a user-determined grace period.
Memberships, facilities and payment schemes can be added,
edited or deleted with monthly effect. Thorough
plausibility checks and the validation of critical user
actions assure the consistency of the database.
Keyboard input is generally reduced to a minimum, but if
necessary, strict validation of the input data reduces the
risk of human error. A degree of decision-taking based on a
set of rules is built into AS Club to simplify the maintenance of accounts. For
instance, each chargeable service or facility on offer is
represented as a club sub-account. When a payment is posted,
it is automatically shared out among sub-accounts requiring
settlement. As a consequence, the
club sub-account balances are at all times up-to-date and
can be easily monitored. This feature is also a prerequisite
for the automated consolidation of club sub-accounts from
electronic bank statements.
The functional graphical user interface is easy to work
with and helps to get around in the program with a minimum of clicks, thus
reducing the time spent navigating.
Towards full automation: posting credits
is rarely necessary if electronic bank statements are imported in MS money format (ofc/ofx files)
AS Club monitors member activity and timely payments: once
user-determinable time thresholds are exceeded, it re-categorizes
non-paying and non-responding members as "Defaulters" and
A complementary function automatically reinstates members to their former
membership categories when payment has been received.
The system credits member payments to sub-accounts, one each
per membership category or facility, via the AutoAllocate feature: lump sum
payments are automatically broken up and shared out among
the relevant sub-accounts.
An "all-or-nothing"-type of settlement may be enforced should a service require
it. This means a sub-account will either be settled in full or not at all if
the payment is not sufficient. The insufficient amount remains as credit or is
used to settle other sub-accounts.
Partial settlements (AutoSplit) are
in most cases the preferred system behaviour and are
enabled by default.
Adding, editing, and deleting
Memberships are not static - in
fact, changes may occur quite
frequently. They may be caused by
adjustments to the club's fee structure, the status and personal
details of members, or the modalities of payment. New services or
facilities may be introduced, others may be discontinued, and so
AS Club does not only adapt to such changes easily, but will also
check them for legitimacy wherever possible. For instance, it will
not allow the deletion of a membership category as long as any
user belongs to it, or the cancellation of payment intervals while
they are still being utilized; these rules apply to all
Over 400 detailed messages keep the user informed or warn of
Another attractive program feature is the handling of member ID
cards. The application provides dozens of attractive "themes" which can be
picked from a grid of thumbnail images and customized using the built-in
graphical editor (picture left).
ID card 'theme' thumbnails and editor
Printing ID cards in bulk
AS Club prints ID cards in high quality, complete with colour photograph and an
optical barcode that can be read by an attached web camera. AS Club uses the
encoded account number to look up the account and display it on screen in a
fraction of a second.
Photographs complement the
ID cards, they can
be acquired from files, a flatbed scanner, or through a live web cam
feed integrated into AS Club.
The cards are semi-automatically reprinted before their period of validity
expires (right-hand picture).
AS Club can also send out payment reminders, invitations,
or other short messages of up to 160 characters in SMS text
format to member's cell phones. An easy to use
integrated message editor allows the user to set up
customized messages, assembled before dispatch from static
text and variable database information, such as account
number, member name, account balance, and so on. Messages
can be sent out to all members, to some or all members of a
membership category, or to individual members.
AS Club produces statements of account as required, for any relevant time period, reflecting the month-end
or to-date balance.
They can be dispatched via email through the integrated SMTP module or printed on plain paper, A4 or A5, either in
black & white or with a touch of colour.
statement of account
The statement of account
printed in A4 format
The most common Statement format can be produced by simply
clicking "Print". On the other hand, a number of filter options allow you to
shape output to your exact needs.
For speedy and economical mail delivery, dispatching statements directly to
the email accounts of club members through the integral email dispatcher will
in most cases be given preference.
The same email system can be utilized to send out other club documents, from
a monthly newsletter to electronic birthday greetings.
Attention to detail: cash
receipts show the amount numerically
AS Club is easily mastered
On launching AS Club for the first time, a "Guided Tour" offers to introduce
you to the
most important program
features. This is followed up by a "Tutorial" which is part of the help-system and demonstrates
the commonly used functions step-by-step. Detailed, context-sensitive help is
available at all times and can be invoked by pressing the F1
AS Club can be tried free of charge for up to two months
(the month of installation, plus one).
The installation is simple thanks to an automated setup:
downloading the application from the
the AS Club setup-icon on your desktop, double-clicking it
installs the application.
AS Club can run on any version of the Windows operating
system beginning with Windows XP and is compatible with all x86 and x64
Once set up, an AS Club installation keeps itself up-to-date as program
upgrades are automatically downloaded and installed. You only need an internet connection to be always running
the latest version of AS Club.
For more information see also the FAQ page, or simply
contact us by email or phone