General Functions

Staff & Administration

What it does

General Functions is the toolbox of shared, system-wide features that the rest of Memvera relies on: standardised note, complaint and task templates; the staff task dashboard with SLAs and escalations; reason-code management; global UI alerts; the bilingual communication manager (SMS / email / WhatsApp / push) with a full message log; the exercises library and challenges engine; and the lost-property register. These are the building blocks that keep day-to-day operations consistent and auditable across every club.

Key concepts

• Templates — reusable, categorised templates for notes, complaints, and staff activities (e.g. "Welcome Call", "Facility Tour") so entries are consistent and searchable.
• Staff task dashboard — a personal To-Do / In-Progress / Done board, auto-sorted by due date and priority, with reassignment when someone is off.
• Event-triggered tasks — rules that auto-create tasks from events (e.g. "contract expiring in 30 days" → renewal call).
• SLA & escalation — time-to-resolve limits that highlight and escalate overdue items.
• Reason codes — a managed list of reasons mapped to each process (freeze, cancel, refund…), never hard-deleted, so they can't be reused across the wrong process.
• Global UI alerts — colour-coded, rule-based warnings on staff screens (e.g. "Minor Member", "Pending Debt").
• Communication manager — bilingual (Arabic/English, RTL) templates to bulk-send SMS, email, WhatsApp, or push to selected members, with an immutable message log.
• Exercises library & challenges — a catalogue of exercises (with video) and a rule-based challenge engine that auto-grants rewards on completion.
• Lost-property register — found items logged with photo and location, with an automatic 30-day disposal cycle.

Main tasks

Manage templates and reason codes

1. Open the relevant config area — Notes, Complaints, Activities, or Reason codes.
2. Create a template or code, assign it to a category or process, and set defaults (priority, SLA, required fields).
3. Save. Staff now pick from these standardised options instead of typing free text.

Send a bulk communication

1. Open the Communication Manager and choose a template, or write a new message in both Arabic and English.
2. Select the members or prospects to reach — use filters to target the right segment.
3. Pick the channel(s): SMS, email, WhatsApp, or push, then send.
4. Every message is recorded in the immutable log and appears on each member's 360° profile.

Work the task dashboard and SLAs

1. Open your task dashboard to see assigned activities sorted by due date and priority.
2. Move tasks through To-Do → In-Progress → Done; managers can reassign tasks when staff are off.
3. Items that breach their SLA are highlighted and escalated automatically so nothing is missed.

Tips

INFO

Reason codes are process-specific and never hard-deleted — a freeze reason can't be used for a POS refund. This protects your financial and audit history.

TIP

Build out your note, complaint, and activity templates early. Consistent, categorised entries make the member 360° timeline and reporting far more useful.

Related modules

Member Management · Marketing Automation · Employees · System Users & Roles