Answers to questions concerning everyday use of KeepTrack
These emails are sent as HTML mails in your branding. To use these you need a VIP email subscription; see below.
Under 'Reports' 'Messages' you will find the cards to send different emails.
Please find more information on the respective card.
Please note that this is an opt-in service. Just contact Support to let us know you want in.
We invoice up front and automatically adjust use the following month.
Costs to initiate the service
Email tiers invoiced per month in advance (see below for currency adjusted pricing)
Pricing (approximate, your company location, per 2025-06)
Contact us if you plan to send over 20.000 emails per month
When you are in need of numbers for things like turn-over and periodization, you primarily use the Dashboard reports under 'Finance'
Here we show you how to find turnover and periodization amounts: "At the end of the financial year, periodization needs to be made so that income ends up in periods in which they have been earned".
Note: Your accountant knows if and how to use this method.
The marked row gives you a total amount of 500 in this example. Real data will most likely give you many rows to add up.
If this feels complicated, we recommend that you pull the reports and then give these and this description to your accountant.
Also note that if you pull this data very late 'this year', or even the year(s) after 'this year', you will need to also take payments from previous years into consideration. In the above example: You will now most likely have payments from both 2022 (early payments) and 2024 (late payments) for activities during 2023.
When your customers pay online via your QuickPay account there will inevitably be rejected payments for you to handle manually. These payments are already registered in KeepTrack as we received a confirmation from QuickPay at the time of registration, but the acquirer/the bank can still reject the payment in arrears - Up to 6 months later.
You have to handle these rejections manually, but there should only be between 1-6% rejected of your total payments (data from one of our customers backed up by our own data).
You will find this interactive tool on the front page of your Dashboard as seen here.
When you hover the button you get a status message on the last rejection: Today, yesterday or before yesterday. Before yesterday is indicated by a black icon.
If the last rejected payment was yesterday or today you will get a visual indication. (Please note that this updates on every load of the frontpage, which should be sufficient. Ie if you have the page open it will not update, but if you switch to one of the tools or reports and go back - by clicking on the upper left KeepTrack logo - the data will refresh.)
Latest rejection today indicated by a red icon
Latest rejection yesterday indicated by an orange icon
This should ease your handling of these rejections as you do not need to open the tool until there is a new rejection. And you do not need to open your QuickPay account at all for this.
When you open the tool you will see something like this
The top row is the latest payment
Where indicated by the orange box there will be a link directly to the payer in question in your super-user account. As this is a new feature we have not been able to show it yet. There should soon be information available on this specific topic.
For several reasons
You will find the 'Send messages' tool in your Dashboard as a trusted or admin user. This tool is very powerful for sending important messages to your customers.
Note that you can simply start typing and search for the relevant facility or instructor.
With a staff account, or higher, you can quickly and easily send SMS to external numbers and to your instructors via the Dashboard Reports under 'Messages'.
When you send from the 'Send Quick SMS' tool under reports please be aware that you need to add/adjust the country code. This is done so you can text individuals outside of your own region. You can text these country codes: 33(FR), 34(ES), 44(GB), 45(DK), 46(SE), 47(NO), 49(DE).
Please note that we include a limited number of SMS in the standard service. If you want an unlimited account we can facilitate that at a very competitive price.
We invoice in arrears at roughly €0.070 per SMS (please contact us for the exact price in your national network and to order an unlimited account).
Standard service
Unlimited account
Pricing (your company location, per 2025-01)
Contact us if you plan to send over 10.000 SMS per month
When you are on a paid unlimited account you further get templates to ease your writing, and scheduling in order to prepare your important messages ahead of time.
For the sake of your customers, scheduled messages are sent between 08:00 and 20:00 according to your individual scheduling.
When you save your templates you simply enter the desired text in the 'Your message' field and click 'NEW TEMPLATE FROM MESSAGE...'.
Simply click one of the template buttons and the text is inserted into the 'Your message' field.
Choose the date and time as indicated above. You can schedule messages 60 days into the future. If you leave the schedule field blank, messages are sent immediately.
When you only know the invoice or registration number you can search for the invoice via the 'Find Invoice' report under Finance in the Dashboard.
Please note that this invoice will always be in English. Send the invoice to customers via the usual channels in order to present the invoice in your local language.
Please note that if you have the OCR code it is easier to search for the person directly by the person ID which is part of the OCR.
Makeups can either be setup to use canceled slots on regular activities or it can be setup to use dedicated makeup activities that are not open for registrations. This FAQ describes the latter.
If you want more than one level, or split by different age, you will need one group for each level. Set the desired limits as you usually do.
The first important point here is that the 'Max participants' sets the maximum allowed makeup registrations on the activity.
The most important point is that you do not open this for online registrations. So do not set the 'Website End' date. Set 'Timetable' in order to show the activity on your timetables and let participants with illegible makeups register.
This activity will then only be bookable by illegible makeup participants according to the group settings.
The group shown on the left hand side above is the regular group (the 'From' group), with ordinary registrations, where you do not want participants to sign up for makeups on canceled slots. Instead you only want makeups to sign up on one or more dedicated make up activities under the group as shown to the right (the 'To' group).
Set the 'From' group:
Set the 'To' group (the dedicated makeup group):
Choose the dedicated makeup group for the activities and set the 'Max participants' to decide how many makeups can sign up.
If you have setup everything correctly the activities are now ready in your online booking for illegible participants to sign up for makeups.
These activities will also be available on your timetables and in your Star Tracker.
Please note that technically your administrators can register ordinary participants on these activites.
We strongly advise against this as you will destroy the automation and eventually over-book the activity!
A help to avoid this can be to name the activities in the same way as the group shown above is named; 'Make-up Goldfish' and so forth.
In some cases you will experience that the user is not automatically signed up for the upcoming activity/activities.
Participants booking a perpetual activity are now automatically signed up for all existing, consecutive activities
If your schedule of monthly perpetual activities is already registered (no matter if it is published or not) for say March, April, and May and a participant books (via your admin or via the online booking) a slot on a March activity, he or she will automatically be signed up for the April and May activity as well.
All the consecutive registrations will be in separate invoices and will not be sent out automatically. These invoices have to be sent by your admin.
The invoices of the consecutive/upcoming activities will have a due date of the first of the month where the activity starts. Ie if the customer signs up for a March activity and is automatically signed up for the April and May activities, the April invoice will have a due date of first of April and the May invoice a due date of first of May.
This feature has to be turned on by contacting Support.
Technically your setting 'AUTO_REG_FUTURE_PERPETUAL_COURSE' must be set to 'true'.
Go to 'Email Invoice', choose 'Reg. Method: Perpetual', set the desired 'Due Date' period and you will have a list of relevant, future invoices to send.
If your perpetual period is monthly you should do this on a monthly basis according to your payment terms for customers.
Please note that if a customer cancels a registration your admin will have to manually cancel all consecutive/upcoming registrations.
Quite often you need to change instructor on one or more lessons. For instance when there is sickness or other daily tasks to handle.
On the front page, after login, Admin, Trust, and HR users will find the following area for different apps to make changes to your database. Here the 'Instructor Handling' app is shown.
After you click the button you get the first view where you choose what to see in the schedule
Fill in at least date and then facility or instructor
Note that you can simply start typing and search for the relevant facility or instructor. You can further choose by your keyboard.
This brings up the weekly schedule for the period and facility you chose. You probably have to scroll down to see everything.
For every lesson, and in the corresponding tooltip, you have the following information:
At the bottom of the schedule you have easy access to an overview of the corresponding instructor type numbers and names.
To start editing you simply click on the lessons you want to edit which turn red when you choose them.
Once you start choosing lessons you get access to the edit options. You can add an instructor, change the instructor type or delete an instructor from all the chosen lessons simultaneously.
Choose the appropriate information, click the button and the schedule will immediately refresh and show the updated schedule including your changes.
Please note that nothing changes untill you click on one of the active buttons. Buttons only become active when you fill in the mandatory information.
Find the user with the email (the payer) and click on one of the 'Pay' buttons on a registration row (any of the buttons will do)
You are now logged in to the customers online account. Click on 'Menu' and choose 'Persons'
Click on 'Edit' for the Payer
Fill in the new password, approve the data policy and click 'Save'
The password has now been updated.
Inform the customer of the new password by email, SMS or phone.
To get your invoice in PDF simply click the blue print button as marked above.
If it is not already set choose 'Save as PDF' and alternatively mark 'Background graphics' as marked above.
Finally click 'Save' and open or send the PDF invoice.
Please note that you can of course use your computers keyboard shortcut (Ctrl+p or Cmd+P) or print function but we highly recommend using the blue print button as the result will be marginally better here.
Mobile devices: If you want to save the invoice as PDF on your mobile device you can still use the blue print button if you rotate the device to landscape mode.
You need a special account for this. Please contact your administrator to get an account. Accounts use the same rights as super-users.
You login at https://keeptrack.dk/db
Go to the dashboard report overview page by clicking 'Reports'
Click on the section you want to use (accessible reports depend on your user rights) and pull the report you need.
Going forward all reports are found in the Dashboard. You will need a Dashboard account in order to access these.
The Dashboard also contains Key Figures and new tools for tasks like SMS and Discounts. Further it is constantly updated with new features.
Please go through your administrator to get a personal Dashboard account through KeepTrack Support.
When you have perpetual activated then activities running under perpetual groups will be blocked for switching the group.
This is in order to avoid mistakes where the group is switched on an activity which is running in a perpetual series.
If you know the implications, or the activity is new, then you can switch the group in the following way.
Tick 'Perpetual exclude' and update the page. This opens the group field
If you have a rolled over perpetual activity that needs to be switched to a different group it is better to make a new activity under the new group and delete the 'old' activity. Again this is in order to avoid confusion under the perpetual system.
You can go to 'Activity' 'Find' and change the group directly.
Go to
Find the activity you want to change.
In this example we will change the top lesson from 12.00-12.45 to 12.30-13.15.
Click into the fields, remove both weekdays and change the times accordingly.
Click outside the blue marking and you're done.
Continue with the rest of the lessons where applicable.
Please note that 'Perpetual exclude' is automatically set on lessons you change.
Sometimes you cannot change the 'Max participants' to a lower number even though there seems to be less participants on the activity at the time being. When you try to do it you get an error message about there being too many participants.
Example: There are 'Max participants = 5' on the activity and right now you only have 4 registered participants. Still you are not able to adjust to 'Max participants = 4.
This is because the max participants are calculated at any given time during the activity run time.
See below where you have 4 active registrations after 11/2 (Reg 1033, 1034, 1035 and 1036) but in the periods 28/1 (Reg 1030, 1031, 1032, 1033 and 1034) and 29/1-11/2 (Reg 1031, 1032, 1033, 1034 and 1035) you have 5 participants. Thus the 'Max participants' can never be set below 5.
Participant | Date 1 | Date 2 | Date 3 | Date 4 | Date 5 | Date 6 |
---|---|---|---|---|---|---|
1030 | 1/1 | 28/1 | ||||
1031 | 1/1 | - | - | 11/2 | ||
1032 | 1/1 | - | - | 11/2 | ||
1033 | 28/1 | - | - | - | 28/2 | |
1034 | 28/1 | - | - | - | 28/2 | |
1035 | 29/1 | - | - | 28/2 | ||
1036 | 12/2 | 28/2 | ||||
Total # | 3 | 5 | 5 | 5 | 4 | 4 |
Under
you'll find a column named 'Instructor Type'.
This is used for different things such as
Name | German | Spanish | Color | Included in Salary | Comment |
---|---|---|---|---|---|
Main | Kursleiter | Permanente | green | yes | The green markings indicate the instructor/schedule is planned |
Stand-in | Vertretung | Sustituto | none | yes | |
Sick | Krank | Enfermo | red | yes/no | Note: Germany salary, Spain no salary, US no salary, UK no salary |
Absent | Abwesen | Ausente | red | no | The red markings indicate the instructor is absent |
Trainee | Ausbildung | Aprendiz | none | no | |
Supervisor | Ausbilder | Consejeros | green | yes | |
Assistant | Assistent | Asistente | none | yes | |
Student | Student | Alumno | none | no | |
Stand-by | Stand-by | Standby | yellow | no | The yellow marking indicates the instructor is on duty but not present |
VAB | VAB | VAB | red | yes | Sweden |
Office | Office | Office | green | yes | |
Vacation+ | Vacation+ | Vacation+ | red | yes | |
Vacation | Vacation | Vacation | red | no | |
Inspiration | Inspiration | Inspiration | none | no | |
Stand-in-sick | Stand-in-sick | Stand-in-sick | none | yes | Stand-in for a sick colleague |
Stand-in-off | Stand-in-off | Stand-in-off | none | yes | Stand-in for a colleague on leave |
On-deck | On-deck | On-deck | green | yes | |
Absent-approved | Absent-approved | Absent-approved | red | no | |
Absent-not-approved | Absent-not-approved | Absent-not-approved | red | no | |
Hospitant | Hospitant | Hospitant | none | no | Germany |
PT | PT | PT | green | yes | |
KK | Kind-krank | red | yes | Germany |
People with a Gravatar account will automatically expose their profile picture in the person view (only "G-rated" pictures are shown).
Only the owner of the Gravatar account can edit or change these pictures.
You can register your own account, or accounts for your staff, for free via https://gravatar.com
Having on-going classes where the participants are registered until they actively opt-out is probably the easiest and most lucrative form of running your terms. Especially when combined with recurring payments. Do note though that this often forces you to run monthly terms which makes it possible for participants to opt-out with a months notice (as opposed to up-front payment for quarterly or bi-quarterly terms) and you might also end up increasing your administration.
When the time comes to start planning for the next term there will be multiple ways of handling it. Here we describe the method that gives you the by far best retention rate: Proactive offer for all current participants
Evaluate and register all participants' level for the next term via Star Tracker. You will primarily use the buttons *1* *2* og *3* but you can enhance the control and information by also using qualifications. (See separate FAQ for the use of the Star Tracker.)
Pull the report 'Promotions group/activity' for individual facilities to overview of the need for number of activities at the different levels/groups. This report can also show the entire company if you for some reason should want that.
In this report you find the sum of marked digits for the groups: Totalt number of participants in all the groups activities = 113, 70 move up to next level, 43 stay at the current level and 0 end their registration.
Note that if the numbers at 1, 2 and 3 doesn't add up to the total then certain participants level needs to be registered. In the example we have 70+43+0=113 so all participants are registered.
Under the activity-group you'll find information for every activity.
Pull the report 'Promotions group/activity/participants' to run through or overview the situation for all participants.
In the top marking in the image you'll find the same information as the group in the previous example. In the same way you find information (underlined) for all activities.
The different is that in this report you'll find all individual participants with exact information on who's on which level. You use this individual information when you register the correct activity for the next term.
It is important that you under 'Admin' 'Closing days' register all Holidays and other closed days for your business/facility before the schedule for the next term is registered. This will save you a lot of time and error correction.
Register the exact schedule for the coming term.
Adjust the schedule for errors and changes
Go through all activities/participants levels from bullet point 2 and copy all participants to the new term via 'Activity' 'Registration' 'Copy Cust' where you can batch copy participants from each activity.
Go through everything for errors and corrections
Send all invoices via 'Admin' 'E-Invoice'
Note that you might have to give customers the option of passive opt-out to stay within the scope of consumer rules in several (European) countries.
When you have sent invoices you will experience participants who haven't paid by the due date. You can then send a polite and descriptive reminder for the unpaid invoices and when this second due date passes you un-register the unpaid registrations.
A tip for enhanced win-back is to collect (register on waitlist) all these un-registered people in a separate activity and then send service mails about the un-enrollment and how they can re-enroll in your program.
Use the report 'Exports' 'Persons Data' (please note that you can also utilize 'Export Customers Without Registrations'.
Choose what to include and download the file.
Please note that the file uses semicolon (;) as separator.
You can now either import the file directly in an external program or open and edit in MS Excel.
If you want to assist a customer in cancelling a lesson, registering a makeup lesson or any other task just follow this procedure
That's it!
There is a lot of data available to assist you in your company's strategic development
Apart from that we recommend this book on Amazon
(Please note that not all features are necessarily available)
Make sure 'Timetable' is set on all activities
Go to https://[YourDatabase].app.keeptrack.dk/admin/login
Login with your company PIN code (or with your personal login if you have been given access)
Choose the facility you are at
Optional - Choose a specific area
Optional - Choose a specific instructor
Please see separate FAQ for the Front-Desk version
The 'Previous' and 'Next' buttons bring you to the previous or next activity
The 'Load more' button loads one additional activity in addition to that/those already on the screen. Just click multiple times to see many activities simultaneously
Background color indicates status. Red: Lesson in the past. Yellow: Ongoing lesson. Blue: Lesson in the future
Activity number
Lesson time
Activity name
Instructor(s)
Area
Area color
Participant name
Participant age
Participant indicators under the name:
Attendance history (past 0-10 lessons)
Active attendance for present lesson:
Qualifications:
Comments from the registration comment field
Blue buttons:
See the participant, the payer and contact full names and phone numbers
Mark or un-mark qualifications
Read additional internal information on marked qualifications
Write comments
For additional usability you could choose a touchscreen monitor.
All activities with 'Timetable' checked will be visible
This information is shown
To show a different facility please go to the menu, choose 'Attendance' and start over
In order to terminate a participants registration at the end of the current term you can use the Star Tracker. For details or custom settings please use the super user interface.
Click the 'Edit' icon on the participant to see the edit window.
Click on *3* in order to end the registration. This will set the participants 'end registration date' on the current registration.
After updating the view you will see the icon indicating that participant has end registration date set (registration terminated at end of term). Touch/hover icon to see exact date
Next time you open the participants edit window all three buttons are disabled. Alter this via the super user interface if reopening is needed.
'My Plan' gives you fast communication and less errors as staff and instructors can easily see a live and detailed overview of their work-day on their smart-phone.
When a user is logged into your online booking and goes to 'My bookings' in the menu they can see the following information. This saves your customer service a lot of time when users can self service.
Waitng-lists can be un-registered by clicking the relevant name button
When there is outstanding balance and your company is using the credit card function the trailing text will say 'Invoice (Pay)' and the customer can, by clicking the link, pay the outstanding amount directly in her account
By checking 'Activity' 'Timetable' in your super-user control panel
and the course end date must not be passed
Eg. if the user has registered but 'Timetable' is not checked or the course has ended the user cannot see this registration.
Per default the users qualifications are visible to the end user through 'My Bookings' in the Online Booking. But you might not want to expose all of the qualifications to your end users and you can easily handle this through 'Admin' 'Qualifications'
Please note the different settings
It is very easy for your customers to handle one or more credit cards directly in their online account via the menu 'My Payment Options'
As a super-user you can handle the entire account for any person by clicking the 'Pay' button at any existing registration. Just choose in the menu. This includes taking payments, handling existing credit cards on file or adding new ones via 'My Payment Options'.
Overview of credit cards on file
Handle existing cards
Add a new credit card
You can send out an e-mail with a link directly to 'My Payment Optiions' https://[yourDatabase].app.keeptrack.dk/user/payment/options which sends the user to the login page and then directly to this page in order to enter a new credit card or handle existing ones.
It's very easy to take payments over the counter with the customers credit card on file directly from the super-user interface via the online booking app.
Find the person and registration you want the customer to pay and click on the 'Pay' button. This will send you to the online booking logged in to the customers account.
If the invoice has no outstanding balance you will be informed
You will be logged in as the owner of the invoice and with the outstanding balance
Choose the payment method, choose one of the credit cards on file or add a new one
Agree to the Terms Of Sale and click 'Confirm' and you're done (the confirmation is automatically sent to the customer)
As a super-user you can handle the entire account for any person by clicking the 'Pay' button. Just choose in the menu. This includes handling existing credit cards on file or adding new ones via 'My Payment Options'.
In your Star Tracker you find all birthdays listed directly on the participant up to a week before the actual date.
You'll find a list of birthdays via and
In the example below we have chosen all activities running in August and a list of participants (just tick 'Payers' 'Contacts' 'Instructors' if you want their birthdays as well). Open the downloaded Excel file and just extract the data you need.
Please note that you can of course only get birthdays on people you have registered their birth date on.
Via
you can send out invoices or reminders. Note that the online invoice automatically transforms into a reminder when the invoice is past due. This means the invoice and the reminder are essentially the same document and the same link.
$invoice_url$
into the body text. This is the customers link to the invoice when they receive your emailThe reminder/invoice due date will always be the due date set on the individual invoice. In order to change the due date you have to do this on the individual registration.
You have multiple options to see your total registrations but the fastest and best overview is found in your Dashboard.
Here you find the most important figures. If you need more details, try one of the reports.
Go to
and fill in at least the following as shown in the screendump
Sending Newsletters?
If you want to send newsletters or other marketing related emails and thus honor the recipients status of whether or not they have opted out of this (meaning that the person has unticked the 'Newsletter' box) you will have to mark the email as such before sending.
Note that you have to check the 'Newsletter' box before you click on 'Show recipients'!
You can register participants for individual lessons when you need trials or the like. Use the dedicated make-ups function for make-ups! Just do like this:
This sets the 'Start reg. time' and 'End reg. time' to the corresponding lesson time.
You can only register participants on individual lessons when the activity has free slots (on this lesson).
Furthermore be aware that individual lessons booked will block registrations for the entire activity until after the lesson is over.
Only trusted and admin users can change ended (red) activities!
Time-slots with areas are only necessary if you want to connect the corresponding facility to the waiting-list. Setting the lessons/time-slots to zero minutes (see example below) makes the lessons not show up online. Furthermore you can either make a specific group for all waiting-lists or you can choose the relevant group to place 'open' waiting-lists in all or some specific groups.
Page 1 contains the following information
*You can update your company logo and contact details by contacting KeepTrack Support.
In the following cards you can add information on the specific registration. One card for every registered activity or product.
The first paragraph is standard text/information from the system:
Enrolled customers will get all available information. If the schedule is only once per week there will be calendar events to import to your personal calendar, information on closing days and a direct link to Google Maps with the facility in focus.
The group image on the right is uploaded via your super-user interface. See https://www.keeptrack.ch/faq/faqen#2010
Customers on wait list will only see information relevant for the wait list and will furthermore see emphasized information on what they can expect to happen if they get a spot.
Additional paragraphs are merged in from 'Invoice info' in this order.
We recommend that you try to only use 'Facility' and 'Group' in order to save yourself from entering data everytime you make a new activity but you can of course even use 'Area' and 'Activity' when needed.
The 'flow' for the text is following the arrows: Text on 'Facility' is included in all activities in this facility, text on 'Group' is included in all activities under this group and text on 'Activity' is only included on this specific activity.
You can format the text on the invoice through these HTML tags/elements.
<p></p>
<p>Place these around text to make it a paragraph with margin above and below.</p>
<b></b>
Gives you <b>Bold text</b> between the tags.
<br>
Line break<br>
where the tag is inserted.
Gives you a space (new paragraph but without margin)<br><br>
when you insert two tags.
<a href="URL">Click here</a>
Gives you a link with a saying name. Ie <a href="https://keeptrack.ch/faq">Click here</a>
Do not use any other attributes, or the link will fail.
By default all registrations through the online booking in the same session will be included in the same invoice.
As an administrator you can handle this through the super-user control panel under
Invoices you have entered into your bookkeeping should not be altered this way.
In the example below you have three registrations where two are on the same invoice and the last is on an individual invoice. In order to get all three registrations on the same invoice you will have to change the last invoice number (282913) into the same as the other two (282912). All three registrations are now on the same invoice no matter what invoice button you click.
The information displayed in the schedule on your online booking, you add via and
The super-user Staff account is primarily used for instructors and frontline service staff with the need to assist customers on-site.
Yes. And we strongly advice you to use this feature as it will ease your workload.
Go to 'Closing Days' where you can register when your business is closed. Please read the information on that page. This function follows the iCalendar standard.
A great advantage of using this feature is that you cannot enter lessons/timeslots on these days which in turn saves you time when you enter new activities. It also reduces errors as the process is automated. Finally you can use the information to export directly to your iCalendar ie Google Calendar and the like.
Administrators, HR-accounts and trusted accounts have access and can edit everything in here.
Administrators and trusted can override this block and enter individual timeslots on Holidays after confirming a warning.
If the calendar does not begin on the right day (Monday/Sunday), just change it by clicking on the desired day of the week as illustrated. (If you accidentally click a little 'wrong' and hit another weekday, the calendar will change to start on this day (which may seem somewhat confusing.))
This feature is standard for online calendars, but the calendar is default set according to the computers locale.
If you are logged in as a super-user but inactive for more than ca. 15 min. you will be automatically logged out and prompted for a password to log in again. You will then be sent back to where you were and can continue from there.
The Star Tracker logs you out after ca 24 hours (but note that you can be logged out earlier if your Internet connection breaks or for other technical reasons).
This applies to ongoing classes/activities!
Go to (it does not matter which person you have in focus).
Click on
Sort the activities by coloumn by clicking the header.
Go to
and at the relevant schedule choose applicable dates via the calendar in both the 'From date' and 'To date' fields.
Click 'PDF' and open the PDF-document containing the schedule.
This error is often caused by a problem with your (ISP's) DNS-server (that is the server translating addresses from human readable addresses to machine addresses so you do not have to remember '83.221.131.66', but only 'keeptrack.dk').
If this DNS problem is recurring you might be able to switch to a different DNS server like one of these that are stable, fast and open for everyone to use:
The search function is more or less global and is found under
(and a few other places where you hardly ever need it).
You search by pressing the button in the left menu under the relevant main menu; for instance
. Now you can search in all fields, several combined or just one, with any text. You search in the blue fields on the row with the
(Find) button as shown below.
You can search for entire words, parts of words or individual characters and so on. But try not to search for empty fields (basically means "Show me everything") or very broad searches like customer No '5'. The latter will result in a list of all persons in the database where there is the digit '5' in the customer No. And that is probably a lot!
You will get a warning though if your search results in more than 100 hits.
You can search for almost any data like mobile phone number, street address or e-mail under the dedicated fields but for this example we will search by name.
As stated above you use the blue line when searching. Enter the entire name or parts of it. We fill in 'John' in the first name field but as we are not sure how to spell 'Moxley' we will only enter part of the name 'mo'.
And hit 'Enter' or click on to see the result(s).
Mark the appropriate line (in this case 'John Moxley') by clicking anywhere on that line in order to mark it with the dark blue frame.
Click on the button in order to open up the Person page with John Moxley in focus.
Directly under Person or Activity you can doubleclick on the hash tag and type in the customer number directly in the field that opens.
Hit Enter and you get the person in focus.
Go to .
Click on if you want an activity similar to the one you have in focus (this is the easiest way to do it if you have redundant data like the same name or start date).
Else click on
Enter information in the relevant fields.
Click (or
if you do not want to register it anyway).
Now you want to assign timeslots, area and instructor to this course.
Click on
A pop-up opens
Here you choose 'Day' if you want the activity to run everyday between the start date and end date.
In the example we click on 'Week' in order to make a weekly schedule.
A new window is shown
The first field indicates if the activity runs every week ('1'), every other week ('2') and so on.
The start time for the lesson is filled in (24-hour format exactly as shown unless stated otherwise!) and the same for the end time.
'On days' (shown 'Friday' in the above example) you choose one or more days a week where you want the class to be repeatet.
Click , you get a confirmation, close the window by clicking on
Go back to KeepTrack where the timeslots show up in the lower frame.
Click on in the left menu and then on
Choose the relevant area and click . Click 'OK' to close the window.
Note: You can add more than one area if you need to!
Click on and then on
Choose the 'Instructor' and the 'Instructor Type' and click on . Click 'OK' to close the window.
Note: You can add more than one instructor if you need to!
You are all set!
If you want to search for information in KeepTrack that isn't directly searchable the easy trick is to use your browsers search function:
On a day to day and activity to activity basis the absolute easiest way is to use your Star Tracker. See description in separate FAQ.
If you need to enter or alter attendance on several activities or several participants there are two ways to do this:
Your company can have several discounts automated. You need to contact Support to get started. All these discounts are fully automated and given regardless if they are registered by a super-user or by self-service via your online booking.
If you want to automate the discount for customers signing up after the activity has started you can set this directly under where you tick the box 'Discount late reg.'
This discount is calculated as a fraction of the total lessons. Ie if there are 10 lessons in total and you sign up after 3 lessons have past you get 30% discount.
This is setup via Support and covers only the groups you want to use this for. Participants with multiple registrations running in the same period will get a discount on additional registrations. You can set discounts like '1st registration 0%, 2nd registration 10%, 3rd registration 20%' and any variation of that.
This is setup via Support and covers only the groups you want to use this for. Participants with the same payer are regarded as siblings. The payer does not count as a customer and does not receive any discount when the payer is also the customer. You can set discounts like '1st sibling 0%, 2nd sibling 10%, 3rd sibling 20%' and any variation of that.
This is setup via Support and covers only the groups you want to use this for. The payer gets a discount for each additional registration within the same period and you can set discounts like '1st registration 0%, 2nd registration 10%, 3rd registration 20%' and any variation of that.
This is setup via Support and gives persons marked as 'Employee' the discount you want (ie X% or X$).
This is setup via Support and only works if you have membership activated. The payer gets a discount for each additional registration on membership within the same period. You can set discounts like '1st registration 0%, 2nd registration 10%, 3rd registration 20%' and any variation of that.
This is found in your Dashboard along with a thorough description
Add specific discounts to specific persons, facilities or groups. The person(s) you register must already be registered as customers. Discounts set on facilities and/groups will be available to available and new customers alike.
This will give the person the noted discount on this particular registration only.
It will not affect other registrations, registrations done via perpetual roll-over or online booking!
Under you have two additional ways of registering discount for a customer.
In the lower frame on the same row as the registration you can register discount or even change the suggested price or add a fee on an individual registration.
If we go left to right in the above screendump:
Price: is the suggested price brought over from the activity. You can change this for individual customers if you need to. We recommend that you use the discount instead though.
Disc. Amount: is the amount of money you want to deduct from this particular invoice. Simply fill in the amount. Note: You can fill in amount or %.
Disc. %: is the percentage you want to deduct from this particular invoice. Simply fill in the percentage. Note: You can fill in amount or %.
Fee: is used for adding a fee to this particular invoice.
All the different amounts will show up on the invoice when they are not empty.
If you see this error it is due to the attempt of registering/changing a person with data that is already registered under an existing person. This is controlled for e-mail, mobile no. and social security no. (Therefore you are still able to find or register doubles if the aforementioned data is not present!)
This even controls your users login on your online booking.
The blocking of doubles with the same mobile no., social security no. or e-mail is enforced to avoid the same person/family to be present more than once in your database!
Go to
Find the activity you want to change (in this example activity no. 18357).
You can easily handle instructors in the Dashboard under 'Instructor Handling'. See more in this FAQ 'How do I make daily changes to instructors' schedules when staff is sick and the like?'
This is the preferred method as you'll keep all HR information regarding Sickness, days off and so forth.
Click on in the lower left menu.
That is it! Repeat the steps for every lesson you wish to change.
This might be used when you're still planning the schedule or the like.
Click on in the lower left menu.
That is it! Repeat the steps for every lesson you wish to change.
If you wish to switch the instructor on all lessons you can easily do this by deleting all instances and add a new instructor
You can restrict access to activities by utilizing the minimum and/or maximum age found under or
We recommend that you use the settings under as this affects all activities under this group which means you only have to do this once.
You are then able to adjust single activities, when needed, directly under
Fill in one or both of the fields. Remember it might be a good idea with a certain degree of flexibility in order not to be too rigid on your customers.
Please note that the age is calculated based on the individual activity's start date!
If you need to make an exception in just one specific activity we recommend that you do not change the age under but instead tick 'Age flexible'. That way super-users can manually enter participants outside of the age span but you do not alter the set restrictions in your online booking.
Go to as shown above.
If you register an adult payer and a child you start with the payer (parent). That way you will save a few clicks.
If this person was also the participant (ie adult activities) you go directly to 'How do I register a customer for an activity?' in its own FAQ. If the participant is a child you continue below.
Next register the participant for an activity. Go to 'How do I register a customer for an activity?' in its own FAQ.
If the activity already started (or the customer is allowed to sign up later after the activity start date) you should set the 'Start reg time' as todays date (you can just punch in 'now') in order to reflect the actual start time for the customer and possibly adjust the price.
Leave the 'End reg time' empty.
On the row containing the new registration you either click for e-mail or paper invoice to the customer. (Note: If you choose to let the customer pay cash or with a credit card not linked to KeepTrack you will have to register the payment under
in order to avoid wrongfully billing the customer again.)
Or you click for point-of-sale with the customers choice of payment option on file. Via POS a receipt is automatically mailed to the customer (and the payment is automatically registered under 'Payment').
We recommend that you make a special activity for un-registered customers (with max 0 particpants to ensure everybody is on waitlist) in order to be able to follow up with marketing and the like and simply switch the registration to this activity (but on waitlist!).
Or you can just delete the registration (note that this also deletes the invoice and you have no history).
Set the 'End reg time' according to your terms (today, the end of the month or...) and adjust the price accordingly.
This will also ensure that this registration doesn't roll-over to the next term in any of the automation.
You have a customer already registered in one activity/class who wants to switch to a different activity.
Go to and look up the customer. Make sure you are in
in the lower frame.
In the row with the activity you want to switch click on the marked button in order to bring up the 'Find course' window.
In the 'Find course' window you find the new activity and click on it in order to "bring it back" to the main window. It's a good idea to check that the price is correct and to send the new invoice to the customer.
Make sure that you have filled in all relevant fields (we advise you to take a note in the 'Remark' field about which activity the customer came from) such as price and discount.
When you have filled in all relevant data hit 'Enter' or click outside the dark blue row.
The customer has now switched to the new activity and any payments registered on the old activity is still registered under the new activity.
It's a good idea to check that the price is correct and to send the new invoice to the customer.
If the activity already started you should first end the present activity by setting 'End reg time' to 'now' (automatically inserts today's date and time) and update the registration (if you have activated 'Late reg discount' remember to set the full price again).
Then you register the participant on the new activity, set the 'Start reg time' to 'now', update the row, set the price to 0 or set discount=100% (or set the price accordingly) and send the new confirmation/invoice to the customer.
This shows the terminated registration (middle row No 10198) with the previous price and the new registration (bottom row No 10223) with price set to 0 (zero).
It's easy to copy all or some of the participants on one activity to another. This is handy when you want to register participants to the next term or register participants from many activities to one event or many other scenarios you can think of.
The activities you want to copy to have to be made before you start.
First of all the easiest way of doing this (especially if you have many activities) is to prepare before you start. You can do this by making a list of all the activity numbers you want to copy from and then note the corresponding activity number of the activity you want to copy to at each of them.
Go to
and click on
to start the function
Here you see details on the activity you're copying from. You have the option of choosing the "to" activity via the drop-down menus but the easiest and fastest way is by entering the number of the "to" activity directly and hit Enter.
This gives you details of the "to" activity and a list of all the participants you can copy with their preset status suggestion on the "to" activity. You can manually choose 'Registered' 'Waiting List' or 'Do not copy' for each person.
Choose the participants to copy, set the 'Payment Date' for all the registrations and click 'Copy Customers'
If there are prerequisites on the "to" activity and these are not met this is not considered and participants are copied over
Go to
In the left menu click
Click the drop down menu under 'Reg. No' in the 'New' row as shown here.
Please be careful not to click outside the dark blue area before all information is entered as this will try to update with a resulting error due to insufficient data in one or more fields!
Nothing "bad" will happen by doing this but you will have to start over again ;)
The finished result when payment is done in full. Note that you can register any amount and even several amounts on the same invoice.
Under 'Person' you can manually set the fee for a specific reminder/invoice.
And/or you can let KeepTrack support know the size of your standard fee and you will be able to add the fee for all reminders when you send them under 'Admin' 'Email invoice' where you tick 'Add fee'.
When you have to register a refund or an amount you have returned because the customer has paid too much (or he did not receive the discount he was entitled to when paying in the first place) you basically follow the FAQ "How do I register a payment from a customer?" but when you enter the (negative) amount you enter a minus sign in front of it (i.e. '-219.50'). This will deduct the amount from what ever amount is outstanding in the invoice.
Get going with the setup and administrative tasks of your KeepTrack tools
This is the procedure for ADMINS to add and remove Dashboard user accounts.
Login and go to the Admin Tool 'User Accounts'
When you open this tool you will see a list of all your employees who are eligible for a Dashboard account.
Without this information you cannot give them a Dashboard account.
When you click a user you can add their account by inserting a password of min. 12 characters and choosing the rights they need.
For an overview of user rights please see the FAQ on this topic.
If you select a user who already have an account you can delete the account. (Use this if you make a mistake when registering accounts.)
Remember to inform the users of their new credentials, including their password.
On your online booking you have a contact form for your customers and visitors. This can be filled in and sent by anyone even without being logged in.
In case you receive spam from this form please note the following
Go to https://keeptrack.dk and login with the credentials you were given from KeepTrack Support or your administrator.
When you login to your super-user account, the first thing you will see is the 'Person' page which we explain in detail further down. The exact content varies in accordance with your account rights.
The top menu is where you choose what topic you want to work with. Short description:
Here you handle customers, payers, instructors and all other persons.
Here you handle all your different activities like lessons, workshops, camps and the like.
Here you handle the overall division of your activities ie 'Swim school Level 1' and 'Summer Camp'.
Here you handle the exact areas where your activities are taking place.
Here you handle the overall division of your areas. Ie the building or address where your business is taking place/where your customers or members go.
This button takes you to the different kinds of reports available for your business.
Only available to administrators.
Actively logs you out and terminates your session.
Brings you to the FAQ :-)
Indicates with red movement when the server is active.
Here you can toggle between the available languages. TRICK: When you toggle this you force an update of the system including drop-down menus.
The left menu is described in an FAQ of its own.
When you login to your Dashboard account you start on the overview/login page. What you see here is dependent on your user rights.
At the top you find the menu, where the top-left KeepTrack logo is a link back to this page.
If you have a trust account or higher you will even find the Admin Tools
Next you find the Key Figures, with an easy overview of the latest registered payment, email use, and SMS use (the latter only when you have an unlimited SMS account)
Lastly you see the graphs, showing current data for your business
Perpetual activities are activities running periodically on a monthly, quarterly or semiannually basis.
If you in any way have perpetual activities or just roll over your schedule from one period to another we strongly advise you to implement this feature as it frees up a lot of resources and makes your scheduling fast and error free.
All participants enrolled in a perpetual activity will be registered on the upcoming schedules activity accordingly.
Moving participants around between different activities or levels will have to be done manually.
In order to get the feature going most of the work is done up front and one time only. Here are the headlines for the feature setup.
Support will open up the perpetual roll over and you are good to go.
Support will set these based on information from you
This is very important in order to avoid setting yourself up for a lot of manual corrections.
You should register all closed days in your facilities as such. This means that you not only setup the regular Holidays but even the periods where your business is closed for Summer, Christmas or the like. These are examples of closing days you should register (Remember: Closing days can be individual per facility.)
Especially the last example is important to remember: If you are running a monthly perpetual schedule and you are closed say during parts of or the entire month of July you register the exact and entire period as closing days. If you don't you will have activities and lessons running during this period and you will have to correct this manually.
Note: Closing days without set facility will exclude lessons for all facilities during set period AND closing days with set facility will exclude lessons for that facility only during set period.
Pay close attention to this when registering your closing days.
If you want activities to roll over in your perpetual schedule you have to mark the entire group for 'Perpetual'. You choose either 'Monthly', 'Quarterly' or 'Semiannually'.
If your activities run from 7th of August to 20th of December you choose 'Semiannually' and adjust the start and end date respectively by registering the corresponding closing days. The same goes for schedules corresponding to Monthly and Quarterly.
That's all the mandatory steps you have to take in order to get your perpetual schedule rolling. But read on as some of the below steps are needed to register your everyday updates to the schedule like change of instructor and such.
These settings adjust the upcoming perpetual roll-over and has to be registered if you want changes in the next schedule.
If all or some of your activities have pricing based on the number of lessons in a term you can set that directly on the respective activities.
(Remember: This is easily done via 'Activities' 'Find')You should not alter your activity price if you set the 'Price/lesson'! The 'Price/lesson' field is only active on the perpetual roll-over and will automatically adjust the price for the "new" activity.
If you have certain activities you do not wish to roll-over to the next schedule you simply mark that/those activities 'Perpetual Exclude'. This leaves the activity and enrolled participants out of the upcoming perpetual roll-over.
When you check the 'Perpetual Exclude' on a timeslot it will exclude this area, instructor and timeslot if they are different from included timeslots.
It is very important to mark timeslots with data you do not want in the upcoming perpetual schedule. You would typically mark timeslots with the following data to avoid getting them in the upcoming roll-over:
Please note that new activities have all timeslots unchecked and that timeslots where you alter instructor, area or other data will be checked as excluded. You can always override this by checking/unchecking manually.
Example of monthly perpetual schedule
Ie. You have 3 timeslots with Mary as instructor and 1 timeslot with John as instructor.
If you do not exclude any timeslots: Mary and John will both be set as instructors on all timeslots on the new schedule. (Note that if John has an instructor type set which is not included in the roll over - Typically 'Sick' or 'Absent' - Only Mary will be set as instructor even if Johns timeslot is not excluded.)
If you do exclude the timeslot with John, only Mary will be set as instructor on all timeslots on the new schedule
If you do exclude the timeslot with John and one or two of the timeslots with Mary, Mary will still be set as instructor on all timeslots on the new schedule.
If you exclude all timeslots you will have no timeslots, and thus no instructor or area, on the new schedule.
This is only relevant for perpetual activities and needs to be activated via Support.
Note that this is available for both the super-user interface and for the online booking.
In some cases you will experience that the user is not automatically signed up for the upcoming activity/activities.
If you want to pause your perpetual runs, like for instance skip a term for one reason or another, there are certain things to be aware of.
Instead follow the procedure below to pause your perpetual runs.
Go to 'Group' 'Find' and clear all the perpetual settings. It can be easily done in 20-30 seconds.
That way you can decide when to activate it again just by flicking the perpetual groups on again and it picks up where you left off. So if you just want to skip a term and continue at a later time with the current schedule you just follow the same procedure to activate the groups again at any time before the perpetual run you want active. And that is all there is to it.
The above procedure alone could give you problems once you start again if you are going to make a new schedule 'on top of' the existing perpetual schedule.
Therefore after you alter the group settings as mentioned above it is imperative you also set ALL activities from this term to 'Perpetual exclude'. This is also fairly easily done in one go via 'Activity' 'Find'.
By doing this (and technically keeping the perpetual running) it will automatically pick up the new schedule on the run
once you turn it on again. The upcoming run (the run you want to skip) should then be empty.
Don't add new activities until after the upcoming run though!
Please note that it is important to mind the timing. So you should make all 'stopping' steps before the perpetual run you want to skip and wait with entering new activities until after the perpetual run you want to skip.
(Technically you can make everything before the run you want to skip but then you have to mark all the new activities with 'Perpetual exclude' before the run you want to skip and unmark them again before the next run you want to go through with.)
If we take a monthly perpetual run with the following criteria as an example.
The perpetual run always has a target date. This date is the first of the month on the first month it has not run (so per default there will never be a perpetual run on a month that already has data from a previous run).
This means that in our example the next run will be for August no matter the settings.
Regarding the data to be copied, that is always the latest registered data from the latest update so depending on your settings and adjustments this can basically be anything. In this case it would be July.
Now we change the settings for the above example:
We move the run date backward one month (PERPETUAL_RUN_DAYS_BEFORE_START = 105)
We would still have target date August 1st
We would now have the next run date (for August) as 14th of April
On the next perpetual update (every morning around 06.00 CET) it would 'see' that we have passed the run date and thus perform this run and immediately copy July to August (this might not have been the intention - Maybe you wanted to skip a month! See the below box.).
Target period is still August but we do not want to register that as business is closed during August.
Instead we want to register September (still copied from July).
IMPORTANT: CONTACT SUPPORT AND HAVE THEM REGISTER AUGUST AS ALREADY RUN AND CHANGE THE SETTING TO 105!
This will make the run execute on 14th of May and copy July to September.
We move the run date forward again one month (PERPETUAL_RUN_DAYS_BEFORE_START = 75)
We would have target date October 1st
We would now have the next run date (for October) as 14th of July
There would be no run prior to this date.
14th of July would copy the last data (August) to October.
In this example we have previously let the perpetual runner register September copied from July. Since Auguste had no schedule we do not want to copy from August.
Target period is still October.
We want to skip copying from August and instead copy from the latest September schedule (and still register October).
IMPORTANT: CONTACT SUPPORT AND HAVE THEM REGISTER AUGUST AS ALREADY COPIED AND CHANGE THE SETTING TO 75!
This will make the run execute on 14th of July and copy September to October.
The next target period will 'repeat' the same period to copy October to November on 14th of August.
When you plan internal courses, education, parties or the like you can easily handle invites, online or offline registrations, attendance, salaries and more via KeepTrack.
The prerequisite blocks registration to only include approved staff and you can now even open up the activities for online booking where customers can see the activities but only staff can register.
You can even register multiple qualifications if you need to split the staff into groups of different rights like 'Education', 'Conference' and the like.
If the activity is non-paid (ie a party) you handle it like any other activity.
Note that you now have all salary information readily at hand from the registered instructor type!
Via the Dashboard 'Reports' 'HR' you'll find the report 'Salaries' where you are presented with working hours in detail and sum for the chosen period for all individual employees. Just choose a given period, click 'Get report' and you have the information needed for salaries.
Please read the report description before downloading the report.
...your customers can sort these in the online schedule
The schedule page shows 'All sports' by default
Please note that only relevant choices are shown to the customer. So even if you have 5 different choices the drop-down will only show the relevant choices from exposed groups. That way you never present empty choices for your customers.
Also note that activities without any header are always shown in spite of chosen filter. This ensures that for instance your products are shown on all schedules
You can set a group to handle products instead of activities. That way you can sell all 'activities' under this group as products like swim suits, vouchers and so forth.
When you have registered this group for products (ticked the 'Product' box) all "activities" under this group can be booked several times. This is necessary if somebody wants to by more than one item of the same product ;)
If you want to note the facility on the product, for instance if it's a gym access card or the like, you simply register a lesson from 00:00-00:00 including the area on the activity. That will expose the facility on the product card online. In this case you might want to set the activity period (start and end date) to the actual period. Ie a month.
Under 'Activity' you can upload one image for any activity but please note the following
Original image 800x533px
Uploaded image automatically resized to 400x400px
Read more here…
If you want to add an annual or monthly fee for your members you will first have to order this at Support.
If you want discounts then you can include the 'membership group' in the regular automated discounts as they can be used here as well. Discounts are described in their own FAQ.
A dedicated membership group (Support will usually facilitate this and you never have to alter this again). This controls the automation, the header name and the VAT. Ticking the 'Administrative' box is optional and has no effect on membership.
Dedicated activities under the membership group to cover the periods you charge for. The start and end date (as marked) controls which activities are added membership fees (note that the fee can bee set to zero if you want the membership to be free).
The automated sign-ups (and billing) begins on the start date you set in the membership activity. So if you set January 1st everybody is enrolled from that date.
The time span (start and end date) you set in the membership activity controls the addition of membership fee when a customer enrolls in an activity that's running within that time span - So it has nothing to do with when the customer signs up for an activity! Ie. You set the membership start date to 1/1 2019. A customer signing up for an activity running during December is not added to the 2019 membership. Another customer signing up for an activity running during January is added to the 2019 membership.
Once this is set up it runs automatically for both super-users and self-service via your online booking.
You have to contact Support in order to get the feature 'turned on'
Next you follow the steps below to control which groups are open for makeups
That's it. You're now ready to inform your customers
Keep an eye out for changes as we will successively expand the possible settings.
The registration 'Start reg time' and 'End reg time' will of course affect the makeups. Any lesson outside of the customers registration start- and/or end-reg-time will not count towards elligible cancellations or makeups.
You will potentially encounter weird behavior if you do any of the following via the super-user interface which is why we recommend you do not do this
Note that this can only be done by super-users and not by the participants.
Note that this will not break anything but mainly register more cancellations than the participant is actually entitled to.
Your customer has a certain amount of time where a cancelled lesson is valid for a makeup. We call this the grace period. This period is usually 30 to 60 days. Please note that if you change the grace period to anything above this it will cause the below issues to a smaller or larger degree. This is a collection of feedback from companies with longer grace periods (from 90 to 365 days).
Feel free to send this video to your customers for an easy way of promoting your app
Your timetable is a powerful tool to ensure your staff and customers always have direct access to on-going and up-coming activities live in your facility.
Once setup you can forget about the technical side as your timetable is always updated with the latest schedule right where you need it.
You can use most of the standard web color names which can be found here https://html-color-codes.info/color-names/
For your convenience we have made some short and visual teasers you can download and either print to hand out or just e-mail to your staff or customers in order to promote the strong and mobile tools you have to offer.
Remember that you can simplify this further for your staff and customers by sending an e-mail with a direct link to the tool of your choice and all the user has to do is login.
Download the PDF for 'My Plan'
The name and the GPS coordinate (shown in the red boxes) are mandatory but we highly recommend you also fill in information under 'Web Info' (information shown in your online booking) and 'Invoice Info' (general information shown in your invoices attachment) as shown in the orange box.
When you have entered all information you can move to 'Area' and register one or more areas for your new facility. You need areas in order to actually use your facilities ;)
In order to register a new facility you need to know the Lat/Long GPS coordinate for the location as this is mandatory (the coordinate ensures the facility is visible on the facility page in your online booking).
Go to https://www.latlong.net/convert-address-to-lat-long.html and follow these steps
You will find your online booking on the address https://[company-name].app.keeptrack.dk where it's already live.
You can always use our test version for reference https://keeptrack.app.keeptrack.dk
Contact KeepTrack Support with the following information for setup
Input the following information in the super user interface
'Standard' information you want all customers to recieve should go under Facilities invoice-info.
You expose activities by filling in at least the 'Website End' date (this shows the activity online and removes it again at the given date).
The activity is exposed during the entire 'Website End' date and will disappear at midnight after this date.
Fill in the 'Website Start' date if you want the activity to be hidden for now but automatically go online at a given date.
The activity is exposed during the entire 'Website Start' date and will appear at midnight before this date.
So in other words: The dates you enter will be included in the exposure period for that activity
You give your customers access to your online booking by placing a link on your website, in an e-mail or anywhere else you like.
Connect these links to a button, image or a text link in order to send customers directly to the page specified. (Replace [company-name] with the name we have given your app which is usually some variation/abbreviation of your company name.)
A text, button or image link should contain at least this code:
<a href="https://[company-name].app.keeptrack.dk" target="_blank">(Image or text)</a>
Enter will force a save of your work to the server.
Hit the Esc key once or twice to undo what you have done in the form field you have in focus.
Tab moves focus to the next form field.
Shift+Tab moves focus backwards in the form fields.
If you write "now" in a date field, todays date will automatically be added.
Overall you can only delete records according to your account privileges and even then you will be presented with a warning before deletion.
The accounts 'guest' and 'staff' cannot delete entire records only information in certain fields.
You can change data directly in the form fields. Even in sub menues, search pages and so on.
Press Enter or switch to a new field (in sub menues) or a new record (in main windows).
Some fields are mandatory to fill in and some fields have a mandatory syntax for the content (ie time is registered 'hh:mm' like '10:30'). If you do not meet these criteria you will get an error message.
Please contact support for opening, changing or closing super-user accounts and passwords. Just send an e-mail from an administrator with information on who the account is for (the persons ID in KeepTrack) and what rights you need.
You have several different user accounts with different levels of rights to choose from. Below are all accounts listed from highest to lowest level of access.
Note that there ATOW is a difference between super-user accounts and Dashboard accounts. Here you need two different login accounts.
When you insert your HR qualifications you can set an Asterisk '*' in front of the name (see example in the image below). That way you can easily distinguish between HR and customer qualifications in your everyday work.
Go to and click
or
Click (or 'Cancel' if you don't want to create the group).
First go to
to register all necessary qualifications before you can set these under 'Group'! Please note that it is important to set the 'R/W Rights' correctly for this to work!!
Under 'Group' you will find 'Qualification' which is where you control these for all your activities.
When you make the list containing all your qualifications for all your groups there are a few things you should notice.
This feature interacts with your online booking and with your Star Tracker. This is described elsewhere.
The chart below shows that with the written settings participants can only book according to the green arrows. New participants (without qualifications) cannot book anything but level 1 or 2 (please note that even the age span is controlling who can register).
Under 'Admin' 'VAT' you can insert new VAT rates or alter existing ones.
Please note that VAT is always included in the price. You set the total price under 'Activity' and the invoice will handle the exposure of the VAT.
Once the VAT rates are in place you can set them under 'Group' where all activities under this group will have this VAT rate included.
Even though your business/product is VAT exempt we recommend you set the VAT rate explicitly at 0% instead of leaving the field blank. This shows your customers, accountant and other people what the rate is and thus avoids possible confusion.
The automated direct debit feature is until further notice only implemented in the US in the Authorize.net/FattMerchant solution
The direct debit run can be handled in different ways but when these criteria are met the person is charged
Furthermore the direct debit procedure can be set to run fully automated one or more times a month. The transaction will be run in real time in a few seconds on the desired day of the month. All payments are automatically registered on the invoice as soon as the payment is confirmed.
Information and answers to technical and legal questions
After 2018-05-25 it's mandatory for companies with customers within the EU to comply with the General Data Protection Regulation (GDPR)
It is up to the company who is data responsible (you) to document compliance but as a service to you as a customer we have chosen to present you with the following assistance
The only change you will see in our services is the Terms of Sale (TOS) will be more visible to your customers as they have to actively comply to these. It's in your own interest you see to it that your TOS are fully updated prior to May 25th. Just send the updated version to Support and they'll update them in your online booking.
The GDPR is all about securing some form of privacy for you and me and that puts some restraints on what and how companies can handle our data. Here you get four main areas in bullet form and then it's up to you to take over from therre.
Companies are often confused about this part and thereby seeks consent which is only one of six legal grounds for data processing - And the least attractive for the company (and sometimes even for the customer).
You do NOT need consent if you fall under ANY of the other 5 legal grounds!
These are the 6 legal grounds ordered by relevance for the vast majority of our users
Please find more detailed information elsewhere
For most companies the GDPR is talking about two kinds of data: 'Personal' and 'Special'. If you can stick to 'Personal' data it will ease your work on preparing for the GDPR.
Usually companies have data collection on customers and staff but be sure you have included all possibilities. Also note that as a rule of thumb all health data is considered special and for instance registering a membership of a union on a staff member is considered special data.
Here follows examples of what should be Personal data (note where marked with * it can be both) and that this doesn't consider compliance to other regulations!
The fewer places you store data the easier to keep it under control
Make a list of everybody with access to your data
This article comes with absolutely no guarantee it's either correct or complete or in any way related to your business.
Always seek professional legal assistance on this topic.
Many years ago, we chose not to track end users and thus also not bother them with cookie prompts or other permissions and messages that obstruct signups, bookings and access to their accounts.
Therefore, unfortunately, we cannot set META pixel, Google analytics or other tracking on the online booking.
Across our customers' online booking we have 89-96% satisfied and very satisfied end users. This number has been consistent through the years.
You need an account at a merchant service provider (in Europe we only support QuickPay) and possibly an acquirer for handling your credit cards and other online transactions. KeepTrack Support will set this up for you and implement the solution directly in your online booking app.
The service provider integrated in KeepTrack is QuickPay. You sign up via KeepTrack Support.
The pricing is simple and can be found at https://quickpay.net/
These come with extra fees and agreements with additional acquirers. See QuickPay for pricing and terms.
Outside of QuickPay we even support SEPA and AutoGiro direct debit payments. Contact our support to know more.
You have your own merchant service account with us and all financial transactions are handled directly between you and the service providers. KeepTrack GmbH has no handling of your money transactions - Only the information regarding payments (who has paid, when, and how much).
The costs for QuickPay and other acquirers are not included in your KeepTrack service.
(If you sign up directly at QuickPay, there is an additional KeepTrack fee of €19 per month for this service. This covers KeepTrack for all running services under QuickPay but does not cover possible setup costs.)
For US customers we have integration to Authorize.net via Stax where we have very competitive agreements for you as a merchant.
Contact Support if you wish to implement Authorize.net in your online booking
Add a text, button or image link containing at least this code:
<a href="https://[company-name].app.keeptrack.dk" target="_blank">(Image or text)</a>
Where [company-name] is the company name as given by KeepTrack.
The easiest way to get the correct links is to go to the desired page on your online booking and simply copy the link.
<a href="https://[company-name].app.keeptrack.dk/login" target="_blank">(Image or text)</a>
<a href="https://[company-name].app.keeptrack.dk/user" target="_blank">(Image or text)</a>
Add a text, button or image link on your website where you want access to the facility page with a map.
<a href="https://[company-name].app.keeptrack.dk/facilities" target="_blank">(text or image)</a>
KeepTrack handles your online schedule as well as your online registration as that will maximize your uptime and minimize errors.
<a href="https://[company-name].app.keeptrack.dk/schedule" target="_blank">(text or image)</a>
Here shown for facility no. 4
<a href="https://[company-name].app.keeptrack.dk/schedule?facility_no[]=4" target="_blank">(text or image)</a>
Here shown for facility no. 1 and 4
<a href="https://[company-name].app.keeptrack.dk/schedule?facility_no[]=1&facility_no[]=4" target="_blank">(text or image)</a>
Here shown for group no. '13'
<a https://[company-name].app.keeptrack.dk/schedule#course-group-13 target="_blank">(text or image)</a>
Here shown for facility no. '1' and group no. '13'
<a https://[company-name].app.keeptrack.dk/schedule?facility_no[]=1#course-group-13 target="_blank">(text or image)</a>
This will prompt the user for login credentials and send her directly to 'My Bookings'
<a href="https://[company-name].app.keeptrack.dk/user/bookings" target="_blank">(text or image)</a>
This will prompt the user for login credentials and send her directly to 'My Payment Options'
<a href="https://[company-name].app.keeptrack.dk/user/payment/options" target="_blank">(text or image)</a>
This will prompt the employee for login credentials and send her directly to 'My Plan'
<a href="https://[company-name].app.keeptrack.dk/staff/instructor/schedule" target="_blank">(text or image)</a>
Your 'Timetable' is showing ongoing lessons live, it's automated and once it's setup it just runs 24/7. It must be ordered at Support.
Your timetable is located at https://(database name).app.keeptrack.dk/timetable/(Facility no.) (Eg. https://keeptrack.app.keeptrack.dk/timetable/1) This displays all the lessons in the listed facility for the coming 48 hours.
In order to utilize your timetable in the best way possible we suggest you use as big a monitor as you can afford. Furthermore you want the system to be automated and stable which is why we recommend some form of Linux box. The cheapest is to buy a small Chromebook/Chromebox. Both suggestions below will start up your system directly in full screen timetable without login or any other use of a HID like mouse or keyboard.
Or see this professional solution https://enterprise.google.com/chrome/digital-signage/
Use a small Linux box with a browser and Internet connection. The timetable (browser) takes very few resources. For stability reasons it's preferred to use a cabled Internet connection over WiFi.
Make sure you use an account with auto-login in order to automate restarts.
Open 'Startup Applications' in Ubuntu or the equivalent in other distros. Insert the following line where the web address is formatted like abovegoogle-chrome --kiosk --incognito --new-window https://(database name).app.keeptrack.dk/timetable/(Facility no.)
Since you are trying to setup the Kiosk App to auto launch, you must first put the Chromebook into Kiosk mode. Set it up as follows.
We prefer the 'Kiosk' app
In order to get back to the kiosk admin interface press Ctrl+a
Begin by rebooting the Chromebook. While the device is starting up, press the keyboard shortcut Ctrl+Alt+S to interrupt the process and return to the login screen/Chrome OS.
To avoid e-mail clients messing up the images please send in ZIP-file
In any photo editing software first crop and resize your images to the exact size 200x200px (200px wide, 200px high), change the mode to grayscale and save it in the 'PNG' or 'JPG' format.
The name of the file must be exactly "instructorID.png" (note the 'png' suffix even if you have jpg format!) where "instructorID" is the instructor number from your KeepTrack database in digits (ie "17502"). 'png' is written in lowercase letters (ie 17502.png).
Send these images to KeepTrack Support compressed in a zip-file and we will facilitate the upload.
If you want to show a default image (placeholder) when there is no image for the instructor you can make a generic image like described but with the exact file name "photo.png".
Formatting the images according to the above settings can be done by a skilled person in a matter of seconds for each image. If you don't know how to do this we recommend you hire a pro to get the best results.
To avoid e-mail clients messing up the images please send in ZIP-file
In any photo editing software first crop and resize your images to the exact size 100x100px (100px wide, 100px high) and save it in the 'PNG' or 'JPG' format.
The name of the file must be exactly "groupID.png" (note the 'png' suffix even if you have jpg format!) where "groupID" is the group number from your KeepTrack database in digits (ie "102"). 'png' is written in lowercase letters (ie 102.png).
Send these images to KeepTrack Support compressed in a zip-file and we will facilitate the upload.
Formatting the images according to the above settings can be done by a skilled person in a matter of seconds for each image. If you don't know how to do this we recommend you hire a pro to get the best results.
Log in to your super-user account and go to 'Group' where you can upload your image under the relevant group.
Uploading a new image will overwrite the existing image.
Original image 800x533px
Uploaded image automatically resized to 400x400px
Image on the invoice attachment
Follow the steps here https://www.mail-tester.com
https://dmarcian.com/
It can be a problem to send mail from a different mail server than 'your own'. The reason for this is that the world is trying to fight the ridiculous amount of spam that floods us in general and one of the weapons in this quest is called "TXT record" which basically means that the owner of a domain (www.example.com) will register which servers are authorized to send out mail for that domain. By experience we have seen that it is mainly hotmail, outlook and live.com (Microsoft) who reject mails from unauthorized servers but others are following.
This means that if example.com
wants to send out mail via for instance a service for news mails, via a financial program and via KeepTrack you have to register all these servers with a DNS TXT under your own domain.
You can follow this link http://www.spfwizard.net/
If you only send mail via MX the spf part of your DNS TXT should look like this: v=spf1 mx a include:_spf.keeptrack.dk ~all
Test spf settings http://www.kitterman.com/spf/validate.html
Add this CNAME record to your domain DNS to register DKIM: 'ktsrv._domainkey.[YOUR_DOMAIN]' IN CNAME 'ktsrv._domainkey.keeptrack.dk'
Add this TXT record to your domain DNS to register DMARC: '_dmarc' IN TXT 'v=DMARC1; p=reject' (alternatively you can use 'p=quarantine')
Check your domains DNS settings https://dnschecker.org/all-dns-records-of-domain.php
Check your spam status https://www.spamhaus.org/lookup
If you do not understand the above we strongly recommend that you seek assistance from an expert consultant.
Apart from the above settings Microsoft has its own service where you should register KeepTrack as an approved sender of your e-mail.
If you are anyway in doubt whether you have registered just go to the website again and enter the same data. Microsoft will then tell you whether or not you are already registered.
If the OCR code is '009368301004596' you will find the following information
You will get a confirmation telling you the status of the transactions
If there are one or more errors those payments will be marked with red dots accordingly. The errors below are due to the user trying to upload the same file a second time.
Due to the technical nature of the 'MT-940 CSV' files, errors will unfortunately not be indicated with red. In this case you have to "find" the missing row numbers. Ie see the example above where rows 2, 3, 4 and 6 are successful. This means that row 5 and possibly everything after row 6 is not registered!
In this case you have to open the original file in a text editor and manually inspect the missing rows and register these accordingly via 'Person' 'Payments'.
In order to use this you have to contact KeepTrack Support with information from your bank where we need the following:
Via the Dashboard https://keeptrack.dk/db under 'Exports' you will find the report for downloading your SEPA XML-file which can since be used for import to your bank and for registering the payments contained in the file in KeepTrack.
The only input you need is the required collection date (the date the amount is paid from the customer account). The output will contain all DD invoices with outstanding balance. Please note that this date must be in the future!
If you want to limit the output up till a certain due date you enter this date in the 'Payment date limit' field. The output will contain all DD invoices with outstanding balance and with a due date before this date.
Registering payments is done via
. When you import the file and register the payments the payment date is set to the date you are importing the file (and not to the collection date).
All of the below points must be met in order to include the payment!
One payer can have multiple invoices included in the same file
The exported file is XML but can be handled as text by opening the file in a basic text editor or renaming the file ending '.xml' to '.txt'
Make sure you set your collection date the same or further out than your 'Payment date limit' if you only want to collect from customers where due date is past.
It's very important that after you export the file and send it to the bank you register all contained payments before you pull the next file or else you will risk charging customers double.
To improve the efficiency of your staff on deck you have the choice to implement the Star Tracker where your staff can perform most of their daily tasks.
We have two specific recommendations - One economic but efficient solution and one perfect solution. Overall we recommend a 7" version of any tablet as this can handle all tasks and is not as prone to dropping due to better grip.
For a price as low as $120-170 (2022) you get a super efficient tool at a cost that will not ruin you even if it breaks (or gets stolen). We have better experience with the brands ASUS, Lenovo and Dell and over-all we recommend you to stear clear of 'no-name' brands. You can further improve ruggedness by using a waterproof cover.
If you want the best tool for the job you pay the $490 (spring 2022) and get a tablet that easily handles the wet environment, dropping and anything else you throw at it.
https://www.samsung.com/us/business/mobile/tablets/galaxy-tab-active/
You can of course use any size or brand, iPad or tablet, you prefer.
You can use these to jump from an external system and directly to the person/activity in your super-user account (you need to login of course). You furthermore find these links implemented directly in your Dashboard.
Person: https://keeptrack.dk/index.php?pg=person&no=
plus the person number. Ie. https://keeptrack.dk/index.php?pg=person&no=12345
brings you directly to person 12345.
Activity: https://keeptrack.dk/index.php?pg=course&no=
plus the activity number. Ie. https://keeptrack.dk/index.php?pg=course&no=67890
brings you directly to activity 67890.