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Must know
  • You confirm every change. Hero only prepares it. Imports are the exception in who confirms: only Uplifter can.
  • Hero declines up front. If a feature is off for your club or your role lacks the permission, Hero says so and why. Ask “what can you do?” to see your list.
  • Record payment is offline only. Cash, check or e-transfer, always against an existing invoice. Hero can’t take a card payment on the spot or apply a family’s account credit.
  • Confirming a campaign sends it. An SMS goes out right away. An email goes out right away or at the time you scheduled. Campaigns need the Send Communication permission.
What Hero can do. Hero looks things up and prepares changes (“the confirmation”) for staff only, inside your club and your role’s permissions. Families get no Hero. Programs and passes. A new weekly schedule regenerates future sessions and keeps any with registrations. Dates, enrollment and billing type, requirements and discounts on a program are changed on the Programs page. When an edit changes the type or credit count of a pass families already hold, the confirmation asks what current holders get. Money. Record payment takes cash, check, Interac E-transfer (Canadian clubs) or E-transfer (elsewhere), and can’t exceed what is still owed. It works on admin-created invoices, balances carried over from a previous system, and checkout orders where the family chose to pay cash or e-transfer. Other online checkout, waitlist offer, recurring billing and point of sale invoices are refused. Card and bank (ACH) payments are never recorded by hand. Gift cards. With Gift Cards on, Hero issues cards only from a gift card offering (comp, cash or check) and can create an offering when none fits. No one-off cards, stored-card or terminal charges. Refunds and account credit. Hero has no separate refund.
  • When it refunds. When you cancel paid items on an invoice, cancel a paid session, or change a program’s registration style (full refund or none).
  • Cancelling a paid session. With billing access, the confirmation lists each family’s refund and one destination for all of them (Original payment method, Recorded cash refund or Account credit). Without it, you get a cancel-only confirmation with a warning.
  • If a destination doesn’t fit. When any family can’t take the destination you chose (no card on file, or no account to credit), all the refunds are recorded as cash refunds and the confirmation says so.
  • Account credit. Hero can’t look up a credit balance or apply credit to an invoice (use Take payment on the invoice). It adds credit only when a session refund goes to Account credit, or when a refund to the original payment method covers something the family paid for with account credit (that share goes back to their credit).
Many changes at once. Hero prepares one change per reply. For the same low-risk change across many records, such as enrolling several athletes, it can prepare several confirmations at once. Payments, invoices, refunds, cancellations and deletions are never grouped. Enrolling creates no invoice (a recurring program’s enrollment gets its recurring charge, as from the dashboard). Imports. Hero can stage attached files, but only Uplifter can confirm the import. If you try, you see “You don’t have permission to do that.” Settings questions. Hero tells you how your club is set up and links the page where you change it. It can’t change your club profile, billing day, checkout and fee settings, payment processing, waitlist rules, medical form, or plan and features. What Hero does not cover. Asked “what can you do?”, Hero lists what you can use, what your role lacks a permission for (named), and what it does not cover:
  • Events, competitions, results and Ticket Defaults, which stay on their own screens.
  • Merge Profiles, which a person does on the screen.
  • The Activity log, which Hero does not read.
  • Staff Schedules, Custom Questions, Certifications, Rate Cards, Terminals, Pay Rates, Time Tracking Settings, the Suppression List, the website Team page, and the Email Usage, SMS Usage and Storage Usage pages have no Hero tool.
If there is no tool at all, Hero tells you and links the screen that does it. On the record. A confirmed change is recorded under the person who confirmed it and shows in the Activity log as “[name] (via Hero)”. Related: What happens when Hero prepares a change (nothing changes until you confirm)? · Why does Hero offer fewer capabilities to some staff members? · Can Hero answer questions about my club’s settings? · Can Hero prepare an import for my club?