Branch Setup

Branches are the primary location where system-wide information, settings, preferences, and defaults are recorded. In a mulit-Branch setup, each Branch has its own profile and settings.

• When changing any Branch setting, any user currently logged into the Admin Module will not experience the changed setting until the user logs out and logs back in again. Branch settings take effect at login in the Admin Module and take effect immediately in the Web Registration Module.
• Some fields are version specific and may not appear in the Branch Profile.

There are four areas of Branch settings that should be setup before using the system. Most values can be modified at a future date without adversely affecting the system or the data. However, in a few circumstances, modifying a crucial Branch setting after records have been entered could have some effect on how the system operates or how data is recorded.

• Branch Profile: These are the basic Branch settings. (see below)
• Branch Preferences: These are system-wide preferences.
• Branch Defaults: These are system-wide defaults. Some defaults may have overriding settings at another level.
• Email Setup: These are system-wide email settings with some optional email settings available.
• Vendor Logins: These are settings that affect third-party integrations.

Navigation:

Release 3: Header »» Admin/Security »» Settings »» Branch Profile
Release 2: Admin Menu »» Settings »» Branch Profile

Applies To: Enterprise     Plus     Basic

Branch Profile

• Branch Name: Unique name of the unit using the branch. Used extensively throughout the system. Required field.
• Program Year: Text field representing the current program year such as 2020-2021 or 2021. Field value can be changed annually as desired. Optional field.
• Program Year Start: First date of Program Year for Branch. Optional field. Field value can be changed annually as desired.
  
• Program Year End: Last date of Program Year for Branch. Optional field. Field value can be changed annually as desired.
  
• Auto Client ID #: This is the starting sequence number of the Auto Client ID generator. Once set, this field should not be changed.
  
• Auto Client ID Code: This is the prefix for Auto Client ID generator. Up to three characters or numbers.
  • Note: UBz is a reserved auto client ID generator code and should not be used unless approved to use as a custom code.
• Tax ID: The federal tax number assigned to the organization. The field may display in certain reports such as invoices.
  
• Receipt Number Start: Initial starting sequence number for transaction receipt numbers. Once set, this field should not be changed.
  
• Auto Invoice Number: Initial starting sequence number for invoice numbers. If 0, Invoicing is disabled. Once set, this field should not be changed.
  
• Auto Application Number: Initial starting number for application numbers. If 0, Applications are disabled. Once set, this field should not be changed.
  
• Maximum Active Applications: Maximum number of Client Applications that can be active. Once the maximum is met, the New Client Application button is disabled.
• Time Zone Difference: Enter the number of hours (+ or -) from the Eastern Standard Time Zone. Enter zero for the EST. Affects the value of all automated fields such as timestamps and the print date field in reports. If this field is modified after records are saved, existing records are not modified. Only future new and modified records will utilize the new time zone setting.
  
• Description: A description of the Branch with the client as the target audience. Will display in WebReg module.
• Long Name: A long version of the branch name reserved for special purposes.Can be used in reports.
  

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Branch Sharing

Branch Sharing is a XenDirect feature that allows Clients (students) and Staff records to be shared across a multi-branch site.

• Without Branch Sharing, a client that registers to take a course in more than one branch will have a unique client record (and Client ID number) for every branch.
• With Branch Sharing, a client that registers to take a course in more than one branch will have only one primary client record shared by all shared branches.
  • Only the primary Client record shared. All other related Client records are a unique per branch.

Branch Share Setup Release 3:
Go to Header »» Settings (gear icon) »» Branch Profile. Edit the Profile and go to the Preferences panel.

• Auto Branch Share Client:  If enabled, will automatically share new client records created in any Branch to the Branches tagged as Auto Branch Share = Yes.
• Auto Branch Share Staff:  If enabled, will automatically share new staff records created in any Branch to the Branches tagged as Auto Branch Share = Yes.
• Both settings only operate in a multi-branch XenDirect site on both the Admin and WebReg modules.

Branch Share Setup Release 2:
Go to Admin Menu »» Settings »» Branch Profile. Edit the Profile and go to the Preferences tab.

• Auto Branch Share Client:  If enabled, will automatically share new client records created in any Branch to the Branches tagged as Auto Branch Share = Yes.
• Auto Branch Share Staff:  If enabled, will automatically share new staff records created in any Branch to the Branches tagged as Auto Branch Share = Yes.
• Both settings only operate in a multi-branch XenDirect site on both the Admin and WebReg modules.