Important Note
These enhancements will be released on June 17, 2026 by 11:59 p.m. Central Time.
Released Enhancements
View and Download Permissions for Advanced Fillable Forms
Organizations can now control which staff members have access to view and download Advanced Fillable Form submission PDFs from Recreation Management. Permissions can be configured directly from the Fillable Forms tab when editing a facility or session.
Configure access by facility or session: Set viewing permissions for form submissions tied to a specific facility or session.
Allow access for all staff: By default, all staff users can view form submissions. When “All staff users can view submissions” is selected, both current and future staff members will have access.
Limit access to specific staff members: To restrict access, select specific staff members from the permissions dropdown. Up to 100 staff members can be selected.
Provide clear permission messaging: Staff who do not have permission to view a submission will see a friendly message letting them know they do not have the necessary access.
Action logging for permission changes and download activity: Changes to viewing permissions, including users added or removed, are logged for audit purposes. Form submission downloads are also logged so administrators can track who accessed submission PDF.
Who Can Manage Permissions
Staff who can edit a facility can manage viewing permissions for that facility’s forms.
Staff who can edit a session can manage viewing permissions for that session’s forms.
Why This Matters
Organizations have more control over who can access completed form submissions, helping protect sensitive information while still giving the right staff access to the documents they need. Additional logging also provides better visibility into permission changes and submission access.
Improved Mobile Experience for Digital Membership Cards
We’ve improved the Digital Membership Cards experience on the Resident Dashboard to make it easier to use on phones and tablets. Residents accessing their memberships from a mobile device will now see a cleaner, more intuitive layout designed for smaller screens.
Why This Matters
Residents can more easily view and manage their membership cards from a phone or tablet, creating a smoother mobile experience from the Resident Dashboard.
New Account Flag Restriction: Prevent Point of Sale Transactions
A new account flag setting, Prevent Point of Sale Transactions, is now available to help organizations control when POS transactions should be blocked for specific user accounts. When this flag is applied to a main account holder, staff will be alerted when attempting to complete a POS transaction for that user in the catalog. Key Capabilities included:
Warn staff at point of sale: When a flagged user is selected, staff will see a warning message: Account Flagged: [name of flag].
Block POS transactions for staff: Staff without override permissions will not be able to complete POS transactions for users with this flag. To learn more about overrides, review the Staff Override Code for Passwords article.
Additional Update
The existing Prevent Access flag has been renamed Prevent Registrations & Membership Check-ins to better describe what the flag controls.
Why This Matters
Organizations now have a clearer way to restrict point-of-sale transactions for specific accounts while still allowing appropriate staff to review and override as needed. This provides more control over POS activity and improves clarity around account flag behavior.
Coming Soon: Account Alerts
Account Alerts provide a new way to highlight important account information for staff during key interactions. Staff with the appropriate permission can designate account notes or account flags as Account Alerts, making critical information more visible across common workflows. Key capabilities include:
Create alerts from notes or flags: When creating or editing an account note or flag, authorized staff can select Apply as Account Alert to promote it to an alert.
Manage notices in one place: Account Notes and Account Flags have been combined into a single Account Notices section on user profiles. Staff can search, filter, and review notes, flags, and alerts together, with alerts sorted to the top.
Support multiple active alerts: Each household can have up to 15 active Account Alerts, with a live counter to show how many alert slots are still available.
View alerts during key workflows: Active Account Alerts appear in high-visibility areas, including:
When searching for a resident in the Catalog
Check-In under the Activities Tab
Global Membership Check-In
Track alert activity: Alert creation, updates, and removal are recorded in the audit log, including who made the change and when.
Control alert management with permissions: A new “Manage Account Alerts“ permission under the Account Management tab’s Household Actions section controls who can designate or remove alert status from notes and flags. Staff can still view alerts and open the alert drawer even without this permission.
Key Takeaways
Account Alerts help staff quickly identify important account details when assisting residents, checking in members, or completing transactions. By surfacing critical information at the right time, organizations can improve consistency, reduce missed details, and better support staff decision-making.
