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SunLync Implementation Guide

Article ID: 564
Last updated: 02 Mar, 2017
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Copyright Notice

Copyright 2009-2017 SunLync Software, Inc.

All rights reserved.

Registered owners of Select software may reproduce this document for the sole purpose of education and salon management. All other photocopies, reproductions, translations or reduction to any electronic medium or machine-readable form without prior consent in writing from SunLync is forbidden.

Every effort has been made to ensure the accuracy of this guide. However, SunLync makes no warranties with respect to this documentation and disclaims any implied warranties of merchantability and fitness for a particular purpose. SunLync shall not be liable for any errors or for incidental or consequential damages in connection with the furnishing, performance, or use of this manual or the examples herein. The information in this document is subject to change without notice.

Trademarks

Select, Solo, and Solo Plus are U.S. trademarks of SunLync Software, Inc.

Other product names mentioned in this guide may be trademarked or registered trademarks of their respective companies and are the sole property of their respective manufacturers.


Purpose

The purpose of this guide is to set expectations and outline the steps required to successfully implement the SunLync Select software. During implementation, it is imperative that this project plan be followed. Doing so will help to ensure that the software is installed correctly, data is converted properly (if required), training is adequate, and that the final transition to “go live” is a success. It is our goal to make the transition as smooth as possible for you, your employees and your customers. The entire SunLync team looks forward to working with you!


Step 1 – Initiating / Planning

All items must be reviewed before progressing to Step 2.

SunLync’s Responsibility

  1. Kick off call between customer and SunLync.
    1. Review implementation process (including Implementation Guide and Technical Guide)
    2. Initial EFT discussion and PCI Compliance Review
    3. Schedule all training sessions and go-live date.
    4. If a data conversion is necessary, verify that the current software version is compatible with SunLync’s conversion tool.
    5. Discuss the importance of having a backup/disaster recovery process in place.
    6. Discuss the importance of having a test environment in place

Customer’s Responsibility:

  1. Purchase, install and test hardware (server, workstations and peripherals, including receipt printers, report printers, cash drawers, etc.). Please reference the Technical Guide for minimum requirements and compatibility.
  2. Obtain and test internet connections that meet or exceed the minimum requirements set by SunLync in the Technical Guide. A working internet connection is required if multiple salons are to be networked together. However, even if a single salon location, an internet connection is still required for training purposes. If an internet connection is not available at the salon, a location where internet can be used during the course of training must be identified.
  3. Configure and maintain Local Area Network. If SunLync Select is to be used on more than one Point of Sale workstation, a network of the Point of Sale workstations must be configured and maintained. Note that port 6005 must be opened on the Point of Sale workstations, as this is used by the SunLync Timer Server program to control the beds.
  4. Configure and maintain a Wide Area Network if SunLync Select is to be installed in a multi-salon environment with multiple salons connecting to a common database. SunLync HIGHLY RECOMMENDS that a VPN (Virtual Private Network) is also setup to ensure your sensitive data is encrypted while traveling through the internet.
  5. Create and maintain a backup process for all SunLync Select related data and files.
  6. Create and maintain a test environment. This test environment will be helpful when training new hires, and is recommend for testing configuration changes made to your SunLync database, as well as evaluating new versions of the software prior to releasing in a live environment.

SunLync EFT Credit Card Processing & POS Credit Card Processing Provider Compatibility

The following is a list of EFT providers that are compatible with the SunLync EFT process.

ACH (Checking/Savings Accounts)

  • SunLync is compatible with the standard NACHA format. Please contact your bank and inquire if they accept this format for “checking/savings” EFT drafts.
  • SLIM CD – Call (877) 475-4623 Web: www.slimcd.com

Credit Card Processing for Point of Sale and Monthly EFT Processing

  • Cayan (formally Merchant Warehouse) (Genius Solution) – Direct integration with SunLync - Call (800) 498-0823 Web: www.cayan.com (Genius Device Required for Compliance)
  • SLIM CD – Direct integration with SunLync – Call (877) 475-4623 Web: www.slimcd.com (ID Tech Encrypted Card Reader (from SLIM CD) Required for Compliance)

PCI Compliance and Tokenization

As part of the steps required for your business to be PCI Compliant, we insist that all SunLync users that are currently storing card data for the monthly EFT process move to a solution that utilizes tokenization. Tokenization is the process of exchanging the credit card data for a secure token. This will reduce your PCI compliance scope, and provide another level of security of the sensitive card data. SunLync is compatible with Cayan utilizing the Genius devices for tokenization and enhanced payment processing, as well as the SLIM CD gateway with tokenization enabled. Storing any form of card data, whether encrypted or not, seriously jeopardizes your business’ ability to be PCI compliant and there are very serious consequences should a data breach occur.

NOTE: In most cases, once the card data is tokenized you will not be able to get that card information back. This is all part of PCI Compliance and not something that SunLync can assist with. If at some point in the future you decide to sell your salon(s) you will need to inform the purchaser that the card data has been tokenized. We HIGHLY recommend you discuss this potential situation with your processor so that you have a good understanding of this process.


Step 2 – Installation

All items must be completed before progressing to Step 3.

SunLync’s Responsibility

  1. Install the SunLync database.

Customer’s Responsibility

  1. Download the necessary files for the SunLync installation.
  2. Install MySQL
  3. Install the SunLync software of the workstation where the training will be completed.

Step 3 - Training Session # 1 (Employees, Equipment & Inventory)

All items must be completed before progressing to Step 4.

SunLync’s Responsibility

  1. Schedule and provide training.

Customer’s Responsibility

  1. Promptly attend Training Session #1.
  2. Must provide 24 hour notice if canceling a training session; otherwise, the session will be counted towards allotted training time and will result in additional training charges.
  3. Following Training Session #1, complete the appropriate configurations (data entry).

Session 1

Log In

Initial Set-Up Log In (Log In as Setup User)

Employees

Insert an Employee

Demographics Tab

Store Affiliation Tab

Create New Store

Run New Store Guide, if multi-salon operation

Equipment

Manufacturers

Insert, Edit and Delete a Manufacturer

Equipment Categories

Insert Equipment Categories

Equipment Control

Insert an Equipment Type and Walk-In Pricing

Store Equipment

Insert Equipment Records

Repairs/Maintenance

Insert Repair/Maintenance Records

Floor Plan Design

Select Room Number

Associate Available Equipment

Verify Timer Address Matches Room Number

Inventory

Suppliers

Insert, Edit and Delete a Supplier

Retail Categories

Insert, Edit and Delete a Retail Category

Insert Retail Category Discounts

Configure Bundle Discounts

Configure E-Lync Reorder Recipients

Inventory Maintenance (Inventory Control)

Insert a Product

Create Product Pricing, Commission, select Discount

Options, Sales Tax, and Add-On Bundle Categories

Inventory Maintenance (Store Inventory)

Insert Reorder Point

Insert Reorder Quantity

Explanation of Purchase Orders (Creating, Printing and

Receiving Purchase Orders)

Session 1 - Initial Data Setup

To be completed by customer before Session 2

Configuration of Employees (Demographics Tab and Store Affiliation Tab only)

Configuration of Equipment and Floor Plan(s)

Configuration of Inventory Types


Step 4 – Training Session #2 (Parameters)

All items must be completed before progressing to Step 5.

SunLync’s Responsibility

  1. Schedule and provide training.

Customer’s Responsibility

  1. Promptly attend Training Session #2.
  2. Must provide 24 hour notice if canceling a training session; otherwise, the session will be counted towards allotted training time and will result in additional training charges.
  3. Following Training Session #2, complete the appropriate configurations (data entry).

Session 2

Store Parameters

Demographics Tab

Point of Sale Tab

Commissions

Discounts

Refunds

Tanning

Tax

Receipts

Customer

Reports

Security

E-Lync

Documents

Peripherals

Inventory

Regulations

Tanning

Waiver

Biometrics

Gift Certificates/Cards

Offline Utility

EFT

Credit Card Processing

Points/Credits

Employees

Account Ledger

Appointments

Payment Types

Skin Types

Reasons

Appointment Types

Points/Credit Settings

SunLync Desktop Settings

Customer Issues Settings

Management Report Settings

New Store Guide

Required Fields

Auto-populate City/State

POS Sort Options

Documents

Back Office / Configuration of Documents

Email and Texting

Configure E-mail setting

Configure Employee Alerts

Configure EFT Rejections

Configure Integrated Marketing (optional)

Genius Payment Types (if applicable)

Configure Point of Sale payment types

Configure EFT payment types

Info Portal Management

Review use of Info Portal Management and Controller Info

Install / Start SunLync Mail Service

Session 2 - Initial Data Setup

To be completed by customer before Session 3

Configuration of Store Parameters for all stores

Configuration of Reason Codes

Configuration of Appointment Types

Configuration of Auto Populate City/State


Step 5 – Training Session #3 (Packages and Non-EFT Memberships)

All items must be completed before progressing to Step 6.

SunLync’s Responsibility

  1. Schedule and provide training.

Customer’s Responsibility

  1. Promptly attend Training Session #3.
  2. Must provide 24 hour notice if canceling a training session; otherwise, the session will be counted towards allotted training time and will result in additional training charges.
  3. Following Training Session #3, complete the appropriate configurations (data entry).

Session 3

Package Categories

Check-In Required Option

Insert a Package Category

Packages

Insert a Package (Session, Minute, or Credit Units)

Package Retail Discounts

Insert Package Rules

Associate Equipment with Package

Create Merge Options for Packages

Affiliate Package with a Store

Points Package

Insert a Points Package

Membership Categories

Check-In Required Option

Insert a Membership Category

Non-EFT Membership

Insert a Non- EFT Membership

Membership Upgrades/Downgrades

Membership Retail Discounts

Insert Membership Rules

Associate Equipment with Membership

Affiliate Membership with Stores

Session 3 - Initial Data Setup

To be completed by customer before Session 4

Configuration of Packages

Configuration of Non-EFT Memberships


Step 6 – Training Session #4 (EFT Memberships, Combos, Promotions, Gift Certificate Maintenance, Custom Services)

All items must be completed before progressing to Step 7.

SunLync’s Responsibility

  1. Schedule and provide training.

Customer’s Responsibility

  1. Promptly attend Training Session #4.
  2. Must provide 24 hour notice if canceling a training session; otherwise, the session will be counted towards allotted training time and will result in additional training charges.
  3. Following Training Session #4, complete the appropriate configurations (data entry).

Session 4

EFT Setup

Configure EFT Parameters

EFT Providers

Insert Provider(s)

EFT Draw Days

Insert Draw Day(s)

Deductions

Configure Deduction Types

EFT Membership

Insert an EFT Membership

Membership Upgrades/Downgrades

EFT Information Tab

EFT Information (Page 2) Tab

EFT Information (Page 3) Tab

Freeze Fees Exemption from Tax

EFT Contract Tab

Store Affiliation Tab

Combos

Insert, Build and Attach a Combination

Promotions

Insert Promotion(s)

Gift Certificate Maintenance

Overview of Gift Certificate Maintenance

Optional Slim CD Electronic Gift Card set up

Custom Services

Insert Custom Service(s)

Session 4 - Initial Data Setup

To be completed by customer before Test Conversion/Session 5

Configuration of EFT memberships, if applicable

Configuration of Combos

Configuration of Promotions

Configuration of Custom Services


Step 7 – Test Data Conversion (if applicable)

It is imperative that ALL data entry from previous training sessions is completed prior to a test conversion.

Standard Information Converted

  • Customer Demographics
    • Name
    • Address
    • Skin Type
    • Gender
    • Email
    • Lead information
    • Notes
  • Transaction History
    • Products and Services Purchased
    • Tanning History
  • Account Ledger Balance (including prepays)
  • Reward units (ex. Points or Bonus Bucks)
  • EFT Information
  • Active Services
    • Mapping of packages and memberships to those services configured in SunLync Select

It should be noted that depending on the software type being converted and the features used, that not all of the above listed information is accessible or easily ascertained.

Any other information that is requested to be converted into SunLync Select will be considered a non-standard conversion. Quotations for custom work will be provided upon request.

It should also be noted that encrypted data can NOT be converted.

Standard List of Software Converted

  • SunLync Solo / Solo Plus
  • Helios v8, v9, v10,v11, v11 with WAN, v12
  • SunTouch
  • Sun Touch Plus
  • Sun Touch Plus Microsoft SQL 2005 & 2005
  • Salon Touch
  • Salon Iris
  • Post98
  • TanTrack
  • SunEase

SunLync’s Responsibility

  1. Schedule data retrieval of both the current software and the newly created SunLync database.
  2. Create and send Service Mapping Forms.
  3. Review how to complete Service Mapping Forms and provide instructional documentation.
  4. Run test conversion.
  5. Verify test conversion.

Customer’s Responsibility

  1. Provide data from current software and access to SunLync database.
  2. Complete and return Services Mapping Form.

Step 8 – Training Session #5 and Data Conversion Verification (if applicable)

All items must be completed before progressing to Step 9.

SunLync’s Responsibility

  1. Schedule and provide training.
  2. If test conversion is applicable, upload and configure. If test conversion is not applicable, create test database for POS training.
  3. Provide test conversion verification check list.

Customer’s Responsibility

  1. Schedule and attend training.
  2. Must provide 24 hour notice if canceling a training session; otherwise, the session will be counted towards allotted training time and will result in additional training charges.
  3. Keep a running list of configuration items that need to be adjusted in the “live” SunLync database.
  4. Verify accuracy of test conversion (if applicable) using test conversion check list and practice POS functionality.

Session 5 – POS

Point Of Sale

Create Training Database

Connect to Training Database

Open T-server and Explanation of Functionality

Log In/Log Out

Clock In/Clock Out

Unlocking POS – Cashier Session

Customer Search

Customer Insert

Tan on a Walk-In Tan

Tan Button (Regulated Tan)

Other Tan Button (Un-regulated Tan)

Check-In on a Membership

Check-In on a Package

Selling a Product

Products Button

Product Scan Button

Change Quantity Button

Selling a Package

Selling a Membership (Non-EFT Membership)

Selling a Membership (EFT Membership)

Selling a Points Package (if applicable)

Misc. Button

Selling an Upgrade to a Package or Membership

Giving a Courtesy Tan

Selling a Gift Certificate

Using the Remove Item Button

Applying a POS Discount

Pay On Account

Store Credit

Refund a Sale

Void a Sale

Pay Outs

Suspend/Recall

Open Cash Drawer

Payment Type Button

Process the Sale

Modify a Tan Session

Floor Plan/Room Detail Screen

Tan Line (designed to be used on one workstation only)

Room List

Tanning & Sales History

Memberships Tab

Packages Tab

Courtesy Tans Tab

Comments Tab

Docs Tab

Update Button

Demographics Tab

EFT Information Tab

Packages/Memberships Tab

Customer History Tab

Account Ledger Tab

Comments Tab

Documents Tab

Promotions Tab

AAC Payments Tab (if applicable)

POS Activity History

Customer Messages

Session 5 – Verify Test Conversion and Practice POS

To be completed by customer

Verify accuracy of test conversion (if applicable)

Practice using Point of Sale


Step 9 – Training Session #6 and Data Conversion Verification (if applicable)

All items must be completed before progressing to Step 10.

SunLync’s Responsibility

  1. Schedule and provide training.

Customer’s Responsibility

  1. Schedule and attend training.
  2. Must provide 24 hour notice if canceling a training session; otherwise, the session will be counted towards allotted training time and will result in additional training charges.
  3. Keep a running list of configuration items that need to be adjusted in the “live” SunLync database.
  4. Verify accuracy of test conversion (if applicable) using test conversion checklist and practice POS functionality.

Session 6 – POS

Point Of Sale

Modify Receipts Option

History Mode

Count/Drop Process

Daily Drawer Figures

Reports

Help

SunLync Help

Remote Connection

About…

E-Lync

Employee Security

Review of Employee Security Templates

Time Cards

Time Card Adjustment

Time Card Approval

Employee Hours Report

Documents

POS / Documents

Biometrics (if applicable)

Back Office / Configuration of Customer and Employee

Biometric Options

SunLync Desktop

POS / SunLync Desktop

Connect to SunLync Database

Session 6 – Verify Test Conversion and Adjust Setup

To be completed by customer

(before Pilot Conversion, if applicable)

Verify accuracy of test conversion (if applicable)

Practice using Point of Sale

Adjust Security Templates

Configure SunLync Desktop

Configure Documents

Adjust necessary setup items identified during training

Step 10 – Pilot Data Conversion (if applicable) / Parallel Session

All items must be completed before progressing to Step 11.

SunLync’s Responsibility

  1. Obtain a recent copy of customer’s current software data and SunLync database.
  2. Run pilot conversion.
  3. Verify pilot conversion.
  4. If data conversion is not applicable, create new pilot database for POS training/running parallel.
  5. Provide pilot plan and instruction on methods for completing a successful parallel session.

Customer’s Responsibility

  1. VITAL / IMPERATIVE - Verify pilot conversion (or pilot database) by running parallel for at least one day.
  2. Instruct employees to process transactions in current software to service your customers, and then re-create the same transaction in the SunLync software.
  3. This process will further verify that the converted data is accurate.
  4. This process will ensure that employees are trained, have a certain comfort level, and are ready for the transition to a live environment.
  5. This process will ensure that all database setup is accurate.

Step 11 – Go Live Preparation!

All items must be completed before progressing to Step 12.

SunLync’s Responsibility

  1. Schedule and complete Go Live Checklist with customer.

Customer’s Responsibility

  1. Be available at salon on scheduled day and time to complete the Go Live Checklist with SunLync.
  2. Must provide 24 hour notice if canceling session.
  3. Return signed Pilot Approval Form.

Go Live Checklist

Timers

Configure and Test Timers with SunLync Select

Register T-Server

Peripherals

Configure and Test Peripherals with SunLync Select (Receipt Printers, Cash Drawers, Bar Code Scanners, Biometrics, etc.)

Store Inventory

Review of Starting Inventory Balance Utility

Lamp Usage

Insert Current Lamp Usage for each Equipment Record

Lamp Change Options

Starting Usage

Expected Life

Equipment Usage

Insert Equipment Usage for each Equipment Record

SunLync Offline Utility

Select Stores for Offline Utility Download

Download Data for Offline Utility

Initial Download of Data

Configuration and education of the Offline Utility Download Utility

Operation of SunLync Offline Utility

Offline Utility Reports

Database Backup

Review of the importance of backing up the MySQL Database

SlimCD Setup

Enable Tokenization

Slim CD– Back Office

Review of Credit Card Transactions Tab

Review of Slim CD Settings Tab

Review of Test CC Swipe/SlimCD Connection Tab

CC Processing Parameters

Review of POS Card Processing Type Settings

Review of SlimCD Credentials Settings

Cayan Setup

Enable Tokenization

Cayan – Back Office

Review of Credit Card Transactions Tab

Review of Cayan Settings Tab

Review of Test CC Swipe/Cayan Connection Tab

CC Processing Parameters

Review of POS Card Processing Type Settings

Review of Cayan Credentials Settings

Enable Genius Device

Genius Payment Types Parameters

Review of Point of Sale Payment Types

Review of EFT Payment Types

EFT Processing

Revew of EFT Main Transaction Processing Screen

Review of Batch Details Screen

Review of Create New Batch, Reverse Batch, Submit Batch, Resubmit Batch, Import Batch, Post Open Batch

Review of Print Options Screen

Schedule time to walk customer through their first EFT draft

Create Batch

View Batch Details Screen Review

Review of Transaction Update, Approve Open Transactions, Update Amount, and View Membership History

Submit Batch Review

Resubmit Batch Review

Post/ Import Batch Review

Review of Print Options Screen


Step 12 – GO LIVE and Final Conversion (if applicable)

SunLync’s Responsibility

  1. Verify pilot approval form was received prior to conducting final conversion.
  2. Obtain a recent copy of customer’s current software data (if applicable).
  3. Verify that the workstation(s) and server are set with the correct date and time.
  4. Run final conversion (if applicable).
  5. Verify final conversion (if applicable).
  6. Disable MySQL permissions on pilot database
  7. Point ODBC to live sunlync database (sunlync database will be the only database used moving forward for this location)
  8. Once project is complete, deploy customer to technical support.
  9. Invoice customer.

Customer’s Responsibility

  1. Start using SunLync Select and stop using old software!
  2. Return signed Project Completion Form

Your salon(s) is now deployed from a status of implementation to support. Your implementation project manager is no longer the primary contact for the salon(s).

Please direct any technical support inquiries to the SunLync support team that can be reached via phone at 866-786-5962 Option 1 or via email at support@sunlync.com.

Please note that technical support and assistance is available during the following times:

Gold Support:

  • Monday through Friday - 8am to 6pm EST

Platinum Support:

  • Monday through Friday - 8am to 9pm EST
  • Saturday & Sunday - 8am to 6pm EST
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