This guide will demonstrate how to complete an account set up. The set up includes details about the business, but it will not include the set up of services.
Setting Up Account Administration
Select Administration from the menu on the left. If you have multiple locations, select the specific location Specific Location dropdown first before selecting the Administration option on the menu.
The Administration tab includes multiple options. This guide will describe the Settings tab options which include: Account Users, setting up user roles, location details, adding venues within the facility and personal trainers, if used.
***Trainer Note - Trainers and venues will appear on the schedule after they are added
Setting Up User Roles
User Roles allow the correct level of account access for each staff user. There are predefined roles which can be customized by selecting the shield. You can also create a new role by selecting the New Role button.
***Trainer Tip: A common use of a custom role is for an accountant or bookkeeper. This user might only have access to financial reports. If a custom role is created, it will be listed on the Role Administration page.
Setting Up Account Users
Users refers to active staff who use the account. The user profile can be edited by selecting the pencil.
***Trainer Tip - Any staff person who will use the Time Clock must have a user profile created to log into the account.
***Trainer Tip - If the role type shows an asterisk, this means that the user's role has been edited from the role template.
How to Set Up Location Details
The location details will include specifics such as address, payment processing information and adding business logos.
If your business has multiple locations to set up, select the specific location to set up or update.
Add the Location Details that are specific to that location. The details in this section will be visible to customers on documents generated by the software. The user will see the Public Name, not the Location Label. Note that there are two email fields. The Email field will be visible to customers. The Alert Email will only be used for receiving notification of failed credit card payments.
***Trainer Tip - the information in this section can be updated as necessary, such as in the case of a new hire to manage billing.
Select Edit Facility Hours to set the start and end time for the schedule. This is not necessarily the same as the open and close time for the facility.
The start and end times can be set for each day of the week. Specific days can be set to closed.
Credit Card Integration
If your location accepts credit cards, choose the card types that are accepted.
The Public Logo appears on everything generated through the software. The Vanity Logo brands the account for your business.
Setting Run Times for Membership and Package Renewals
Each type of renewal, can be set individually. Note that Package Renewal will include replenishment of the package quantity as well as payment processing if applicable.
Users can decide between receiving one failed credit card transaction email or one email for all failed transactions that day.
Time Clock Set-Up
If desired, the time clock can be set to round up or down.
***Trainer Tip - Remember that anyone using the Time Clock will need to have a User Profile.
You can opt to set a default between drag and drop or move events on the schedule. If one option is selected, the other option will not show when moving an item.
How to Enable GDPR
This option must be enabled for all European Union businesses. Enabling this feature assures compliance with the EU law concerning the handling of private data. Once you have enabled the GDPR, you will be able to create a GDPR specific document to obtain consent from your clients. Additionally, you can permanently delete clients and export their personal data.
How to Set Up Facility Resources
Resources represent both physical locations where events are scheduled or rented and trainers who are added to the schedule for tracking personal training or classes taught by that trainer. When adding trainers, add them to the Trainer Schedule Group once created.
Trainers can be paid in a variety of ways including tracking of completed session, commission on sales, commission on participants that have attended or non-specific methods such as Floor Time.
***Trainer Tip - Adding the trainers to the schedule allows payment by sessions completed, commissions for items sold and setting up different pay or commission rates for different trainers. The report to track these details is called the Trainer Payroll and Commission Report.
Salespeople can be added here, if tracking for commission or quota. If added, there is a Salesperson Commission Report which will help report on this data. Salespeople do not count towards facility resources. Commission rates can be set as percentages of packages, sessions or as fixed flat rates.
Each salesperson must be added individually and their names will appear in the sold by field when selling an item. Trainers who are added in the Trainer tab will also appear in the sold by field.
Venues are physical locations that are either rented or scheduled.
Schedule Groups act as categories on the schedule. They also allow easy in-house rental of multiple resources at one time, such as the rental of multiple courts or cages.
All resources, venues or trainers, should be added to the correct Schedule Group.
***Trainer Tip - Starting with the Schedule Groups can make it easier to set up the schedule. Schedule Groups added first allow a logical mapping out of where each resource belongs on the schedule.