Club OS FAQs

This report identifies club members who have remaining (unused and unexpired) units in their service package agreements.

Sample Employee Active Client Report

accessing, filtering, and scheduling reports

How to Read the Employee Active Client Report

If ‘All Locations’ is selected when the report is generated, the data for each location will appear on a separate tab.

Members are organized into sections according to their assigned trainer. (Members assigned to more than one trainer may appear in multiple sections.) Each service package agreement with remaining units appears on a separate row. If a member hasmore than one agreement with remaining units, each agreement will be listed separately.

The ‘Unassigned PT Clients’ section at the bottom of the report lists members who have remaining available units and are not currently assigned to a trainer. This helps clubs identify and assign a trainer to every member with remaining units.

Employee Active Client Report Fields

Last Name

First Name

Cell Phone

Work Phone

Email

Birthdate: The member's birthday, if on file

Last Session: The most recent event or session conducted with the member.

Next Session: The next scheduled session for this member.‘Not Scheduled’ will appear if a next session has not been scheduled.

Last Measurement: The date of the last measurement performed for the member.'Never' will appear if no measurement has been taken.

Agreement Name

Agreement Status: The current status of the agreement. (This report pulls all agreements with remaining units regardless of status, and will include agreements that are ‘Frozen’, ‘Canceled’, or ‘Completed’.)

Member Service: The type of service included in the agreement.

Renew Type: How the agreement is set to renew or not renew once its original term expires.

Remaining Units

Unit Expiration: The expiration date for the remaining units in the agreement.(The earliest date will always display here.For example, if a client has unused sessions that expire on 12/15/2020 and 1/1/2021, the report will show 12/15/2020.)

Learn more about .

If your club has a Facebook page, you can create targeted ads that allow prospects to submit their information directly to you through Club OS.

This tool is typically only available to Club Admins. You may need to contact [email protected] to enable this option. Depending on your Club OS package, charges may apply.

This is a three-step process:

Create the Facebook Lead Ad Form

Integrate Facebook with Club OS

Select Lead Ad Auto-Response Email (Optional)

You can also remove the integration at any time.

Step 1: Create the Facebook Lead Ad Form

Complete the Lead Ad Form to create the ad and its settings. Your adcan be targeted to a specific audience using demographic, location, and other information.

To get started, access your club's Facebook account. Find the list of Pages on the left hand side.

1.Select the Business Page for which Club OS Lead Ads are to be created.

Marketing Campaigns

2. Click 'Publishing Tools' at the top of the page.

3. From your club's Business Page, click 'Lead Ads Forms' on the left.

4. In the Forms Library, click '+Create' on the top right.

5.The AdsLead Builder pop-up window will appear. From here, you can create a new form or duplicate an existing one. If this is your first time creating the form, click ‘New Form’, then ‘Next’.

6.Create your Lead Form. Facebook will guide you through this process by offering options and prompts.

The ad you create will automatically create new Prospect accounts for relevant users in Club OS; their Marketing Source will be the title of the ad. Be sure to give your ad a title that will help you keep track of these users.

Step 2: Integrate Facebook and Club OS

Once you've created the Facebook Lead Ad Form, integrate your Club OS and Facebook accounts to begin syncing Prospects’ submissions. Manage this in Club Setup -> Location Settings -> Facebook Lead Ads.

1. From the Facebook Lead Ads tab in Club OS, click the drop-down menu and select the corresponding club location. (If you do not see a drop-down menu, your club setup or permissions are not allowing you to access this section. If you see a message reading 'Facebook Lead Ads is not enabled' you will need to contact [email protected] for assistance.)

2. Click 'Login to Facebook'.

4. If you are currently logged out of Facebook, a pop-up will appear asking you to log in. If you are logged in, you will be asked to confirm your account.

After logging in or confirming, you will see a pop-up requesting permission for the Club OS app to access the location's Facebook page. Click 'Okay'.

5. Your club's Facebook page and Club OS are now integrated. The Facebook Lead Ads Integration page will record the date and time this occurred.

6.Next, return to the Facebook Lead Ads tab in Club OS. (Club Settings -> Location Settings -> Facebook Lead Ads.) You should now see a drop-down menu under 'Facebook Leads Ad Integration' that lists every Facebook page moderated under the account you just linked, if there is more than one.

Click the drop-down menu, and select the page you want to link to Club OS. Then click the 'Link Facebook Page' button.

7. The process is complete!Lead Ad submissions will now sync in real time to Club OS. Each submission will create a Club OS Prospect account. The Prospect's Marketing Source will be the title of the Facebook Lead Ad form.

Troubleshooting:

If you are unable to locate these options, you may not have the required permissions, or this tool may not be set up for your club. Contact support@club-os if you would like to enable this option.

If you change your Facebook password, this will prevent the accounts from connecting and Facebook leads will no longer sync. Club OS will send a notification email if this occurs. To re-establish the integration, simply repeat the steps above.

You can remove the integration at any time.

Step 3: Select Lead Ad Auto-Response Email (Optional)

Once a club’s Facebook and Club OS accounts have been integrated, you can select an auto-response email to go out to new Facebook prospects when their account is created in Club OS. (To enable this option, the emails must already be created in the Marketing section of Club OS. Review the section of our help center if you need assistance.)

You have two options:

Web Lead Response System Email: If you have this set up, it will be automatically sent to any Prospect that originated as a web lead (including Facebook Lead Ad Prospects).

New Prospect Response Automatic Campaign: You can set this up to automatically go out to any Prospect with a specific Marketing Source. For example, this can be targeted to Prospects who found your club through this specific Facebook Lead Ad.

Select one or bothof the response email types underClub Settings -> Location Settings -> Facebook Lead Ads. In most cases, you should selectjust one of these options, unless you want your Facebook Lead Ad Prospects to get multiple emails. (An example of a time you might do this would be: you want to send a targeted welcome email to Facebook Ad Leads, and you also want to send them a promo code that all your web leads receive.)

Remove Facebook Lead Ad Integration

You can remove the integration through either Club OS or Facebook. Both methods have the same outcome. Removing the integration will disconnect the two, and will record the date/time of the removal in Facebook.

Remove Integration via Club OS:Return to the Facebook Lead Ads Integration tab(Club Settings -> Location Settings -> Facebook Lead Ads) and click ‘Unlink Facebook Page’.

Remove Integration via Facebook:Find the Club OS app in the Apps section of either the club location’s Facebook page or the personal Facebook of the Club Admin who set up the integration. Click the 'x' to remove the Club OS app and its access to the Facebook page.

Remove in Club OS

Remove in Facebook

The “Recently Added” widget displays prospects and members in the order they were created (newest accounts will always be displayed at the top). Club Admins and Location Managers can filter for all of the location’s leads, while Salespeople and Trainer roles will only be able to see those leads assigned to them within the widget. This feature allows you to easily see recently created leads and quickly access their accounts, without having to go to user search.

This tool is useful in sales situations where a prospect fills out the Digital Guest Waiver at a kiosk before speaking with a Salesperson. It easily allows that Salesperson to locate them in the system and move forward in the sales process. They’ll be able to easily find and fill out the Guest Courtesy Card with this new lead (if applicable at your club).

This widget is an easy place to find the newest accounts, but generally should not be used for direct contactsince this may disrupt your club's Follow-Up schedule and affect relevant KPIs. Please continue using the Follow-Up window to communicate. Use the Recently Added for keeping an eye on new accounts and accessing them conveniently.

Club OS provides User Roles that can be assigned to different employees at your club or studio. Each Role has access to different features and tools. When you add new users to Club OS, be sure to assign them the appropriate User Role for your needs. You can also change an existing user's role if necessary, and learn more about managing users here.

This article describes the default functionality for each User Role. User Roles can be customized for your club or studio and apply on a Club-wide basis. Depending on the permissions set up at your club, feature access and restrictions may vary. If you have questions or would like to modify the settings for one or more roles, please contact us at [email protected] to request changes.

Quick Links:

Club Admin Restricted Club Admin Location Manager Sales Person Front Desk Trainer

Change a User's Role

Club Admin

Unrestricted Club Administrators have full access to Club OS. Club Admins can view and edit all Members, Prospects, and Employee types.

Club Admins have access to all areas of Marketing, Follow-Ups, Club Settings, Calendars, and more.

User Search actions for Club Admin:

Download Contact Info

Copy Data to Group

Send Workout to Group

Transfer users

Reschedule Follow-up

Send New Account Email

Send Email Campaign

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Club Admin (R)estricted

Restricted Club Administrators have similar access to Unrestricted Club Admins, with a few differences:

Under Calendar, Restricted Admins can see their assigned location(s) only, not all locations

No access to "My Club > Notifications"

Cannot edit Follow-Up Scripts (My Club > Follow-Ups)

Can viewFollow-Up Scripts for assigned location(s) only

Cannot access My Club > General

Can edit settings regarding their assigned Location(s) only (My Club > Locations)

Cannot view System Emails (Marketing)

User Search actions for Club Admin (R):

Download Contact Info

Copy Data to Group

Send Workout to Group

Reschedule Follow-up

Send Email Campaign

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Location Manager

User Search: Can search all users, all roles

Cannot view details of other Location Managers or Club Admins.

Can view and edit all Trainers, Front Desk Employees, Leads, and Members.

Cannot view or edit Club Emails (Marketing)

Can access and run Reports, view and edit Past Events and Event Types.

User Search actions for Location Manager:

Download Contact Info

Copy Data to Group

Send Workout to Group

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Salesperson

User Search: Can search all users, all roles

Cannot view details of other staff roles (Admins, Trainers, Salespeople, Front Desk), or Prospects and Members that are not assigned to them for follow-up

Can view and edit only Prospects and Members that are specifically assigned to them

User Search actions for Salesperson:

Download Contact Info

Copy Data to Group

Send Workout to Group

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Front Desk

User Search: Can search all users, all roles

Cannot view details of other staff roles (Admins, Trainers, Salespeople, Front Desk)

Can view and edit all Prospects and Members

Can add new prospects via the "Add Lead" button at the top of every page

Cannot be listed as a "Toured By" option on the Digital Guest Waiver

User Search actions for Front Desk:

Download Contact Info

Copy Data to Group

Send Workout to Group

This is the only User Role below Location Manager that can view accounts and details of all Members and Prospects. This allows your Front Desk employees to add notes and update information for all members and guests as needed.

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Trainer

User Search: Can search all users, all roles

Cannot view details of other staff roles (Admins, Trainers, Salespeople, Front Desk), or Prospects and Members that are not assigned to them for follow-up

Can view and edit only Prospects and Members that are specifically assigned to them

Cannot be listed as a "Toured By" option on the Digital Guest Waiver

User Search actions for Trainer:

Download Contact Info

Copy Data to Group

Send Workout to Group

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All User Roles can access their own Dashboard, Calendar, KPIs, Follow-Ups (if assigned), Recent Activity, their own User Profile and settings.

Changing a User's Role

If your permissions allow, you can edit Roles for other users by following these steps:

Locate the user with User Search and click their name to enter their profile.

Click the gear icon on the upper right to access User Settings.

On the General tab of the user's Account Settings page, you will find a drop-down menu with a list of roles. Select the new role and "Save Role".

[email protected]

If you need more help or want to modify your settings, please contact us at.

User Search offers a variety of powerful tools.From User Search, you can contact users, access profiles, merge or transfer accounts, send email campaigns, and more.Your role and permissions determine what you have access to. If you can’t locate a specific user account or tool you need, contact your manager.

Update User Profile

You can always use the Quick Search box at the top of every page to quickly find individual users by name.For a more in-depth search and additional actions, use the link on the left hand navigation menu to open the full User Search page.

When you open User Search, a list of all users at your club or location will appear by default, along with their contact information (if available to you).To refine the list, use Search Filters. You can conduct Search Actions or Sort the list by criteria like Account Created Date or Follow-Up (PT) Date.

Search by entering data in the search box on the upper left, and/or by choosing any of the filters on the left hand side of the page.You can use multiple filters in combination.

To clear out your search and start over at any time, use “Reset Filters” to return to the main user list.

**Note: If you are not getting the expected results from your search, you may still have filters set. When in doubt, "Reset Filters" for a fresh start.**

User Search Filters

Search by Role: To search for all users with a specific role, first click “None” to clear the list, then check the box next to the role(s) you are looking for.

Membership Follow-Up

Search by Assigned Follow-Up Employee: Find all prospects or members assigned to a particular salesperson.

Search by Follow-Up Status: Find prospects or members who are in a specific stage of the sales process or have a specific status. (Examples include Prospect - Appt Booked, Member - Freeze, or Inactive Member - Canceled).

Search by Contact #: Find prospects or members who have been contacted (more than, less than, or exactly) a certain number of times as part of the club's Follow-Up schedule.

PT Follow-Up

Similar sales-related filters appear in the PT follow-up section. Use “Assigned Follow-Up Employee”, “Follow-Up Status”, or “Contact #” options to search for users at specific stages of the PT sales process.

Additional Filters

Assigned Trainer: Find all users assigned to a specific trainer. (Users can be assigned to multiple trainers.)

Search by Origin: Find all users who initially contacted your club in a particular way. (Examples include Walk-in, T.I. (Telephone Inquiry), Web, Referral, Outreach, Other.)

Search by Marketing Source: Find prospects or members who found the club via a particular source. (This is club-specific, but may include sources like “Social Media” or “Referral”.)

Search by Contact Info: Find all users who have (or do not have) specific forms of contact information in their profiles. Examples include “Has email & phone” or “No email”. (This could be useful if, for example, your club is launching an email newsletter and you want to call all your members without an email address on file and get them signed up.)

Search by Time Range: Find all users that were created or have other actions assigned to them (like a scheduled Follow-Up, or a membership purchase) during a specific date range.

User Search Actions

Once you have located the user(s) you’re looking for, you can take direct actions on their accounts. (Continue reading or jump ahead to some examples.)

Individual User Actions

Enter User Profile: Click an individual user’s name to enter their profile. (If the name is not clickable, that means you do not have permission to enter that user profile. Contact your manager if you need changes to your permissions.)

Contact User: Use the email, text, and phone call icons on the right for quick access to Direct Contact. If you do not see a contact method for that user, it is either not on file or not available to you. If the icon has a red indicator, the user has either opted out or does not have that contact method available. Contact your manager if you need more information.

Bulk User Actions

Use the “Search Actions” dropdown menu directly under “Results” to locate actions you can take on multiple users at once. The specific actions available to you depend on your role and permissions.

Download Contact Info: A spreadsheet of contact information for the selected users will be sent to the email address on file for your account.

Copy Data to Group: Copy fitness-related information (such as workouts or nutrition data) or calendar-related information (schedule and availability) from one user to others.

Send Workout to Group: If a user profile contains saved workouts, copy it to others here.

Transfer Users: This changes the assigned Follow-Up person for Membership and/or PT sales. (This is useful if an employee is leaving and you need to assign a new contact person to their Prospects and Members.)

Reschedule Follow-up: Reschedule a selected number of Follow-Ups over a certain period of time.

Send New Account Email: Resets the password(s) for the selected user(s) and sends them an email notifying them of their new login credentials.

Send Email Campaign: Instantly send an email campaign to to your selected list. You can opt to include or exclude users who may have received the email previously. (Note: You can only send existing, previously created campaigns from User Search. To create and send a new campaign, you must go to the Marketing section.)

User Search Action Examples

Here are just a few examples of direct actions you can take from User Search:

View someone's calendar | Search by Marketing Source | Restore Deleted Account | Transfer Follow-Ups | Reschedule Follow-Ups | Merge Duplicate Accounts | Direct Contact |

Club Admin

Club Admins typically have unlimited access in User Search and can view contact information and profiles for most, or all, other users. (The exception is Restricted Club Admins, who cannot access profiles for any other Club Admins.)

View a staff member’s calendar:

You want to check Salesperson Sam’s calendar to see if he has any appointments booked for tomorrow. To locate Sam’s account, enter his name or contact information in the search box, or simply filter everyone with the Salesperson role. When Sam appears on the list, click his name to enter his profile and view the calendar.

Locate all users with a specific marketing source:

You started a new social media campaign last month (and added Social Media to your list of Marketing Sources under My Club - Location Settings). You want to see if the campaign generated any new leads. Use the “Marketing Source” drop-down menu and select “Social Media” from the list. All Prospects and Members with the “Social Media” source will appear.

Transfer Follow-ups:

Salesperson Serena is leaving for another job and you need someone to follow up with her prospects. To transfer the Follow-Ups to Salesperson Sam, take the following steps:

Select Serena’s name under Membership Follow-up / Assigned Follow-Up Employee. The list that appears will contain all Prospects and Members assigned to Serena.

Select ‘Transfer Users’ from the Search Actions drop-down menu.A pop-up will appear.

Enter Sam’s name and check the relevant boxes for Membership and/or PT Follow-Up. You can also transfer Follow-Ups to multiple employees at once. If you add multiple names, the Follow-Ups will be distributed evenly among them.

"Select the number of accounts to transfer": If you wish to assign Sam only a set number of accounts, enter the number here. Otherwise, leave this field blank to transfer all of them.

Find and restore a deleted account:

What if you accidentally deleted Serena’s account before transferring her leads to Sam? Fortunately, deleted accounts are only removed from some searches, lists, and reports; the information is still stored in Club OS.

Enter Serena’s name in the search box. Make sure to check the “Include Deleted” box on the bottom left.

Serena's account will appear with her name in red, crossed-out text to indicate it is deleted.

Click Serena's name to enter her profile, then click the User Settings gear icon on the upper right. At the bottom of the General tab, you will find a “Restore Account” button.

Deleted accounts can only be accessed via User Search.

Reschedule Follow-ups:

Salesperson Sebastian has 50 overdue Follow-Up contacts in his queue. It’s Monday, and you’ve decided to reschedule them over the next 5 days so he can catch up. Take the following steps to locate and reschedule his Follow-Ups:

Filter Role by Member and Prospect, and choose Sebastian as the Assigned Follow-Up Employee.

Next, filter by Time Range to limit the list to overdue Follow-Ups. Choose "Follow-Up (M) Date" from the drop-down menu. Leave the “from” date blank, and enter yesterday’s date on the right.This will narrow the list down to all Follow-Ups with a due date through yesterday that are assigned to Sebastian.

From here, select Reschedule Follow-Up from the Search Actions drop-down menu.A pop-up will appear.

Set the Override Period: Monday the Start and Friday the End. Check Follow-Up type as appropriate.

If you wish to reschedule only a set number of Follow-Ups, enter that number in the “Limit” box. Otherwise, leave it blank to reschedule everything on the list.

Click “go”, and the Follow-ups will be rescheduled evenly across the date range you selected. You will receive a confirmation email once the process is complete.

Merge Duplicate Accounts:

Club OS automatically consolidates certain kinds of matching information into single user profiles. (An example would be a Prospect who filled out the DGW on two separate visits and entered the same full name and email address both times. Club OS would recognize this as the same person, and combine the information into one Prospect account.)However, if you find that a user does have multiple accounts, you can merge them from User Search.

You discover that Prospect Paul has two user accounts under the names Paul and Pauly respectively. You want to keep the "Paul" account and merge the information from the “Pauly” account into it.

Locate the account you wish to merge from. (This account will be deleted, and its information will be transferred.)

Click the arrow-like “Merge” icon next to the contact icons.

A pop-up will appear asking for the name of the user account you wish to merge into.

Enter or select the user account and click “Merge”. You will receive a final warning prompt confirming you want to proceed.

Please note that the “merge from” account must be a Prospect account, not a Member account. You can merge into either a Prospect or Member account.

Salesperson

In most cases, users with the Salesperson role can access the profiles for all Members and Prospects assigned to them for Follow-Up, but cannot view details of other staff members, or Members/Prospects assigned to other employees.

Salespeople have an additional checkbox for "Assigned to Me" directly under the search box that defaults to checked. If you are not seeing the users you expect to see, try unchecking the box.

Direct Contact:

You ran into Prospect Priscilla on your way to work and had a nice chat about upcoming events at your club. Your next Follow-up contact with Priscilla isn’t scheduled until next week, so she doesn’t show up in the Follow-ups widget on your dashboard. To contact Priscilla while the encounter is fresh in your mind, use Direct Contact via User Search. Enter Priscilla’s name or contact information in the search box, and/or use Role search to filter everyone with the Prospect role. Use the blue contact icons to send a text or email, or record notes on a phone call.

Trainer

In most cases, users with the Trainer role can access the profiles for all Members and Prospects assigned to them, but cannot view details of other staff members, or Members/Prospects assigned to other employees.

Trainers have an additional checkbox for "Assigned to Me" directly under the search box that defaults to checked. If you are not seeing the users you expect to see, try unchecking the box.

Direct Contact:

Something has come up and you won’t be able to make your regular 4 pm session with Member Mary tomorrow. User Search is a quick way to reach her. Enter Mary’s name or contact information in the search box and/or use Role search to filter everyone with the Member role. Use the blue contact icons to send a text or email, or record notes on a phone call. You can also enter her profile to update the appointment directly on her calendar if you wish.

Front Desk

This is the only User Role below Location Manager that can view the accounts and details of all Members and Prospects, enabling Front Desk staff to access and update profiles as needed. Front Desk staff cannot access other staff profiles.

Update User Profile:

Member Mike got a new phone number and is calling to make sure you have his updated contact info in your system. Enter his name in the search box and click his name to enter his profile. Then, navigate to “User Settings” and update his information on the General tab.

Watch our (less than 1 minute) overview, or read below for a quick introduction to Training Management.

Training Management is a powerful tool that allows gyms to create, manage, and sell agreements for things like personal training, group training, or even classes.Once you know the basics, you’ll be able to customize services, packages, and agreements according to the needs of your club.

It will help you:

Create services and packages

Sell packages and manage renewals and billing

Schedule and manage paid events

Keep track of commissions for trainers and salespeople

These tools are found under My Club, Package setup. This is available only to Club Admins by default, but can be granted to any role via the Permissions menu.

Training Management section

Use the link below to download this overview for reference.

Visit the of our Help Center for more resources.

Club OS' User Search will give Club Admins the ability to delete/undelete users at any time.

The Delete/Undelete User action aids staff by permitting both the deletion and restoration of Member and Prospect accounts. This article illustrates how to perform both tasks.

A. How to Delete Users

Step #1:

Apply the User Search filters to select only the profile(s) intended for deletion.

Note: Only Unrestricted and Restricted Club Admins will be able to delete/ undelete users.

Step #2:

To delete a Member/Prospect, click on their profile from the User Search(as shown in the picture below).

click here

Step #3:

Once in the User's profile, navigate to their Account Settings in the top right corner of their profile.

Step #4:

Once you have located the User's Account Settings, scroll down to the bottom of the page and select "Delete Account".

B. How to Undelete Users

Step #1:

To undelete a Member/Prospect, search for the profile using 'User Search'. Utilize the 'Include Deleted' filter (located in the bottom-left corner of the User Search page) to view deleted profiles.

Step #2:

Locate their deleted account and select their profile.

Step #3:

Once in the User's profile, navigate to their Account Settings in the top right corner of their profile.

Step #4:

Once you have located the User's Account Settings, scroll down to the bottom of the page and select "Restore Account".

C. How to delete or undelete employees

Once a staff member has stopped working for a club, Club Admins should take several steps to assure that, both, the former employee's responsibilities and leads are redistributed amongst the club's remaining staff. Taking this precaution will prevent a club's leads and events from falling into neglect.

1. Transfer All Assigned Follow-Up (Both Member and Personal Training)

Enter User Search and set the filters to display every lead who currently possesses the former employee as their Assigned Follow-Up Employee. It is advisable to enable the 'include deleted' filter when setting up the search criteria. This will ensure that all profiles including deleted ones show in the search results. Next, click the Search Actions menu and select 'Transfer Users'. Lastly, set the newly required specifications and click 'Transfer'. For more details on Transferring Follow-Ups, click here.

2. Update Assigned Defaults

Note: This step is only necessary if the former employee held an email default role. You will see this error message if you attempt to delete an employee who is set as a default:ERROR: The account you are trying to delete is a location default account and must be removed before deleting.

Enter the Location Defaults page via My Club's 'Location Settings' sub-tab. Reassign any default accounts that may currently be attributed to the former employee. Lastly, click 'Save Location Defaults'.'For more details on Location Defaults,.

3. Assign Clients to Another Trainer (If Applicable)

Note: This step is only necessary if the former employee held a trainer role.

Run the Employee Active Clients Report for the former trainer to receive a complete list of that trainer's currently assigned members. Pull up a replacement trainer's Assigned Members page (located within their Club Setup tab). Click the page's search field, enter a reported member's name, and select their profile to assign that member to the replacement trainer. Next, click that member's link to access their Assigned Trainers page. Unassign the former trainer by clicking the 'X' set to the right of that trainer's name. Repeat this process for each member listed within the former trainer's Employee Active Clients Report.

4. Reassign All Scheduled Events to a New Event Owner

Enter the Calendar and view the former employee's schedule. Click each event and set its Event Owner to a remaining staff member.One of the things that should be done ensure that there are not any recurring events scheduled that need to be adjusted as well.

5. Check Message History and Respond to Clients

Enter the former employee's profile and refer to their Messages section. Reply to each message populated within the window.

6. Delete Employee

Return to User Search and set the filters to display the former employee's profile and click into it. Once there you can navigate to their Account Settings to Delete their account.

Formatting Change to Report Tabs

To make it easier for customers to use automated actions on the Sales Rep Production Report and the Lead Source Report, we have removed dates from the tab names on these reports.

Follow Up Audit Report Improvements

Improvements were made to ensure this report provides expected results. Duplicate data will not appear. A "Type" column has been added to the right of the "Action" column, to indicate whether the Follow-Up was manual or automatic. When filtering this report by location, note that in cases where the Employee and Prospect have different locations, the report will reflect the location of the Prospect.

Preventing blank fields in the DGW from overwriting Prospect account information

If a Prospect completed a DGW without entering their home address, the blank values were being used to replace any existing home address information in their account. We made an update to prevent empty ("null") Home Address fields in the DGW from overwriting existing data in the Prospect's account. (However, if new, non-null data is submitted in the DGW, this will still overwrite existing data.)

Repeating Events

In some situations, the system was generating an additional event at the end of a repeating series. The date calculations have been corrected to ensure that the expected number of events appears.

SMS Campaigns

Certain text campaigns were getting stuck in a "Pending Send" state when a send error occurred. Now, if an error occurs, the campaign will be marked as "Failed"so the sender can identify that there was an issue.

Club OS and Anytime Fitness are working together to ensure that we can provide your business with the best analytics and reporting. Accurate inputting of data allows insight into member activity and ultimately a better member experience. In an effort to do this, it is extremely important that we use consistent terminology and accurate data input across systems. Because of this, we will be consolidating some key terms and creating uniformity within our systems. The changes below will affect the Club OS management software.

Updated Key Terms

Below are key terms and their definitions. These terms will change effect 12/11/17.

Personal Training

The traditional 1:1 training session with a member and a certified personal trainer.

Previously referred to as: Training Session, Personal Appointment (Club Hub); Private Training (Club OS)

Group Training

A group personal training session including multiple members and a certified personal trainer. Base, Burn and Build sessions of Anytime Fitness Live Programming are group training.

Previously referred to as: Small Group (Club Hub); Semi-Private Training (Club OS)

Class

A group workout offered to members included in the price of membership. Examples include yoga, spin, kickboxing, and Zumba.

Previously referred to as: Group Training (Club OS) Note: ‘Group Training’ will still be used as defined above.

Fitness Consultation

The initial meeting between a personal trainer and member. The personal trainer evaluates the fitness level of the member and recommends programming.

Assessment

The member’s fitness plan progress check done by the personal trainer.

*Please contact your C2i with questions regarding language changes.*

Please see the below for the action needed

Review the chart below to determine whether you need to manually adjust any terminology.

CLUB OS

WHAT’S CHANGING

REQUIRED ACTION

Event Type dropdown menu

Semi-Private Training to Group Training

Group Training to Class

Private Training to Personal Training

No action needed

Member Services within existing packages

Semi-Private Training to Group Training

Group Training to Class

Review the Event Type selected for existing Member Services.

Verify the correct new terms are being used.

If yes, no action needed.

If no, select the new term for the Event Type and click Save.

To view existing Member Services:

Club OS>My Club>Package Setup>Member Services tab

Edit using the pencil icon.

Contact Club OS if you need assistance reviewing or updating member services.

Going forward, the new terminology will appear for all new services. Be sure when you create new services to use the correct new terminology.

Member Services within existing packages

Private Training to Personal Training

No action needed

For example:

If you have an existing member service with the event type Group Training selected, it will be automatically changed to Class. In the past, the Group Training event type was associated to group workouts. As of this update, Group Training will be defined as Anytime Fitness Live Programming. If your existing member service is tied to Anytime Fitness Live Programming, you will need to select the event type Group Training and click Save.

If you have an existing member service with the event type Semi-Private Training selected, it will be automatically changed to Group Training. If your existing member service is tied to Anytime Fitness Live Programming, you will not need to update the selected event type.

To add a new lead from anywhere in Club OS, go to the search box at the top of the page, hover over the "Add" button, and click New Lead. This will take you to the Add New Lead page.

Lead Notes

Red asterisks indicate required fields. If your club has created a Telephone Inquiry Script (under My Club > Location Settings), it will appear on the right side of the page.

Complete each section of this page in order, since some fields will not be available to fill out until you've added other information. (For example, if you are scheduling an appointment, you must choose an Event Type before you can add the details of the event.)

Basic Information

Fill out all fields in this section: Club and Location (if applicable - not visible to all users), First and Last Name, and contact information. You must enter at least one form of contact information.

Schedule an Appointment

This section enables you to make an appointment for the new lead right from this page. Select an Event Type, and the rest of the required fields will be available for you to fill out.

Notice that there are several different event types to choose from, but Appointments are the only event types that should be attended by leads who have not purchased a membership or other services at your club. (In other words, if you schedule your New Lead for a Personal Training Session, make sure they purchase PT before the session occurs. In most cases, you will only be using the Appointment event type for New Leads.)

Available event types include:

Appointment: An event where the Lead and staff discuss membership options.

Orientation: An event where the Lead and staff discuss physical training options. (A Lead cannot attend an Orientation until they have purchased a membership either in person or over the phone.)

Personal Training: A one-on-one session with a Trainer. (A Lead cannot attend a Personal Training session until they have purchaseda membership and personal training either in person or over the phone.)

Group Training: A Trainer session shared with multiple Members. (A Lead cannot attend a Group Training until they have purchased amembership and physical training either in person or over the phone.)

Small Group Training: A Trainer session shared with 2-3 Members. (A Lead cannot attend a Group Training until they have purchased amembership and physical training either in person or over the phone.)

After selecting the event type, you can enter scheduling details and set optional reminders.

Marketing Information

Here, you'll set the designated Follow-Up person for this lead and record their Origin (how they first contacted the club, such as walk-in or telephone inquiry) and Marketing Source (how they first heard about the club, such as social media or word of mouth). Marketing Sources are specific to your club and can be customized in My Club > Location Settings > Marketing Sources.

Referrals

In this section, you can add members who referred the New Lead to your club and/or add additional leads the New Lead wants to refer to you.

Under "Referred By", search for the name of the member that referred the New Lead, if applicable. Click their name when it appears in the search.

Under "Referrals", you can add any additional leads the New Lead wants to refer to your club. Click ‘Add Referrals’. You can add up to five additional leads here.

Personal Information

Add additional personal data for your lead such as home address and birthday, if available. Time zone is the only required field in this section (and will be set to your club's time zone by default).

Guest Pass/Missed Guest

If you want to offer your new lead a guest pass, fill out this section. Select the Start Date first, and the other fields will become available.

Length:How long the pass will be active. This field will not become available until you choose a Start Date. You can set this for any time from 1-30 days.

Barcode: The identification number you want to assign to this Guest Pass.

Reasons for No Sale: This will display a drop-down menu of reasons to choose from. (This list is customized for you in Club OS System Admin. If you want to make changes,contact [email protected].)

Script

This section is always displayed on the right hand side of the Add New Lead page. Your club's standardized sales script will appear here, if one was created. (Find thisunder My Club > Location Settings >Telephone Inquiry Script).

You can also add additional notes about the lead in the Notes field. They will appear as attached to this user's profile.

Generally, you should alwaysallow up to 48 hours for points to show up in your account.

If you feel you are still missing points, please reach out to [email protected], as your points are managed by a specialized company called Perkville.

Additionally, you can utilize their Support center here:

https://support.perkville.com/

Thank you.

Since Club OS is a web-based app, you can run it on any device (laptop, desktop computer, or tablet) that has access to a web browser. We recommend Google Chrome as the preferred browser for Club OS.

If you are planning to use a tablet, look for one that can run Google Chrome. Many clubs use a vertical mount for their tablets; be sure to find one that is compatible with your tablet's charger.

Attendee Icons:

Attendee icons appear when you are scheduling Prospects or Members for an event.

Indicates that this attendee has been sold a Membership. This icon corresponds to accounts with the the 'Member' role

Indicates that this attendee has NOT been sold a Membership. This icon corresponds to accounts with the 'Prospect' role.

Event Icons:

Training Session:This icon will primarily appear on a Trainer's calendar. Indicates that the time slot is available for booking Training Sessions.

Group Training:This icon will primarily appear on a Trainer's calendar. Indicates that the time slot is available for booking Group Training Sessions.

Appointment:This icon will primarily appear on a Salesperson or Manager's calendars. Indicates that thetime slot is available for booking General Appointments with Leads and/or Members.

PT Orientation:This icon will primarily appear on a Trainer or Fitness Manager's calendars. Indicates that the time slot is available for booking PT Orientations

Group Class:This icon will primarily appear on a Trainer's calendar. Indicates that the time slot is available for booking Group Classes.

Small Group Training:This icon will primarily appear on a Trainer's calendar. Indicates that the time slot is available for booking Small Group Training sessions (typically 2-3 people).

The Club OS Studio configuration offers 15 Follow-Up Statusescustomized to studio Clients. These statuses are set by the system,based on a Client’s activity, and will determine the Follow-Ups to be conducted with each client.

Standard Studio Follow-Up Statuses

This list is in descending order. If a Client qualifies for multiple statuses, the last one listed will apply.

Follow-up Status

How It’s Used

How A Client Ends Up In This Status

Lead

Used to engage with all non-web leads that have not further engaged with the studio

The Prospect was added manually through Club OS, and origin is neither Web Lead or Referral

Web Lead

Used to engage with all leads that submitted interest through the web but have not further engaged with the studio

The Prospect was added manually through Club OS with an origin of Web Lead (not available by default)

Referral

Used to engage with referrals

The Prospect was added manually through Club OS, with an origin of Referral

Trial Booked

Used to engage with Clients that have a trial class Contract, such as a free week or discounted trial month

The Prospect made a trial purchase (either a Contract or a non-Contract), has a calendar event scheduled for today or in the future, and the event attendee status is Active or Confirmed

Trial No Show

Used to engage members that had a trial class Contract but did not use it

The Prospect made a trial purchase (either a Contract or a non-Contract) and has a past calendar event with an attendee status of Active, Confirmed, or No Show

Trial Show - No Sale

Used to engage members that used a trial class Contract but did not end up purchasing

The Prospect made a trial purchase (either a Contract or a non-Contract) and has a past calendar event with an attendee status of Completed

Client

Used to engage with all Clients in good standing that do not meet any of the below criteria

Users are put in the Active Client status if any of the following conditions apply:

They purchased a service Contract, renewing or paid in full, and the Contract is in good standing (active, not suspended, with no past-due balance) and have more sessions available than the sessions available threshold

They made a non-Contract purchase and have more sessions available than the sessions available threshold.

They were manually converted to a Member

Client has purchased a new package within the past X days (low usage threshold), even if they haven’t attended a session yet

Drop-In

Used to engage with Clients that made a drop-in or one-time purchase with a studio

The Client has purchased a service without committing to a long-term or auto-renew Contract, the purchase was for a quantity of 1, and they have 0 sessions available

Client - Renewal Opportunity

Used to engage with Clients that have a remaining session balance that suggests they should renew soon. This is determined by the Studio Session Opportunity Limit (default: 2 sessions).

Users are put into this status if they meet the criteria for either:

They purchased a service Contract, renewing or paid in full; the Contract is in good standing (active, not suspended, with no past-due balance); and they have fewer or equal sessions available than the sessions available threshold

They made a non-Contract purchase, with either a quantity greater than 1 or a quantity of 1 and 1 or more sessions are available, and they have fewer or equal sessions available than the sessions available threshold

Client - Low Usage

Used to engage with Clients that have not used their membership in a certain period of time. Determined by the Low Usage Limit (default: 21 days).

The Client purchased a Contract or a non-Contract but hasn’t completed a training event within the club’s low-usage threshold

Client - Suspended

Used to engage with Clients that have a suspended membership (i.e. membership is being paused)

The Client has an active Contract and the Contract status is “suspended”

Client - Delinquent

Used to engage with Clients that are delinquent on their membership payment

The Client has an active Contract with a past-due balance greater than 0

Client - Contract Ending

Used to engage with Clients that have a membership Contract ending in a certain period of time. Determined by the Contract-Ending Threshold (default: 14 days).

The Client has an active Contract with an end date that falls within the Contract end-date threshold

Inactive Client - Expired

Used to engage with Clients that are currently on an expired membership Contract

The Client has an inactive service Contract with an alert of “Expired”

Inactive Client - Canceled

Used to engage with Clients that canceled their membership Contract

The Client has an inactive service Contract with an alert of “Canceled”

Additional Studio Follow-up Statuses

These are not available by default. They apply if your studio has enabled the Appointment event type and is booking Appointments in Club OS.

Appointment Booked

Appointment Booked - No Show

Appointment Show - No Sale

Optional Event Reminders can be attached to each event you create in the calendar, for both the Event Owner and any Attendees. You can set one reminder per event for each group by checking "Remind Event Owner" and/or "Remind Attendees" and selecting one of the following options:15 minutes, 30 minutes, 1 hour, 2 hours, 5 hours, 1 day, or 2 days prior to the event's start time. You can use different options for the Event Owner and the Attendees.

[email protected]

You can edit individual event reminders or default settings at any point before the event begins.

Event Reminder Default Settings

For Attendees:

"Club Default" reminder settings are created in Club OS System Admin at the time of implementation. For each event type that your club uses, there is an option for standard event duration (30, 45, or 60 minutes prior to an event) and whether or not Attendee Reminders will be automatically created ("Do not Remind", or remind 15 or 30 minutes before, 1, 2 or 5 hours before, or 1 or 2 days before). Club OS will use these default settings when you create calendar events. (If you need to modify these settings, you will need to contact Club OS Support at .)

No matter what your Club Defaults are, you can modify individual events (including event reminders) as needed. You can also create different default Attendee Reminder settings to be associated with specific employees -- these will override the Club Defaults.

For Employees/Event Owners:

You can create default Event Owner reminder settings for individual employees. This will ensure that your employees will always get a reminder as the Event Owner whether or not it is added to an individual event.

To do this, enter the employee's account and go to their Account Settings page by clicking the gear icon on the upper right. On the General tab, scroll down to Employee Settings.

Def Owner Reminder: Choose a default Event Owner reminder setting for this employee. The setting you choose will be automatically applied as the Event Owner reminder for all this employee's events. (It can still be edited for individual events if needed.)

Leave the Def Owner Reminder setting at "none" if you do not want to apply a default for this employee.

Def Attendee Reminder: This default setting will apply to all attendees at events where this employee is the Event Owner. (Just like the Event Owner Reminder, this can be adjusted for individual events as needed.)

Leave the Def Attendee Reminder setting at "none" if you do not want to customize reminder timing for this employee's attendees.

Leave the setting at "Club Defaults" if you want to use the default attendee reminder settings that were created at the club level.

After making desired changes to Def Owner Reminder and/or Def Attendee Reminder, click "Save Employee Settings".

Text and Email Event Reminders

Reminders are sent via text message by default. If the user has no phone number on file or has opted out of texting, they will receive an email instead.

You can override this for individual members in their account settings. This is helpful if a member has not opted out of texting, but prefers to get event reminders via email. You can also opt them out if they don't want to receive event reminders at all.

To do this, enter the member's account and go to their Account Settings page by clicking the gear icon on the upper right. On the General tab, scroll down to Communication Settings. Select the desired option for event reminders (Via sms, Via email, or Do Not Send), and click "Save Communication Settings".

Troubleshooting

Reminders will only be sent if they are scheduled to go out between an event's creation and its scheduled start time. For example, if you schedule an event that is set to begin in 59 minutes, you cannot set a reminder to go out 1 hour before the event, since that time has already passed.

If an employee or member complains that they're not receiving event reminders, make sure their account has a working mobile number and/or email on file and that their Communication Settings for "Send Event Reminders" are not set to "Do Not Send".

Studio Basics: Text Message Campaigns

Club OS Studio Basics is a three-part video tutorial series covering important system features and workflows. These short videos can be used as a resource to train or retrain studio staff on the software. (This series was built for MindBody Online integrated clubs and contains some information not relevant to Club OS users with other integrations.)

1. Studio Basics: Getting Started (Length: 01:48)

Review how studio staff members utilize Club OS to identify and contact prospects, as well as engage current clients to boost retention.

2. Studio Basics: Manage Staff Accounts (Length: 04:39)

This video covers how staff accounts are created in Club OS. This includes how to add, manage, and locate these accounts using the User Search.

3. (Length: 01:26)

This video covers what Club OS Bulk Texting can do for you! This includes how you can use these campaigns and best practices when composing your texts.

Watch this short video (04:29 minutes), or read below, for an introduction to Member Services.

A Member Service is a single unit, session, or class -- something your club offers beyond a membership. An example of a service would be a 60-minute personal training session, or a 30-minute small group training session. Services must be set up in order to create packages and schedule members for certain types of calendar events.

In Service setup, you can choose the default settings for pricing, duration, commission, and expiration for each unit. Some settings are just guidelines, and can be adjusted later during package setup or at the point of sale.

This example will walk you through creating a 60-minute personal training session. If you want, you can even open up Club OS to practice in real time.

Go to My Club -> Package Setup.

Training Management section

Click the Member Services tab on the top left. You may see other services listed here, if your club has them set up. Now, clickAdd Member Serviceon the top right.

This will take you to a setup page for your Member Service.First, select the location or locationswhere your service is available. If your member services are exactly the same at all locations, select all locations when you create your services. If settings or services vary between locations, set them up separately at each location.

The Name appears in service packages and member agreements, as well as Calendar events. Make sure this is clear and descriptive. It’s best practice to include the duration of the service in its name. We’ll name our 60 minute personal training service “PT 60”.

Description is not required, but can be used to add additional information if you want.

The Event Type corresponds with Calendar Event Types. You’ll notice that the same options are available in the Calendar when you are creating a new event. For this service, select “Personal Training”

.

Pricing (Unit Price and Unit Price Min) allows you to set the maximum and minimum price for your Service. Providing a range allows for flexibility later in the sales process. Or, to keep it simple, you could enter the same number for minimum and maximum.

Duration is the length of the session or class, in hours or minutes. This can also be adjusted later if necessary. For this personal training session, enter 60 minutes.

You can also add tags to your service. These are optional and for your reference only, and they will only appear on the Service settings page.

Expiration Duration is the length of time that each session is available to the client once it’s paid for. For example, if this is set for 1 month and your client is billed for a session on December 1st, she has until January 1st to use it.

You may or may not see a checkbox allowing you to attach taxes to this service. (This depends on whether a tax setup has been created in My Club -> Package Setup -> Taxes.)

The Member Service Commission is paid out to trainers based on the services they deliver. This can be paid out per event (flat rate only) or per attendee (flat rate or percentage), or both.

Once the commission is configured, the Member Service is complete and ready to be used. You can Save as Draft if you do not want salespeople and trainers to access it. Otherwise, Save and Activate. (You can edit the service after activation if needed.)

Use the link below to download these instructions for reference.

Visit the of our Help Center for more resources.

It’s important to understand the difference between services and packages, and how they relate to each other. Watch our quick explainer (01:17 minutes), or read below.

Member Services are the foundation of Training Management -- a basic single unit, session, or class. An example of a Service would be a 60-minute personal training session, or a 30-minute small group training session. Services must be created in order to sell packages and schedule members for certain types of calendar events.

In Service setup, you can choose default settings for pricing, length in hours or minutes, commission, and expiration for each unit. These settings can be changed during package setup or at the point of sale.

Packages are what is actually sold to the client, appearing on the agreement or contract they sign with you. An example of a Package would be: 2 personal training sessions every week for 12 weeks.

Inside Packages, you can bundle one or more services in any combination you need, and then determine specific package settings, such as term length and renewal. Some of the settings at the Package level can be adjusted at the point of sale if needed.

Training Management section

Use the link below to download the PDF cheat sheet for reference.

Visit the of our Help Center for more resources.

Once you have created Member Services, the next step is bundling them into packages for your clients. Watch the video (6 minutes) or read below for an introduction.

Building the Package

Start at the 'Packages' tab under My Club -> Package Setup.

Next, select the location where this package will be offered. If it will be offered at multiple locations, follow the instructions above the locations box. You will only be able to choose from Services that are available at the same location.

Training Management section

Just like member services, you want to give your package a clear and descriptive Name (and, optionally, a description).

Term length is the length of the agreement. The Min and Max Term fields can also be used to set a range, if you want to provide flexibility at the point of sale. This would allow you to choose any value from the range when you are putting an agreement together for a client. Otherwise, enter the same value in all the Term fields.

We advise choosing either weeks OR months for both the Term and Billing Cycle. This is because sessions are funded (paid for and made available to the client) according to the billing cycle. Coordinating your term and billing cycle helps keep things simple. (For example, if a client is billed weekly on an agreement with a monthly term, the number of billing dates could vary month to month, causing possible confusion.)

Tags are optional and for your reference only. If a package has a descriptive name, they may not be necessary.

Add Services

Once the basic structure of your Package has been created, proceed to the Member Services section to add one or more Services.

Click "Add Member Service" and make a selection from the drop down menu. Unit Price, Unit Price Min, and Expiration will pre-populate with the default settings you assigned to the member service, but you can edit them here, at the Package level. Modifications you make at this stage will not affect the original Member Service. They are specific to this Package only.

Use Units/Bill Cycle to decide how many units, or sessions, to release on each billing cycle. You can add a range in the Minimum/Maximum fields to create more flexible packages (covered in more detail in Advanced Package Setup). Or, tokeep it simple, enter the same value in each of these fields.

Choose an Expiration to determine how long units will be available for clients to use once they're paid for. In some cases, expired sessions can be reactivated and returned to clients if necessary, depending on your club’s setup and permissions.

Next, set the Renewal Type. You are required to set at least one renewal option. If you provide multiple options, you will also need to designate one as the default renew type, but everything you select will be available to choose from at the point of sale.

None: This package will not renew when the term ends. The client would have to purchase a new package if they wanted to continue training.

Term: The package will automatically renew for the same term lengthunless the client cancels. Since we chose a term of 8 weeks, the package would renew for another 8 weeks.

Open: The package will automatically renew on the billing cycle. In this example, the billing cycle is biweekly. After the initial 8 week term is up, an open renewal would continue to bill the client every two weeks until it’s cancelled.

Fees enable you to charge an administrative/enrollment fee or for perks like towels.This is optional. You can also set the Fee Amount Minimum as low as 0, to allow the fee to be reduced or waived at the point of sale.

Recurring fees are charged on the billing cycle.

One time fees will be applied to the client's first payment.

If your club is set up to charge taxes, you can use the taxes checkbox to add them to this package. (This checkbox may or may not appear, depending on whether a tax setup was created in the Taxes section of Package Setup.)

Cancellation fees only apply if a client needs to cancel the agreement before the end of its term. These can be reduced or waived at the time of cancellation if necessary.

Save and Activate

Once you have completed the settings, you can save and activate, and the package will now appear on your list. Or,use the Save as Draft option if you do not want it to be available for use yet.

Use the link below to download these instructions for reference.

Visit the of our Help Center for more resources.

Here, we'll take a deeper dive into Member Services. Watch this video (5 minutes) or read below, to learn more about when and how to create a new Member Service.

Remember, a Member Service is a single unit of something like a class or a personal training session. Services are created in order to sell packages to your clients and schedule members for certain types of calendar events. When you create a Service, you assign certain characteristics to it, such as Service name and event type, default price, commission, and duration. Here are some examples of situationswhere you would create a new service.

Different Service/Activity Type

If you offer different activities at your club, you should create a separate service for each of them.This will help keep packages and agreements organized, and schedule clients and staff for the right events. Make sure that each Service you create in Club OS is aligned with a specific activity offered by your club.

Training Management section

To create any new Service, assign it a location and add the other required settings: Service Name, Event Type, Unit Price (and Unit Price Minimum) and Duration. Repeat this process for any other type of activity your club offers.

Remember that the Service Name and Event Type will also appear on calendar events and agreements.

Similar Service, Different Duration

You should create separate Member Services for different durations of the same class or training event.

For example, if your club offers both 30-minute and 60-minute Personal Training or Group Training sessions, you should create a separate Member Service for each. This will keep them distinct from each other on agreements, billing, and calendar events.

It's a good idea to enter the duration of the service right in the name, to make them easy to tell apart at a glance. The example below shows two separate Services for 30- and 60-minute Small Group Training sessions.

Changes to Settings

You might also want to assign differentsettings to different types of Services. For example, a one-hour Boot Camp class and a one-hour Yoga class could both be categorized as Group Classes or Group Training with a duration of 60 minutes, but you would still want to differentiate between the two. You might want to use different commission settings for these two different services -- such as paying a $5 per attendee commission for your Boot Camp class and $20 per event (class) commission for the yoga session -- and you would need to set up distinct services in order to accommodate those options.

Once you have services set up to your liking, the next step will be bundling them into Packages, so that you can sell and schedule services for your clients.

Use the link below to download these instructions for reference.

Visit the of our Help Center for more resources.

The Trainer Liability Report lists information about the current standing of Member agreements and their session usage and funding. Unlike most reports in Club OS, this report cannot be run for a selected date range - it provides current, real-time information only.

How to Read the Trainer Liability Report

Each member service attached to an agreement is represented by its own row. A Member may appear multiple times if they exhibit liability towards more than one event/service. Each Member Service attached to the same Agreement will have the same Agreement ID number, but will appear on its own row.

A Member will appear on this report if:

They have expired sessions.

They have sessions that have been comped or paid for, but not used.

They have used sessions that have not been comped or paid for. (These rows will be highlighted in red.)

For an event to appear on this report (in the Completed Sessions Paid/Not Paid columns), the event must contain a member service and be set to a chargeable status (Ex. Completed, Cancel - Charge, No Show - Charge).

Sample Trainer Liability Report

accessing, filtering, and scheduling reports

Trainer Liability Report Fields

Totals appear at the top of certain columns.

Location

Sale Date: The date the event's purchase occurred.

Member

Agreement ID: The identification number to which the agreement is assigned.

Member Service

Event Type: Examples include Personal Training, Group Training, Class, Fitness Consultation, and Assessment. (If the event is either Fitness Consultation or Assessment, then a Member Service was purchased as part of the agreement.)

Member Service End Date: End date of the Member Service

Member Service Term Length: Term of the Member Service

Member Service Total Sessions: Total sessions included in the Agreement associated with the service

Member Service Price per Session

Total Value of Member Service: Total sessions included in the Agreement associated with the service multiplied by the Price per Session

Total Member Service Paid to Date: Money collected towards the Agreement's total value

Sessions Expired (count): The number of paid sessions that have now expired.

Sessions Expired ($): The value of a Member’s paid, expired sessions.

Sessions Expired Comped (count): The number of comped sessions that have now expired.

Sessions Expired Comped ($): The value of all comped, expired sessions.

Paid Sessions Not Used (count):The number of all paid, unused sessions. Includes sessions that haven't been scheduled yet, as well as pending events (units that have beenscheduled but not yet completed).

Paid Sessions Not Used ($): The value of all paid, unused sessions.

Paid Sessions Not Used Comped (count): The number of sessions that a Member has been comped for but not used yet. Includes units not booked and pending events.

Paid Sessions Not Used Comped ($): The total value of sessions that a Member has been comped for but not used yet. Includes units not booked and pending events.

Completed Sessions Not Paid (count): The number of sessions that a Member has completed but not paid for. Includes units not booked and pending events.

Completed Sessions Not Paid ($): The total value of sessions that a Member has completed but not paid for. Includes units not booked and pending events.

Completed Sessions Paid (count): The number of sessions that a Member has completed.

Completed Sessions Paid ($): The total value of a Member’s completed sessions, based on the default price of the service.

Renewal Type: The renewal type of the agreement

Salespeople: The club employee who performed the sale. (Multiple employees, if applicable, are listed separated by commas.)

Trainers:Trainers assigned to the Member.(Multiple employees, if applicable, are listed separated by commas.)

Fee Name: The name given to an agreement's added fee.

Fee ($): The cost of the fee. (Fees do not figure into report calculations.)

Learn more about .

Add General Notes in Fitness Profile

Unlike Lead Notes, General Notes are specific to the Member's Fitness Profile. Navigate to a Member's account and hover over Fitness on the sidebar, then click on Fitness Profile.

Lead Notes

Clicking the link will take you to the Health Bio page of the member's Fitness Profile. Find the Notes field at the bottom of the page, under the Health Questionnaire. Enter your notes and click "Save Health Bio".

Unlike, General Notes in the Fitness Profile don't keep a record of who entered them, or when. This field can be completely edited or deleted at any time.

Lead Notes attached to User Profiles can help a club customize pitches for prospects, and personalize a member’s customer service experience by keeping record of interests, goals, progress, preferences, or life events.

Lead Notes can be added when a New Lead is created. They can also be viewed and added any time through the User Profile, Follow-Up Window, or Direct Contact Window.

Profiles can contain multiple Lead Notes. Every time a Lead Note is created, it will also record the date, time, and name of the person who created it. The full Lead Notes history is always available on the Prospecting --> General tab of a Prospect or Member's profile.

Read on for how to view and create Notes.

Add Lead Notes to New Lead | Add Lead Notes to User Profile | Add Lead Notes through Follow-Up Window | Add Lead Notes through Direct Contact Window

Add Lead Notes to New Lead

To record additional information about a Prospect the first time they are entered into your system, add notes while you are creating the New Lead.

To create the lead, locate the Add button at the top of the screen. Hover and click on the "New Lead" option that appears.

Fitness Profile

On the Add Lead page, you'll find a field for Notes in the box on the left-hand side. Be sure to complete all the required fields and click "Save New Lead" at the bottom.

View and Add Lead Notes to User Profile

You can see existing Lead Notes and add new Lead Notes directly to a User's profile at any time. Find the Profile via User Search (either at the top of the screen or on the sidebar.)

Once you've located the Prospect or Member, click their name to enter their Profile. Thenhover over Prospecting and click General.

Scroll down to find the box for Lead Notes on the bottom of the General Tab. (You will also see any Notes that have already been created.) Enter your notes and click "Save Notes".

Add Lead Notes through the Follow-Up Window

Lead Notes can be added during the process of completing Follow-Ups. From the Follow-Up Widget on your Dashboard, click Follow-Up next to the name of the Member or Prospect.

The Follow-Up window for that user will open. On the left, you'll see any Lead Notes that have already been added.

When you choose a contact method for the Follow-Up (Call/Email/Text/Other as available) you will find a field where you can add additional Notes.

Add Lead Notes via Direct Contact

Locate the Prospect or Member and enter their Profile. Click the envelope icon on the upper right to open the Direct Contact message window.

Just like with Follow-Ups, a message window will appear that displays any existing Lead Notes. When you choose a contact method, you'll see a field to add your own notes.

It is also possible to add " General Notes " to a Member's . This is for fitness information only. General Notes consist of one field of text that can be edited anytime and does not preserve history in the same way that Lead Notes do.

This report provides data on blast email campaigns for one or more locations.

Sample Email Campaign Blast Report

accessing, filtering, and scheduling reports

Email Campaign Blast Report Fields

Campaign:Name of the Email Campaign

Status:Active or inactive as of the Send Date.

Send Date

Send To:The campaign's selected audience, such as Members, PT Members (members who purchased Personal Training), Leads, Active Guests, or Expired Guests.

Created By:The Club OS user who created the campaign.

Created Date

Updated By:The last Club OS user to work on the campaign.

Updated Date:When the campaign was most recently updated.

Learn more about .

The Summary Accrual Revenue Report lists revenue from transactions with a 'Success' or 'Pending Success' status from ABC. This report can be filtered by date range, location, and employee.

Reading the Summary Accrual Revenue Report

Paid Invoices: The Summary Accrual Revenue Report adjusts its data as invoice status changes. Once an invoice is settled and paid, it will always appear as 'Paid' on the Summary Accrual Revenue Report.

Example: On 8/30, Micah’s invoice possessed a ‘Pending’ status. On 9/2, Micah’s invoice settled -shifting its status to ‘Paid’. As a result, Micah’s invoice’s status will now always appear as 'Paid' on the Accrual Revenue Report.

Refunds: When a paid invoice is later refunded, a new invoice is generated for the refund and appears separately in the report with its own invoice number and the value of the original invoice (in the 'Total ($)' column) becomes negative. The original invoice's number will appear with the refund invoice in the Refund Invoice Number column. These invoices only appear on reports for the date(s) they were created.

Example: Oliver’s initial invoice was marked as paid on 2/1. A refund was issued on 3/1. At the end of March, you decide to review the reports by month. Your February Accrual Revenue Report does not include Oliver's refund invoice, but it does include a negative value and a Refund Invoice Number for the original transaction. Your March Accrual Revenue Report shows Oliver's refund, but not the original invoice. However, if you generated a report for the date range 2/1 - 3/31, you would see both invoices.

Chargebacks/Returns:These will only appear on a report containing the the original paid invoice.

Example: Candice’s initial invoice billed on 11/20. Her bank issued a Chargeback on 12/2. November's Accrual Revenue Report will display the Chargeback invoice, but the December report will not.

Sample Accrual Revenue Report

accessing, filtering, and scheduling reports

Total Revenue by Payment Type

The summary table at the top of the report lists the amount of new Charges, Refunds, and Chargeback/Returns by payment type (Cash/Check or Credit/ACH). The 'Total($)' column on the right lists the total revenue accrued in each category (new Charges minus Refunds and Chargebacks).

New Down Payment:Down payments on new Agreements (first-time Members)

Renew Down Payment: Down payments from returning Members renewing their Agreement

Recurring:Recurring payments from both new and renewed Agreements

Cancellation: Cancellation fees collected

Total

Total Revenue by Payment Status

Total Pending Revenue: Invoices that are not yet settled

Total Not Paid Revenue: Invoices that are unpaid (for example, in the event of a chargeback)

Total Paid Revenue: Invoices that have been successfully paid. This does not include refunded revenue.

Learn more about .

The Guest Pass Report summarizes guest pass activity over a selected date range.This report can be generated for a single location or multiple locations.

Sample Guest Pass Report

accessing, filtering, and scheduling reports

Guest Pass Report Fields

Location: Club location

Issued: Number of guest passes that a club issued within the date range of the report

Expired: Number of guest passes that expired within the date range of the report

Converted: Number of Prospects who received guest passes and then purchased memberships within the date range of the report.

Learn more about .

If you have made changes that aren't showing up, or something isn't displaying or functioning properly, you may be able to solve the problem by clearing your iPad's browser cache.

Important note: Google Chrome is the recommended browser for Club OS.

Clear your cache in Google Chrome

1. Tapthe three vertical dots in the top right of your browser toolbar.

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2. Select "Settings"

3. From the resulting "Settings" overlay, tap "Privacy"

4. From the Privacy menu, select "Clear Cache".

5. Select "Clear" and you're done.

Clear your cache in Safari

1. Enter the Settings App and choose "Safari" from the left menu.

2. On the right pane, select "Clear Cookies and Data".

3. From the resulting pop-up, click 'Clear' and you're done.

Restart the browser after clearing your cache to see if the issue has been resolved. If this did not solve your problem, or you have further questions, please contact us at.

The Accrual Revenue Report lists revenue from transactions with a 'Success' or 'Pending Success' status from ABC. This report can be filtered by date range, location, and employee.

Reading the Accrual Revenue Report

Paid Invoices: The Accrual Revenue Report adjusts its data as invoice status changes. Once an invoice is settled and paid, it will always appear as 'Paid' on the Accrual Revenue Report.

Example: On 8/30, Micah’s invoice possessed a ‘Pending’ status. On 9/2, Micah’s invoice settled -shifting its status to ‘Paid’. As a result, Micah’s invoice’s status will now always appear as 'Paid' on the Accrual Revenue Report.

Refunds: When a paid invoice is later refunded, a new invoice is generated for the refund and appears separately in the report with its own invoice number and the value of the original invoice (in the 'Total ($)' column) becomes negative. The original invoice's number will appear with the refund invoice in the Refund Invoice Number column. These invoices only appear on reports for the date(s) they were created.

Example: Oliver’s initial invoice was marked as paid on 2/1. A refund was issued on 3/1. At the end of March, you decide to review the reports by month. Your February Accrual Revenue Report does not include Oliver's refund invoice, but it does include a negative value and a Refund Invoice Number for the original transaction. Your March Accrual Revenue Report shows Oliver's refund, but not the original invoice. However, if you generated a report for the date range 2/1 - 3/31, you would see both invoices.

Chargebacks/Returns:These will only appear on a report containing the the original paid invoice.

Example: Candice’s initial invoice billed on 11/20. Her bank issued a Chargeback on 12/2. November's Accrual Revenue Report will display the Chargeback invoice, but the December report will not.

Sample Accrual Revenue Report

accessing, filtering, and scheduling reports

Total Revenue by Payment Type

The summary table at the top of the report lists the amount of new Charges, Refunds, and Chargeback/Returns by payment type (Cash/Check or Credit/ACH). The 'Total($)' column on the right lists the total revenue accrued in each category (new Charges minus Refunds and Chargebacks).

New Down Payment:Down payments on new Agreements (first-time Members)

Renew Down Payment: Down payments from returning Members renewing their Agreement

Recurring:Recurring payments from both new and renewed Agreements

Cancellation: Cancellation fees collected

Total

Total Revenue by Payment Status

Total Pending Revenue: Invoices that are not yet settled

Total Not Paid Revenue: Invoices that are unpaid (for example, in the event of a chargeback)

Total Paid Revenue: Invoices that have been successfully paid. This does not include refunded revenue.

New Down Payment, Renew Down Payment, Recurring Payment, Cancellation Payment

Below the Payment Type and Payment Status tables, each category is listed separately. You can view the details of all invoices in the New Down Payment, Renew Down Payment, Recurring Payment, and Cancellation categories.

Invoice Date: The date the invoice is set to bill.It is possible for the Invoice and Attempt Dates to be identical.

Attempt Date:For Cash/Check transactions, this is the date that club staff took payment and marked it as received in the system. For Credit/ACH transactions, this is the date the transaction was sent to ABC.

Invoice Number: The invoice’s identification number.

Member Name

Agreement Name

Member Services: The Member Service(s) attached to the invoice. If there are multiple Member Services on this invoice, they will be listed and separated by a comma.

Salesperson: The employee who sold the Member their package.

Member Service ($): The Unit Price of the Member Service(s)

Fees ($): Additional fees, if applicable

Subtotal ($): The pre-tax cost of the invoice (Service costs + Fees)

Tax ($): Tax added, if applicable

Total ($):Subtotal plus tax.Refunded totals appear as a negative number.

Invoice Type: Can be either Recurring, Integration, Cancellation, or Down Payment.

Billing Type:'Pay Now' invoices are manually collected and recorded. 'Auto-Billing' are automated Credit/ACH transactions.

Payment Profile:Cash, Credit Card, Checking, or Savings

Status:'Pending', 'Paid', or 'Not Paid'. Displays as 'Pending' bydefault. Once an invoice is settled, its status is 'Paid'. (In the case of a refund, the original invoice and the associated refund invoice will both display as 'Paid'.)

Refund Invoice Number:Remains blank except in the case of a refund. If a paid invoice is refunded, it is assigned an identification number that appears in this column.

Learn more about .

This report provides information on sales opportunities (including appointments and walk-in visits) associated with each employee for the selected date range and location(s).

You can also use the Group Locations checkbox when generating this report to see the totals for a given location.

Sample Sales Rep Production Report

accessing, filtering, and scheduling reports

Sales Rep Production Report Fields

Name:Employee name

Location

Total Traffic: Combined total of walk-in and scheduled visits with this employee

Total Closed: Total number walk-in and scheduled visits that resulted in a membership sale

Total Close \%: Percentage of walk-in and scheduled visits that resulted in a membership sale

WI:Number of total walk-ins assigned to this employee (includes new and returning/Be-Back guests)

WIClosed:Number of walk-ins that resulted in a membership sale

WI Close \%:Percentage of walk-ins that resulted in a membership sale

New WI:Number of walk-ins by first-time visitors assigned to this employee

New WI Closed:Number of walk-ins by first-time visitors that resulted in a membership sale

New WI Close \%:Percentage of walk-ins that resulted in a membership sale

BB WI:Number of Be-Back Walk-ins assigned to this employee

BB WI Closed:Be-Backs that resulted in a membership sale

BB WI Close \%:Percentage of Be-Backs that resulted in a membership sale

AX Booked: Total number of appointments on the employee's schedule during the date range. (Includes appointments for New/first-time guests and BB/returning guests.)

AX Show:Number of appointments on the employee's schedule that were attended as planned

AX Closed:Number of appointments that resulted in a membership sale

AX Close \%: Percentageof appointments that resulted in a membership sale

New AX Booked:Number of appointments with first-time guests on the employee's schedule during the date range

New AX Show:Number of appointments with first-time guests that were attended as planned

New AX Closed:Number of appointments with first-time guests that resulted in a membership sale

New AX Close \%: Percentageof appointments with first-time guests that resulted in a membership sale

BB AX Booked:Number of appointments with returning guests on the employee's schedule during the date range

BB AX Show:Number of appointments with returning guests that were attended as planned

BB AX Closed:Number of appointments with returning guests that resulted in a membership sale

BB AX Close \%: Percentageof appointments with returning guests that resulted in a membership sale

Guest Waiver: The number of DGW (Digital Guest Waiver) entries that list the employee as the "Toured By" staff member

Guest Waiver \%: The percentage of DGW entries that list the employee

FollowUps:The number of Follow-Up contacts completed by the employee during the report's date range

Referrals: The number of Referralscredited to the employee during the report's date range

Learn more about .

To create a blast campaign, hover over the Marketing icon on your navigation bar and select TextCampaigns.

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Next, click"+ADD TEXT CAMPAIGN"on the top right side of the text campaigns page.

Text Blast Campaigns are composed in four stages:

(1) Setup, (2) Recipients, (3) Content, and (4) Send.

(1)Setup

For your reference, enter the title of the campaign.

(2) Recipients

The Recipients page allows club staff to segment their audiences by specific criteria.

The Recipients page consists of two sections:

1. Target Audience:Here, users can select which Prospect or Member status(es) they wish to send their text campaign to. For a full list of Prospect/Member status definitions, click here.

Once you have selected your target audience, you will see a date range filter available for use, if needed. This filter offers the user an option to drill down to a more specified audience by date range. The additional date range filters can differ from Prospect to Member.

If a "Select" option is chosen, a drop box will appear to select a particular status from that audience.

2. Filters:These aid users in further specifying the exact audience for which the campaign is intended.

Filters include:

Locations:Allows the user to specify the location whose Prospects/Members will be receiving the text campaign. The user will only be able to view and assign locations based on their enabled permissions.

Gender:Allows users to specify which gender category will receive the text campaign.This filter will appear for all Prospect and Member statuses.

Note: If you do not consistently collect/mark this info, then you will most likely want to avoid utilizing this filter due to the risk of not hitting all of the intended audience.

Age Range:Allows users to specify the range in which a Prospect/Member’s age must fall in order to receive the text campaign. This filter will appear for all Prospect and Member statuses.

Note: This is filter is generated from the birthdate within the prospect/member's account. If an account does not have a birthdate included, that prospect/member will be excluded from the campaign. If you do not consistently collect this info, then you will most likely want to avoid utilizing this filter due to the risk of not hitting all of the intended audience.

By clicking the filter’sside arrow, the following ‘Min’ and ‘Max Age’ fields will appear:

Origins:Segment your recipients by origin. The Origin is how a prospectinitially entered the system.

Marketing Sources:Allows users to specify the source through which a Prospect/Member heard about the club. Check the appropriate boxes.

Interests:Segment your recipients by the Interests that they disclosed while visiting the club.

Employers:Allows the user to specify the place of employment that a Prospect/Member cited in their profile.

Payment Method:Allows the user to specify the payment method with which the Prospect/Member paid.

Note: This filter is only for clubs that utilize ABC as their billing provider.

Once you have completed the necessary fields on the Setup Page, click“Next”in the bottom right of the page to continue.

(3) Content

1. Text Message Content Field- Enter your desired message here.

2. Emoji Picker-This is a tool that allows you to choose the different emoji images that are available to be used within the messages sent in Text Campaigns. Currently, this feature is only available for text.

3. Insert Dynamic Tag-These tags populate unique information per each individual text recipient.EX: 'First Name' or 'Location Name'

4. Character Count

Character count is limited to 300 characters, including dynamic tags.

A user can type as many characters in the text area as desired, but if they exceed 300 characters the character count turns red.

If a user attempts to save a campaign with greater than 300 characters, an error message is displayed.

If a user attempts to save with a character count of 0, an error message is displayed.

Segment Predictor -It is encouraged to keep text messages short, however if you exceed 160 characters our segment predictor will warn you that the message will be delivered in 2 segments.

After reviewing the content on the right in the cell phone box preview, click "NEXT"at the bottom right of the page when you are satisfied with your message.

(4) Send

The Send page is the final stage of the Text Blast Campaign building process.

After entering the Send Date and Send Time, click Save and"Make Campaign Active" to activate your bulk text blast.

Confirm that the campaign’s text sent by navigating to the club’s Campaign History page (located within the Marketing tab).

When someone replies to a Text Campaign, the message will be routed to their current Membership Follow-up person. If the account isn't assigned to someone for follow-up, the message will be routed to the Member Sales Default for your club.

To enquire on adding this feature to Club OS, please reach out to a Club OS contact or .

Did an erroneous lead account somehow find its way into your system? Perhaps your Digital Guest Waiver was filled out twice by the same person, but with slightly different information. Regardless of how it happened, the good news is that merging prospect and member accounts is as easy as a few simple clicks!

The first step you'll need to take after logging into your account is select the 'User Search' tab from your menu bar. Second, search for and locate the account you would like to merge.

Next, we'll click the Merge button (resembles two opposing arrows) to initiate the process. Once selected, a popup window should appear, displaying the account to remove during this process, as well as the account to keep.

Now that you have both accounts designated, just click the 'Merge' button to finish!

NOTE: You will be prompted with a warning to ensure that you want to move forward with process.

Don't have access to this feature? Request your manager provide you this access via your Account Settings. Don't have a manager accessible to perform this task? Reach out to us at [email protected]

Purpose

Club OS enables club admins to increase or restrict a user’s access and abilities on the system by changing their ‘Role’ designation. Roles are a hierarchy of user classifications, which are determined by their level of access and ability to edit system features. Follow this workflow to edit a user’s role.

Note: Click here for more info about roles, and their access and abilities.

1.

First, navigate to the desired staff member’s profile with the ‘User Search’.

> User Search

2.

On the staff member’s profile, hover over the Account Settings Icon in the top right corner. Then, select the staff member’s ‘Account Settings’ tab from the drop-down menu.

> User Settings

3.

On the Account Settings page, scroll down to the ‘Role’ section. Select the ‘Role’ drop-down menu.

Then, select the desired role for the employee from the drop-down list.

> Role Drop-Down Menu

4.

Finally, select ‘Save Role’ to retain the role change.

> Save Role

The Memberships Sold Report includes information about the member, salesperson, and other data associated with a membership purchase. It can be filtered by location and employee.

How to Read the Memberships Sold Report

Color coding indicates the relationship between a membership's Sale Date and Tour Date.

White:On-site purchase. Sale Date and Tour Date are identical.

Green:Online purchase. Sale Date and Tour Date do not match because the membership was purchased online.

Red:DGW not completed by the time of purchase. Sale Date and Tour Date do not match because the Member did not complete the Digital Guest Waiver on the day of their purchase.

Sample Memberships Sold Report

accessing, filtering, and scheduling reports

Memberships Sold Report Fields

Location

Location External Billing ID: The location's ID assigned by the club's billing provider.

Sale Date

Member

Email: The Member's email address.

Mobile: The Member's mobile phone number.

Home: The Member's home phone number.

Work: The Member's work phone number.

Barcode: The membership's barcode assignedby the club's billing provider.

Origin: Member's Origin - the way they initially contacted the club (examples include Walk-in, Phone Inquiry, Web Lead)

Marketing Source: The source through which a Member first discovered the club.

Salesperson: The employee credited with the membership sale

Tour Date: The date and time of the Member's introductory club tour

Tour Person: The employee named as "Toured By" on the Member's initial visit

Type: The type of membership that the Member purchased.

ORTS Booked: Displays a Y/N to indicate whether the Member was scheduled for a PT Orientation when they purchased the membership.(Some clubs use different terminology, such as Assessment or Fitness Consultation. This column might appear as FAs/FCs/MPAs Booked, etc.)

Self Signup: Displays a Y/N to indicate whether the membership was purchased online (as opposed to in-person with a staff member).

EFT: If applicable, the monthly EFT (Electronic Funds Transfer) amount that the member has agreed to pay

Down: The down payment (if any) that the Member paid upon purchase

Renewal Date:The date the Member's membership agreement was renewed (if applicable)

Rewrite Date:The date the Member's membership agreement was rewritten (if applicable)

Billing Status:

Billing Status Date:The date the Member's most recent billing status was acquired.

Agreement Number: The membership agreement's identification number.

User External Billing ID:ID number assigned to the Member by theclub's billing provider.

Learn more about .

This report details transaction attempts and their outcomes over a selected date range, and can be filtered by location.

Sample PT Transactions Report

PT Transactions Report Fields

Attempt Date: The date of the transaction attempt

AF Location ID

Member Name: The member associated with the transaction

Salesperson Name: The employee listed as the Salesperson on the invoice associated with the transaction

Invoice #

Agreement Name: The name of the agreement associated with the transaction

Subtotal: The pre-tax amount on the invoice

Tax:Tax charged on the invoice

Total Payment: Subtotal plus tax

Transaction ID:Assigned by the club’s billing provider

Payment Profile Used: Payment method the Member agreed to use

Response: The status of the transaction attempt supplied by the club's billing provider. It will display as 'Failed', 'Success', 'Success Pending Settlement', or 'No Response Yet'.

Response Message: Additional notes from the billing provider

Settlement Status: Club OS’ determination of the status of the transaction attempt. Thiswill display as a blank, 'Waiting for Notification', or 'Settled'.

Settlement Response: Provides further information (if applicable) on the status of the transaction attempt

The Guest Log Report provides data on club tours that occurred during a selected date range.

Sample Guest Log Report

accessing, filtering, and scheduling reports

Guest Log Report Fields

Location: The location at which the Prospect’s tour was administered.

Location ID: This is the ID assigned to the location by its billing provider.

Tour Date

Name: The name of the Prospect on the tour.

Phone: The phone number of the Prospect.

Email: The email address of the Prospect.

Source:Marketing Source - how the Prospect found out about the club (such as Referral, Direct Mail, Social Media, etc.)

Visit Type: This data will appear as either ‘Appt’ (first-time visitors) or ‘BB Appt’ (Be Back, for returning visitors who have not yet purchased a membership).

Waiver Date: The date and time the Prospect's Digital Guest Waiver was submitted.

Tour Person: The staff member who administered the Prospect’s club tour.

Salesperson: The staff member assigned to the Prospect’s membership follow-up.

Joined?: Displays a Y/N to indicate whether or not the Prospect’s tour resulted in a membership purchase.

Membership: Membership type, if purchased.

Billing Status: The new Member’s most recent membership billing status.

Billing Status Date: The date and time in which the new Member’s most recent billing status was acquired.

EFT Amount: The monthly cost that the new Member has agreed to pay toward their membership via electronic transfer.

Down Payment: The upfront cost that the new Member paid toward their membership.

Referrals: The number of individuals who were referred by the Prospect/Member.

Booked By: The staff member who scheduled the tour.

Employer: The Prospect/Member’s place of work (useful if your club tracks referrals from certain companies).

Note: Clubs who use Genesis as a billing provider will see this column as 'Guest Source'.

Note: Any notes that were entered in the Digital Guest Waiver.

User External Billing ID: This is used by the club’s billing provider.

Origin: The origin of the prospect/member

Guest Log Report Color Coding

White, red, and blue color coding indicates the status of the Digital Guest Waiver (DGW) for each tour.

White: The Prospect submitted their DGW within an hour before or after the tour’s start time. (Example: A Prospect whose tour was scheduled for 2:00 PM submitted their DGW between 1:00 PM and 2:59 PM.)

Red: The Prospect submitted their DGW over an hour before or after the tour's start time. (Example: A Prospect whose tour was scheduled for 2:00 PM submitted their DGW at 11:39 AM.)

Blue: The Prospect did not submit their Digital Guest Waiver.

Learn more about .

The Unpaid Invoice Report contains four tabs: Summary, Unpaid Invoices, Payment Attempts, and Written-Off Invoices.

Summary Tab

This tab summarizes the total quantity and cost of a club or club location’s current unpaid invoices. The data is divided into five statuses: ‘Past Due’, ‘Still Attempting’, ‘Delinquent’, ‘Chargeback’, and ‘Written-Off’.

The five tables on this tab lists the location, number of past due invoices, and total cost of past due invoices in each status.

accessing, filtering, and scheduling reports

Past Due Invoices (Cash/Check payment profile): Overdue for payment by cash or check.

Unpaid Invoices ("Credit Card" or "Checking/Savings" payment profile): Have had one or more failed payment attempt, but are still scheduled for future payment attempts. More detail can be found on the Unpaid Invoices Tab.

Delinquent Invoices ("Credit Card" or "Checking/Savings" payment profile):Have failed three attempts and are therefore not scheduled for any future payment attempts.More detail can be found on the Unpaid Invoices Tab.

Chargeback Invoices ("Credit Card" or "Checking/Savings" payment profile):Previously-settled invoices that have since been disputed by the Member (via their credit card company, for example) or the Member’s bank (due to insufficient funds, for example).More detail can be found on the Unpaid Invoices Tab.

Written-Off Invoices:Have been manually written-off by club staff. No further payment attempts can be made. More detail can be found on the Written-Off Invoices Tab.

The Unpaid Invoices Tab

This tab lists all unpaid invoices at a club or location with ‘Past Due’, ‘Still Attempting’, ‘Delinquent’, or ‘Chargeback’ status. (Written-Off invoices appear on their own tab.)

Unpaid Invoices Tab Fields

Member Name: The owner of the agreement whose invoice has not been paid.

Invoice Date: The date the invoice was originally created

Attempt Date(s): The date(s) of payment attempts made on this invoice. Multiple attempts will appear separated by a comma.

AF Location ID: The Anytime Fitness location to which the unpaid invoice belongs.

Salesperson Name: The employee who sold the Member agreement.

Invoice #: The unpaid invoice’s identification number.

Agreement Name: The PT agreement to which the unpaid invoice is attached.

Subtotal: The cost of the unpaid invoice before tax

Tax: Tax, if any, added to the invoice’s subtotal

Total Payment: The total cost of subtotal plus tax

# Attempts: The number of payment attempts made for this invoice.In the case of Cash/Check invoices, this value will always be zero.

Status: Displays as ‘Past Due’, ‘Still Attempting’, ‘Delinquent’, or ‘Chargeback’.

Last Transaction ID: The most recent payment attempt’s ABC transaction ID.

Payment Profile Used: Displays the payment profile the Member agreed to. May be Cash/Check, Credit Card, Checking or Savings.

Last ABC Response: Received from ABC, this most-recent response will read as either ‘Failed’, ‘Success Pending Settlement’, or ‘No Response Yet’.

Last ABC Response Message: Additional details on the Last ABC Response

Member Address

The Payments Attempts Tab

This tab is similar to the Unpaid Invoices tab and breaks down each payment attempt made towards Unpaid Invoices.

The Written-Off Invoices Tab

This tab lists all unpaid invoices with a written-off status.

Learn more about .

To filter by employee name, complete the following steps:

Locate the followup widget on the Dashboard. From the drop down menu, select the name of the employee.

Result

Topic

A new filtering option has been added to the follow up agenda.

Purpose

The new option allows you to filter follow up agenda by employee names. Clicking on the employee name will display the agenda for that particular employee. Before, follow up agenda was only available for individual locations.

Steps

To filter by employee name, complete the following steps:

1. Navigate to the follow up agenda on the dashboard.

2. From the drop down menu, select the name of the employee whose follow up agenda needs to be looked at.

In the example shown below, Brett’s follow up agenda has been selected. This will display Brett’s agenda.

Result

Please follow the below steps to ensure an event will show up in the Anytime Fitness App (AFA) for your clients to book.

Navigate to the Calendar using the left-hand navigation bar

Click the Add Event button on the top right.

How to Set Your Employees' Availability in Club OS

Select the Event Owner who is the Trainer/Coach that is leading the session. This person should have a photo uploaded under Staff Management in the AF Dashboard. That picture will show up in the AFA.

Select the Event Type.(Only two event types will show up in the AFA: Group Training and Small Group Training.)

For AF Training Team Workouts (Base, Burn, Build), select “Group Training”.

For AF Training Small Group, select “Small Group Training”.

Note that AF Training One-on-One Personal Training is not set up as an event, but rather managed through trainer availability. See .

Only AF Training sessions will appear in the app. You are not able to schedule other classes such as Zumba or Spin to appear in the App.

Select the Location. If you are part of a multi-ownership group, make sure to select the correct applicable location.

Type in the Subject.For Group Training, the Subject must have the words; Base, Burn or Build. It is NOT case sensitive but will not pull any other words and/or any combination of words with Base, Burn or Build. For example, Base Session will NOT pull into the app.Small Group Training does not require a subject.

For AF Training Team Workouts (Base, Burn, Build), the Subject must simply state “Base”, “Burn”, or “Build.” It is NOT case sensitive but will not pull any otherwords and/or any combination of words with Base, Burn or Build. For example, "Base Session" will NOT pull into the app.

For AF Training Small Group, a subject is not required.

Click Repeat if this event repeats on the same day/time each week. This way you only have to create the event once.

Add the event Start Date. This is the first date the event will show up in the AFA.

Add the Start Time. This will show in the AFA.

Add the End Time. This will show in the AFA.

Click the Public box. If this box is not checked, the event will NOT show in the AFA.

Enter the Max # of participants that can fit into your Group Training session. Once the session has reached capacity the session will show as FULL in the AFA.

Add the Member Service tied to this type of session. Members can only book into sessions with a member service that matches the member service on their agreement.You must have a member service selected for the event to show in the app.

Click Save Event to publish the event to the AFA.

The Commission Report can be accessed from both the Reports and Package Setup areas of Club OS. It is automatically generated in the Package Setup area every pay period, or can be customized in the Reports area.

The Commission Report calculates staff commissions for a selected date range and can be filtered by Location and Employee.If you select "All Employees", the report will contain a summary tab for the entire location and display the data for each employee on separate tabs.

Itis not advisable to make retroactive changes to your Pay Period setup, since that can cause discrepancies on reports.

From the Reports area, you can customize your report download by date range, location, and/or employee. Important: When selecting reporting dates, keep in mind thatsales commission rates are based on your Pay Period setup, and you may get inconsistent results on reports run for a custom date range that does not correspond with a pay period.

From the Package Setup area, you can access reports generated automatically every pay period.

How to Read the Commission Report

The Commission Report calculates commission for a selected date range based on PT Sales (new Agreements for member service packages), PT Events (Member Service events such as training and classes), and funding past PT events (past events that were marked completed and validated during the date range).

Sample Commission Report

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Commission Report Summary Fields

Location Name

Sales Person: The club employee who performed the sale or commissionable event. (This person does not have to have a Salesperson user role in Club OS.)

Sales Commission: The total commission earned by each Sales Person for sales of package agreements

PT Commission: The total Commission earned by each Sales Person for commissionable PT sessions

Orientation and Assessment Commission: The total Commission earned by each Sales Person for conducting Orientations/Fitness Consultations/Assessments (Your club may or may not have this commission set up.)

Group Commission: The total Commission earned by each Sales Person for group events and classes

Total Commission: The total Commission earned by each Sales Person

Commissionable Events:The total number of commission-based events for the selected date range where the Sales Person was the Event Owner on the Calendar. This includes all events regardless of funding or validation status.White, red, and yellow color coding indicate event status. Only events that are both funded and validated are eligible for commission.

White: The event is both funded and validated; commission is payable for the selected dates

Red: The event is not yet funded; commission is not yet payable for the selected dates

Yellow: The event is not yet validated; commission is not yet payable for the selected dates

Attendee Status Key: Lists event status codes that may appear on the following tabs, which provide more detail on specific commissionable sales and events. Statuses include: Active, Confirmed, Canceled, Canceled - Charge, Rescheduled, No Show, No Show - Charge, Completed, Deleted Event

Commission Report Employee Tab Fields

This tab breaks down employee commission into four types: Sales (for the sales of new service package agreements), PT (for personal training events/sessions), Class (for group events and classes), and Orientations/Assessments.Click the links below to jump ahead to a specific section.

Sales Commission | PT Commission | Group Commission | Orientation and Assessments Commission

Sales Commission

Sales Commission is calculated based on new Package sales. Columns in this section include:

Sold Date

Member Name

Package Name

Amount: The total value of the package

Commission Type: The type of sales commission offered --Money Collected, Down Payment Value, or Total Agreement Value.

Commission \%: The pre-set rate for this commission

Total Commission: The total amount earned in this category

PT Commission

Events in this section appear if they fill one of three criteria:

Event occurred during the selected report dates

Event occurred before the selected report dates, but was funded during the selected report dates

Event was previously marked Complete on the calendar, but was deleted during the selected report dates. (Deleted events are not eligible for commission. If commission was calculated for an event in a previous pay period, it will be deducted from the employee's total in this report.)

Columns in this section include:

Member Service Name

Training Date

Member Name

Event Status:The Attendee Status Key on the Summary tab lists the possible event statuses.An event that is Completed and Deleted in the same date range willappear here as 'CP (D)'.

Event Duration

Funded Date: The date the Member Service was funded, by the Member paying for the session or by club staff marking the event's Calendar status to 'Completed', 'Canceled - Charge', or 'No Show - Charge'. (If both of these occur, the posted date will be whichever action was most recent.)

Chargeable?: Verifies whether or not a Funded Date exists: 'Y', 'N', or 'N (Funded out of date range)'.If the result is not 'Y', the even is not yet eligible for commission and the row will behighlighted in red. 'N' is an unfunded event. 'N (Funded out of date range)' means that the event was eventually funded, but not within the date range of the report. (For example, an event that occurred on 6/1 and was funded on 6/20 will display as 'Funded out of date range' on a report pulled for 6/1-6/15.)

Validated Date: The date and time the event was set to Completed status on the calendar. This can occur in the following ways:

The Member checks into the club within two hours before or after the event

A staff member manually sets the calendar event to Completed

The Member (or a manager/Club Admin) enters a PIN to complete the event

Validated By: Indicates how the event was validated.

If validated via Member check-in, the Member's name will appear.

If validated via PIN-entry, the PIN owner's name will appear.

If both check-in and PIN-entry occur, this field will default to showingthe checked-in Member's name.

Session Value: The cost of the individual Member Service. If the event is not chargeable, this field will be blank.

Subject: The Event Subject listed on the Calendar for this event

Commission \%: The pre-set rate for this commission

Total Commission: The total amount earned in this category

Group Commission

Columns in this section include:

Member Service Name

Training Date

Name of Attendees:Multiple names will appear separated bycommas

# Attendees Scheduled: The total number of attendees for the event

# Chargeable Attendee: The total number of chargeable attendees (If an attendee is subsequently deleted from an event, they are not considered chargeable.)

# Attendee Funded: The number of attendees whose purchase was funded during the selected report dates

# Attendee Validated: The number of attendees whose purchase was validated during the selected report dates

Session Value: The cost of the individual Member Service. If the event is not chargeable, this field will be blank.

Subject: The Event Subject listed on the Calendar for this event

Commission \%: The pre-set rate for this commission

Total Commission: The total amount earned in this category

Orientation and Assessment Commission

This section is used to calculate commissions for events that are generally offered to attendees at no charge, like Orientations/Fitness Consultations/Assessments. This section is available if you have an associated commission set up in Package Setup - Member Services.

Columns in this section include:

Member Service Name

Training Date

Member Name

Event Status:The Attendee Status Key on the Summary tab lists the possible event statuses.An event that is Completed and Deleted in the same date range willappear here as 'CP (D)’.(Deleted events are not eligible for commission. If commission was calculated for an event in a previous pay period, it will be deducted from the employee's total in this report.)

Event Duration

Funded Date:The date the Member Service was funded, by the Member paying for the session or by club staff marking the event's Calendar status to 'Completed', 'Canceled - Charge', or 'No Show - Charge'. (If both of these occur, the posted date will be whichever action was most recent.)

If you wish to award commission on these events without any payment from the Member, manually mark them as 'Completed'.

Chargeable?: Verifies whether or not a Funded Date exists: 'Y', 'N', or 'N (Funded out of date range)'.If the result is not 'Y', the even is not yet eligible for commission and the row will behighlighted in red. 'N' is an unfunded event. 'N (Funded out of date range)' means that the event was eventually funded, but not within the date range of the report. (For example, an event that occurred on 6/1 and was funded on 6/20 will display as 'Funded out of date range' on a report pulled for 6/1-6/15.)

Validated Date:The date and time the event was set to Completed status on the calendar. If the This action can occur in the following ways:

The Member checks into the club within two hours before or after the event

A staff member manually sets the calendar event to Completed

The Member (or a manager/Club Admin) enters a PIN to complete the event

Validated By:Indicates how the event was validated.

If validated via Member check-in (such as a club-assigned key fob), the Member's name will appear.

If validated via PIN-entry, the PIN owner's name will appear.

If both check-in and PIN-entry occur, this field will default to showingthe checked-in Member's name.(The Member and PIN owner may be the same person.)

Session Value:If the event is not chargeable, this field will be blank.

Subject: The Event Subject listed on the Calendar for this event

Commission \%: The pre-set rate for this commission

Total Commission: The total amount earned in this category

Learn more about .

The Appointments Made Report lists all appointments with Prospects over a selected date range and location.

Sample Appointments Made Report

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Appointments Made Report Fields

Location:The club location for the appointment.

Created Date:The date the appointment was scheduled.

Created By:The staff member who scheduled the appointment.

Event Owner:The staff member the Prospect will be meeting with.

Guest Name

Phone

Email

Source:Marketing source - how the Prospect found out about the club (such as Referral, Direct Mail, Social Media, etc.)

Appt Date:The date of the scheduled appointment

Prior Appt Date:If this appointment is the result of rescheduling an earlier appointment, the original date will appear here. If the upcoming appointment is new, and not rescheduled, this field will appear blank.

Notes:Text entered in the "Notes" section of the event when it was created in Club OS.This field will appear blank if no notes are attached to the event.

User External Billing ID:The user ID assigned to this event in a club's external billing provider (may not apply to all clubs).

Learn more about .

Intro to Package Setup

Step 1: Member Services

Step 2: Packages

Step 3: Terms

Step 4: Taxes

Step 5: Member Service Commission

Step 6: Sales Commission

Step 7: Pay Period Admin

Pay Period Admin allows a Club Admin to determine sales commission settings and set up a schedule for calculating commission payments. This is usually a one-time setup. If you need to make changes, you may need to contact our support team at [email protected].

Start by navigating to My Club --> Package Setup -->Pay Period Admin.

[email protected]

To add or adjust a payroll setting, click the ‘Add Pay Period Setting’ link.

This will take you to the ‘Pay Period Setup' page.

Red boxes below indicate required fields. Pay Period Setup is a one-time action; if you need to change these settings in the future, please contact our support team at .

Pay Period Setup

Period Length: Defines the timing of the pay period (on a monthly, semi monthly, or weekly basis)

Start Date: The date you want these settings to go into effect.

(If you have chosen Semi Monthly for Period Length, your start date choices will be restricted tothe 1st and the 10th.)

Pay Dates: Determines the Payment Period start and end dates - Monthly, Semi-Monthly, or Weekly.

Payroll Report Setup

Determine the settings for sales commission here.

Money Collected:Sales commission is based on the amount collected on an agreement each pay period. Employees must be listed as the Salesperson on an agreement in order to be eligible.

Total Agreement Value:Sales commission is based on the total value of an agreement sold during the pay period.

Down Payment Value: Sales commission is based on the down payments (base payments) on new agreements sold during the pay period

Commission Reports

Commission reports will be automatically generated in Pay Period Admin every pay period according to the settings you created. Click the name/date range of the report to have it sent to you. (A popup will appear asking for confirmation. Click OK, and the report will be sent to the email address on file for your account.)

Club OS offers a wide range of Reports on club and employee activity. Permissions at your club determine which users have access. Club Admins (and other users with permission) can generate reports on demand at any time, and can also set up reports to be automatically generated and sent on a schedule.

Accessing Reports

To generate or schedule a report, click ‘Reports’ on the sidebar menu. (If you do not see this feature, please contact your manager for assistance.)

The Reports page lists every report that is currently available for your club. (View a full list of available Club OS Reports. Your club may not use every report on the list.)

[email protected]

Option 1: Generate Report Immediately

Click on the name of the report.

A pop-up window will appear with a brief description of the report, along with options for filtering the data.

Report Filters

Available filters will depend on the type of report - not all reports use all filters.

Date Range

Location: Choose ‘All Locations’ or a specific club site

Employee: Choose ‘All Employees’ or a specific staff member

Group Locations: Provides data for multiple locations. Each location's data will appear on its own row.

After you've set your filters, click "Email now". The report will be sent to the email address connected with your Club OS account. (If you are not receiving reports, double check that your email address is correct in your Account Settings.)

Option 2: Schedule the Report

Click the ‘[+ Schedule]’ link to the right of the report:

A pop-up window will appear with a brief description of the report, along with available filters. You will also set scheduling settings here.

Scheduling Settings

Name: Choose a title for this custom report -- this will also appear in the email subject line.

Frequency: Options include ‘Daily’, ‘Weekday’, ‘Weekly’, ‘Bi-Monthly’, and ‘Monthly’

Time of Day: When the report will be delivered

Other Recipients: Add the email address for anyone else you would like to receive the scheduled report.

After setting the filters, click Save. You can also click Email Now to have the filtered report sent to you immediately.

Troubleshooting - Not getting reports?

If you've followed these instructions and aren't receiving your reports, check that:

You have an up to date email address in your Club OS Account ANDit is not shared with any other accounts in Club OS ( Here's how to check.)

The emails are not being sent to a spam or junk folder by your email provider

Club OS Reports

View a full list of available Club OS Reports.

The specific Reports available to your club are set at the system admin level. To make changes to your settings, please contact the support teamat .

The Member Service Sales Reportsummarizes all member services sold within a given date range. This report can be filtered by location.

Sample Member Service Sales Report

Member Service Sales Report Fields

Last Name

First Name

Package Name

Member Service: Name of the service(s) in the purchased package

Sign Up Date

Billing Duration:Billing cycle

Expiration:Length of time services will remain available to the client once they are paid for

Price Per Session

Sessions per Bill Cycle

Total Cost per Bill Cycle

The Package Sales Summary Report summarizes package sales over the selected date range.

accessing, filtering, and scheduling reports

Location Name: The location of the club in which the package sale occurred.

Location External Billing ID: The identification number for the location in which the package sale occurred

Last Name: Member's last name

First Name: Member's first name

Member Email: Member's email

Package Name

Member Service Name: The Member Service(s) attached to the package. MultipleMember Services will be listed separated by commas.

Sign Up Date:Purchase date of the package

Contract Period End Date: The date in which the Member’s purchasing contract is set to expire.

Down Payment: The upfront invoice paid by a Member in purchasing the package. (This field will be empty if a down payment was not made.) This will usually match the Base Payment towards an agreement, or any amount paid at the time of sale.

Recurring Payment: The recurring amount on invoices paid towards the package. This valuewill be ‘0’ if the service agreement was paid in full by the down payment or if it consisted of a single invoice and was not set to auto-renew.

Total Package Cost: The total price of the Member’s purchased package (sum of the down payment and all scheduled recurring payments).

Billing Duration: The length of time in which each invoice is set to represent. (Correlates to the "Billing Cycle" in Package Setup.)

Package Length: The span of time over which a package’s sessions are set to occur. (Correlates to "Term Length" in Package Setup.)

Cancellation Date: Listed, if applicable

Bill Cycle Type:Monthly, Semi-Monthly, or Weekly

Number of Scheduled Payment Cycles: The total number of scheduled payments

Auto Renew Status

Salesperson: The club employee credited with selling the Member their package. (This field may appear blank.)

Trainer: The Trainer assigned to the package. (This field may appear blank.)

Most Recent Active Membership Sale Date: The date of the Member’s most recent membership purchase. (This field may appear blank.)

Preexisting PT Agreement Status:Willdisplay the status of the member's most recent agreement (Active, Completed, Frozen, Canceled), or N/A if the member has no previous agreements.

Learn more about .

The Club Defaults Report summarizes the staff members set as the Location Defaults (My Club -> Location Settings -> Location Defaults) at one or more club locations. This allows you to quickly check that the correct follow-up staff are assigned to various forms of communication. ( Learn more here about the location default settings.)

Sample Club Defaults Report

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Club Defaults Report Fields

Location Name

Default Member Sales: This is the default assigned Membership follow-up account. This employee will receive all leads that come in without a designated follow-up person.

Default Member Support:This is the default assigned Membership follow-up when a prospect converts to a member (May be "unassigned" if no default employee has been selected.)

Default PT Sales:This is the default assigned PT follow-up. This employee will receive all leads that convert to a member and enter the ORT Not Booked status without a designated follow-up person (May be "unassigned" if no default employee has been selected.)

Default PT Support:This is the default assigned PT follow-up when PT is purchased.(May be "unassigned" if no default employee has been selected.)

Learn more about .

This report provides data on Trainer interactions with their Clients and can be filtered by location. Unlike most reports in Club OS, you will not select a date range -- the report provides real-time information for the day it is generated.

Sample Fitness Audit Report

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Fitness Audit Report Fields

Name:Trainer's name

Location:Trainer's location

PT Clients:Number of Clients assigned to the Trainer

30 Day Touches-this is the total number of accounts that have been emailed in the last 30 days. Emailing Clients is a good sign that a Trainer is really using the software to build up the relationship.

30 Day Log-In \%:Percentage of a Trainer's Clients that have logged into their profile in the last 30 days.

30 Day Measure \%:Percentage of a Trainer's Clients that have had measurements logged in the last 30 days.

7 Day View \%:Percentage of assigned Clients that the trainer has viewed in the last 7 days.

Saved Bio \%:Percentage of Clients assigned to the Trainer with a Health Bio saved in their Fitness Profile

Saved Goals \%:Percentage of the Trainer's Clients with Goals saved in their Fitness Profile

> B Nutrition \%: Percentage of the Trainer's Clients withat least an "A" for their nutrition grade.

> B Workouts \%: Percentage of the Trainer's Clients withat least an "A" for their workout grade.

Fitness Audit Report Variations

Here are the similarities and differences between the Fitness Audit Report - Full and Fitness Audit Report - PT versions:

Full and PT: Both reports get all employees at the club or location with a role of Club Admin, Location Manager, or Trainer .

Full version: The number of Active Clients comes from the members who are assigned to each of these employees and members who aren't assigned to any employee.

PT version: The number of Active Clients comes from members who have a follow up scheduled who are in a PT Follow Up status of Active, Opportunity, or Inactive AND who are assigned to the same employee for follow-up (i.e. the member must both be assigned to the employee for follow-up and be an assigned client). If an employee doesn't have members assigned to them as clients, they will not show up on the PT version of this report, regardless of if they have PT followups assigned to them.

Learn more about .

This report lists active PT clients, their most recent session, and how many sessions remain in their service package - enabling you to identify Members who are running low on available sessions and may want to sign up for more services. This report can be filtered by location and employee.

Sample PT Shot Sheet Report

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PT Shot Sheet Report Fields

Date:Date of the member's most recent payment towards a service package

Member

Phone: Member's phone number

Email: Member's email

Service: Service type the Member most recently purchased

Sessions Left: Number of remaining sessions in the Member's package

Event Type: Most recent event type scheduled for the Member

Event Status: Status of the most recent event (active, confirmed, rescheduled, canceled - charge, no show - charge, or completed)

Learn more about .

The Projections Report details projected revenue over a selected date range, based on all currently active agreements. This report can be filtered by location.

Sample Projections Report

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Projections Report Fields

Last Name

First Name

Package Name

Sign Up Date: The start date of the agreement

Expiration Date: The end date of the agreement

Billing Duration: Billing cycle for the agreement

Package Length:Term length of the agreement

Down Payment: If applicable, the down payment applied to this agreement

Fees:If applicable, any one-time fees the Member paid upon signing the agreement.

Recurring Payment:The total recurring payment for each billing cycle. (Also includes recurring fees, if applicable.)

Date Range Total Projected: The total price that the Member is expected to pay toward their package. (A total for this column appears at the bottom of the list.)

Date Range Contractual: The residual cost of the Member's package that the Member has yet to be charged for and, therefore, remains unpaid. (A total for this column appears at the bottom of the list.)

Date Range Auto-Renew:If the agreement auto-renewed during the report's date range, the amount of the renewal invoice will appear here.

Pending Collection:Any overdue payment the club has yet to collect (delinquent invoices, chargebacks, etc.) (A total for this column appears at the bottom of the list.) Note:Members cannot be billed for new payments until pending payments are collected.

Remaining Contractual Agreement Value: The package's current remaining total balance (not limited to the report's date range.)

Learn more about .

The Referral Conversion Report provides data on referrals acquired during the selected date range and whether they attended a tour and/or purchased a membership. This report can be filtered byLocation and Employee. This may be found under another name (such as Preferred Guest Report or VIP Guest Report) depending on your club's settings.

Sample Referral Conversion Report

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Reading the Referral Conversion Report

A row will behighlighted in red if any of the following situations apply:

The Referred Lead received a club tour on the same date their information was provided to the club by the Referring Prospect/Member

The Referred Lead purchased a membership on the same date their information was provided to the club by the Referring Prospect/Member

The Referred Lead's 'Sale Date' is earlier than their 'Referral Date'.

The Referred Lead has a monthly membership rate lower than the original Referring Member.

The Referred Lead owes the club a past due payment.

Referral Conversion Report Fields

Location: The club location in which the Referred Lead's account was created.

Referred By Name: The Referring Prospect or Member

Referred By Email: The Referring Prospect/Member's email address.

Referred By Agreement Number: The agreement ID number associated with the Referring Prospect/Member, if applicable

Referred By Current Monthly Rate: The monthly rate that the Referring Prospect/Member is currently paying for their membership, if applicable

Referral Name: The name of the Referred Lead.(The total number of new leads will appear at the top of this column.)

Referral Email: The Referred Lead's email address.

Referral Agreement Number: The Referred Lead's agreement identification number, if applicable. This field will be empty if the lead has not yet purchased an agreement. (The total number of new agreements will appear at the top of this column.)

Referral Date: Date that the lead was originally referred.

First Tour Date: The date and time of the Referred Lead's initial club tour, if applicable

Sale Date: The date/time the Referred Lead purchased a membership, if applicable

Membership: Membership type the lead purchased (if Club OS recognizes these in your club).

Referral Current Monthly Rate: The monthly rate that the Referred Lead is currently paying for their membership, if applicable

Referral Past Due Balance:Any overdue amount owed to the club by the Referred Lead

Referral Source: How the referral was created in Club OS:

Lead Info indicates that the referral was created under Referrals on the Add New Lead form. The lead themselves would have created the referral by directly contacting the club, and mentioning the person who referred them.

Referral Link indicates that the referral was created in the profile of the Referring Prospect/Member by entering their information under "Add Referrals".

Marketing Source: Marketing source listed on the Referred Lead's profile

Employee: The staff member assigned to follow up with the Referred Lead.

Learn more about .