Cancel Account In some cases, you may need to cancel a member’s account. You can do this here in the Member Management under the Billing Info section. To cancel the member’s account: Select Cancel Account Enter a reason for the cancellation. You can also change the date for the cancellation to take effect. By default, this will be set to the current...

Add the Location via the Club OS System Admin App. In System Admin, search for the Club you are wishing to add the new location. Click on '(+) Add New Location' Enter in the first location information: Name, Address, City, State, Zip, Country, and Timezone. Verify if the location is in pre-sale or not and select the checkbox appropriately. Save the ...

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At ASF, our goal is to provide you with the service, support, and information you need to effectively manage your electronic payments. Data breaches for small businesses now make up 43% of cyber-attacks. In addition, for those small businesses that had breaches, 83% were not financially prepared to recover from the attack. To address the heightened ...

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  Jump to: What is A2P 10DLC |  Registration | Fees What is A2P 10DLC? Per our SMS provider Twilio: A2P 10DLC refers to a system in the United States that allows businesses to send  Application-to-Person (A2P)  type messaging via standard  10-digit long code  (10DLC) phone numbers. Carriers in the US consider all Twilio traffic to be A2P. Carriers’ ...

The number of users shown in the User Search within Club OS may not directly match the counts in your Active Contract Report from your billing system. This is expected and can occur due to several factors: Sync Timing – Updates such as cancellations or accounts sent to collections may not sync to Club OS until the night after the change is made in y...

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Integration Details | Field Mapping | Where to Get More Information Overview In ABC-Integrated clubs, Club OS is used for reporting, follow-ups with prospects and members, and email and text marketing campaigns. ABC’s Datatrak system is used for member management and scheduling (such as billing, check-in, membership sales, and calendar services).  D...

Members may occasionally be logged out of the mobile app as a standard part of our security and session management process. This can happen for a few reasons, including: Security Updates – Periodic updates to enhance app security or improve performance may require a fresh login. App Updates or Device Changes – Installing a new version of the app, sw...

Whenever you have events that require payment to attend, you will need to first create relevant items in Inventory Management. These items are then sold through MyPOS, which adds the related sessions to the member's account.  To create session items in Inventory Management, you will first need an Item Type that is set up as Scheduler_Bucket. Items t...

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A complete list of published e-books, and a few other resources, arranged  from oldest to newest.  1. Gym and Studio Follow-Up Cadences 2. Referrals and Retention e-book  3. Reporting and KPIs For Your Gym or Studio 4. The Complete Guide to Email Marketing  5. Texting: The Secret Sales Tool For Your Gym  6. An In-Depth Guide to Increasing Personal T...

This is a short explanation of the terms you will find on your Sales Performance Analytics dashboard. If you need more information, check out our comprehensive overview of this tool.  Overview | Leads | Scheduled Follow-Ups | Initial Contact | Events | Sales    Overview Dashboard  New Leads:  New leads created within the selected date range (include...

ASF partners with the following debt collection agencies to directly send member accounts on behalf of clubs based on club decision. Partnered Collections Agencies: First Credit Services - US Only Aldous Associates - US Only Swiftfunds Financial Services - US and Canada Collection Receivables Inc. - US Only Internal Credit Systems, Inc. - US Only No...

Adding cardholders is done using the Cardholders window in Member Management. Start by looking up the account. The Cardholders window is located at the very top of the member account screen.   Navigating to Cardholders Selecting this will open the Cardholders window where you will see all current cardholders on the account. Inactive cardholders will...

The Tax Settings section is used to create and configure taxes that can be applied to Point of Sale items, memberships and add ons. Taxes are structured as follows: Tax Type: This represents a single or multiple tax percentages.  Tax Level: This represents a specific tax percentage. This percentage is used to calculate tax amount at time of purchase...

If you are going to be tracking purchase orders and item quantities in Inventory Management, you will be able to also add information about your vendors. This will allow you to indicate which vendor a purchase order is coming from. To add your vendors: Select the Inventory Setup icon from the main Inventory page, then select Vendor. This will displa...

Cash Drops are used to either remove cash from a cash drawer or add cash to a cash drawer. This should be used whenever you need to add or remove cash, such as to add change. To perform a cash drop: From the MyPOS screen, select Cash Drawer Maintenance Click the Cash icon for the cash drawer you are performing the cash drop on Enter the amount for t...

Discounts and price overrides can be applied to most items during MyPOS transactions. In order to do so, you must have Discount and Override reason codes setup in the Point of Sale Client Preferences. Be sure to review the MyPOS Client Preferences to set these up.  During any transaction, you can apply discounts and overrides to either individual it...

In some cases, it may be more effective to view a specific member’s transaction history. This could be useful if a member needs to return an item they purchased. To access the Member Transaction history: Start by searching for the member in MyPOS as if you were starting a new transaction Instead of selecting the member, click the Book icon that appe...

Table of Contents   https://static.helpjuice.com/helpjuice_production/uploads/upload/image/29352/direct/1753386305307/rtaImage.jfif What is invoice-based billing? Billing settings configuration Waiving payments Pausing billing & freezing club access Changing bill cycle days   What is invoice-based billing? Invoice-based billing processes dues on...

Clubs on Invoice Based Billing have an updated freeze account process that allows independent management of billing and access. This is available via a new Pause Billing / Freeze Access section that replaces the Member Account > Billing > Freeze Account section. Pause Billing (Freeze Billing) Term memberships Examples Screenshot References Pro...

Topic: “Understanding the difference between Web Lead Response System Email and New Prospect Response Automatic Campaign.” Purpose: When it comes to the topic of automatically responding to web leads, Club OS offers clients two options: Web Lead Response and New Prospect Response. For the sake of implementation, it is important that everyone compreh...

What does "Returned" mean? The "Returned" account status represents that the account is considered “returned” to the club for the club to conduct payment attempt follow up - this can be via internal club collections, or a third party collections agency. When are accounts returned?  Accounts are returned based on any of the following set up condition...

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For clubs on Invoice Based Billing, an option is available for accounts to be automatically converted from Credit Card or ACH Billing to Statement billing based when a membership dues payment is rejected with a hard decline (payment is not allowed to be re-tried). This option must be enabled by Client Support. Note for Client Support: To enable this...

To stay up to date on fresh marketing materials, free E-Books and training and anything else we think can help your business, please refer and subscribe to https://blog.club-os.com/.  ...

Preferences The Preferences tab in the Member Enrollment section of Settings allows configuration of how Offer Builder, Online Join, and Member Enrollment look or behave. State Registration Number: Certain states issue a registration number to clubs that is required to be listed on membership contracts.  Club Email Address On Contract: The club emai...

Programs Programs are the main category used in Belt Tracker and will be the first thing you need to setup. Programs should be divided up to match your actual martial arts programs. For example, if your facility has a Tiny Tigers program, an Adult program, and a Black Belt program, you should have one program set up for each in Belt Tracker. To setu...

By default, add-on revenue is always associated to the member's home club, regardless of whether the member signed up. There is an option to have add-on revenue associated to the club where the member signed up instead. Please follow these steps to enable: Note: This impacts where revenue is reported and where revenue is remitted. Set the "Reciproca...

Simply put, meals are groupings of food items that are eaten together.  Meals will be copied when performing a Nutrition copy.  Meals may also be used to quickly add several food items to the Food Journal.  ...

Pulling Up and Navigating Member Accounts...

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Transition When / How CC / EFT → Statement Card on file rejects with hard decline and Auto Convert = Statement (with or without fees) The payment on file is manually updated CC / EFT → Returned Client preference "Return expired accounts after 30 days" is set to True and the account is past due and 30 days past expiration and the returns process is r...

When an invoice payment is intended to be waived, meaning payment is not expected to be collected, either via automated billing or by the club, the invoice can be waived using the application's "Credit" functionality. Note: Refresh the page after saving a credit to see the updates to membership invoices.    In the Membership Invoices table, the Paym...

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Member Preferences are going to be a set of settings and features mostly related to your Member Management.  Member Preferences are accessed through the Client Preferences found in Settings. Select Settings, then Client Preferences, then select the Member tab.   Attributes The Attributes tab is used to create and manage member attributes. These attr...

If you have any employees that will need to access My Club Business in any way, you will most often want to create a user account for them. This will give them their own unique log in information, and it will allow you control which aspects of My Club Business they can access.   To access the user settings, start by selecting Settings from the My Ap...

Overview ASF provides you with the ability to automatically send various communications to your members and prospects. Members can receive texts and emails for everything from completing enrollment to being marked absent for an event.  In addition, you will have access to change member and prospect preferences based on the information they wish to r...

Roles may become a key part of managing your club in My Club Business. Roles will allow you to create groups of users with preset permissions, removing the need to set user permissions individually for each user.   To access the Role Settings, select Settings from the My Apps page, then Role Settings.   The following screen shows your current roles....

The My Performance dashboard is a great way to get an overview of your performance. It allows you to compare and assess your results over a selected date range using a variety of metrics. Locate the My Performance dashboard under Dashboard → My Performance. The dashboard includes filters for employee as well as date. The employee filter may only inc...

Once everything has been completed in terms of setting up the inventory, the next step will be to add the items that will be sold. Navigate to the main Inventory Management screen. You should see the Item Types you've created on the left. To start adding a new inventory item: First, be sure you have the correct Item Type selected from the list on th...

1. KPI: An Overview 2.  KPI Definitions 3. How Can I Expand My KPI Table? 4. How Do I Filter My KPIs? 5. How Can I Compare My Current KPIs With Historical KPIs? KPI FAQs KPIs, or ‘Key Performance Indicators’, are real-time stats that signify how successfully a club’s staff is accomplishing their Club Admin’s designated goals. Due to Club OS' customi...

Vitals Report Basics:  The Vitals Report provides key KPI’s in one report. The report will give visibility to key metrics such as how the club’s membership and training programs are running without needing to pull and review multiple reports. For example, the report can be run ad hoc, or can be scheduled for recurring delivery on a daily or month-to...

The Schedule Ahead settings found in Setup My ASF are used to setup parameters for members scheduling themselves into and cancelling themselves from events. These settings should be used if you need restrictions in place for these functions.  The Schedule Ahead settings are accessed through Setup My ASF in the Settings page.   There are 3 fields tha...

When it comes to rewrites with old members, for proper credit to be attributed you must add a new agreement instead of updating the old agreement due to how your Billing system and Club OS interfaces with integrated services.  ...

This is a short explanation of the terms you will find on your Sales Performance Analytics dashboard. If you need more information, check out our  comprehensive overview of this tool.  Overview Dashboard  New Leads: New leads created within the selected date range (includes all new Prospects or Members added to Club OS, whether added manually or via...

There is only one setting for the Messenger that is found in the Client Preferences: ASF Prevent Member Messaging: This will prevent ASF specialists from being able to message your members through the Messenger system.  ...

Clients have access to a very useful and powerful tool in WalkMe. This will provide clients with access to many walk-throughs that will take them step by step through various functions in My Club Business. Generally, clients should be using this tool first if they have questions regarding basic functions of MCB, such as cancelling an account. The go...

The Main Account Email is the main business email used by your club. This will generally already be set up, but it can also be managed through Manage My ASF in Settings. This should be adjusted or changed if your business email is changed.  There are two fields where emails can be entered here. The first field is the main email and will be the email...

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The scanner needed to work with ASF is a Honeywell Voyager 1250g. This scanner works with barcodes on product and will work in keyboard mode on MyPOS....

The Opt-Out Report lists users that have opted out of email and/or text messaging at your club. It can be filtered by date range and location. Sample Opt-Out Report Opt-Out Report Fields Name Location: The location of the user's account Role: The account's User Role Opt-Out Type: Text and email campaigns use separate opt-out systems, so opting out o...

It is likely that you will have some kind of additional recurring charge that is added to your memberships. These are called add-ons. An add-on is something that is added to a membership that will introduce an additional recurring charge on the account.  Before setting up any add-ons, you will need to make sure you have the corresponding items creat...

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’. Th...

No. This program is a free upgrade. Be sure to check with ASF Client Support to make sure the newer programs are a good fit for you...

Client Preferences contains many settings that will affect how various applications will work. This overview will briefly cover each section of the client preferences, but not go into detail on any one section. Be sure to review the articles for each section for more details.   Global The first and default section of Client Preferences is the Global...

Check-In settings includes configuration options for Online Check-In and Self Check-In applications   Online Check-in Preferences Grace Period: This setting is used to set up a grace period of a number of days that members are allowed to be past due on dues or add-on payments before they are flagged as "Problem Attendance" in Online Check-In and Sel...

Card Code Maintenance is a Legacy tool used to set up membership offers to be used and sold through the Legacy Contract Entry application. If you are not already, you should be using Offer Builder and Member Enrollment for membership sign ups and creation.   Creating Card Codes To create a new card code: Navigate to Setup My ASF from Settings Select...

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 settl...

You may find additional, useful information in these articles: Which Online Join Page(s) Should I Use? Accessing and Using Online Join Links If your club is NOT integrated with Club OS, you may want to still have prospect offers for potential members to sign up for. These offers should be more like trial memberships with the goal of eventually upgra...

This report provides data on completed PT orientations and whether they resulted in a purchase. It can be filtered by location or employee. PT Orientations Completed Sample Report PT Orientations Completed Report Fields Member Name Member Email ORT Completed Date/Time: The date and time in which the Member's Orientation occurred. Subject: The subjec...

This report summarizes PT activity by trainer, including the number and value of unused and expired sessions, and the count of any unfunded upcoming sessions or sessions that have not been validated. Sample PT Inventory Snapshot PT Inventory Snapshot Fields Employee Location PT Clients: Number of clients assigned to the employee Unused Sessions: Tra...

The Renewal Report tracks the upcoming renewals and/or expirations of client Agreements and the club's most recent activity with those clients. Agreements are listed in three different renewal categories: Non-Auto-Renew, Auto-Renew Term (agreements that renew according to a term), and Auto-Renew Open (agreements that renew on a billing cycle). The r...

The look of your ASF site can be customized whenever you wish using the Client Preferences. These are accessed through Settings.   The first tab that you will come to will be the Global tab. This is where you can update your site branding. This tab is divided into 3 sections: Display Name Logo Color Scheme Display Name The Display Name field should ...

Sales Commission Setup is a Legacy tool used to setup commission to be earned when selling memberships. This tool will track membership sales and populate a report so that you can accurately track and pay out membership commissions....

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 agreemen...

Recurring Add-on Terms are used to set terms and conditions that must be signed when adding a new recurring add-on to an existing member's account. These settings are found in the Member Section of Client Preferences.   These terms and conditions are added whenever a new recurring add-on is added to an existing member's account. If you use specific ...

1. Top Ten: An Overview 2. Top Ten: KPI 3.  How Do I Filter My Top Ten? 4.  The Bottom Ten: An Overview Club OS’s Top Ten is a window in which a club’s ten highest-performing locations and employees are ranked for comparison. This allows Location Managers and Admins to evaluate a single party’s output in relation to the work produced by other staff....

This report summarizes PT Follow-Up activity for a selected date and Month to Date. It can be filtered by location and employee. The terminology for a meeting with a member varies from club to club. FC (Fitness Consultation) and Orientation (ORT) is used in the examples below. Fitness Assessment (FA) or another term may appear in your club's report ...

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 Projections Report Fields Last Name: The last name of the member First Name: The first name of the member Package Name: The name of the package Sign Up Date: The sta...

Cancellation and Freeze reasons will allow you to create some preset reasons for cancelling or freezing member accounts. Note: This feature will only work in Member Management. It will not work for the Legacy Members page.   Cancellation and Freeze are accessed through the Client Preferences found in Settings. Select Settings, then Client Preference...

The Package Sales Summary Report summarizes package sales over the selected date range.   How the Report Is Organized:  New agreements sold are grouped by member service event type. Agreements containing more than one member service appear in a Mixed Event Type grouping. Rewritten agreements appear in a Rewrites - All Event Types grouping. Report Co...

The PT Sold Report lists the members who were sold PT for a given range and provides the latest sale of PT for the member. This report is filterable by Date Range and Location. For more tips on how to access, filter, and schedule this report, click here. Columns in this report include: First Name: The member's first name. Last Name: The member's las...

Online Check-in can be used as a type of timeclock for tracking employees. Employees are "clocked in" just as if you were checking in a member or prospect. This will track their hours and even calculate hourly pay for them if you wish.   Employee Time Clock Before employees can be checked in through Online Check-in, they must be set up in the Employ...

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1. KPIs: An Overview 2. KPI Defnitions 3. How Can I Expand My KPI Table? 4. How Do I Filter My KPIs? 5. How Can I Compare My Current KPIs With Historical KPIs? KPIs, or ‘Key Performance Indicators’, are real-time stats that signify how successfully a club’s staff is accomplishing their Club Admin’s designated goals. These stats are located in the to...

Member account alerts are used to make a note on a member's account that appear at member check-in to alert staff of a member issue.    Adding a Member Alert A member account alert can be added using the Quick Member Search.  Search for the member and select the member's name to open the Member Profile. Click the bell icon next to the member name to...

Online Check-in can be used to check members and prospects into events as well as to track general attendance. The left side of Online Check-in will display all upcoming events with their scheduled members.   Selecting an event will expand the view and allow you to check members in, mark them absent, or cancel them from the event entirely. This will...

Email Campaigns allow club staff to construct personalized emails that can be sent to a wide, specified audience simultaneously. For this reason, campaigns can serve a variety of functions such as offering each Expired Guest a limited-time discount on memberships or wishing each individual a ‘Happy Birthday’. Email Campaigns can be set to send eithe...

New Check-In Alert Options Clients can now set up and configure additional check-in alerts for Online Check-in! The following alerts are now available to notify staff of potential account issues at the time of check-in: Missing Member Photo Allows the club to deny access or display a warning if the member does not have a photo on file in the system ...

Online Check-In is used for member check in to control and track members as they are entering the facility and alerting staff to member issues. Member Check In Methods There are multiple options for how members can check in:  Manual check in by staff, using the in app account look up Automatic check in using a reader device that reads from:  Barcode...

We’re excited to announce our new partnership with FitBudd, a leading provider of custom-branded mobile apps for fitness clubs and personal training businesses. Through this integration, clubs can now offer their members a fully customized mobile app experience — complete with your branding, workout plans, scheduling, messaging, and more. With the F...

Member Enrollment comes with multiple online enrollment options for you to use, but it may be a bit confusing as to which online join page should be used in any given situation. This article will help give you an idea as to what each page is best used for and which one(s) you should be using. Be sure to review how to access your Online Join links  h...

Online Check-in can be accessed through an independent application that is installed on your computer. This is useful if you need to have Online Check-in running separately in the background as you use My Club Business. The desktop application can be accessed by contacting your ASF Account Manager.   Desktop Application Once you have the desktop app...

The Public Calendar is an extension of My Scheduler that allows members to sign up for events externally. Note: This shouldn't be confused with the Online Scheduler. Both programs offer similar features, but the Public Calendar offers some extended functionality. If you are currently using the Online Scheduler, you should shift to using the Public C...

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Note: The Online Scheduler is no longer recommended for use. Instead, check out the  Public Calendar  and its features.   The Online Scheduler will allow your members to schedule themselves for events online, attend online events, or watch any videos you have uploaded to the Media Library. Each user is going to need their account number (NOT the Alt...

Scheduling members and prospects into events can be done a multitude of different ways depending on what works best for you. Let's take a look. Scheduling in the Overview Scheduling members can be done right from the Overview, which is the main screen in My Scheduler. First, you will need to navigate to the event that you are scheduling for.  Quick ...

Featured Events are a way to highlight certain events in the My Member Account Mobile App. These events will appear at the top of the main page of the app for all members to see.  To set a featured event, you will first need to navigate to the event in My Scheduler. The easiest way to do this is to navigate to the event in the Overview, then select ...

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One way you can use the Media Library feature of Online Scheduler is by linking recorded Zoom meetings. To add a Zoom recording, you will first need to find the video link. You can find this either through the Zoom website or the desktop app if you are using it. If you go through the Zoom website (zoom.us), you will find any recorded meetings in the...

Introduction The Follow-Up Status Settings are available to Club Admins, and are used to determine when users move into certain follow-up statuses.  To view your settings, go to My Club > Follow-Up Settings > Settings The settings displayed will be dependent on which follow-up statuses your company is using. Your ability to edit them will also...

To add a YouTube video, you will first need to find and edit the video link. Start by navigating to the video on YouTube and selecting the Share option and copying the link.   Once you have the link, navigate to the Media Library found in Settings, then Client Preferences, and then Media Library.   Start adding a new video by clicking Add New. Give ...

The Online Scheduler gives you the ability to create Online Events, which are events that are planned to take place digitally using tools such as YouTube or Zoom. It is important to note that the Online Scheduler displays ALL events in your My Scheduler and Online Events are simply a variant on events. Online Events are set up at the Series level. N...

For clubs on Invoice Based Billing, an account's bill day can be updated on the member account page. Clicking on the Bill Cycle Day allows it to be edited to any day within a month of the current day. Bill Cycle Day edits are available for accounts where all of the following are true: the account has a Next Due Date  billing frequency is monthly  th...

Weblead Notification  Setting up Weblead Notifications allows all users listed to receive a notification every time a weblead is added to Club OS. This helps notify users of a new weblead so they can login to Club OS and follow up with them as quickly as possible.   Club Admins can set this up and manage the listed users by going to My Club > Loc...

Once you have at least one open cash drawer, you can start a POS transaction. To do this: First, determine if this is a member/prospect, or an anonymous (non-member) transaction. If this is a non-member, choose Anonymous Order. If this is a member/prospect, search for them using either their name or account number, then select them from the list. Ne...

This is a Legacy report and may not work as expected. This report will pull payment data specifically organized by card code....

ASF has released a small update to the Returns report due to some updates to Federal regulations in regards to handling collections. NOTE: If you work with a Collections Agency that ASF sends information to, you will find a few new changes to the Returns report. Additionally, additional information per the new regulations will now be provided to tho...

A useful feature that you will have access to will be the ability to link your app with other fitness related apps. These integrations will allow you to sync all of your fitness information, from your workouts to your meals and nutrition. You can view and manage your app integrations from a couple of places: Select Connect Your Devices from the Hub ...

Workouts created in the Exercise Library are only available to the parent club’s locations. Additionally, created workouts are not location-specific; they are club-specific.     ...

To reassign follow-ups, begin at your dashboard, and click the Follow-Up button for the follow-up you wish to reassign: Next, click the 'Other' tab. Next, click the 'Outcome' dropdown menu and select 'Transfer'. Finally, add any notes you would like to add regarding the transfer, then change the Follow-Up With drop-down to the user to which you woul...

Categories are used to organize your items into different groups in MyPOS. They do not change anything in Inventory Management. While they are technically optional, it is STRONGLY recommended that you use the categories to organize your items. To add new categories: Select the Inventory Setup icon from the main Inventory page, then select Category. ...

For leads that are assigned to the Default Member Sales staff member, easily re-assign it to yourself using the Assign To Me Button next to the lead's name in the Recently Added Widget on the homepage or User Search.This saves time by making it easier to grab a lead that you are working with   This feature is based on a user's access. User's must ha...

While a web lead is in the AMPE’d workflow, any other automated or manual email or text communication to these leads/prospects should stop. Staff should only follow up with AMPE’d prospects when AMPE’d prompts them via email to do so, or once the prospect is out of the AMPE’d work flow. Do not send additional emails, phone calls, or texts other than...

Make cross-selling easy by utilizing Club OS to engage your members during the member onboarding process and keep engagement throughout their entire training journey.   With a seamless integration, continue using your member management system to sell, schedule and render sessions while Club OS moves clients through the below statuses based on their ...

Item types are used to tell the ASF software how each item should behave. For example, item types will determine if an item should add Scheduler sessions to an account, have an inventory quantity, or behave like a gift card. Some items that are part of different categories (e.g. Food category and Drinks category) can still be part of the same item t...

1.  Top Ten: An Overview 2. Top Ten: KPI 3.  How Do I Filter My Top Ten? 4.  The Bottom Ten: An Overview   Club OS’s Top Ten is a window in which a club’s ten highest-performing locations and employees are ranked for comparison. This allows Location Managers and Admins to evaluate a single party’s output in relation to the work produced by other sta...

Cash Drawer Maintenance is used for managing your current cash drawers. You can open and close cash drawers here, as well as do a cash drop if needed. To access this screen, click the Cash Drawer Maintenance icon from the top of the page. Here, you will see your active cash drawers, when they were last opened/closed, and by whom.   Opening a Cash Dr...

Trainers can inform Members about exercise specifics by, first, accessing the Member's workout...  ...clicking 'Edit Workout'… ...and entering a note into the 'Workout Notes' section (Ex. "Complete the next exercise in immediate succession with no rest."). Upon completion, click 'Save'.  ...

There are a few points you can analyze in your club: Are we using the digital guest waiver for every guest that's not a member? Is every employee adding leads to the system with Add New Lead? Do we have a web lead form on our website that is integrated with Club OS? Do we have follow-up scripts in place? Do we have active status drip email campaigns...

If your gym has corporate deals with specific employers or you’d like to track when employers are referring their employees, you can collect a prospect’s employer when collecting information from the prospect. This field is seen on a prospect’s profile and on the Guest Log Report.    To add the employer field and all employer options to be visible/s...

ASF has a few different API's that can be used to pull data from ASF. Each API was created with a specific purpose in mind. Check out the information about our API's below to determine which one should be used for your specific use case: ASF SOAP API (Legacy) - The ASF SOAP API is no longer supported or recommended for new customers. If you are alre...

ASF allows your club to integrate with Brivo to handle automated member club access. Contact your account manager or ASF support for more information on integrating with Brivo. Once your club has been integrated, you will have access to a new club level setting to determine if members will access the club using a physical card or a mobile app.   Sup...

Introduction The ASF API v 2.0 provides endpoints for accessing the ASF Calendar (My Scheduler), users, MyPOS, and client information. Contact Client support to request access to the APIs.  All endpoint methods return a response object with two properties: A Result object A list of Error objects If the method call is successful, the Error list will ...

In some cases you may need to edit certain items. In general, this will be consistent across all items, however General_Inventoried items will have some additional settings that can be adjusted. To edit an item: Navigate to the Item Type that item is in. If needed, you can use the Search bar at the top of the page to search for a specific item Click...

In the course of running your club, you may find that certain members or prospects prefer not to have any communication with the business, aside from availing themselves of the services they're paying for. Subscription to blast emails and automatic campaigns occurs when the prospect or member first enters Club OS as a "single opt-in". Removal from t...

The D-U-N-S number is a unique, nine-digit number that identifies each physical location of your business. It is widely used as a standard business identifier and is provided by Dun & Bradstreet (D&B). For more information, click here....

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Your club's calendar will display employees in alphabetical order by default. If you want to reorder this list, you can update individual employee's Master Schedule Priority to determine the order they appear. Employees in default alphabetical order Start by navigating to the employee's account via User Search, then enter their Account Settings. Nex...

ASF supports integration with Passport Technologies to handle automated facility access. Contact your account manager or ASF support for more information on integration setup. Once a club is integrated, an option is available for check ins to be real time displayed on the Online Check-In screen for staffed member check in to track members as they ar...

The My Member Account Mobile App Client Preferences contains only a few different settings that can be changed for the MMA app.    Settings The first tab is the Settings tab. Here, you will find settings to adjust some of the appearances for the app. This should be used to upload a logo to be displayed in the app. You can also choose to simply displ...

1.  Top Ten: An Overview 2.  Top Ten: KPI 3.  How Do I Filter My Top Ten? 4.  The Bottom Ten: An Overview Club OS’s Top Ten is a window in which a club’s ten highest-performing locations and employees are ranked for comparison. However, the Top Ten can also be inverted to display that club’s ten lowest performers. This allows Managers and Admins to ...

Topic: Troubleshooting steps for SMS non-delivery issues Issue Background: You’ve tried sending an SMS message through Club OS, but the recipient didn’t receive it. This article is designed to help you walk through troubleshooting steps to diagnose, and hopefully fix, the problem. Situation 1: Message delivery failed This happens when you send an SM...

Blast Email Campaigns can either be scheduled to send at a designated date and time or can be scheduled to 'Send Now'. After creating the campaign, save and send a test email to see additional options for 'Schedule' and 'Send Now'. Send Now If you'd like the campaign to send as soon as possible, select the 'Send Now' option. Upon selecting 'Send Now...

Enhanced Email Builder: Campaign History Enhanced Email Builder: Campaign History The Campaign History page provides a record of email campaigns (both active and deactivated) corresponding to a club location and date. Campaign History enables users to evaluate the effectiveness of a campaign by providing statistics gathered during its active period....

Purpose The following Best Practices are designed for clubs to make it easier to leverage the Club OS text campaigns feature, resulting in improved SMS campaign deliverability. SMS Spam Is a Huge Problem Americans send over 69,000 text messages per second ( CTIA ). Although only 3% of these messages are being filtered as spam or unwanted message, sp...

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

Email Campaigns allow club staff to construct personalized emails that can be sent to a wide, specified audience simultaneously. For this reason, campaigns can serve a variety of functions such as offering each Expired Guest a limited-time discount on a memberships or telling each individual ‘Happy Birthday’. Prior to a campaign’s activation, the Ap...

Introduction The Club OS API v 2.0 provides endpoints for accessing the Club OS Calendar, Agreements, Leads, Follow-Ups and KPIs.  Email support@club-os.com to setup an account and receive your username and password. Authentication Authentication URL: https://api2.club-os.com/authenticate?username={username}&password={password} Response back wil...

The shopping list is an individualized list that the client will build per their needs based upon the items in their pantry, or from the globally-available list of foods. The list may be printed out in a categorized list, or accessed via m.club-os.com. A Shopping List will not be copied when performing a Nutrition copy, as the list is individualized...

Club OS has a few different API's that can be used to send data into Club OS or create users or events via API, each API was created with a specific purpose in mind.  Check out the information about our APIs below to determine which one should be used for your specific use case:  API V1 Overview - The Club OS API V1 provides endpoints for creating p...

Introduction The Club OS API V3 provides endpoints for searching users, events, locations, agreements, and much more.  The API supports the creation of users and appointments and is the newest API that will be used for all future API implementations. Email support@club-os.com to setup an account and receive your API Key. Authentication After you hav...

This security feature helps prevent unauthorized access to user accounts.  For clubs with login verification enabled, when Club OS detects a login from a new location, you are required to click a verification link sent to the email address on file for your Club OS account before you can access Club OS. Here's how the verification flow works: When yo...

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. You can always use the Quick Search b...

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. T...

Our software is designed to streamline the work for everyone at your club or studio, saving you time and energy to focus on delivering a better experience for your clients. Club OS provides tools for sales, marketing, scheduling, and more. It also keeps member, prospect, and staff information organized and accessible. Depending on your role, you wil...

To record a workout, first enter the Workouts page via Club OS' Fitness tab. Next, click the workout in question.  Click the 'Log Workout' button, located within the workout's Day tab. Additional buttons will appear:  Each button offers an alternative route for recording workouts based on whether that workout is being recorded in real-time ('Start W...

Generally, you should always allow up to 48 hours for points to show up in your account. If you feel you are still missing points, please reach out to support@perkville.com, 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....

The Leaderboard is a great way to get an overview of how your locations and/or employees are performing. It allows you to compare and assess results over a selected date range using a variety of metrics. Locate the Leaderboard under Dashboard → Leaderboard. Each tab in the Leaderboard dashboard includes a ‘Group By’ filter which allows you to flip b...

Programs are collections of workouts, exercises, and nutrition plans. These are used to collect your custom-made content into full packages that you can then assign to your members to be used as full fitness plans covering everything they will need. You can navigate to your programs by selecting Programs from the app drawer: The Programs app has two...

First, pull up the member's account in Member Management and scroll down to the Billing section. The Freeze Account section is near the top in the first row of the Billing section. Click Start Freeze to begin setting up the account freeze. Starting a New Freeze Freeze Length and Freeze Type: Set the length of the freeze for a number of weeks, months...

Signing Up Members on Third Party Memberships...

Email templates are used to help users who are creating email campaigns save time and stay consistent with campaign content. Users will see two main categories of templates, Saved and Stock. Saved are ones created by Admins from the brand and Stock are ones provided by Club OS. In order to assist in searching for templates, users can use a keyword s...

Overview Clubs using ASF and Club OS use ASF for member management, including membership sales and billing, and event management, including scheduling and check-in. Club OS is used for follow-ups with prospects and members, lead capture, and for email and text marketing campaigns. Download this diagram at the bottom of this article The ASF integrati...

Comprehending the intricacies of how the Commission Report works can seem like an intimidating task. In an effort to aid understanding, this article answers the complex questions most frequently asked of Club OS. Note: Each answer is provided within the context of a club employing a bi-monthly payroll, whose two pay periods are the 1st-15th and the ...

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 repor...

In order for member information to be sent to a collections agency through My Club Business, you MUST be set up with one of ASF’s partnered agencies. Once that is set up, you will flag Returned accounts in the Returns report in My Club Business which ASF will automatically send to your collections agency. For more information, you can read  this art...

Begin by searching for the employee whose password you would like to change. First, select the ‘User Search’ in the sidebar menu, then enter the employee’s name in the search bar. Select the employee from the search results. Once on the employee’s profile, select the ‘Account Settings’ widget from the black banner at the top of the page.   Select th...

Overview Club OS' re-interested features recognize when existing Prospects or Inactive Members become newly interested in your club and reprioritizes them for follow-up. Staff can easily distinguish re-interested leads and ex-members in Club OS with the re-interested badge that appears next to their names.  Activating the Re-Interested Leads Feature...

Whenever an Orientation results in a Member buying PT, the responsible Salesperson will receive credit through the KPI metrics ‘ORT/FC/FAs Closed’ and ‘PT Units New’. ‘ORT/FC/FAs Closed’ signifies that the Orientation resulted in a sale. ‘PT Units New’ indicates that the Member was a first-time PT purchaser. Regardless, for all non ABC-integrated cl...

When a new lead is entered into the DGW, they are assigned to an employee for Follow-Up based on the selection in the "Toured By" drop-down. The default selection will be the employee you have set under “Member Sales” in Location Defaults (My Club -> Location Settings -> Location Defaults), but you can choose another employee using the drop-do...

1.  KPIs: An Overview 2.  KPI Definitions 3.  How Can I Expand My KPI Table? 4.  How Do I Filter My KPIs? 5.  How Can I Compare My Current KPIs With Historical KPIs? Through KPIs , a club’s staff is instantly able to track how successfully they are attaining their Club Admin’s specified goals. For Sales Persons, KPIs supply performance feedback. For...

To create new follow-up scripts (or to edit old ones) first access the 'My Club' tab on the left side of the screen. Once there, select 'Follow-up Settings', and you will be presented with your club/location's follow up schedule. Now select the type and occurrence of the follow-up script you want to create and select the "Script (+)" link. To edit a...

1.  KPIs: An Overview 2.  KPI Definitions 3.  How Can I Expand My KPI Table? 4.  How Do I Filter My KPIs? 5.  How Can I Compare My Current KPIs With Historical KPIs? Through KPIs , a club’s staff is instantly able to track how successfully they are attaining their Club Admin’s specified goals. For Sales Persons, KPIs supply performance feedback. For...

Returns and Voids are done through the transaction history in MyPOS. They can be done through either the Facility Transaction History or the Member Transaction History. If the items being returned or voided were purchased by a member or prospect, you should use the Member Transaction History.   To Void a transaction: Find the transaction in the tran...

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This is a Legacy report and may not work as expected. This report will give a summary of all contracts entered by the individual who entered them based on the selected date range....

This is a Legacy report and may not function as expected. The Remit Totals report will give you a summary of your remit totals by a date range....

Club OS’ ‘Send From’ feature allows clubs to customarily pick which party will be visually credited with having issued a campaign’s emails. As a result, clubs can elect whether to unify their emails under a single sender’s name or to personalize each email via dynamic content.    A campaign’s ‘Send From’ section is located at the bottom of its Send ...

The Invoices Report displays all membership invoices, paid and unpaid. This is available for clubs on Invoice Based Billing.  Data Selections Club: the report content is limited to the club(s) selected Date: the date that the date range applies to   Date Range: the report content is limited to the invoices with the date selected within this range In...

Lead Original Status of prospects originating from a telephone inquiry, outreach event and any other prospect type. 1 Day After Lead Created 3 Days After Lead Created 7 Days After Lead Created 14 Days After Lead Created       manual       automatic     manual     automatic Email (3 days after lead was created) Hello {{recipient-first}},  Thanks for ...

This is a Legacy report and may not work as expected. This report will pull a list of members with birthdays within the selected months or years....

1. KPIs: An Overview 2.  KPI Definitions 3.  How Can I Expand My KPI Table? 4.  How Do I Filter My KPIs? 5.  How Can I Compare My Current KPIs With Historical KPIs?   Through KPIs , a club’s staff is instantly able to track how successfully they are attaining their Club Admin’s specified goals. For Sales Persons, KPIs supply performance feedback. Fo...

 Attrition may be the biggest cause for a decrease in collections. Review the reports in the Attrition Reports section. These reports will be able to give you a detailed view of your club’s attrition. You should look through the Attrition Trend, Cancellations, Expiration List, Frozen Accounts, and Returns reports to see all accounts that may not be ...

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When Does the Opt-Out Option Appear in SMS/Email?   Email Messaging Emails will include the Opt-Out clause only when they are automated -- either as a Blast or as an Automatic Campaign One-off emails such as direct messages from the Message Center, or Follow-Ups will **_NOT_** include the Opt-Out clause.   SMS Messaging The initial message that is s...

The Cancellations report will display accounts that have been cancelled within a given date range. This is useful to review how many accounts have been cancelled within the selected date range. Choose a date range using the From Date and To Date fields Choose if you wish view just accounts cancelled from within the club or all cancelled accounts Cho...

The Trainer Commission Detail report will pull data for fulfilling trainer commission. This report should be used to review your trainer commissions and to know how much you should pay out to your trainers. To use this report: Choose a date range using the From Date and To Date fields Choose the Category, Event Type, and Series for the events with c...

Text Campaign Analytics can be used to gain insight into how successfully campaigns are performing at your club and to better understand the revenue that can be attributed to a specific campaign.  Text Campaign results can be accessed from the Text Campaign list by clicking on the ‘View Campaign Results’ link for a specific campaign or by clicking o...

Using the Category Tree The Category Tree is a useful feature for assigning items to categories. The Category Tree is found in the Item Settings. Select an item in your inventory to access it. The tab next to the Item Settings is the Category Tree. This is a tool that will allow you to associate an item to a category without going into the Category ...

The most common reason for not seeing an inventory item is because the item was not associated to a category. Make sure you add the item to the correct category either through the Category section of Inventory Setup or through the Category Tree. Another cause may be the toggles indicating who can purchase the item. These are found in the Item Settin...

Attempted: number of recipients who fit the criteria for the message   Sent: number of recipients where the message is sent to the SMS network. To be eligible they must not be opted out and have a valid mobile phone number.  Number of segments sent is used for per segment billing If messages are considered ‘Failed’, it will not be calculated into ‘S...

This is a Legacy report and it may not work as expected. This report will display how many times members have checked in since they signed up. ...

Here you are going to see some Follow-Up Basics for Club-OS. You can access the Follow-Up section from your Dashboard. Using the dropdown menus, you can choose which Follow-Ups to view and how to filter them out (see screenshot 1). By clicking on the Follow-Up button, you can contact Leads and Members with a phone call, email, or text. By entering e...

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 alw...

In some cases, you may need to print barcodes for some of your inventory items. This could be used to print a page of barcodes for your Personal Training and Class session items, for example. The most common use for this feature is to print barcodes for items that do not normally have them. On the main Inventory Management screen, you will see that ...

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 Clu...

1.  Top Ten: An Overview 2.  Top Ten: KPI 3.  How Do I Filter My Top Ten? 4.  The Bottom Ten: An Overview Through Top Ten’s filters, Managers and Admins are given the capacity to organize club data through a multitude of perspectives. This allows a Manager or Admin to evaluate a single party’s output in relation to the work produced by other staff. ...

Due to Federal Trade Commission regulations we are unable to remove the option for email recipients to "unsubscribe" from the email campaigns. ...

Online Join has a feature that allows your members to renew their own memberships online without coming into the facility. This feature should be used to renew members who are setup on a preset renewal.   Accessing the Online Join Renewal URL The Online Join Renewal URL can be accessed from inside Offer Builder. You should use this link to embed it ...

The Cancellation Report lists the details of agreements that were manually cancelled during a selected date range. It does not include agreements that were automatically cancelled due to being rewritten. Sample Cancellation Report  Cancellation Report Fields Location Name Cancel Date Last Name: Member's last name First Name: Member's first name Emai...

This report lists agreements with active, current freezes or scheduled future freezes. Lists of active and future freezes each appear on their own tab. The report can be filtered by location and/or employee. Sample Frozen Agreements Report   Frozen Agreements Report Fields                Location: The name of your location Last Name: Member's last n...

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No. This program is a free upgrade. Be sure to check with ASF Client Support to make sure the newer programs are a good fit for you...

The Event Detail report will display detailed information for all scheduled events within the selected date range. This report should be used to review your scheduled events and the details associated with them. To use this report: Choose a date range using the From Date and To Date fields Optional: Specify a Category, Event Type, and/or Series usin...

Once this System Email is active, an email will be sent to each new user added to the system. By default, it will only send to employee users. If members are logging into Club OS, an integration setting can be enabled for some member management system integrations to send this email to members. This automates the process of providing users with thei...

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

Set your hours on the Club OS calendar to communicate when you are available for appointments and events. You can set a default schedule for every week and can also customize your availability for a particular day/week. Add Regular Schedule | Set Availability for Specific Day/Week | Availability for Multiple Locations | Helpful Hints Setting your av...

"Why Aren't My Reports and Dashboard Matching Exactly?" Reports and dashboard will rarely match because the dashboard updates in real time throughout the day, where as the report only contains data up to the point in which it was pulled. This means if you pull a report now, look at the report in 30 minutes and compare it with the dashboard, the data...

Below is a list of several URLs that should be white-listed by the IT department of any gym with rigid internet security. Failure to do so could result in errors on the page, or Club OS ceasing all functionality. *.club-os.com/* https://clubos.atlassian.net/wiki/display/OSEH/* https://clubos.atlassian.net/wiki/display/OSCH/* https://s3.amazonaws.com...

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 PT Shot Sheet Report Fields Dat...

Filters allow you to target email campaigns to specific groups of Recipients based on status, origins, interest, and more -- for example, you might want to send a campaign to all inactive members, selected active members, or prospects from a particular marketing source. Find these options on the Recipients tab of your email campaign builder. Target ...

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 Sal...

This is a Legacy report and may not work as expected. This report will display all replacements entered within the selected date range....

This is a Legacy report and may not work as expected. This report will display all renewals that have been entered within the selected date range....

The branded mobile app for your fitness club will come with many useful features that you will have access to. This article will take you through the basic navigation of the app and introduce you to all of the features you can use. Be sure to follow any links to additional material as needed. Downloading and Logging In First, you will need to actual...

The filter options in campaign builder enable users to further specify which prospect or members should be included in the campaign recipient list. Filters can change based on  ‘Campaign Type’  and 'Target Recipient' selection.   Campaign builder filters available for all recipient types are as follows:   Locations : The ‘Locations’ filter enables u...

App Requirement Offer Builder MyPOS Member Enrollment Offer Builder My Scheduler Room Designer Online Calendar My Scheduler Analytics Member Enrollment Belt Tracker My Scheduler MyPOS Inventory Management My Member Account Mobile App My Scheduler...

This report provides an overview of employee Follow-Up activity and membership sales for a selected date range. The report will show individual employee stats unless the Group by Location option is selected. The grouped report shows the totals for each club location. Sample Employee Productivity Report Employee Productivity Report Fields Location,  ...

This report lists sales opportunities and tours by employee. It can be filtered by date range and location.  Sample Sales Opportunity Report Sales Opportunity Report Fields Name: Employee associated with Follow-Ups and Tours over the selected date range Location Opportunities: Number of follow-ups assigned to this employee Scheduled Tours Confirmed ...

The Leaderboard is a great way to get an overview of how your locations and/or employees are performing. It allows you to compare and assess results over a selected date range using a variety of metrics. Locate the Leaderboard under Dashboard → Leaderboard. Each tab in the Leaderboard dashboard includes a ‘Group By’ filter which allows you to flip b...

This report summarizes the number and value of meetings, orientations, and other sessions that appear on an employee's calendar during the selected date range. (For consistent results, select a date range that aligns with the club's pay period.) Sample Simple Payroll Report Simple Payroll Report Fields Name: Employee name  Location Sessions: Total n...

We’re excited to share the latest updates, including new features, enhancements, and improvements to help you deliver a smoother, more efficient experience for both staff and members.     New Features 1. Member Payment History API A new API allows you to retrieve detailed payment history for individual members, including payments made both online an...

The Calendar section of the branded mobile app will display your gym's full class schedule. Any events created by your gym that are available for you to sign up for will be displayed here. Navigation You can navigate the calendar by scrolling through each day, and by expanding the upper section to view each month                             Selectin...

View and respond to all incoming messages from prospects, members and ex-members so that messages are not missed when other staff members are unavailable. This feature is also great for clubs with centralized teams so they can manage communication for the location when needed. View messages for other staff member's or for the entire location When vi...

Making Membership Offers available for Online Join Online Join displays active membership offers that have at least one payment option set to be available online. Multiple or all payment options for a membership offer can be set to be available online. Set the "Available in Online Join" toggle to Yes in the Payment Term setup of Offer Builder to mak...

The Lead Origin Report provides data about Prospect and Member accounts and their activity, organized by Origin (such as Walk-in or Telephone Inquiry). This report is filtered by date range, location, and employee. Lead Origin Report Sample Reading the Lead Origin Report This report displays all Prospect accounts created within the selected date ran...

Club OS enables club admins to add, remove, or change a staff member’s Location Access. Granting a staff member access to a specific club location allows them to operate within the chosen location’s Club OS account. Follow this workflow to edit a staff member’s Location Access. Note : Location Access only grants a staff member permission to operate ...

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 Fitness Audit Report Fields Name: Trainer's name Location: Trainer's location PT C...

This report provides data on Prospect Follow-Ups and their outcomes, and can be sorted by date range, location, and employee. Sample Follow-Up Audit Report Follow-Up Audit Report Fields Employee: Shown if the report is run for multiple employees. Name: The Prospect associated with the Follow-Up. Phone: Phone number of the Prospect. Email: Email addr...

The New Member Orientations Report lists all new members within a selected date range, along with Orientations scheduled for those members. (At some clubs, Orientations is referred to by another name, like Assessment or Fitness Consultation.) This report can be filtered by employee and location. Sample New Member Orientations Report New Member Orien...

Enhanced Email Builder: Build Your Email Template The Club OS email builder's enhanced tools make it easier than ever to create beautiful and dynamic email content to be delivered by automatic or blast campaigns. Club admins have permission to create email templates and can also give the permission to other club staff if desired.  To create an email...

The Flat Sales Activity Report summarizes a club's sales activity on a particular day and can be filtered by Location and Employee.  If you select "All Locations", the report will summarize activity at all locations. If you select one location and "All Employees", the report will display the data for each employee on its own row. MTD (Month to Date)...

This report summarizes PT and membership sales and the Follow-Up communication with those clients. It contains details on specific membership and PT sales as well as a summary tab. Sample Follow-Up ROI Report:  Summary Tab Membership Sold Table Total New EFT: Total number of memberships sold and their total value Follow-Up Before Sale: - How many un...

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

This report provides data on your team's Follow-Up activity and guest pass outcomes with new Prospects, filtered by location.  Sample Prospecting Report Prospecting Scorecard Fields Name: The name of the employee. Location: Location selected for the report Total Active: Number of active leads for the selected date range. Total Warm: The number of Pr...

The Memberships Report displays all memberships (accounts), active and inactive. This is available for all clubs.    Data Selections Club: the report content is limited to the club(s) selected Membership Status: the report content is limited to memberships based on status  Active: Not expired and in one of the following statuses: (P) Paid in Full (A...

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The Sales Rank Report tracks and ranks sales performance at one or more locations. It can be filtered by  date range and location. You can also use the 'Group Location' option to review each location’s collective output. Employees/locations are ranked in order of descending success. Sample Sales Rank Report Sample Sales Rank Report - Grouped Locatio...

Yes, BUT there are some restrictions: You cannot sign up as an individual if you're a limited liability company (LLC., LC., Ltd. Co.), corporation (Corp., Inc.), or a legal entity (GmbH., AG., KG., oHg., etc.) as your app will be denied You must enroll as an individual if you are a sole proprietor or a one-person company...

The current recommended approach to support tracking vaccination status and blocking access accordingly is as follows: Member Deactivation Start with deactivating all club members - while this can be done manually, it is recommended to contact Client Support to initiate a mass account change. Once this is completed, all members will be inactive and ...

At ASF, our goal is to provide you with the service, support, and information you need to effectively manage your electronic payments. Data breaches for small businesses now make up 43% of cyber-attacks. In addition, for those small businesses that had breaches, 83% were not financially prepared to recover from the attack. To address the heightened ...

Whenever you go to work out, you can use the app to track your workout activity. Workout tracking allows you to use your pre-made workouts, or set up new ones from scratch as you are doing them. To start tracking your workout, select Start a Workout from the Hub Starting a Workout There are a few options you will need to adjust when starting your wo...

This is a Legacy report and may not work as expected. This report will list all member accounts that have not checked into the club within the selected date range....

How perform a Follow-Up Navigate to the Dashboard and the Follow-up Window will be located on the top right of the screen.  The follow-ups in this window are auto populated according to your club’s follow-up schedule and are intended to be manually completed by the assigned staff member. Follow-ups that are scheduled for today will be at the top of ...

The Dashboard The Dashboard is the main Belt Tracker view you will see while viewing a Program The Student Profile Student profiles can be accessed by selecting a student from the list found while viewing the Dashboard Tests Tests are accessed by selecting Tests from the Belt Tracker menu on the Dashboard View Members Used to view and manage student...

A Club Admin can find the current follow up schedule under My Club > Follow Up Settings. If you would like to make any changes to the follow up cadence on your site, please contact our support team .   ...

Enhanced Email Builder: Automatic Campaigns Automatic Campaigns are emails with an event and time-based trigger. Automatic campaigns are ongoing and accounts are not emailed in bulk, but rather individually as they satisfy the filters. These campaigns remain active until deactivated by the club. To create an automatic campaign, hover over the Market...

Sales Performance Overview  Sales Performance Analytics provides a detailed view of your club's sales and marketing efforts. This allows you to evaluate your club's performance over a selected date range and use the data to assess and adjust your sales and marketing strategies.  Keep in mind that these analytics are calculated differently and may no...

This report summarizes your Sales team's system usage and assigned Follow-Ups over the past 30 days. View location-specific data or choose "Group Locations" to view totals across multiple locations. Sample Follow-Up Scorecard  Follow-Up Scorecard  Fields Location Employee Last Login:  Date/time of the employee's most recent login to their Club OS ac...

Members who have opted out of SMS Communication by replying 'STOP' can be manually opted back in via their Account Settings (Located in the User Settings widget). However, replying STOP will opt them out of both Club OS as well as Twilio (The SMS service utilized by Club OS). Checking opt-in will give Club OS the go-ahead to try and send the message...

By overriding a follow-up action, an employee suspends a Prospect or Member’s follow-up contact until a specified date. Often, this occurs after an employee happens to make contact with the Prospect or Members outside of the club’s set follow-up schedule. However, due to a follow-up’s value, not every employee is allowed to perform an override. Arra...

The Active Member Attendance report will pull data displaying the attendance records of your active members. This report should be pulled regularly in order to keep up to date on your attendance. To use this report: Choose a date range using the From Date and To Date fields Choose the Attendance Type, either All, Card Reader, or Scheduler Click Subm...

Once you've set up your trainers, programs, experience levels, and ranks, the next step will be to add your members to the correct ranks. NOTE: Any students that need to be added must be part of an existing account in My Club Business. To begin adding students to ranks: Select the Members option from the Belt Tracker menu Select the rank you are add...

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 settl...

The My Performance dashboard is a great way to get an overview of your performance. It allows you to compare and assess your results over a selected date range using a variety of metrics. Locate the My Performance dashboard under Dashboard → My Performance. The dashboard includes filters for employee as well as date. The employee filter may only inc...

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You can use our Knowledge Capture app to leverage your team’s collective knowledge. Using the app, agents can: Search the Help Center without leaving the ticket Insert links to relevant Help Center articles in ticket comments Add inline feedback to existing articles that need updates Create new articles while answering tickets using a pre-defined te...

The question of how an event qualifies to appear on the Commission Report can be answered in two sequential steps:   The Commission Report will only acknowledge an event that has experienced actual activity within the date range represented in the report. Example:If an event set for the 5th was retroactively created on the 30th, that event would not...

This is a Legacy report and may not work as expected. The Immediate CC Rejects report is going to display a list of entries detailing instances where a member's credit card was not cleared as well as the reason.  ...

Purpose: This report provides information on PT drafts within a given time range. (Click here for steps on how to access, filter, and schedule this report.) Report Details: Draft Date: The date on which the payment will be sent to ABC. Member Name:  Client’s name Agreement ID: The identification number to which the agreement is assigned. Invoice Typ...

Club OS enables club admins to add, remove, or change a staff member’s Location Access. Granting a staff member access to a specific club location allows them to operate within the chosen location’s Club OS account. Follow this workflow to edit a staff member’s Location Access. Note: Location Access only grants a staff member permission to operate w...

For clubs using ASF as their Member Management System and with a business model that schedules prospects for training events instead of facility tours, the typical prospect appointment workflow can be utilized with a few extra configuration steps. Prospect training events scheduled with a trainer in ASF can sync to Club OS as prospect appointments. ...

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The Facility Transaction History will show all transactions for the facility based on certain search criteria. This is accessed by selecting the icon from the top of the main MyPOS page. This should be used to view daily, weekly, or monthly transactions in your facility, but it should not be a replacement for regular report usage. To use the Facilit...

Setting up exercises and workouts will be one of the main functions used by your trainers in the My PT application. A Workout is simply a collection of Exercises. Before creating workouts, your trainers should create any custom exercises that they will need, though the built-in exercises found in the application should suffice in most cases. Custom ...

Club OS Basics Club OS Basics is a nine-part video tutorial series covering important system features and workflows. It's designed as a resource to train or retrain club staff on the software. This series was built for ABC integrated clubs and contains some information not relevant to Club OS users with alternative integrations. The videos are linke...

Go into Settings, User Settings, then select Manage User for the new employee. Make sure the "Is Trainer" permission found under the Scheduler section is turned ON for this user....

This report details expected future revenue from automatic payments within a selected date range, based on currently active agreements. If running the report for multiple locations, all locations will appear on a single tab. Sample PT Scheduled Draft Report PT Scheduled Draft Report Fields Draft Date: The date the payment is scheduled to be automati...

The Sales Activity Report summarizes a club's sales activity filtered by Date Range, Location, and Employee. It also includes MTD (Month to Date) activity for the same month as the selected report date. If you select "All Locations", the report will summarize the data for all locations. If you select one location and "All Employees", the report will...

The Club OS email builder's enhanced tools make it easier than ever to create beautiful and dynamic email content. The videos below are tutorials on how to use the email builder feature and its powerful tools.    1. Email Builder - Overview A general overview of the email builder which walks through structuring email templates, adding content, and p...

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 will only be able to see those leads assigned to them within the widget. Trainers do not see the widget on the...

The Referrals By Member Report lists all referrals made by members in a given date range. This report is filterable by Date Range and Location. For more tips on how to access, filter, and schedule this report, click here....

  To open a support ticket, click here....

This article serves an extensive, all-encompassing guide to discovering and diagnosing potential payroll-related issues. It contains nine topic-specific solutions. For best results, complete each step in the order in which they are presented. Accessing the Report Begin with a clear understanding of which of the club’s pay periods is the one experien...

This article lists reports that reflect discounts applied to PT agreements and their invoices and provides best practices for using reports to monitor and analyze discount usage.    Definitions The terms “PT Discount” and “Promo Code” are synonymous.   Reports that Reflect Discounts Below are the list of reports that reflect the discounted amounts o...

You can modify the look and feel of your Help Center by changing colors and fonts. See Branding your Help Center to learn how. You can also change the design of your Help Center. If you're comfortable working with page code, you can dig in to the site's HTML, CSS, and Javascript to customize your theme. To get started, see Customizing the Help Cente...

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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 repor...

  FitBudd pulls data from ASF/ClubOS to support your members' mobile app experience.  Members Creation Timing: Members are created in FitBudd upon their first login to the mobile app. Data Sync Frequency: Membership data is synced hourly to keep member information up to date. Manual Sync: A manual sync option is also available with each client from ...

When a user requests a forgotten username or password, they may get an email or error message on the login page prompting them to contact a Club Admin for help. This happens when an account is missing a username, email address, or both . Use the steps below to update this information. Error Message via Email: Missing Username If the user has an emai...

The Origin data point is collected at time of Prospect or Member creation. This answers the question of “How did we capture this person’s information?”. Marketing Sources are also collected which helps answer the question of “How did this person hear about our brand?” and can be customized by the brand. Click here to learn more about Marketing Sourc...

Prospect and Member statuses are used for follow-ups, marketing campaigns and other targeted actions.    Membership Follow-Up Statuses   Lead : A Prospect who originated either as a telephone inquiry, outreach, or other. Web Lead: A Prospect who was acquired through their submission on the location's website, via a webform, or via Facebook.   Referr...

Enhanced Email Builder: Blast Campaign Blast Campaigns allows users to construct a solitary, personalized email that can then be sent to a wide, specified audience simultaneously. To create a blast campaign, hover over the Marketing icon on your navigation bar and select Blast Campaigns . Next, click " +ADD BLAST CAMPAIGN" on the top right side of t...

Due to Club OS’ offering of Facebook Lead Ad integration , participating clubs now require filters for tracking which leads were acquired through Facebook, specifically.  This article explores three elements of the Facebook filtering experience: How to Add a Facebook Filter to User Search, How to Use the Facebook Filter in User Search, and How to Fi...

The Leads Contacted Two Times or Less Report displays a club’s entire population of Prospects who, either, possess a ‘Missed Guest’ status or have yet to progress to Stage #3 of the Membership Follow-Up Schedule. This aids staff in tracking Prospects who present a potential sales opportunity who already reside within the system. This report is filte...

This article serves an extensive, all-encompassing guide to discovering and diagnosing potential payroll-related issues. It contains nine topic-specific solutions. For best results, complete each step in the order in which they are presented. Step #1: Begin with a clear understanding of which of the club's pay periods is the one experiencing the iss...

Because of the way text messages are formatted for sending, certain characters can cause issues that might make your texts larger in size (and more expensive to send) than you planned. We’ll explain the basics of how campaigns are structured and give you some tips to keep your text campaigns efficient and cost-effective. Text Message Segments Text m...

A.  'Make Invisible to a Member' By entering a workout and clicking 'Make Invisible to Member', a padlock icon will now appear alongside the workout on Club OS' 'Workouts' page. Additionally, a client will now be unable to copy this workout to another profile. B. ' Make Visible to a Member' By entering a workout and clicking 'Make Visible to Member'...

This report provides data on completed PT orientations and whether they resulted in a purchase. It can be filtered by location or employee. PT Orientations Completed Sample Report PT Orientations Completed Report Fields Member Name Member Email ORT Completed Date/Time: The date and time in which the Member's Orientation occurred. Subject: The subjec...

The Daily Setup Report lists all appointments scheduled to occur during a selected date range, which can include past and/or future dates. This report can be filtered by location. Sample Daily Setup Report Daily Setup Report Fields Location Appt Date: The scheduled date and time of the appointment Employee Name: The staff member assigned to the appo...

  Interests can be collected during the prospect capture process and added to their profile for purposes of segmenting and can be used by staff to enhance the sales process. An example of an interest is “Group Classes”.  Click here to learn how to segment based on Interests   To add interests, reach out to your Club OS rep or support@club-os.com . T...

This report displays a detailed list of which members are signed up for which add-ons. This report can show you how many members are paying for specific add-ons, and the details for those add-ons such as how much each payment is, whether it's open-ended or not, etc. Choose to either see all active recurring add-ons (See All Active), or choose a spec...

Below is a list of several URLs that should be white-listed by the IT department of any gym with rigid internet security. Failure to do so could result in errors on the page, or Club OS ceasing all functionality. *.club-os.com/* https://clubos.atlassian.net/wiki/display/OSEH/* https://clubos.atlassian.net/wiki/display/OSCH/* https://s3.amazonaws.com...

We know that every customer interaction is a critical opportunity for you to improve brand recognition and loyalty, which is why we now allow you to use your company’s existing domain name for emails sent through Club OS. Additionally, your Email Sender Reputation will be unaffected by any other emails that are sent by @club-os.com.   Once subdomain...

To prevent an employee's name from appearing within the calendar, follow-up window and reports, set the account as a template account. Marking it as a template account will remove the employee's name from all menus within the system. However, the employee still has the ability to make changes to the system using this account. Some limitations may ap...

The Access Freeze Detail Report lists all accounts with an access freeze. This is available for clubs on Invoice Based Billing. Data Selections Club: the report content is limited to the club(s) selected Date: the date that an access freeze is active on, including historical data Pending Freezes Only: the report content is limited to access freezes ...

Before signing the member up, verify the member wasn't a member previously. Check Member Management and replace/renew the account if needed. Also check if the member is in the system as a Prospect. If so, use Convert to Member on the prospect record to convert them to a membership instead of creating a new, separate member record....

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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 p...

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Replacements should be done if you are making fundamental changes to a membership. This will completely replace the member’s current membership with a new one and can be done even if the membership hasn’t expired yet....

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Renewals are used for when a membership expires. If the member is not set up to rollover to an Open-End membership, you will be able to use this to renew the member after their current membership expires....

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This report will display all one time and recurring add-on payments for a selected date range. This will show all add-ons currently on member accounts, the next due date for payments on those add-ons, the transaction amounts, and more.  Choose a date range to pull data from using the From Date and To Date fields Choose the Transaction Type, either D...

Client users are able to submit refunds for most dues and add-on payments through the Member Management application. User access to submit refunds is permission controlled. Refund requests can take up to 7 business days to process. Payments Available to Refund The types of payments available for clients to refund are as follows: Dues payments succes...

Do you need to move an invoice date? Invoice-based billing offers several options to accommodate adjusting invoice dates and amounts. This article will help you understand the option that will work best for your specific billing scenario.    Waive Payments What it is: When an invoice payment is intended to be waived, meaning payment is not expected ...

ASF (MMS) General Bug Fixes & Improvements  MyClubBusiness club switcher now includes club display name in addition to client ID. You can choose to display name only using the setting available in Client Preferences > Global.  To support daily returns processing, we have updated Member Management to remove all references to processing returns...

Purpose The GP Onboarding Insights Report is used to analyze the performance of the Gold's Path presentations, abbreviated as GP, being performed within the club. This report enables club owners and admins to track the number of prospects receiving presentations, the success of those presentations, and their impact on close percentages. This data ca...

The Notes section will house all notes that have been made on a member’s account. Whenever any change is made to the account, or whenever the member calls into ASF Customer Service, a note will be created on the account with details of what was changed. To view the member’s notes: Click Account Notes to expand the account notes. This will display al...

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 may be found under another name (such as Preferred Guest Report or VIP Guest Report) depending on your club's settings.    ** Referrals listed on this report are prospects/members who ...

We’ve introduced new billing enhancements and system improvements to give clubs more flexibility and control over membership payments, reports, and integrations. Here’s what’s new:   Billing Enhancements Calendar Billing Without Proration for Term Memberships Clubs can now set up monthly memberships with calendar billing (billing on a specific day o...

MMS / ASF Feature Enhancements Daily Cancellations & Returns Cancellations and returns are now processed daily, ensuring member accounts are updated more accurately and promptly to reflect their status changes. General Improvements Performance and experience enhancements have been made to further optimize system reliability and user satisfaction...

API Updates Enhanced Employee Check-in Functionality: We’ve improved the system to ensure employees can check in even when they have matching alternate IDs across different locations. Refined Account Alerts for Reciprocal Locations: The Integration API v2 ‘checkin’ endpoint has been updated to return account alerts accurately when checking in at a r...

First step is setting the department to show online. They could either create a new department for this, or just use their existing sales department, set the "Sales Person Online" flag to Yes:  Then, on each web payment plan they will need to either just show or require the salesperson. This is on page 4 of the edit payment plan screen. As you can s...

Member accounts are split into multiple different sections, such as Account and Billing. Each section will contain related functions. To navigate between sections, you can simply scroll down the page or select the specific section that you need from the icons on the left.   Header Bar The bar at the top of the account page will house some useful, at...

Email Campaigns allow club staff to construct personalized emails that can be sent to a wide, specified audience simultaneously. For this reason, campaigns can serve a variety of functions such as offering each Expired Guest a limited-time discount on a memberships or telling each individual ‘Happy Birthday’. Club OS provides staff with the option o...

Security & Login Enhancements PCI Password Compliance – Now in Pilot To strengthen account security, we’ve introduced: More complex password requirements A more secure password reset process Automatic account lockout after multiple failed login attempts Single Sign-On (SSO) for Club OS ONE – Now in Pilot CRM and CRM+MMS users can now log in thro...

Integration Details | Field Mapping | Where to Get More Information Overview Integrations with Club OS allow clubs to use their designated member management system to keep track of agreements and billing while taking advantage of Club OS’s marketing and sales capabilities. Club OS uses information from the member management system to update prospect...

Member Enrollment...

The Active Member Attendance Summary Report displays all members with an active agreement, regardless of attendance, along with recent and lifetime attendance information. This is available for all clubs.    Data Selections From Date: the report content for Total Classes and Total Club Check Ins is limited to those on and after this date To Date: th...

Should a prospect/member wish to refer an acquaintance to the club after their initial opportunity (during the creation of their account), a referral/preferred guest can still be submitted via the "General" tab located within that prospect/member's account. Once there, you can click on the button that says "Add Referral/Preferred Guests" and you wil...

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’...

MMS / ASF Feature Enhancements Daily Cancellations & Returns Cancellations and returns are now processed daily, ensuring member accounts are updated more accurately and promptly to reflect their status changes. General Improvements Performance and experience enhancements have been made to further optimize system reliability and user satisfaction...

The Chat application will allow you to send messages to your members. This can be used for both private messaging and group messaging. The Chat app can be found in the app drawer. Chat The Chat tab is where you will be able to send messages to your members. You can begin composing a new message by selecting either New Chat or the Compose icon. Chat ...

Statement Timing When an account is on statement billing, statement notifications for payments owed are automatically sent prior to the next due date, the amount of time prior to the due date may vary depending on the account's payment frequency. For accounts billing monthly or less frequently (semi-monthly, quarterly, bi-annually, yearly, etc.): St...

When you schedule events and appointments on the calendar, the default attendee status is marked as "Active". Depending on the event's outcome, you might need to manually change this status to Rescheduled, Canceled, No Show, or Completed.  To manually update event status, open the event (from either the event owner or attendee calendars) and locate ...

  New Features Online Cancellation Requests Members can now submit cancellation requests directly through a dedicated online form, making the process easier and more accessible. Clubs can define their own cancellation terms to display on the page, and will receive an email notification for each submission. All requests are also tracked in a centrali...

TI scripts can be added to the Add New Lead Page so that staff can have a call guide to follow during telephone inquiries.   The script can be added in My Club > Admin Settings > TI Script so that it’s applied to all locations. If TI scripts should vary between locations OR you do not have the concept of Unrestricted Admins (typically not need...

When a dues or add-on payment attempt results in a rejection, a Non Sufficient Funds (NSF) notification is automatically sent. Notification is sent on first attempts only, not on re-attempts of the same payment. If the membership billing contact (buyer) has an email address on file, the notification is sent via email. If the membership billing conta...

All brands with SMS packages will have phone numbers purchased to allow the ability to text through Club OS.  Each location will have a single SMS number dedicated to their location for all text follow-ups. The phone number will have an area code that matches the location’s phone number or the next geographically closest available area code.  If the...

You can set individual goals that are reflected on the dashboard by viewing the employee's profile. Once you are viewing the employee's profile, select the ‘Account Settings’ widget, featuring the gear icon, located in the black banner across the top of the page.   Then, select the ‘Dashboard Goals’ from the Account Settings tabs across the top of t...

For brands with multiple locations, especially those with locations close together geographically, there are instances where prospects will be guests of more than 1 location for the same brand. If the setting to create duplicates is denied ( click here to learn more about this setting ) then what happens to the single-prospect account, needs to be c...

Members, sometimes referred to as cardholders or secondary members, are managed in Member Management. All members of an account are displayed in the Members table in the Account Info section on the Account page. Use the Add Member button to add a new member to the account. Note: Adding a member to an existing account does not automatically adjust th...

The Member Service Sales Report summarizes all member services sold within a given date range. This report can be filtered by location. Sample Member Service Sales Report The report has a sub-section for member services sold for each event type.  Member Service Sales Report Fields Last Name First Name Package Name Member Service: Name of the service...

When a New Referral prospect is inputted into Club OS, a referral link will be created to link them to the referring member/prospect. The staff member assigned to the New Referral is based on a Club OS setting that is configured by a Club OS rep. By default, the New Referral will be auto-assigned to the same staff member as the referring member/pros...

ClubOS ONE – Release Highlights New Features & Enhancements Unified Login Experience We're introducing  Single Sign-On (SSO)  for CRM and CRM+MMS users, allowing seamless access through one central login page. This is a key step toward the full  ClubOS ONE  experience and is currently in pilot. Improved Security with Login Verification To help k...

This report will show all attendance based on senior insurance programs such as Optum and Silver Sneakers. This report will be vital to review if you are utilizing any senior fitness programs. Choose a date range using the From Date and To Date fields Select the insurance program from the Output Type  Select the Attendance Type, either Normal, Probl...

This is a Legacy report. This report will display the total remit to date. ...

This is a Legacy report and may not work as expected. This report will show the total number of contracts entered within a given date range sorted by the salesperson....

The Belt Tracker Report displays all members with an active agreement by Belt Tracker program. This is available for all clubs using Belt Tracker.    Data Selections Program: the report content is limited to members in the program selected; this is a required single selection Event Type: the report content for all event specific data, including 30 D...

This is a Legacy report and may not work as expected. This report will display a summary of payments collected for the date range selected....

The Sales Commission report is a useful tool for tracking the commission earned on the sale of items. This report will give you detailed information on any items that have been set up in an item type with sales commission. If you give your employees commission based on the sale of certain items, you will need to use this report regularly. To use thi...

This is a Legacy report and may not work as expected. This report will generate mailing labels for all members based on the selected criteria....

"Active Contracts" will pull data on all current active contracts. "All Accounts Entered" will pull data for new accounts, replacements, and renewals. "Revenue Detail" will pull data for your different revenue sources, such as dues and POS purchases. "Merchant Remit Summary" pulls data on your remits from ASF. "Sales Item Detail" pulls detailed info...

This is a Legacy report and may not work as expected. This report displays check-ins via the Scheduler....

 This report summarizes check-ins by trainer, filtered by date range and location. Sample Member Check-ins by Trainer Report Member Check-ins by Trainer Report Fields Name: Trainer's name Location Check-Ins: Total number of check-ins for all Trainers' clients. Clients: Total number of Clients assigned to this Trainer Check-Ins/Clients: Average numbe...

This report will show cash drawer activity for every cash drawer that you have. This can be pulled when you want to see cash drawer reconciliations for a given date or date range. ASF recommends running this report regularly if you are opening and closing your cash drawers on a regular basis. To use this report: Choose a date range using the From Da...

This is the Legacy version of the Daily Notes List report. This will display all service notes that have been added to accounts within the selected date range....

Reports come with the useful feature of being able to send a mass email to all member and/or prospect accounts that end up being pulled based on the search criteria entered for the report. This feature will come built in for all current reports, but may not be available for all Legacy reports.   Sending a Mass Email To send a mass email: First, pull...

These are Legacy reports and may not work as expected. These reports will generate PDF documents displaying collection trends for you member payments....

This report will generate data displaying information on contracts that have been sold that give commission, who has earned the commission, and how much it is. From Date/To Date: The date range the report will pull information for Date Type: Sets the date type for the report to either Sign Date, Review Date, Payment Date, or Completed Date...

Select Data The first step to using reports is to select your data. Each report will have different criteria that you can pull information by. Once you've entered your search criteria, click Submit.   Filter Data Next, you will potentially want to filter your data using the Filter Data tab. Not all reports will have filters. Filters will limit the a...

Fitness Audit - PT Report This report tells you also how interactive Trainers are with Clients, and how well their Clients are at interacting with the software tools. (Click here for steps on how to access, filter, and schedule this report.) Columns generated in this report are: Name - this is the Trainer's name. Location - this is the location of t...

The Member Detail report displays data for members and the events that they were/are scheduled for. This report should be used to review events that members have been scheduled for and checked into. To use this report: Choose a date range using the From Date and To Date fields Optional: Filter the selected data with the Member Type and Member Status...

The Invoices Report displays all membership invoices, paid and unpaid. This is available for clubs on Invoice Based Billing.  Data Selections Club: the report content is limited to the club(s) selected Date: the date that the date range applies to   Date Range: the report content is limited to the invoices with the date selected within this range In...

This report will display the full attendance list of all members and prospects that have checked in within the given date range. This report should be reviewed regularly in order to verify your attendance. This is also a report that is recommended to be one of your Favorites since it should be pulled frequently. Choose a date range using the From Da...

The inventory report will pull detailed information on inventory items that have been adjusted in any way. This can mean items that were sold, returned, adjusted, or part of purchase orders.  To use this report: First select the way to view the report. You can choose Daily, Weekly, Range, or Year. Select the Start Date for the report to start pullin...

This is a Legacy report and may not work as expected. This report will pull a list of membership cards that were printed by ASF....

Most reports will function in the same general manner: First, use the Select Data tab to select the data you wish to view. Next, use the Filter Data tab to filter down to just the data you need to view. Finally, use the Group Data tab to group the data by different values. Also be sure to favorite your most frequently used reports to have easy acces...

The 30/60/90 Attendance Retention Report displays the attendance of members within 90 days of their membership sign date. This is available for all clubs.    Data Selections Club: the report content is limited to the club(s) selected From Date: the report content is limited to accounts with a current membership sign date on or after this date To Dat...

This is a Legacy report and may not work as expected. This report will display a visual representation of your historical contract outstanding balances. ...

The Tax report will function similarly to the Sales Item Detail report in some ways but will give you more detailed information on the taxes that were applied to items that were sold. To use this report: Choose the From Date and To Date to pull the report from. Then click Submit Optional: If you have reciprocal clubs, these will appear in the top ri...

  For help configuring the integration, please see the Facebook Leads Ad setup article.     Club OS Facebook Troubleshooting (Single Location)   NOTE: The Club OS account used to set up the Facebook integration must be the person who has full access to Facebook Business Manager.    Begin in Club OS > My Club > Location Settings > ‘Facebook ...

This is a Legacy report and may not work as expected. This report will provide a current list of all frozen accounts....

This is a Legacy report and may not work as expected. This report will project revenue based on future contract and add-on payments....

The Event Detail report will display detailed information for all scheduled events within the selected date range. This report should be used to review your scheduled events and the details associated with them. To use this report: Choose a date range using the From Date and To Date fields Optional: Specify a Category, Event Type, and/or Series usin...

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 f...

These are Legacy reports and may not work as expected. These reports will display all brand new accounts that were entered within a selected date range. The New Accounts Entered (MYE) report will display accounts specifically signed up through My Enrollment....

The Merchant Remit Summary report is one of the most important reports to have. This report is going to display a summarized list of the revenue that has been remitted back to you after ASF processing. This can provide details such as how much came from Credit Card or EFT payments as well as ASF's deductions. From Date/To Date: The date range the re...

Icons on the calendar and on individual events show information about the attendee role and event type. Attendee Icons: Attendee icons appear on Prospect/Members scheduled for an event.  Event Icons: Event icons appear on the calendar to differentiate event types. They appear on scheduled events and on any calendar time slots that are designated for...

This report provides data about Prospect accounts in Club OS. It can be filtered by date range and location. If you select "All Locations", the report will display the data for each location on its own tab and will also contain a summary tab for all locations. Sample New Prospect Report How to Read the New Prospect Report This report displays all Pr...

The Inventory report is going to pull data for items that have been changed, adjusted, sold, etc. within the selected date range. This is useful to track quantity changes for items to ensure you are keeping the correct amounts on hand. To use this report: First select the way to view the report. You can choose Daily, Weekly, Range, or Year. Select t...

This is a Legacy report and may not work as expected. This report displays details on any approved loans including payment information....

This is a Legacy report and may not work as expected. This report will display a list of all members that were sent welcome, birthday, or retention cards....

This is a Legacy report and it may not work as expected. This report will display any and all EFT (Bank account) drafts that did NOT clear within the selected date range. This could be useful to review any member accounts that were unable to be charged....

The Returns report is used to display the number of and which accounts have been returned within a selected date range. This is a very useful report and should be reviewed regularly to keep up to date on how many of your accounts have been returned. Choose a date range using the From Date and To Date fields Optional: Turn on the Directory option to ...

Leads Not Contacted Report This report lists Prospects that have a 'Missed Guest' status or are at Step #1 in the Follow-Up Schedule and have not received a Follow-Up call, email, or text. It can be filtered by location or employee. Prospects who are not on the Follow-Up schedule or assigned to a specific employee for Follow-Up will not appear on th...

This report is going to display a detailed report of the revenue you have earned within a specified date range. It is recommended to run this report on a monthly basis to review the revenue for each month. The summary data will include information for gross revenue, refunds, ASF processing fees, adjustments and net revenue. The revenue detail report...

This report summarizes membership Follow-Up activity for a selected date and Month to Date. It can be filtered by location and employee. Membership Opportunities This section summarizes tours and visits for prospective members by type. First Time Appointments: Scheduled tours/visits for first-time guests who have never signed the Digital Guest Waive...

The Billing Pause report lists all accounts that have had a billing pause applied. This is available for clubs on Invoice Based Billing.  Data Selections Club: the report content is limited to the club(s) selected Date: the date that a pause is active on, including historical data Pending Pauses Only: the report content is limited to billing pauses ...

The Active Member Attendance report will pull data displaying the attendance records of your active members. This report should be pulled regularly in order to keep up to date on your attendance. To use this report: Choose a date range using the From Date and To Date fields Choose the Attendance Type, either All, Card Reader, or Scheduler Click Subm...

This report lists agreements with active, current freezes or scheduled future freezes. Lists of active and future freezes each appear on their own tab. The report can be filtered by location and/or employee. Sample Frozen Agreements Report Frozen Agreements Report Fields                 Location: The name of your location Last Name : Member's last n...

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 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 pas...

This report is going to display and calculate tax rates for dues and add-ons. This can be pulled for a specified date range, and you can choose which Tax Type you wish to use to calculate membership taxes. This can also be used for calculating taxes for Add-ons. From Date/To Date: The date range the report will pull information for Tax Type: Sets th...

This is a Legacy report and may not work as expected. This report allows you to compare membership data between two separate months. This will include average membership length, breakdowns of Statement vs. EFT vs. CC, etc. ...

The Revoke feature allows you to immediately prevent an employee from accessing Club OS. When you revoke an employee’s access, they have no access to Club OS, but their account information is preserved . This allows you to continue to securely access their account if you need to transfer follow-ups, change/delete events and perform other cleanup act...

The Cancellations report will display accounts that have been cancelled within a given date range. This is useful to review how many accounts have been cancelled within the selected date range. Choose a date range using the From Date and To Date fields Choose if you wish view just accounts cancelled from within the club or all cancelled accounts Cho...

The Session Liability report pulls data related to the sessions that have been purchased and used by your members along with the total value of the sessions. This report should be used to calculate the total value you are receiving from your members in terms of selling PT/class sessions, as well as how many purchased sessions are actually being spen...

The Zero Availability report displays all members that have purchased sessions in the past and have no more sessions of that type available. This report should be used to review your members that have purchased sessions in the past in order to attempt to get them to purchase more sessions. To use this report: There are no selection or filtering opti...

This is a Legacy report and it may not work as expected. This report will display members checked in through the Online Card Reader application. If you are using My Scheduler and/or Online Check-in, you should be using the Attendance - All report instead....

This is a Legacy report and may not work as expected. The Daily Attendance Graph report will graphically display member attendance records by a given date range....

This is a Legacy report and may not work as expected. This will create a report detailing various information such as collections, sales, dues, etc. ...

These are Legacy reports and may not work as expected. These reports will display graphs with information on your club's attrition such as collections, payments, and account counts....

If a Referral already exists and is added again, Club OS will not create a new profile. By default, that referral will remain assigned to their current assigned staff member. If you would like the existing referral to be re-assigned to the staff member who most recently added them this can be enabled by a Club OS rep....

This is a Legacy report and may not work as expected. This report will display all member accounts that do not have an ASF membership card....

This report will display all new accounts as well as replacements and renewals within a certain date range. This can be used to keep track of the number of new accounts that were entered during a specific date range, or how many of your members renewed their memberships. From Date/To Date: The date range the report will pull information for Report C...

This report will pull a list of all member notes that have been entered along with the account within the selected date range.  Choose a date range using the From Date and To Date fields Use the Service Notes Only toggle if you wish to only view service notes that have been entered Use the Member Notes Only toggle if you wish to only view notes rela...

This is a Legacy report and may not work as expected. This report is going to display the cash value of the remaining time on all Paid in Full memberships....

This is a Legacy report and may not work as expected. This report will display the number of check-ins through Kids Club by hour for each day of the selected month....

Integrated Clubs If your club uses a billing provider such as ABC or MBO, do not add employee data directly to Club OS. Instead, enter your employees into your billing provider. Their information will be passed to Club OS at the next sync time. Once an employee has been added to Club OS through the integration, they will receive the new account emai...

This report will only be used by existing clients who have upgraded from the Legacy POS to MyPOS. This report allows you to access the reports and data from the Legacy POS after upgrading. For this report, the only section you should access is the Reports section. This will function the same as it did in the Legacy POS. The Legacy Point of Sale repo...

These are Legacy reports and may not work as expected. These reports are going to display the number of times members have checked in to your facility within a specified date range. This can be useful to track how often and when each of your members are checking in to the facility.  ...

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. 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 ...

This is a Legacy report and may not work as expected. This report will pull data on payments collected for any date range listed by Card Code....

This is a Legacy report and may not work as expected. This report will display a breakdown of the ages of your members....

This is a Legacy report and may not work as expected. This report will display all card records that have been deactivated within the selected date range....

This report is a Legacy report and may not work as intended. This report is for Canadian clubs only. The GST Tax report will display GST/HST tax paid on ASF processing fees by Remit dates....

The Month End Reconciliation report is one of the most important reports to have access to. This report will display a detailed report of revenue for any given month. This report will break down all sources of revenue with details on how much was brought in, how much was taken out in ASF processing, and more.  Month/Report Year: The month and year t...

We get a lot of questions in Support about lead appointments not showing as sold on the schedule after a sale is made. There are a several instances in which you may see this occur, but here are the most common reasons we observe: 1) You haven't hit the designated sync time. Depending on your billing system, Club OS either syncs at the top of every ...

This report will show a summary of member attendance, displaying members along with their account information and number of visits within the date range selected.  Choose a date range using the From Date and To Date fields, then select Submit If needed, you can can use the Filter tab to filter data by Card Code, Insurance, and/or Company/Occupation ...

This is a Legacy report and may not work as expected. This report will display the number of member check-ins by hour for each day of the month....

This is a Legacy report and may not work as expected. The Hourly Attendance Graph report will graphically display member attendance records by a given date range for every hour....

This is a Legacy report and may not work as expected. This report will pull a list containing the number of accounts for each card code....

This is a Legacy report and may not work as expected. This report will display collection costs by payment method.    ...

This report will pull information on your prospect accounts. This can be used to see all active prospects or just prospects that have been entered within a specified date range. See All Active: This toggle will cause the report to ignore the From Date and To Date and instead pull all currently active prospect accounts From Date/To Date:  The date ra...

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

Text Usage Analytics Dashboard can be used to gain insight into the amount of text message segments that have been used and to better understand how segments are being used by locations and employees. These insights are helpful to monitor and plan how to use your pre-paid segments most efficiently. Click here to learn more about segments The Text Us...

The Payments Due report will display a list of all dues that are upcoming within the selected date range. This is a very useful report and should be pulled often. This should be reviewed to see a list of members that have not paid their upcoming dues yet. From Date/To Date: The date range the report will pull information for  ...

The Expiration List report is used to display accounts that are set to expire within a selected date range. This is a very useful report and should be viewed often to keep up to date on your expiring accounts. This can also be used to send mass emails to accounts that are set to expire in order to remind them to renew their memberships. Choose a dat...

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...

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 prio...

Club OS does not have the capability to reach out through SMS to referrals -- or those who have not yet expressed direct interest in joining. As we live in a very litigious nation, this measure is in place to protect you. It is an FCC violation to contact anyone through SMS who hasn't expressly provided their information (however, you CAN still call...

You can add your Club OS calendar to your favorite mobile or desktop calendar application, like Outlook, Google Calendar or iCal, in just a few clicks. Open the calendar from the left-hand navigation menu. Check the drop-down "Viewing:" menu and make sure "My Schedule" is selected. Then click "Import Your Schedule" on the right. This will generate a...

When making changes to a calendar event in the Club OS application, an email will be sent to the event owner notifying them of the change if these conditions are met: The person making the change is different than the event owner. The attendee's status is changed to one of the following statuses: Cancel - No Charge Cancel - Charge Rescheduled The ch...

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 ...

In addition to roles, manager types can also be set to assign additional access for Club Admins and Location Managers. Manager types can be set by anyone with an access level above the employee. It’s found in User Settings > General > Employee Settings.  System Managers - Can be selected for Unrestricted Admins. This will put them at a level a...

This is a Legacy report and it may not work as expected. This report is meant to display a list of all credits that have been applied to member accounts within a selected date range....

Vitals Report Basics:  The Vitals Report provides key KPI’s in one report. The report will give visibility to key metrics such as how the club’s membership and training programs are running without needing to pull and review multiple reports. For example, the report can be run ad hoc, or can be scheduled for recurring delivery on a daily or month-to...

This report summarizes member check-ins at one or more locations during a selected date range. Sample Check-in Report Check-in Report Fields Location - member's club location. Name - member's name. Type - member's agreement type. Check-Ins - this is the number of times a member has checked in for the specified date range at the club location.   Lear...

 This report provides data on past events (listed by attendee) and whether they were completed, validated, and funded. Sample Schedule Audit Report Schedule Audit Report Fields Date: Date and time of the event Event Type Subject: The Event Subject that appeared on the calendar for this event Attendee Service: this is the service type selected for th...

The All Inventory report is going to give you a detailed list of all of your items that are in Inventory Management. This will allow you to view both active and inactive items, how many of each item you have on hand, and more. ASF recommends running this report regularly in order to stay on top of your inventory. To use this report: Under Select Dat...

This is a Legacy report and may not work as intended. This report displays individual remits with details on what is included with them. ...

Follow these steps if you need to change the assigned Follow-Up staff member for multiple Prospects or Members. This allows you to move some or all assigned Follow-Ups from one employee to another. Start at User Search. Use filters to identify the accounts you plan to transfer. To search for all users with a specific role, first click “None” to clea...

ClubOS ONE – Release Highlights New Features & Enhancements Unified Login Experience We're introducing Single Sign-On (SSO) for CRM and CRM+MMS users, allowing seamless access through one central login page. This is a key step toward the full ClubOS ONE experience and is currently in pilot. Improved Security with Login Verification To help keep ...

Club OS now offers its clubs the opportunity to allow or deny a customer’s ability to open duplicate accounts at additional club locations. These three permissions grant clubs the ability to customize the amount of power that a Prospect, Inactive Member, or Active Member ought to have in choosing where to work out. To set these permissions, please c...

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

This report will display a breakdown of revenue from add-ons that have been remitted based on a date range. It will include one time charges, recurring charges, and add-ons payed through POS. This is a great tool to review which add-ons are generating the most or least revenue. Choose a date range using the From Date and To Date fields Use the Omit ...

The Digital Guest Waiver (DGW) is a form that collects basic information from visitors to your club and automatically adds their details to Club OS. This form is set up for your club when you sign up with Club OS.  Find and Display your Digital Guest Waiver | Edit the DGW | Enhanced DGW/Appointment List Feature | Best Practices Information the DGW C...

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. 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...

This is a Legacy report and may not work as expected. This report displays all active card records with their last Scheduler check-in date and last Card Reader check in date.  ...

The goals that are set for a client in terms of caloric consumption/nutrient intake, along with measurement/workout goals, provide a means for the client and trainer to gauge the success of the overall PT program.  The goals set on this page serve as the basis upon which nutrition and workout progress is calculated, along with the aforementioned gra...

Table Of Conents   Fitness Foundation Overview   Fitness Foundation (Legacy)   Fitness Foundation allows a member to log into COS to track their diet, workouts, and progress towards their fitness goals. The club can create meal plans and workout routines to share with the member. Also, they can record injuries via an industry standard PAR-Q (Physica...

If you have existing prospects that need to be uploaded into Club OS, this can be completed by a Club OS rep. Provide an excel or csv file to support@club-os.com with the following required fields and any of the optional fields (blank template can be provided upon request) . This should be used during initial onboarding and not to be used on a regul...

Club OS can build a custom weblead form for your gym that can be used on any web page. When a prospect submits the form, a prospect profile will be auto-created in your Club OS system. Their origin will be ‘web’ and marketing source will be “web lead’.    Stand Alone Form This type of form is a full webpage that contains all formatting and prospect ...

Copy Data to Group Use this action to copy various types of data from one user to each user in the search results.   *Workouts*: Copy all Workouts from the user's Workout List page *Nutrition*: Copy Meals and Recipes from the user's Meals and Recipes page *Files*: Copy all Files from the user's File page *Trainers*: Copy all Assigned Trainers from t...

The Member Profile window is used to quickly access and manage members from anywhere without requiring the user to disrupt their current flow to open the Member Management application. This window is accessed using the Quick Member Search found in the top right corner of the application. Search for the member using the following search options and s...

  Self-Book Tours Prospects can self-schedule a tour with your location from their own device or directly from your website. This can be used for new or existing prospects and ex-members. The form includes dates and times for them to select which will automatically add the tour the Club OS calendar. It's recommended that the stand-alone self book to...

This report will pull information on all member credit cards that are set to expire within the next 2 months. This is a very useful report to keep up to date on so you can know when members should update their credit card info. This report has no specific search options or filter options, so simply click Submit to pull the report's data.  Optional: ...

In order to reduce the number of text message attempts to an invalid mobile phone number, a prospect/member's mobile phone number will be marked as 'invalid' after Club OS receives a 30006 error from a failed delivery. A 30006 error indicates the phone number is a landline or Unreachable Carrier. Once the mobile phone has been marked as invalid, a l...

Club OS offers a workflow for prospects who can access the gym because a third party is paying for their visit(s) or membership. This is recommended for Insurance memberships or other third party companies. The same workflow can be used for one or both. Please reach out to your Club OS account manager or support@club-os.com to being configuration pr...

The Active Member Attendance Summary Report displays all members with an active agreement, regardless of attendance, along with recent and lifetime attendance information. This is available for all clubs.    Data Selections From Date: the report content for Total Classes and Total Club Check Ins is limited to those on and after this date To Date: th...

The Sales Item Detail report is one of the most important when it comes to reviewing your POS transactions. This report is going to detail all sales that have been rung up through MyPOS within a given date range. This will also include all dues payments made as part of a transaction. This report displays each item sold as a separate line item, so mu...

Once you have created your programs, levels and ranks, added members, and set up testing criteria, you can begin to regularly use Belt Tracker. Each member that has been added to a program will have their own profile with important program information. Access a member’s profile by selecting the member from the main program screen in Belt Tracker. Yo...

Add a new telephone inquiry lead to Club OS using the 'Add Telephone Inquiry' button. This lead entry method is designed to be quick and easy to navigate while on the phone with a prospective member.    On every page of Club OS, an 'Add Telephone Inquiry' button is located at the top, right of the page Click the button to display a pop up window tha...

  How do I remove prospects/members from receiving follow ups? If prospects or members no longer want to be contacted about membership or personal training, staff can choose to make them 'Not Interested'. This can be done from the follow up modal or directly in their profile. Upon making them 'Not Interested', they will exit their current status and...

In this article, we will talk about how to add and remove marketing ‘Marketing Sources’ for your club. Global Impact - Marketing Source that are added to your club, and not selected as ‘Staff Only’ or ‘Disabled’,  will be available to be chosen from the different ‘Source’ drop down menus throughout Club OS, this includes the ‘User Search’, Digital G...

In light of recent public health concerns, many clubs have reached out to us asking for support in placing temporary hold on communications like automated email campaigns while their locations have reduced operations. We have adjusted automated follow-ups and campaign schedules based on customer request, or for customers that are in an area enforcin...

Club OS can build a referral form link to provide to members or placed on a device to collect referrals from existing prospects or members. The link is also an option in your merge tags (aka. Dynamic Tag or Dynamic Content) for email campaigns so members can refer as a call to action. Each referral submitted will auto-create a prospect profile. Thei...

Overdue calls will show up in red as "overdue" in your Follow-Up Agenda. ...

My Scheduler comes with the ability to set up and use member PINs for check-in. This will require members to enter their PIN when checking in to events they are scheduled for. This can be very useful in ensuring the member checking in to the event is the member that is meant to be attending the event. NOTE: Users will only be prompted to enter a mem...

Part of Member Management includes the ability to add, edit, and remove add-ons and account charges (one-time add-on charge) to existing accounts. This process will be slightly different depending on if you are using the Legacy Add-ons/Account Charge screen or the updated version. Be sure to view the article that applies to your club based on the ve...

If leads are deleted while still in your follow-up bin, they will stay there until removed. You just need to click Follow-Up next to the lead's name in your profile page and then click "Not Contacted." Then choose "Not Interested (Delete)" and they will be removed....

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Auto Convert is a feature available to clubs on the Premium tier of service that allows the option for accounts to be automatically converted from Credit Card or ACH Billing to Statement billing based on certain conditions. ASF Billing In ASF billing, either of the following conditions automatically converts accounts: a membership dues payment is re...

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The scheduler reports are found under “Reports,” “Scheduler Reports” from the “Main MCB” page. Scheduler Description Session Liability Provides information on “used” versus “available” PT Sessions. It displays all active members, prospects, and cardholders (not expired or cancelled members). It displays the number of sessions purchased, used, manual...

There are two different approaches: Individual KPI Goals : This helps with customization based on the staff member’s circumstances. For instance, you can set lower goals for part-time staff members that are different from the overall location goals.  Location KPI Goals: As a location owner, you have the ability to set location goals across the board...

The Lead Source Report provides data about Prospect and Member accounts and their activity, organized by Marketing Source. This report is filtered by date range, location, and employee. Lead Source Report Samples Reading the Lead Source Report This report displays all Prospect accounts created within the selected date range, including deleted accoun...

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As the workouts from Generate a Workout are effectively templates, no rep/weight information is included, for obvious reasons.  Simply click "Edit Workout" at the top of the page to customize the workout for an individual.  ...

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The Health Questionnaire ("PAR-Q") and General Notes found within the Heath Bio will remain in the fields in which you saved them. The "Additional Measurements" notes will be saved in "Fitness History." First, click on the days that have a tape measuring icon, then click Measurements, and you will see your note saved at the bottom of the screen. Cli...

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Adding and managing account add-ons is done in the Add-ons/Account Charge window of Member Management. Start by looking up the account and navigating to the Transactions section. Then select Add-ons/Account Charge. Navigating to Add-ons/Account Charges Scroll down to the bottom of the window and select Enter Update Recurring Charges. Be sure to sele...

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The Pantry is a key component of the Nutrition section of Fitness Foundation. The objective is to have the client’s pantry mirror their home pantry and to provide the ingredients necessary to make the meals listed in the aforementioned Meals section. Food in the Pantry is broken down by category, providing the client with a well-organized list. Pant...

In a nutshell, workout and nutrition templates are massive time-savers for trainers!  If you're looking for a way to streamline your workflow, to free up more time for following through with your clients and on providing the best training possible, templates will help you to do that!  They will take time to set up, but it will be time well-spent. It...

Club OS understands that you want to get back to business after your gym has been closed. In order to support gyms as they reopen and prepare them to start marketing and selling to customers, Club OS has created multiple tools that can help gyms restart their sales cycle successfully. Club OS has released new features to help you return to normal op...

While foods added by a trainer or client appear in the globally-available list of foods, the foods displayed under My Food are those that have been specifically added by the client or the trainer.  Foods that are added without a reliable data source (e.g., a nutrition label), will only be available to the client for which the food was added.  Additi...

Club OS Integration Updates and Fixes Fixed an issue with past due member accounts displaying in Club OS as Collections instead of Delinquent  Bug Fixes Fixed an issue with Passport stamping member check-ins using the incorrect Time Zone Internal Updates Operations Updates As of November 9th, these operations tickets have all been closed and complet...

The (D) stands for direct. This is contact method done outside of the scheduled follow-up. A scheduled follow-up is any follow-up that populates under the My Profile section Follow-up. For example, a direct contact can be made through a prospect or member's "Contact Now" link as seen at the top banner when viewing their account. A scheduled membersh...

Active members who have not received an email with login credentials should contact our support team  requesting login information. Please format your email as shown below for the best service possible: "Member requiring login credentials" Full Name: Email: Number: Club Name: Club Location: Ideally, the phone/email provided should be the same ones a...

The Transactions section is going to house information on all transactions tied to the account. This will include dues payments, POS transactions, and Add-ons and Account Charges.   Show Payments The Show Payments screen will show all payments that have been made on a member’s account for dues payments and add-ons. Select the icon to expand the wind...

Please note: This feature is currently only available for clubs using the custom club-branded mobile app. The following setup should be completed each trainer when enabling an in-app bookable coaching session. Please use the steps below to complete your setup: Event Setup (PT Consultations & PT Training Sessions): This will allow you to define w...

Converting inactive members to a Prospect status enables you to move them back into your club's Follow-Up schedule. Inactive Members fall into one of these statuses: Inactive Member - Canceled : A Member who has canceled their membership. Inactive Member - Expired: A Member who has not renewed their expired membership. Inactive Member - Collections ...

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    ...

Purpose The Projected Recurring Payment Report enables club admins to view projected PT revenue for their club during future date ranges. This report combines the functionality of the ‘PT Scheduled Draft Report’ and the ‘Projections Report’, and has replaced both in Club OS’s ‘Reports’ section. Click here to learn more about accessing and scheduling...

You can create, edit, and delete events on your own calendar or on member/prospect calendars. Depending on your permissions, you may be able to create and edit events for other employees. Events will appear on the Event Owner (staff member's) calendar, the attending Member/Prospect's calendar, and your location's Master Schedule. Adding, editing, or...

The Attendance contains member information for everything in the Scheduler, such as the member’s general attendance and their current PT sessions.   Training Schedule The Training Schedule window is used to view a member’s schedule as well as schedule them into new events. To use the training schedule: Click the box next to the cardholder you want t...

Located in Club OS' Fitness tab, Fitness History displays a Member's health routines (physical or dietary) over time. Each type of routine is represented by an icon.  For any date in which a routine is recorded, that routine's corresponding icon will appear on the calendar. Clicking a recorded routine's calendar date will reveal a tabbed breakdown o...

VIP Guest Report / a.k.a "Preferred Guest Report" / a.k.a "Referral Guest Report" Want to know who you are receiving the best leads from?  Run the Preferred Guest / aka Referral report.  The name of the report depends on how your club names leads obtained from members. Select one or all employees in the drop down, and you will see all members assign...

Located within Club OS' Fitness tab, Fitness Graphs illustrate stats for both clients and trainers across four categories: 'Measurements', 'Exercise Categories' (ex. cardio, core, flexibility, etc.), 'Exercises', and 'Nutrition'.  Graphs allow clients to instantly examine their fitness data in one condensed, comprehensible form. ...

Club OS now offers its clubs the opportunity to customize their employees’ authority by setting Permissions. Permissions can be applied club-wide, role-wide, or towards individual employees. For first time users, setting Permissions might seem intimidating. As a solution, Club OS has defined and illustrated the effects of both allowing and denying e...

Before a workout is sent, it must be saved as visible. Otherwise, the Member will not be able to access the workout once it is received. Once the workout is visible, click 'Send Workout'. A pop-up window will appear. Search and select the Member(s) who are meant to receive the workout. When finished, click 'Send'.      ...

Yes! This is done under the Change Payment Section window under the Billing section. Navigate to the member's account in Member Management and scroll down to the Billing section. Navigating to the Change Payment Information Window   This window will look different depending on the account's current setup. For example, if the member is already having...

Location Defaults allows you to assign default employee accounts to follow-ups and email campaigns and notifications.  These settings can be located (and changed) under My Club -> Location Settings on the Location Defaults tab. Location Default Accounts  |  Location Send From Name  |  Location Campaign Email Addresses  |  Location Other Email Add...

This report provides data on current PT clients and their activity (available, completed, and expired sessions), organized by trainer. Sample Trainer Inventory Report Trainer Inventory Report Fields Location PT Client: The name of the client on the agreement Package: The name of the package on the agreement Unit Price: The unit price of the services...

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. Tap the three vertical dots in the top right of your browser to...

Creating workout and nutrition templates in Club OS is a great way to save time.  Read more about what they are and why to use them here.  Here is how to get this done: Contact our support team  to create "X" number of templates for you.    Find the template name using the Find a Person.    Change the First/Last Name of the template under Profile Pi...

The Utilities section houses various smaller functions outside of the other sections.   Upload File Upload File is used for uploading any files to a member’s account. This could be a copy of a contract or waiver, image, or any other file that you want added to the account. To upload a file: Select Choose File, then find the file on your computer tha...

This report provides data on email campaigns sent out during a selected date range for one or more location. Sample Email Campaign Send Report Email Campaign Send Report Fields Campaign: The name and subject of the Campaign Campaign Type: The type of campaign that was sent (for example, Blast, Status Drip, or Member Join Response) Recipient Type: Fo...

The user (trainer or client) is presented with an easy-to-use table displaying beginning and ending measurements for any date range they specify. (All dates where a measurement has occurred will be listed for one-to-one comparison.)  From this screen, full history may be displayed, with an option to export to Excel.  Additionally, new measurements a...

The Club OS automatic follow-up feature enables clubs and their locations to send out SMS and email follow-ups automatically. Automatic follow-ups can be a great way to both save your team time and ensure that certain follow-up communications occur exactly when you want them to.   How They Work  Automatic follow-ups can be configured to automaticall...

To change an automatic email campaign from active to inactive, first go to the Marketing icon on your tool bar and click Automatic Campaigns. Next, choose the active campaign you'd like to deactivate by clicking the (blue) title of that campaign. You will be taken to the set up page for that particular campaign. Click "Send" at the top. On the send ...

Member accounts can be pulled up a couple of different ways depending on your personal preference and what is most efficient for your club's workflow.    Quick Member Search One tool used to pull up member accounts is the Quick Member Search tool. This tool appears in all screens of My Club Business, so it can always be accessed.  To use the Quick M...

Template Configuration...

Security & Login Enhancements PCI Password Compliance – Now in Pilot To strengthen account security, we’ve introduced: More complex password requirements A more secure password reset process Automatic account lockout after multiple failed login attempts Single Sign-On (SSO) for Club OS ONE – Now in Pilot CRM and CRM+MMS users can now log in thro...

To retrieve a forgotten username or password, start at your Club OS login page .   From there, click ‘Forgot Username or Password?’. You will be prompted to enter your email address so we can send you a password reset email.   If your account contains both a username and email address, Club OS will send you an email containing your username and a li...

The 'Tour Appt Audit Report' summarizes tour appointments contacted by a club's employees for a designated date range. This report can be run for all locations, an individual location, or by grouping each location's data.  This report contains: Name: The name of Sales employee. Location: The club location in which the Sales employee is located. Tota...

When creating or editing an email campaign, search or filter for templates in the 'Content' section to assist with email campaign content.   Searching Email Templates Use the 'Search Templates' field to search for a keyword in the title of a template. If you'd like to create a campaign without using a pre-made template, search for 'blank' and select...

The Renewal Report tracks the upcoming renewals and/or expirations of client Agreements and the club's most recent activity with those clients. Agreements are listed in three different renewal categories: Non-Auto-Renew, Auto-Renew Term (agreements that renew according to a term), and Auto-Renew Open (agreements that renew on a billing cycle). The r...

As the workouts from Generate a Workout are effectively templates, no rep/weight information is included, for obvious reasons. Simply click "Edit Workout" at the top of the page to customize the workout for an individual....

Overview The Revenue Analytics dashboard provides summaries, breakdowns, and insights into revenue and remittance activity. Dashboard data is updated daily, so activity from any given day reflects on the dashboard the following day. On any given day, all transactions up to and including the previous day are reflected on the dashboard. Filters   Reve...

On occasion, it may appear as if a follow-up has failed to schedule itself in its employee’s calendar. In reality, based on system logic, it is possible the event re-scheduled or voided altogether. Provided below are three solutions as to where the follow-up has gone to and why. A. The Follow-Up Schedule First, look to the Follow-Up Schedule to conf...

  The configuration of the Follow Up Settings drives the follow up communication workflow. This page is where segments, schedules, scripts and automation for each status throughout the prospect to member journey are configured.   How to access the Follow Up Settings Page This page is available to Unrestricted and Restricted Admins through the menu i...

Membership Analytics Overview The Membership Analytics dashboard provides you with a detailed view of your memberships. These dashboards allow you to review all membership data through a selected date range and track all membership gains and losses. The membership dashboards are organized across 2 different categories: New Memberships and Churn. The...

  Available Actions | Recommended Workflows | Setup | FAQs   Zapier <> Club OS Zapier allows leads from various sources get successfully created as prospects in Club OS.  Common applications that are used to collect leads are: Gravity Forms Google Forms Wordpress Squarespace Google Sheets Available Actions The following actions are available i...

Using the Add-ons/Account Charges Screen...

Member Management > Account Info The Account Info section of Member Management includes the following information: Profile Payments Members Date Tree Accounting Profile The Profile will house the information for the account holder. By default, you can see the member’s name, address, email, and phone number(s). This window can be expanded by click...

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...

A Walk In (W) occurs when a Prospect, with no appointment scheduled, enters a club and fills out the Digital Guest Waiver (DGW). If that Prospect repeatedly completes the Digital Guest Waiver upon multiple visits, then they will appear as a Be Back instead of a W. (Note: A Be Back is indicated as, both, a 'B' within the Prospect's calendar and a 'BB...

Account Information...

Part of Member Management includes the ability to add, edit, and remove add-ons and account charges (one-time add-on charge) to existing accounts. This process will be slightly different depending on if you are using the Legacy Add-ons/Account Charge screen or the updated version. Be sure to scroll to the section that applies to your club based on t...

The Void option is found on the transaction record in the Transaction History. This option is only available until 11:59:59 PM on the same day the transaction was rung up. If it is past this deadline and you still need the transaction voided, you must call ASF Client Support and ask them to void the transaction for you....

MyPOS comes with two different types of transaction history, and each will be useful for different situations. Facility Transaction History should be used when you need to look up any transactions that have been run. Member Transaction History should be used when you are looking up a transaction for a specific member or prospect.   Facility Transact...

Track digital traffic from Text and Email communication via Club OS using UTM codes for Google or other analytics platforms. This will help track the success of campaigns and understanding what is working best to help with future marketing decisions.    Setting up Websites and Landing Pages for Analytics To begin tracking digital traffic using an an...

What Are Permissions?   Permissions control the access to tasks and tools in Club OS for different User Roles . Permissions are set to allow, deny, or defer access on four levels: Club-wide, Location, User Role, and individual.  Club-wide, Location, and Role-based Permissions are set by Club OS staff in accordance with the club’s specifications, and...

Club OS assigns agreements to Salespeople once it has received that sale’s data via the club’s billing integration. That Salesperson will then also be credited with the sale’s commission -an act that benefits both the Salesperson’s KPI and pay. Therefore, it is important to understand the complex, conditional hierarchy that Club OS employs in appoin...

This report provides a list of training clients and their attendance, workout, and nutrition data, filtered by location. Sample Client Scorecard Report Client Scorecard Report Fields Name: Client name Location Trainers: the Trainer a Client is assigned to. Membership Type Last Visit Type: The client's most recent visit to the club (examples include ...

Screenshots can help our Support Team resolve your issues more quickly and effectively. This guide will walk you through how to capture a screenshot on a Mac, PC, and an iPad. On a PC : 1. Take a screenshot: Most PC keyboards have a PrtSc (Print Screen) button. Its location varies depending on your keyboard layout. Depending on the operating system ...

The Help button provides access to the Club OS knowledge base, numerous system walk throughs and a direct contact to our support team.  It appears on the upper right-hand corner of every page in Club OS. Don't see the help button? You may have pop up blockers enabled that prevent it from appearing.  Try disabling your popup blocker and reload the pa...

To prevent an employee's name from appearing within the calendar, follow-up window and reports, set the account as a template account. Marking it as a template account will remove the employee's name from all menus within the system. However, the employee still has the ability to make changes to the system using this account. Some limitations may ap...

The Food Journal component of Club OS provides clients with immediate feedback on their daily consumption in terms of caloric and macronutrient breakdown, with percentages of consumption in each respective category being represented immediately upon adding an item to the Food Journal. Additionally, the Food Journal provides clients with an easy mean...

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 Sales Rep Production Report...

Assigning Members to Trainers One of the main things that will need to be done is assigning members to trainers for the My PT app. Note This can only be done once both the trainer AND the member(s) have completed setting up their accounts with the app Assigning members to a trainer is done through the Member Management application: Select Member Man...

You may find additional, useful information in these articles: Which Online Join Page(s) Should I Use? Accessing and Using Online Join Links Lead Capture is the recommended way for new members to sign themselves up for memberships externally. This process will take them through the external enrollment process as normal with an additional step to cap...

Change Contact Information | Change Email Signature | Change Username/Password You can update your contact info, username, email signature, and other information under Account Settings. You can always make updates on your own account, and some users (like managers and admins) can make changes for others. To update your own account, mouse over your n...

This report provides data on blast email campaigns for one or more locations. Sample Email Campaign Blast Report 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 Train...

The Member Detail report displays data for members and the events that they were/are scheduled for. This report should be used to review events that members have been scheduled for and checked into. To use this report: Choose a date range using the From Date and To Date fields Optional: Filter the selected data with the Member Type and Member Status...

These two reports are very similar and will display similar information. These reports are used to pull information on your active cardholders and active member contracts respectively. These can be used to find a total number of members or cardholders you currently have. These are both very useful reports and should be pulled regularly. Active Cards...

  Introduction The Follow-Up Status Settings are available to Club Admins, and are used to determine when users move into certain follow-up statuses.  To view your settings, go to My Club > Follow-Up Settings > Settings The settings displayed will be dependent on which follow-up statuses your company is using. Your ability to edit them will al...

Sessions Per Payment is a way for you to include My Scheduler class or PT sessions with the cost of your memberships. These sessions will not come as an extra cost like Add-ons do. Memberships set up with Sessions Per Payment will automatically add a set number of sessions to the member's account whenever they pay their dues. Before sessions can be ...

Once a Prospect is ready to sign up for a full membership, you will need to upgrade their account to one of the memberships you have created in Offer Builder. This can be accomplished in a few different ways: Find the member with the Quick Member Search tool and use the Convert to Member option Find the member in Member Management and use the Conver...

In some cases, you may wish to add built in discounts to your Offer Builder offers. This will allow members signing up externally to apply special promotions and discounts when they sign up. Some example cases for using Offer Discounts are: Setting up special promotion discounts, such as a New Years Special discount Discounts for Military, Fire Depa...

Clubs can request to have third party code or "trackers" added to Online Join pages via tags that collect data for third parties for various purposes, like helping to provide insight into user behavior or measure effectiveness of marketing initiatives. The tag send information about a user's browsing history to the third party company that is provid...

In some cases, you may have a group of individuals signing up for one membership. This could be a family signing up on a family membership, for example. In these cases, you will want to use multiple cardholders in Member Enrollment, which allows you to add a number of additional cardholders to one membership/account. To sign up multiple cardholders:...

For customers using ABC/DataTrak as their Member Management System, they are able to sell memberships and/or convert prospects by either logging directly into the DataTrak application on a desktop or using a URL provided by ABC. These URLs are referred to as MICO Links.   The URLs can include [optional] IDs such as company ID and/or plan ID in order...

The Commission Report calculates Sales and Member Service commission over a set period of time. Trainers can use this to preview the commission they should expect to receive, and troubleshoot potential scheduling and billing issues. It’s a good idea to review the commission report before the end of each pay period. Locate the report in the Reports s...

Once you have some Prospect and Member offers created, you can start signing people up using the Member Enrollment application. Select the Member Enrollment application from the My Apps page. Member Enrollment Application   Defining the Membership On the Member Enrollment screen, you will need to first select the offer being signed up for from the l...

Attributes allow you to add extra identifiers to items. To add new attributes: Select the Inventory Setup icon from the main Inventory page, then select Attribute. This will display any current active attributes If you do not see the attribute fields on the right side of the screen, click the Add New Attribute Add the Attribute Name, then select the...

Dynamic Content (also seen as Merge Tags) is content that dynamically changes. In Club OS, dynamic content can be inserted into text and email campaigns or follow up scripts and changes for each recipient upon sending. Content will be displayed with {{  }}. For example, {{recipient-first}}. Configurable Dynamic Content For dynamic content that's bas...

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Within this article are Club OS’ tips on how Trainers and Owners/Admins can best manage their club’s Commission Report. Trainers 1. At the end of each day, pull up the Commission Report to perform the following: Confirm that each session contains the appropriate member services. Check that each event is accompanied by its correct event status. Recog...

 For receipt printers, MyPOS will be able to print to any printer, either receipt or full size. In order to be able to automatically open a physical cash drawer, you MUST have an RJ-11 model cash drawer plugged into a STAR TSP 100 receipt printer. No other combinations will automatically open you cash drawer through MyPOS. Call ASF Tech Support for ...

The Projected Recurring Payment Report enables club admins to view future date ranges and the projected PT revenue their club will collect during that period. Clubs can use this report to evaluate future earnings and plan according to those projections. Note: This report is designed for viewing future date ranges. However, it is also possible to vie...

This report summarizes PT Follow-Up activity for a selected date and Month to Date. It can be filtered by location and employee. The terminology for a meeting with a member varies from club to club. FC (Fitness Consultation) and Orientation (ORT) is used in the examples below. Fitness Assessment (FA) or another term may appear in your club's report ...

Purpose: This report provides information on PT drafts within a given time range. ( Click here for steps on how to access, filter, and schedule this report.) Report Details: Draft Date:  The date on which the payment will be sent to ABC. Member Name:  Client’s name Agreement ID: The identification number to which the agreement is assigned. Invoice T...

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 agreemen...

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 Projections Report Fields Last Name: The last name of the member First Name: The first name of the member Package Name: The name of the package Sign Up Date: The sta...

A preference is available to enable selection of a second salesperson during member enrollment for purposes of splitting commission on upfront payments that are commissionable. This applies to payments set up as point of sale items only, not to sign up dues, or recurring dues. The split is automatically considered 50/50. When the preference is set t...

Code Restrictions allow you to restrict the hours certain members can attend the facility based on the membership they have. These can be accessed through the Offer Builder Settings. Adding New Restrictions On the Code Restrictions page, you will find any existing code restrictions you have under the Existing Restrictions section. New restrictions c...

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.   The Commission Report can be accessed from both the Reports and Package Setu...

The Cancellation Report lists the details of agreements that were manually cancelled during a selected date range. It does not include agreements that were automatically cancelled due to being rewritten.    Sample Cancellation Report  Cancellation Report Fields Location Name Cancel Date Last Name:  Member's last name First Name:  Member's first name...

Members are added to the system by enrolling into a membership offer and Offer Builder is used to set up the membership offers options.  Create offers using the "+ Offer" option. Offer Details Long Description Offer Terms and Conditions Payment Terms Items Member Attributes Offer Activation Offer Details Offer Title  Offer Code: A unique 8-digit cod...

Pricing Adjustments When signing up new members in Member Enrollment, certain adjustments can be applied to change the pricing of the membership. These can be used to change both the up front costs and the recurring costs.  Adjustments should be applied whenever you need to make on the fly adjustments while signing up members.  Adjustments are made ...

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 PT Shot Sheet Report Fields Dat...

Offer Negotiation is an optional function that will limit the price adjustment capabilities for memberships. This should be used to prevent your users from adjusting memberships outside of the bounds that you want. To begin using Offer Negotiation, you must first turn on the Allow Negotiation permission in the Role/User Settings for the role(s) or u...

A Prospect is an individual that is interested in your facility, but isn't sure if they are ready to commit to a full membership yet. Signing someone up as a Prospect is a chance to show them the benefits of your facility. Here, we are going to look at how to create a new Prospect offer. This article will NOT cover anything to do with the Legacy Pro...

Online Join is a feature of Member Enrollment that will allow your prospective members to sign up for a membership themselves remotely, removing the need for them to come into the facility to sign up for a membership.  The Online Join links are accessed from the menu in Offer Builder. Selecting any of the external links will open the corresponding f...

To support French Canadian members in Quebec, the following member facing applications and communication offer a localized version: Online Join Online Renewal My ASF Account Emailed statements for payments due Emailed payment rejected notices ASF Mobile does not currently offer localization.   Online Join and Online Renewal Localized versions for On...

Creating Third Party Memberships...

The PT Sold Report lists the members who were sold PT for a given range and provides the latest sale of PT for the member. This report is filterable by Date Range and Location. For more tips on how to access, filter, and schedule this report, click here. Columns in this report include: First Name: The member's first name. Last Name: The member's las...

The Package Sales Summary Report summarizes package sales over the selected date range.    How the Report Is Organized:  New agreements sold are grouped by member service event type. Agreements containing more than one member service appear in a Mixed Event Type grouping. Rewritten agreements appear in a Rewrites - All Event Types grouping. Report C...

This report summarizes PT activity by trainer, including the number and value of unused and expired sessions, and the count of any unfunded upcoming sessions or sessions that have not been validated. Sample PT Inventory Snapshot PT Inventory Snapshot Fields Employee Location PT Clients: Number of clients assigned to the employee Unused Sessions: Tra...

If a prospect or member has registered their number on the National Do Not Call List, Club OS will notify users if their number is registered to help decide if and how to contact that prospect or member. Every state and company has their own rules about who can and when it's appropriate to contact someone with a registered number. This feature is to...

The ability to rewrite a package agreement in Club OS allows you to increase or decrease units, and update the unit price and recurring fees without the need to cancel and resell the agreement. This saves time and provides additional flexibility, and provides accurate commission and KPI data. This feature is currently in pilot at a limited number of...

Our software streamlines the work for everyone at your club or studio, saving you time and energy to focus on delivering a better experience for your clients. This short video will give you an overview of the system and a quick look at the dashboards and tools for four different User Roles: Club Admin/Location Manager, Salesperson, Trainer, and Fron...

On every prospect and member profile, there are Communication Settings that can be seen in their User Settings. If the opt in checkbox is enabled, then that user can receive that form of communication. If they are disabled, that person is considered opted out and you cannot communicate with that user using the specified method.   Collection:  Add Ne...

NOTE: This is a guide for establishing the integration between Club OS and Facebook. If you have already completed this and are looking for help troubleshooting an existing integration, please find the Leads Ad Troubleshooting article here.     If your club has a Facebook page, you can create targeted ads that allow prospects to submit their informa...

Club OS provides clubs the ability to set up two unique Campaign Email accounts. This assists club staff in their conduction of multiple campaigns and aids in channeling potential receiver’s response. Read on to discover how to properly locate and edit a club’s Campaign Email 1 & 2.    Locating ‘Campaign 1’ and ‘Campaign 2’ Click the ‘Club Setup...

"Where Do 'Overdue' Calls Show Up?" Overdue calls will show up in red as "overdue" in your Follow-Up Agenda. "Why are Deleted Leads Still in My Follow-Ups?" If leads are deleted while still in your follow-up bin, they will stay there until removed. You just need to click Follow-Up next to the lead's name in your profile page and then click "Not Cont...

Club OS can build a standalone outreach form that can be used on any device during outreach/community events. Each submission will auto-create a prospect profile. The origin will be ‘outreach’. The marketing source will be selected on the form. The following preferences need to be provided: Font Color Title and Description Recommended Title: Check o...

Once a club location’s HubSpot is integrated with Club OS, new leads created in the HubSpot portal will appear in Club OS. Club OS can support accounts serving single or multiple locations.  HubSpot’s leads are tagged with a 'web' origin and a marketing source that displays both the HubSpot Lead Form's title and page's title. Leads will be assigned ...

Club OS offers its users the ability to customize how their follow-ups are rescheduled. Users can arrange for their follow-ups to redistribute over a series of dates or all on the same day. They can also pick between rescheduling the entirety of their follow-ups or, instead, a specified portion (ex. filtered status or overdue follow-ups). Please not...

Recipes are essentially meals with directions.  Recipes will be copied when performing a Nutrition copy, but cannot be used to enter data into the Food Journal.  ...

Emails not sending? If your emails aren't going out as expected, there are a few potential causes. The problem could be with individual recipients, or you might have settings on an email campaign that are preventing it from being delivered. Here are some troubleshooting tips to help you identify and fix the problem. Individual Prospects/Members | Au...

Email Campaign Recipient Analytics is now available for Pilot Customers. Our new Email Campaign Analytics feature can be used to gain insight into how successfully campaigns are performing at your club and to better understand the revenue that can be attributed to a specific campaign.  Email Campaign results can be accessed from the Automated or Bla...

Topic: A new option 'Region settings' has been added to Club-OS Purpose: The 'Region Settings' option allows system admins and unrestricted club admins to group locations under regions as needed. This will help with specifying settings across multiple locations (grouped under the same region) at once. Previously, each location setting had to be indi...

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 ...

Click User Search located on your Club OS tool bar. Use the filters provided to generate your target audience. Here is a snapshot of just a few that you have to choose from.  As you select your filters, your audience will auto populate on the right. Next, click the "Search Actions" button at the top of your populated audience list.  Select "Send Ema...

Transforming Your Collected Data into the Club OS Format Depending on the data that you are collecting you may need to transform the data prior to sending it into Club OS.  The following values may need to be transformed using the steps below: Phone numbers (home, mobile, work) - If your form includes a phone number field that includes parentheses a...

When an employee is terminated, Club Admins should immediately remove their access to Club OS and transfer their follow-ups and other assignments to current staff.  The first step is to revoke the employee's access , which will immediately block their ability to log in to Club OS. Next, we recommend the following steps. 1. Transfer Assigned Follow-U...

Please see or call your location's front desk for membership/billing changes or inquiries. Club OS is a service provider to multiple gyms, including yours! We help keep everything running smoothly so that your trip to the gym is efficient and productive. Unfortunately, we do not handle the billing side of things -- this is why we ask that you please...

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 W...

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 abo...