Effortlessly Streamline Your Gym Invoice Template for Administration

Gym invoice template for Administration

hi josh from gym desk here welcome to our guided tour video in this video we'll quickly go over our core features and show you what it's like managing your school on a day-to-day basis using our software when you log into your account the first screen you see is the gym dashboard the dashboard provides a quick overview of what is going in your gym and allows you to see if anything requires your immediate attention in the top left corner of the screen you'll see your billing situation for the month how much revenue has already been collected how much is scheduled for the rest of the month and how much is overdue next to the right you see an attendance graph for the last seven days giving you a quick view of the gym's foot traffic just below on the left we see upcoming bookings in today's schedule next to the right is the notification area various notifications about activity in your account are shown here for example we can see here a notification that a member was unable to check in due to having no active memberships there are different reasons why members might not be able to check in for example they might be overdue on their payments or their membership has expired and you would be able to see it right here if you have members self-check-in this is a great way to keep track of what's going on we can also see a booking notification and a membership expiration notification allowing us to follow up with the member and see if we can get them reinstated many different types of notifications can show up here and those provide an easy way for you to find out what's going on in your account just below we have a list of payments that are currently overdue we can click through the invoice screen to see more details and try to resolve it next up we'll go over one of the main activities you'll be doing on a daily basis member management by clicking on the members button in the main menu we get the members list we can see all of our current and past members in the members list along with some important information including their contact information their age and date of birth their rank their time in rank if we're tracking that parameter their membership the date of their last visit and whether they're current or not on their payments by clicking on the filter button next to the name search field we can segment this list by many different parameters including the program rank and membership of the member billing status and custom fields we can add to the member profile for example here we have weight class and uniform size as custom fields we've added to this account we can also perform bulk member operations from the screen by clicking on the select button at the bottom this allows us to select specific members and then perform a bulk action such as sending a text or freezing accounts next up let's take a look at how we sign up new members or prospects we have several options available to use to sign up members we can send an invitation to sign up online either to a lead we have in our account or directly using an email address we can share a standalone online sign up form you can find the link right here in the website section of your account we can put it on our existing website or on a facebook group or anywhere else we share this information with members we can have members sign up themselves using a tablet or laptop at the front desk or we can enter their details ourselves from our manager account let's take a look at the sign up form the sign up form allows us to capture important member information as we add them to our account such as their contact information address and emergency contacts their membership have them sign a waiver and so on only the name fields are required by default everything else is optional we can make other fields required as well in the member settings we or the member can pick a membership directly from the sign up form we have different membership options show up for visitors and members they can also upload or take a photo with the device used to sign up and sign the waiver digitally so we have it on record next let's take a look at the member profile clicking on one of the members in the members list pulls up their member profile everything we need to know about a member is located in their profile on the left side we can see some basic information when they joined our gym their check-in code some personal and contact information their rank time in rank and any custom fields we have set up for our members further below we can see their billing information we can see their payment methods on file and add additional ones we can add payment cards we can add bank account information and other local payment methods depending on your location if the member is part of a family account their family members would be shown here and we can switch to each of the family members by clicking on their name directly from here in the main profile area we see the attendance graph for the last 30 days so we can see how active the member is immediately below we have an area for notes about the member we can leave notes about the member and we can also schedule a dashboard reminder on a specific date we can also leave notes to the member which would be shown to them when they check their online account or when they check in at the gym for example we can say you forgot your belt at the gym please pick it up at the front desk and they will see this when they log into their account or check in at the gym next we see the memberships that are on the members profile all the basic membership information is shown here start date cost which can be adjusted from here and we can see what kind of access they have to the gym for example here the member can check in three times per week and they have none remaining as they've used up all their sessions for the week we can also enable or disable email notifications for the membership which would include notifications about expiration dates billing notifications and so forth and lastly we see the billing history for the member recently made payments and the next scheduled payments are shown here going back up we can navigate to the other important member screens clicking on the attendance tab shows us a breakdown of their attendance we can view attendance for the current rank and also switch back to previous ranks to see their attendance for those ranks we can also back date attendance from this screen by clicking on the add attendance button next up we can see all the documents attached to this member including their waiver they signed when they joined our gym membership contracts and any other type of document you'd like to add to their profile you can use our document system to add documents they can sign online or you can upload your own documents including word files pdfs scans of documents and so forth we can manage the ranks for the member backdate ranks or add new rank when they are promoted we can view the system message history for the member to see what communication is going out automatically from our account and verify they are receiving our communications this screen also shows any active messaging automations we have active for the member automations are a sequence of email or text messages that activate based on certain conditions in this case we have an automation that activates when a member is promoted congratulating them on their new rank and later guiding them on the new path towards the next rank we have some quick actions here on the left if this is a device that can make calls we can click on the call button to open their number in the dialer we can click on the email button to send them an email and we can click on the send access button to send them an email with information on how to access their online account the last button here allows us to generate a membership card for this member this can be printed out or shown on their mobile device next we'll take a look at another feature you'll be using every day the attendance tracking click on the members button on the left menu and then check in and we end up on the check-in screen right here there are a few different ways members can use to check into class they can use a name search to find their name and click on it opening up the check-in pop-up with their details or they can use a numeric code and check in that way you can also use a barcode scanner or qr codes with a device that has a camera built in such as a tablet and all you have to do is navigate to the check-in page and scan the code and the member would be checked in you can print physical membership cards for your members or they can open it up on their mobile device and use it to check in as a manager you can also bulk check-in members instead of checking them in individually using this interface that is intended for members self-check-in we click on attendance and then on multiple check-in tab right here we pick the session we want to check members into and we see a list of all the members that can check into that session based on their membership and the program they're in we can see the members that have already checked into the session and we can pick all the members we want to check in and then after confirming everybody is checked in next we'll take a look at our billing reporting another core aspect of our software click on billing on the left side main menu and we end up on the billing dashboard this section right here is similar to the one on the main dashboard showing you the totals for the current month except this time you can also change the dates and take a look at last month for example or any other custom date range you'd like to look at on the right side we see the last 12 months of revenue in the system underneath we see a list of currently overdue payments and a list of recently made payments we can click through for each of those to see the full list of overdue and made payments let's take a quick look at the payment list this shows us all of the payments that have already been made payments scheduled in the future overdue payments and payments that have been refunded we can click on the invoice button for each to take a look at the invoice or receipt for that payment we can resend this invoice over email to the member or we can print it out to hand it over in person or for our own records we have a dedicated report for accounting purposes which shows all of the transactions in the account membership payments and point of sales transactions and that can be filtered down by dates and program and exported out as a csv file which can be used with any accounting software next up let's take a quick look at our marketing dashboard on our marketing dashboard we can see two graphs for important metrics new leads per day and new signups per day we can change the date range at which we're looking at we can view the numbers per day per week or per month just below we can see the breakdown of the member acquisition channels we can see how many people found us through our gym website through a google maps search through social media through online search or online ads and this would allow us to optimize and better utilize our marketing spend and efforts if we are running a referral program we can see our latest referral just below referrals can be set up to be automatically awarded when a member refers another member or we can set it up so we manually verify and award referrals as is the case right here next we'll take a look at our website features you can use all of our features with your existing website if you have one if you do not have a website we provide a quick good-looking website template for gyms and martial arts schools you can use to quickly get your online presence up and running let's take a quick look at a few of our users websites we provide a couple of different color schemes this is the light scheme right here this is the dark scheme you can list out your instructors and their ranks your schedule which is pulled up from your account setup you can create custom content pages upload images to a gallery and you can even publish your products online as an online shop allowing people to purchase your products directly from your website if you are using your own website through wix squarespace wordpress or a custom developed website the website section of your account will provide tools to use with your website you get a standalone login link to the member portal and a standalone sign up page both of which you can link to from your existing website facebook group or share directly via email with your members there are a few customization options you can use to match the branding with your current website you can pick a color palette either light or dark and pick the main colors of the user interface you can upload a logo for the website which would be shown along with your gym name at the top of the standalone pages you can create lead capture forms that you can place on your website you can create an unlimited number of those forms for example we can create a free trial contact form a form for our kids program a form for seasonal promotions a seminar etc prospects who fill out our forms end up as leads in the marketing section here under the leads tab we can follow up with our leads directly through the system we can invite them to sign up which would send them an email with instructions on how to sign up online or we can convert them directly to a member if they have indicated they are interested in joining let's take a look at our point of sale feature you can manage your products in the system you can create variations of each product through combinations of different properties such as size and color and keep track of the inventory of each when creating a cell all you have to do is add one of your products or a custom line item if you don't have it as a product in the system you can input the payer information manually or pick an existing member to use their information on file including their existing payment methods optionally you can still input it directly if you prefer to do so we also provide an online shop feature allowing people to purchase your products online you can allow for in-person pickup only through the online shop or you can allow people to add address information if you have capability to ship out your products yourself you can add shipping costs on a per cell in per item basis as well as separate shipping options for long distance orders lastly i wanted to show you our front desk feature if you would like to use our software at your front desk on a tablet or a laptop all you have to do is log into your account on that device and then click on the front desk button in the main menu on the left this would activate the front desk mode in which the only actions possible are check in and sign up so you can set your tablet to this mode and members would only be able to check in or sign up if it's a new prospect and you don't have to worry about them messing around with your account on a tablet this would look like so check in sign up and you're all good to go so this has been a quick overview of some of our main features we put a lot of effort and thought into making it straightforward and easy to use and i hope that it comes across in this video there are many additional features that you can utilize as you become more familiar with the system such as our booking features zoom integration email marketing and automation features member content library and much more if you liked what you've seen in this video please sign up for our 30-day free trial you get full access to all of our features with no contracts or obligations or sales calls you have to sit through please get in touch if you have any questions we hope to hear from you soon