About the feature:
In the FitnessForce software, a ‘Product’ is referred to the services that are offered in the Gym, like Membership, Personal Training, Yoga, Zumba, Mixed Martial Arts, etc. A Product is referred to as a single service i.e single membership and each product to be defined with validity in terms of a number of days or number of sessions. You need to create the products into the FitnessForce software as per your gym/club membership rate card.
For E.g: “Gym Membership 1 Month, 3 Months, 6 Months, 12 Months” etc.
Similarly “Yoga 30 Days - 12 Session”, “Yoga 60 Days - 30 Sessions” etc.
You can start the membership invoicing post creating the products. In case if you don't see the product/ membership on your purchase page in the software then you need to first create that product into the system.
To create a new product check the steps below:
To create a new product select Products and click on Product Creation -This will open the below page:
Columns that are pink in color are mandatory fields to be filled. Any mandatory field left blank will not allow you to save the product configuration.
Product Name: Fill the name of the product
For E.g: Gym Membership 1 Month or Personal Training 1 Month
Status: There are two statuses ‘Active’ and ‘Inactive’, when you create the product, select the status as ‘Active’ and select ‘Inactive’ status to disable the product.
Membership Price: Enter the product price/ base price of the membership excluding GST. Tax amount not to be added to the base price. Tax will be implied as per the tax setting.
Description: Here you can provide the product description details that will be shown on the Web application, like the validity or the no.of sessions or any additional information you want to provide.
Product Name: Off-Peak Hours Gym Membership - 12 Months
Product Description: Get 365 days access between 11 pm to 5 pm IST
Valid Days: Define the membership tenure i.e product validity.
For E.g: Membership 1 Month will have valid days as 30 days. Similarly, Membership 12 Months will have validity as 365 days.
Please note, valid days define the expiry date of the membership. For Example; if you set an activation date as today for a 1-month membership, then the system will auto set the expiry date on the 30th day i.e you need not have to manually set the expiry date.
Session Type: there are two options in the dropdown i). Check-In and ii). Appointment.
Post defining the validity of the membership, you need to define how you want to check-in
your members, will they access their membership as per days or as per sessions.
If it is as per days, then you need to define the ‘Check-In’ setting and if it is as per the session, then you need to define the ‘Appointment’ setting in this field.
i) Check-in - If it’s a check-in based membership, mention the number of days after clicking on the check-in option from the drop-down.
For E.g: Gym Membership 1 Month, check-in number of days are 30days. In this case, the system will track the ‘check-in’ count for 30 days. This is known as ‘Member Check-In’ or ‘Member Attendance’.
ii) Appointment - If it’s an appointment based membership, mention the number of sessions after clicking on the appointment option from the drop-down.
For E.g: Personal Training 1 Month. appointment number of sessions count is #12. In this case, the system will track ‘appointment’ count for 12 sessions and the membership will expire as per the no of sessions or valid days i.e expiry date whichever is earlier.
Minimum and Maximum Freezing days: In this field, you need to define, the number of ‘Minimum’ and ‘Maximum’ freezing days
For Eg: Gym Membership 12 Months has a minimum freeze allowed as 15 days and maximum as 30days.
Session Duration: For any Appointment based memberships you need to define the ‘session duration’. in minutes.
For Eg: Personal Training Membership you can define 60 mins. Yoga sessions 45 mins etc.
Type: This is a product type, you need to assign the product type to their relevant products/ memberships
For E.g: assign product type as ‘Gym’ for Gym Membership 1 Month, 3 Months, 6 or 12 months, etc. Similarly, product type ‘Zumba’ to be assigned to related Zumba Memberships e.g 1 Month, 2 Month, 3Month, etc.
Reciprocity days - Number of days a client is allowed to use the product/services at different branches. This feature can be only utilized for check-In based memberships.
For E.g: The club/gym is a multi-chain and the members are allowed to use the gym membership service at any of their centres. This field needs to be updated with the valid days of the membership. For example 1 Month Membership, then the reciprocity days will be 30days. For session-based, the reciprocity will be 0.
Transferable: Select Yes, if you want to allow this product to be transferred from one member to another. Select No, if you don’t want to allow the transfer of membership.
For E.g: Let’s say the member's membership is allowed for transfer and the member for some reason discontinues to attend the gym. As the membership is active, this member can choose to transfer the remaining membership period to another member or to a non-member. If the ‘Transferable’ field is set to ‘No’, then in such case the member will not be allowed to transfer the membership to another person.
Unchargeable No shows - No Show means, the client booked the appointment but did not attend the appointment session. This setting defines how many numbers of ‘No-Show’ session counts are allowed or not allowed.
Chargeable No- Show:
In case you want to charge a client for a session that he books but doesn’t attend then you can keep it as ‘0’.
“0” means zero no shows are allowed. This means if a client books the appointment but doesn't attend, still the session will be charged.
If you set this setting number to “1” means one ‘no show’ is allowed and “2” means, two ‘no-shows’ are allowed. Likewise, you can define the count of no-shows you don't want to charge the client.
For Eg: Here,if the client books the appointment but doesn't come two times for the session then those 2 sessions will not be charged, if this client does not come for the 3rd session & onwards he will be then charged for the session he had booked but not attended as he has crossed his allowed ‘no-show’ limit of ‘2’ sessions.
Unchargeable No- Show:
In case you don’t want to charge the client for a ‘no-show’, you need to enter value as ‘U’ in this setting. ‘U’ meaning unlimited no shows not to be charged.
Can be purchased as a Single Membership - If you select the ‘Can be purchased as single product’ option as ‘Yes’ it will allow you to sell this product as a single product. You will be able to see this product at the time of Invoicing.
If you select the ‘Can be purchased as a single product’ option as ‘No’ it will not allow you to see this product as a single product.
For e.g: 2 Months Membership has been sold as a complimentary New Year Offer along with 12 Months Membership, then in this setting for 2Months Membership select as “NO” and add this product to New Year Offer Campaign i.e 12 Months Gym Membership @XYZ rate + 2 Months Membership @zero value (its complimentary).
If 2 Months Membership setting ‘Can be purchased as single product’ option set to ‘Yes then staff will be able to sell this for free to anyone. Thus this setting allows you to sell such products only through packages or campaigns.
Show on Website – If you have a website integration with our FitnessForce software then by using dropdown you can show the product on the website for your clients to view and purchase.
Payment Type – Keep it as Upfront and add 1 in the column.
Number of days until upgrade is allowed – Allows you to define number days until product upgrade is allowed. (For example - Let's say the client has 1 Month Gym Membership and until the upgrade is allowed days set as 10. So here from the activation date client is only allowed to upgrade the current membership until the number of days which you have set. Post 10 days the client can not upgrade the current membership.)
Freeze Attempt Allowed – Can select Yes or No. (Let's say if you have kept YES then in the column next to it you have to add total numbers of time you want freezing service to avail as I mentioned 1 so whoever will buy this product will have only 1 attempt to use it.
Freeze Type - It has 2 option i) Prepaid ii) Postpaid
Prepaid - If you want to charge the client while purchasing the product so you will select prepaid using the dropdown. (Pay first & utilize later.)
Postpaid - If you want to charge the client only when he/she will opt for freezing service then select Postpaid using the dropdown. (Pay at the time when you utilize the service.)
Freeze Fee Per Attempt - In this, you have to add the freezing amount which you decide to charge the client per attempt. (Example - We have added Rs. 100 so now when the client will opt for freezing he/she will be charged Rs. 100.)
Add the Start Time and End Time and then click on Add - If you have an integrated Biometric device then as per the timing set on the product clients will be allowed to get access to the club. (This timings feature will also help you to generate your club revenue by creating products for nonpeak hours at low price. For example- If you create a Gym membership product & keep the timing from 12:00 PM to 04:00 PM so respective members will only get access to the club during the mentioned timing.
Center Name – Select your club name in which you wish to add this product. Once you click on the plus icon it will ask you to add GST as shown below.
Select GST from the TAX dropdown. (18% tax is preconfigured in GST option).
Lastly, click on Create.
To edit the existing product check the steps below:
From the menu bar select the ‘Products’ tab and then click on Product Filter. The product list page will open.
Click on the product name that you want to edit. The below product details page will open.
Except for Product Name and Type all the other fields are enabled to make necessary changes.
After all, changes are done, click on the Update button at the bottom of the page.
1. Any changes done on the existing product will affect the existing invoices in the system?
Ans. No. The changes made to the package will be applicable for the future sell/invoices.
The existing invoices in the system will have no impact and will remain unchanged.
2. Who can edit the product to make the necessary changes?
Ans. The software admin i.e. Owner or admin assigned by the owner.
3. Can a duplicate product be configured?
Ans. No. However, you can configure the product with the terms in the Product name changed if you want to have the same product name with different pricing/rates.
For example Membership 12 Months - Rate: Rs. 12000/- and Membership 12 M - Rate: 11000/-.
4. Will the Reciprocity work for Session-based Products?
Ans. No. The reason being, here the trainer is involved for that particular centre in which the client has bought the Membership and hence the reciprocity won’t work for Session-based products.