Product Creation and Editing - Non-Centralized

Product Creation and Editing - Non-Centralized

In the FitnessForce software a ‘Product’ is referred to the services offered in the Gym/Club/Studio like Membership, Personal Training, Yoga, Zumba and Mixed Martial Arts. A Product is a single service i.e. single membership and each product which is to be defined with validity (number of days or number of sessions). These products have to be created in the FitnessForce software as per your gym or clubs membership rate card.

E.g. “Gym Membership 1 Month”, “3 Months, 6 Months and 12 Months” or “Yoga 30 Days - 12 Session”, “Yoga 60 Days - 30 Sessions”.

The membership invoicing can be initiated post creating the products in the software. In case if you don't see the products or the membership on your purchase page, then you need to first create that product into the system. 

To create a new product check the steps below:

  1. The Product Tab as shown in the image will be visible only for those who have admin rights.

  1. To create a new product select Products and click on Product creation. 

Image of Product Creation Page
  1. The above image shows all the fields that needs to be filled with appropriate details so that the access control and calendar feature works appropriately. 

  1. Product Name: Enter the name of the product. E.g: Membership - 1 Month or PT 1M 12S.
  2. Base Cost: Enter the product price/ base price of the membership excluding GST. Tax amount is not required to be added to the base price as tax will be implied as per the tax setting for which there is a field below to be selected whether GST implied or Tax exempted.
  3. Status: There are two statuses ‘Active’ and ‘Inactive’. At the time of creating the product, select the status as ‘Active’ and select ‘Inactive’ status to disable the product.
  4. Valid Days: Define the membership tenure i.e. the product validity. For example: 1 month membership will have 30 valid days. Similarly, 12 months membership will have validity of 365 days.
Please note, valid days defines 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.
  1. Session Type: There are two options: 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 the membership is based on check-in, mention the number of days after clicking on the check-in radio button.
For example: For 1 month Gym membership, check-in number of days are 30 days. In this case the system will track ‘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 radio button.
For example: For 1 month personal training, 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 number of sessions or valid days i.e. expiry date whichever is earlier.
  1. Description:  The product description details that will be shown on the web application, like the validity or the number of sessions or any additional information can be entered here.
Product Name: Off Peak Hours Gym Membership - 12 Months;
Product Description: Get 365 days access between 11am to 5pm IST
  1. Type: You need to assign the product type to their relevant products/ memberships. For example: Assign product type as ‘Gym Floor’ for Membership 1 Month, 3 Months, 6 or 12 months. Similarly, product type ‘Zumba’ to be assigned to related Zumba memberships.
  2. Session Duration: For any Check-in or Appointment based memberships you need to define the ‘session duration’ in minutes. For example: For Personal Training Membership you can define 60 mins and yoga sessions as 45 mins.

Image of Check-In Based Product

Image of Session Based Product

  1. Freeze Attempt Allowed: Select Yes or No. For example: If you have opted YES then you will get the field to add total number of times you want freezing service to be availed by the member. (1 means freezing option can be availed once).

  1. The image shows the No Of Allowed Attempt box which appears only after clicking on the Yes button for Freeze attempt allowed
  2. Freeze Type: There are 2 types of Freezing options: i) Prepaid ii) Postpaid
 i) Prepaid: The freezing fee is already been added while purchasing the product, prepaid option can be selected by clicking on the radio button. (Pay first & utilize later.)
 ii) Postpaid: To charge the client only when they opt for freezing service, postpaid option can be selected by clicking on the radio button. (Pay at the time when you utilize the service.)
  1. Min Freezing Days and Max Freezing Days: In this field you need to define the number of ‘Minimum’ and ‘Maximum’ freezing days. For example: Membership 12 Months has a minimum freeze allowed as 30 days and maximum as 60 days.
  2. 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 example: The club or the 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. i.e. 1 Month Membership, then the reciprocity days will be 30 days. For session based, the reciprocity will be 0.
  3. 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 example: 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.
  4. Non-chargable No Shows: No Show means, client booked the appointment but did not attend the appointment session. This setting defines how many number of ‘No-Show’ session counts are allowed or not-allowed.
i) 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.
ii) Allowed No Shows: 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. e.g. 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.
iii) Unchargable 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.
  1. Can be purchased as a Single Membership: This option is for selling the membership on regular membership or based on some offer.
If you select the radio button 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 radio button as ‘No’ it will not allow you to see this product as a single product.

E.g.: 2 Months Membership has been sold as a complimentary New year offer along with 12 Months Membership, then in this setting for 2 Months 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.
  1. Is this Membership Considered Base Membership: This selection is whether the membership / service is considered a base membership or not. For example: In gyms, Gym Floor is the base membership and services like Personal Training, Yoga, Zumba are to be considered add-on services.
  2. 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.
  3. Payment Type: By default the option needs to be set as Upfront (indicating that the member needs to be charged full payment). In the available column option, add 1 as default (indicating that full payment needs to be paid by the member).

Image after filling the details

  1. Number of days until upgrade is allowed: Allows you to define number of days until product upgrade is permitted.
For example: The client has 1 Month Gym Membership and until 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 cannot upgrade the current membership. 
  1. Min Days Required for Transfer: This field is to set the number of days allow the number of days available to transfer the membership. The Number of days is calculated from the expiry date backwards.
For example: The for a member whose Annual membership is expiring on 31-Dec-2021 and if we set the minimum days to transfer the membership as 60 then the membership can be transferred today. And in case a members membership is expiring on 31-May-2021 then with the 60 days setting this cannot be done.

  1. TAX: Select GST from the TAX dropdown option. (18% tax is preconfigured in the GST option). And in case the GST is not applicable to be charged to the client then you can select TAX Exempted which will reflect at the time of configuration in your centre.
  1. HSN & SAC Number: This field is to add the HSN / SAC code provided by the government for the services. This will appear on the invoice of the client.

Image of the invoice containing the HSN code
  1. Start time and End time: - Add the Start Time and End Time which is in 24 hour format and then click on Add. If you have an integrated Biometric device then you will be able to set time on the product basis which the clients will be allowed to get access to the club. The feature will enable you to generate your club revenue by creating products for non-peak hours with lower price. For example: If you create a gym membership product and set the time from 12:00 PM to 04:00 PM, respective members will only get access to the club during the mentioned time.

Image of after adding the details and time 
  1. Once the details are completely filled then click on the "Submit' button.

  1. After clicking on Submit button, the above like page will appear wherein you will see the product configured page.

  1. You can check the product configuration under the Products tab under Product Filter
How to Edit Existing Product:

  1. You can also edit the product by clicking on the Edit hyperlink

  1. Except Product Name and Type all the other fields are enabled to make necessary changes.

  1. After all changes are done, click on the update "Update" button at the bottom of the page.

  1. After clicking on "Update" button, the above image is how it will look like.
  2. You can also view who had updated the product and when as highlighted in the image.
Cloning of the Product
  1. You can also clone the product.
  2. Cloning is nothing but creating a new product by coping all the internal fields from the existing product.
  3. Change the name, valid days and other details as required.
  4. Cloning will help in creating the membership related product faster.

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 purchases / invoices. The existing invoices in the system will have no impact and will remain unchanged.
2. Who can edit the product to make necessary changes?
Ans. The software administrator 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/rate. For example: Membership 12 months - Rate: Rs. 12,000/- and Membership 12 months - Rate: 11,000/-.
4. Will the Reciprocity work for Session based Products?
Ans. No, as the trainer is involved for that particular center in which the client has bought the membership and hence the reciprocity won’t work for session based products.

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