Personal Training. Chapter 27. FrontDesk v PT Specific Program Options. Contract Templates. Set Member s Secure Check In Password

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1 Chapter 27 Personal Training FrontDesk v PT Specific Program Options Empl oyees Contract Templates Personal Training Window in Contract Wizard Contract Manager / Personal Training Information Clear Member s Secure Check In Password Set Member s Secure Check In Password View Personal Training Information Log Maintenance Personal Training Reports Revised on: 06/02/2009

2 Pt Specific Program Options Figure I. Check-in a. Open Personal Training Window When Check-In Starts: If yes, the Personal Training window will automatically open when check-in is opened. b. Prompt for Secure Check-In Password (Only if Secure Check-In is being used) : If on, Member will be prompted for a password before entry is allowed. c. Allow More Than One Check-In Per Day: If on, more than one personal training session can be used per day. d. Confirm The Member Gets Logged In: Make sure this option is No. e. Clear Personal Training Screen On Deny Entry: If yes, the personal training screen will clear when a member is denied entry. 392

3 II. Secure Check-in (These settings take effect ONLY if the Check-in/Secure Check-in option has been turned on in Program Options.) a. Allow Members to Enter Their Password at Check-in: If this option is on and the member does not have a secure check-in password set, a prompt will open for the member to create their password at time of check-in. b. Allow Logging of No Show Sessions/Classes: Allows no shows to be logged for trainer credit. c. Allow Only one No Show Per Day: If on, only one no show can be logged per member each day. d. Number of Consecutive No Shows Allowed: Set the number of consecutive no shows that may be logged for a single member. e. Use For Personal Training Only: Member will be prompted for a password only if the check-in type is Personal Training. III. Personal Training a. Allow Normal Check-In Along With Personal Training: If Yes, check-in will be used for gym and PT. If no, only PT check-ins will be allowed. b. Allow Both Types of Check-In For The Same Member: gym or for PT. If No, they may only check in for PT. If Yes, the member can check into the c. Allow Only One Training Session Per Day: Member can only check in for one PT session in a single 24-hour period. d. Allow Sessions That Have Not Been Paid For: If on, members may use sessions that have not been paid for. e. Number of Unpaid Sessions Allowed Term: Number of unpaid sessions that can be used on term accounts. f. Number of Unpaid Sessions Allowed Open End: Number of unpaid sessions that can be used on open end accounts. g. Show Session Rate On Personal Training Screen: Members Per Session Rate and Total Amount Collected will be displayed on the PT window in Check-in. h. Hold Last Month Sessions Until Paid: If yes, the contract must be paid off before the last month s sessions may be used. i. Name of Employee Type 1: Enter field name for the employee who receives the first qualifying amount for personal training commission. j. Name of Employee Type 2: Enter field name for the employee who receives the second qualifying amount for personal training commission. k. Use Employee Type 1 or Sales Id for Renewal Report: Choose whether employee 1 or sales id will be used for the session renewal report. l. Months Sessions Can Be Used After Expiration Date: Enter the number of months sessions may still be used after the expiration date of the contract. 393

4 m. Months Sessions Can Be Used After Next Due Date: This option is used for open end accounts. Enter the number of months a member may use their available sessions after the next due date. n. Use Logged Employee for Personal Trainer: If yes, the employee logged into the software will be used as the trainer for the member checking in. If no, the trainer will have to enter their login information to log the session. o. Apply Days Late Setting To Exited Renewals: If no, will allow the member to use any paid sessions they have left even if they have an amount due. IV. Contract Entry a. Show Pt Commission Date And Qualifying Amounts: If no, the Commission Date and Qualifying Amount fields will not be shown on the Pt Screen in Contract Wizard. b. Automatically Fill in Qualifying Amounts: Select yes for the system to fill in the qualifying amounts. c. Percentage to Assign to Primary Trainer: If the software is set to automatically fill in the qualifying amounts, this percentage will be used to determine the commission amounts for each employee. d. Allow Qualifying Amounts To Be Changed: Set to no if the amounts can not be changed during contract entry. e. Allow Entry Of Personal Training Add-On Sessions: If yes, add-on sessions may be added at time of contract entry for the members. Employees If you have not already done so, you need to enter your Personal Trainers in the Employee Manager. For detailed instructions on creating Employee records, see Chapter 3: Employees. Contract Templates Contract Templates are discussed in detail in a separate instruction. For the purpose of personal training, we will limit this discussion to the Personal Training Tab and Client #s Tab Personal Training Tab Entering Personal Training information in the contract template will speed up new contract entry, reduce input errors, and allow you to control the range of Sessions, Session Rates, and Processing Fees for new contracts. 394

5 Figure Sessions Contracted: The total number of sessions contracted for this type of contract. If this is a TERM type of contract, this is the number of sessions for the entire term. If this is an OPEN END type of contract, this is the number of sessions for each payment period. The Default amount is what will be automatically filled in for you when entering new contracts. The Minimum and Maximum amounts will limit the number of sessions that may be entered into the Total Sessions field of a new contract. Any amount entered that is less than the Minimum or greater than the Maximum amount will not be allowed in the actual contract entry. Leaving these fields to 0 will allow you to enter any amount in the actual contract entry. Session Rate: This is the amount of each personal training session for this type of contract. The Default, Minimum, and Maximum amounts are used just as in the Sessions Contracted fields described above. Processing Fee: The amount you will charge as a Processing Fee for this type of contract. The Default, Minimum, and Maximum amounts are used just as in the Sessions Contracted and Session Rate fields described above. The Processing Fee is only available for personal training type contracts. Personal Trainer Credit hours: The number of hours that a trainer will receive credit for each time he trains a member with this type of contract. This allows you to track the number of hours that your trainers are giving personal training sessions. Must Use Personal Training Sessions: If this option is checked, this contract will only be used for personal training and will not be able to be used for any other type of agreement. Click the Save button when finished entering all information. 395

6 Client #s Tab When entering a new contract template, it must be attached to the appropriate AAC Client Number or inhouse account and/or department. Use the Client numbers tab to assign contract types. See Figure Figure Contract Wizard Contract Wizard is discussed in detail in a separate instruction. For the purpose of personal training, we will limit this discussion to the Personal Training Window. The Personal Training Window will not open in Contract Wizard unless the contract template Client #s Tab has a check mark by the Personal Training choices for the appropriate client number and drop type. Personal Training Window in Contract Wizard This screen will only appear if the Personal Training Module is turned on and the Contract Template is setup correctly on the Client #s Tab. If you are interested in the Personal Training Module, contact Business Development for more information. 396

7 Figure Total Sessions: Total number of sessions that member has for the duration of the contract. Session Rate: This is automatically calculated based on the sales total from the payment screen and the processing fee on the personal training screen. Processing Fee: Add the processing fee for personal training to reflect in each member s personal training information. Commission Date: Enter the date that the primary and/or secondary trainer may receive their commission. This will be for records purposes only and the system will not give out reminder messages for when it is due. Primary Trainer: Assign a primary trainer for the full qualifying amount for commissions or set them to a part of the qualifying amount. The system will determine the qualifying amount itself. Qualifying Amt: The system will automatically determine how much of the sale will go to the employee as commission. This amount will be figured by adding the down payment and total payments for the term of the contract. Once these figures have been added, the system will subtract the processing fee and that will be the qualifying amount for commissions. This amount may be split with a secondary trainer. These values can be exported to an excel spreadsheet for a specified date range. Secondary Trainer: Assign another trainer to the new member for the purpose of splitting the qualifying amount for commissions. Add On Sessions: This section will allow extra sessions to be added on at no cost to the new member. The amount entered into this section will be added to the total available sessions in the Check-In Personal Training Screen. This is useful if the new member has earned extra personal training sessions. This Account Can Only Attend for Personal Training: If this is checked, the member can only check in for personal training sessions. They will not be allowed to check in to use the gym on a regular basis. 397

8 Contract Manager / Personal Training Information The Personal Training section will show all personal training information that was added during the time of contract entry and also provides the ability to enter a cutoff date for personal training sessions. Figure Pt Effective Date: Date in which the member can begin to use the pt sessions. Pt Cutoff Date: If a date is shown in this section, the member has up until that date to use their pt sessions. This date can be after the expiration date of the contract. Once that date is the current date, the member will not be able to use any more of their sessions. Member Can Only Attend For Personal Training: If checked, the person will not be allowed to attend the gym. They will only be allowed to check in for personal training sessions. Total Sessions: Total number of sessions agreed to on the contract. Session Rate: Individual cost per personal training session. Add-Ons/Adjust: Session added on after contract was signed. This can be sessions paid for afterward, free sessions, or negative amounts as well. Processing Fee: Fee charged for processing the contract. Commission Date: Date in which the commission to the assigned personal trainer(s) will be released. Primary Trainer: Trainer who is the main qualifying person for commission on the account. Secondary Trainer: Secondary person that will be eligible for commission on the account. Everything on this screen can be edited with the exception of the qualifying amount for each trainer. 398

9 Clear Member s Secure Check-In Password Remove the personal training member s secure password for checking in. Locate the correct member by clicking on the Locate Button and choosing their name from a list of members. Then click on the Member Drop-Down Menu and choose Clear Secure Check-In Password. Figure A prompt window will open asking if the member s password should be cleared. Click Yes to clear the password or No to cancel. Another prompt window will open showing the password was cleared. Figure

10 Set Member s Secure Check-In Password Enter a new secure password for a member who attends for personal training. Locate the correct member by clicking on the Locate Button and choosing their name from a list of members. Then click on the Member Drop-Down Menu and choose Set Secure Check-In Password. Figure The Secure Check in Password Window will open. Enter the new password twice and then click the Ok Button to save the new password. Figure A prompt window will open confirming the password has been set. 400

11 View Personal Training Information The front desk configuration tool has a program option you can set that will open the Personal Training Window at the same time you open the Check-In Application. Figure When a member checks in, their personal training information is automatically displayed in the personal training window. Figure

12 Personal Training Window Taskbar Figure Use the binocular icon to select a member and view their Personal Training Information without checking them in. Use the Use the chapter. Use the sheet icon to clear the Personal Training Window. printer icon to run a report and print it. Running Reports will be discussed in detail later in this edit icon to edit personal training information. This icon will open the window below. Figure

13 The following fields can be edited from the Edit Session Information Window: PT Effective Date Pt Cutoff Date Total Sessions Session Rate Add-ons / Adjust Sessions Check box for This Account Can Only Attend For Personal Training. Log Maintenance Log Record Maintenance allows check-in logs to be added for individual members without them being checked in through the Check-In Application. To open the Log Record Maintenance, click on the Front Desk Menu and choose Log Maintenance. Figure

14 Figure Save Record Clear Form Delete Record Close Application Adding Log Records Step 1: Choose the type of log record being added. It will either be a Normal or Personal Training Log. Do not use this program if the member is using packages. Figure Step 2: Enter the appropriate date for the member check in. The Calendar Button may be used to select the date. The date must be the current date or in the past. A time may also be entered if known. 404

15 Figure Step 3: Use the Locate Button to select the Member. The Personal Trainer Hrs will be automatically filled in if they are set in the contract template the member is using. Figure Step 4: If it is a Personal Training log record, choose the appropriate trainer for the session. Use the Locate Button to choose the Trainer from the Employee List. 405

16 Figure Note: After the Trainer has been selected, the Trainer Hrs may be changed. Step 5: Click on the Save training log. Button to save the log record. A session will be deducted if it is a personal Deleting Log Records Step 1: Select the member by clicking on the Locate Button. Figure

17 Step 2: Click on the appropriate log record. It should be highlighted in blue. Then click on the Delete Button. Figure Personal Training Reports Personal Training Reports application can be accessed two ways. In the Personal Training window click the printer icon; or, from Check in or Point-of-Sale, select Reports and then click on Personal Training, as shown in Figure Figure

18 The Personal Training Reports window will open, as shown in Figure Figure Personal Training Reports may be used to view personal training logs by trainer or by member. Process: Click this button to query system data by the chosen criteria. Preview the report before printing it. Print the report on a local or network printer. Trainer Logs Figure

19 Date Range: Desired dates the system data should be queried for. The range can be one day or over a period of time. No Shows Only: Show only log records where the member did not show up for personal training. Select By Branch Id: This option is for backward compatibility. Select By AAC Client: Select a particular client number to query for. Select By Employee/Trainer: View a report showing a particular employee s information. To choose the employee, first check the box next to Select by Employee and then click on the Locate Button choose the employee from a list. Employee Manager: Opens employee manager application. and Trainer Log by Date Range Figure Trainer Logs for a Single Employee Over a Date Range Figure

20 Member Logs Figure Date Range: Desired dates the system data should be queried for. The range can be one day or over a period of time. No Shows Only: Only No Show logs will be on the report. Select By Branch Id: This option is for backward compatibility. Select By AAC Client: Select a particular client number to query for. Select By Member: View a report showing a particular member s information. To choose the member, first check the box next to Select by Member and then click on the Locate Button from a list. and choose the member Shared Accounts: If this box is checked, the member plus non-responsible trainer logs will be shown on the report. 410

21 Session Renewal Reports Figure Remaining Sessions Are Less Than Or Equal To: Enter the number of remaining sessions to search for. The system will query for that number or lower on the number of remaining sessions. Last Session Date is Greater Than or Equal To: Enter a date for last personal training session used to pull a reports showing anyone who has not used a session on that date or after. Include Members Renewing to Open End: If this option is selected, members who are renewing into 98 or open end accounts will be also be shown on the report. Select by AAC Client: Select a particular client number to query for. Select by Primary Trainer: View upcoming renewals for a particular trainer. These will be accounts renewing that the trainer signed up. Employee Manager: Opens the employee manager application. Figure

22 Qualifying Amounts Figure Date Range: Desired dates the system data should be queried for. The range can be one day or over a period of time. Totals Only: Lists each employee id and name along with commission information for each employee listed. Totals are shown at the bottom in general. Figure Active Members Only: Show commissions amounts for only members that are currently active in the system. Select by Branch Id: This option is for backward compatibility. Select by Member Type: Show only qualifying amounts for a particular member type (contract type). Select by Employee/Trainer: Show only qualifying amounts for a particular employee/trainer. Click on the Employee Manager Button to add or edit an employee. Sort Order: Choose how the report should be sorted. Options include: Employee Id, Employee Name, Total Amount, and Total Count. 412

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