Personal Training
FrontDesk v4.1.25
PT Specific Program Options
mpla
in Contract Wizard tion
ports
392 – 394
394 –
401 –
oyees
Empl
Contract Te tes
onal Training Window Pers
Manager / Personal Training Informa Contract
Clear Member’s Secure Check In Password
Member’s Secure Check In Password Set
Personal Training Information View
Maintenance Log
Personal Training Re
394
396
396 – 397
398
399
400
403
403 – 407
407 – 412
t Specific Program Options P
Figure 27-1.
-in
ersonal Training Window When Check-In Starts: If yes, the Personal Training window will automatically open when check-in is opened.
eck-In is being used) : If on, Member will be prompted for a password before entry is allowed.
nal training session can
mber Gets Logged In: Make sure this option is No.
training screen will clear when a member is denied entry.
I. Check
a. Open P
b. Prompt for Secure Check-In Password (Only if Secure Ch
c. Allow More Than One Check-In Per Day: If on, more than one perso be used per day.
d. Confirm The Me
e. Clear Personal Training Screen On Deny Entry: If yes, the personal
II. ecure Check-in (These settings take effect ONLY if the Check-in/Secure Check-in option
ed on in Program Options.)
rd 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
credit.
nly one “No Show” Per Day: If on, only one “no show” can be logged per member each day.
Set the number of consecutive “no shows” that for a single member.
ember will be prompted for a password only if the check-in type is Personal Training.
III.
eck-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.
If Yes, the member can check into the
er can only check in for one PT session in a single 24-hour period.
Have Not Been Paid For: If on, members may use sessions that have not been paid for.
term accounts.
aid Sessions Allowed – Open End: Number of unpaid sessions that can be used on open end accounts.
Screen: Members “Per Session Rate” and “Total Amount Collected” will be displayed on the PT window in Check-in.
month’s sessions may be used.
nter field name for the employee who receives the first qualifying amount for personal training commission.
ame for the employee who receives the second n.
eport: Choose whether employee 1 or sales id will be used for the session renewal report.
tion Date: Enter the number of months sessions may still be used after the expiration date of the contract.
S
has been turn
a. Allow Members to Enter Their Passwo password at time of check-in.
b. Allow Logging of “No Show” Sessions/Classes: Allows “no shows” to be logged for trainer
c. Allow O
d. Number of Consecutive “No Shows” Allowed:
may be logged
e. Use For Personal Training Only: M
Personal Training a. Allow Normal Ch
b. Allow Both Types of Check-In For The Same Member:
gym or for PT. If No, they may only check in for PT.
c. Allow Only One Training Session Per Day: Memb
d. Allow Sessions That
e. Number of Unpaid Sessions Allowed – Term: Number of unpaid sessions that can be used on
f. Number of Unp
g. Show Session Rate On Personal Training
h. Hold Last Month Sessions Until Paid: If yes, the contract must be paid off before the last
i. Name of Employee Type 1: E
j. Name of Employee Type 2: Enter field n qualifying amount for personal training commissio k. Use Employee Type 1 or Sales Id for Renewal R
l. Months Sessions Can Be Used After Expira
his option is used for open end accounts. Enter the number of months a member may use their available sessions after the next
d 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
xited Renewals: If no, will allow the member to use any paid essions they have left even if they have an amount due.
IV.
mission Date And Qualifying Amounts: If no, the “Commission Date” and
“Qualifying Amount” fields will not be shown on the Pt Screen in Contract Wizard.
e qualifying amounts.
e 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
lifying Amounts To Be Changed: Set to no if the amounts can not be changed during contract entry.
nal Training Add-On Sessions: If yes, add-on sessions may be added at time of contract entry for the members.
mployees
t 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.
ont
d 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
n 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
m. Months Sessions Can Be Used After Next Due Date: T due date.
n. Use Logge
information to log the session.
o. Apply Days Late Setting To E s
Contract Entry a. Show Pt Com
b. Automatically Fill in Qualifying Amounts: Select yes for the system to fill in th
c. Percentag employee.
d. Allow Qua
e. Allow Entry Of Perso
E
If you have no
C ract Templates
Contract Templates are discusse
Entering Personal Training informatio contracts.
Figure 27-2.
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,
Default, Minimum, and Maximum amounts are used just as in the Sessions Contracted fields described above.
lt, unts are used just as in the Sessions Contracted and Session Rate fields
each time he trains a member with this type of contract. This allows you to track the number of hours that your trainers
ns: If this option is checked, this contract will only be used for eement.
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
Processing Fee: The amount you will charge as a Processing Fee for this type of contract. The Defau Minimum, and Maximum amo
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 are giving personal training sessions.
Must Use Personal Training Sessio
personal training and will not be able to be used for any other type of agr
Click the “Save” button when finished entering all information
.
Client #s Tab
w contract template, it must be attached to the appropriate AAC Client Number or in- house account and/or department. Use the Client numbers tab to assign contract types. See Figure 27-3.
When entering a ne
Figure 27-3.
d in detail in a separate instruction. For the purpose of personal training, we will Personal Training Window.
Contract Wizard
Contract Wizard is discusse limit this discussion to the
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.
in Contract Wizard
tract Template is setup contact Business
Personal Training Window
This screen will only appear if the Personal Training Module is turned on and the Con orrectly on the Client #s Tab. If you are interested in the Personal Training Module, c
Development for more information.
Figure 27-4.
Total Sessions: Total number of sessions that member has for the duration of the contract.
ession Rate: This is automatically calculated based on the sales total from the payment screen and the
his will be for records purposes only and the system will not give out reminder messages for hen it is due.
ying amount. The system will determine the qualifying amount itself.
nts for the term of e contract. Once these figures have been added, the system will subtract the processing fee and that will
s section will be added to the total available sessions in the Check-In Personal raining Screen. This is useful if the new member has earned extra personal training sessions.
basis.
S
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. T
w
Primary Trainer: Assign a primary trainer for the full qualifying amount for commissions or set them to a part of the qualif
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 payme
th
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 thi T
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
ontract Manager / Personal Training Information
the time of
C
The Personal Training section will show all personal training information that was added during contract entry and also provides the ability to enter a cutoff date for personal training sessions.
Figure 27-5.
Pt Effective Date: Date in which the member can begin to use the pt sessions.
hown in this section, the member has up until that date to use their pt is the current date, the
n be sessions paid for afterward,
ission to the assigned personal trainer(s) will be released.
for commission on the account.
rainer.
Pt Cutoff Date: If a date is s
sessions. This date can be after the expiration date of the contract. Once that date 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 ca free sessions, or negative amounts as well.
Processing Fee: Fee charged for processing the contract.
Commission Date: Date in which the comm
Primary Trainer: Trainer who is the main qualifying person
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 t
lear Member’s Secure Check-In Password
e the correct member by
C
Remove the personal training member’s secure password for checking in. Locat
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 27-6.
A prompt window will open asking if the member’s password should be cleared. Click “Yes” to clear the nother prompt window will open showing the password was cleared.
password or “No” to cancel. A
Figure 27-7.
et Member’s Secure Check-In Password
Enter a new secure password for a member who attends for personal training. Locate the correct member
S
by clicking on the “Locate” Button and choosing their name from a list
“Member” Drop-Down Menu and choose Set Secure Check-In Password. of members. Then click on the
Figure 27-8.
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 27-9.
A prompt window will open confirming the password has been set.
View Personal Training Information
The front desk configuration tool has a program option y pen the Personal Training Window at the same time you open the Check-In Application. ou can set that will o
Figure 27-10.
When a member checks in, their personal training information is automatically displayed in the personal training window.
Figure 27-11.
Personal Training Window Taskbar
Figure 27-18.
Use the binocular icon to select a member and view their Personal Training Information without checking them in.
Use the sheet icon to clear the Personal Training Window.
Use the printer icon to run a report and print it. Running Reports will be discussed in detail later in this chapter.
Use the edit icon to edit personal training information. This icon will open the window below.
Figure 27-12.
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 27-13.
Figure 27-14.
Save Record Clear Form Delete Record Close Application
Adding Log Records
ord being add d. It will either be a Normal or Personal Training Log. Do not use this program if the member is using packages.
Step 1: Choose the type of log rec e
Figure 27-15.
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.
Figure 27-16.
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 27-17.
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.
Note: After the Trainer has been selected, the Trainer Hrs may be changed.
Step 5: Click on the “Save”
Figure 27-18.
Button to save the log record. A session will be deducted if it is a personal training log.
Deleting Log Records
Step 1: Select the member by clicking on the “Locate” Button.
Figure 27-19.
Step 2: Click on the appropriate log record. It should be highlighted in blue. Then click on the “Delete”
Button.
Figure 27-20.
ersonal Training Reports
lication can be accessed two ways.
In the Personal Training window click the
P
Personal Training Reports app
printer icon; or, from Check in or Point-of-Sale, select
“Reports” and then click on “Personal Training”, as shown in Figure 27-21.
Figure 27-21.
The Personal Training Reports window will open, as shown in Figure 27-22.
Figure 27-22.
w personal training logs by trainer or by member.
Process: Click this button to query system data by the chosen criteria.
Personal Training Reports may be used to vie
Preview the report before printing it. Print the report on a local or network printer.
Trainer Logs
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 and choose the employee from a list.
Employee Manager: Opens employee manager application.
Trainer Log by Date Range
Figure 27-24.
Trainer Logs for a Single Employee Over a Date Range
Figure 27-25.
Member Logs
Figure 27-26.
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.
nch Id: This option is for backward compatibility.
Select By AAC Client: Select a particular client number to query for.
choose the member, first check the box next to Select by Member and then click on the “Locate” Button
Select By Bra
Select By Member: View a report showing a particular member’s information. To
and choose the member from a list.
Shared Accounts: If this box is checked, the member plus non-responsible trainer logs will be shown on the report.
al Reports Session Renew
Figure 27-27.
Remaining Sessions Are Less Than Or Equal To: Enter the number of remaining sessions to search for.
Last Session Date is Greater Than or Equal To: Enter a date for last personal training session used to n that date or after.
ected, 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.
at the trainer signed up.
The system will query for that number or lower on the number of remaining sessions.
pull a reports showing anyone who has not used a session o Include Members Renewing to Open End: If this option is sel
Select by Primary Trainer: View upcoming renewals for a particular trainer. These will be accounts renewing th
Employee Manager: Opens the employee manager application.
Figure 27-28.
Qualifying Amounts
Figure 27-29.
ata should be queried for. The range can be one day or over a Date Range: Desired dates the system d
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 27-30.
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 ger Button to add or edit an employee.
the Employee Mana
