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Client Portal - Feature Description

Updated

Introduction

Client Portal allows your members and prospects to easily register for the club, online booking of Classes, Personal Training sessions, Zones and Facilities, purchase Products, and last but not least, manage Payments as well as Contracts.

You can customize your Client Portal with your brand's colours and the images of your choice to let your clients get familiar with your brand's online presence. You can also customize the display of most of the tabs and enable other Client Portal settings. 

You can use Employee mode on the Client Portal, which allows entering any existing member account and performing any action like a regular user. The main uses are: rejoining the gym, renewing the contract, showing club members how to use the Client Portal, updating details, enrolling into a course, or booking. 

Client Portal is responsive to the PG GO mobile app, which remains the most used tool for class booking and ratings. Club members can search for classes and book them instantly on the Perfect Gym GO2 Mobile App.

  • In this article, you will find a detailed description of the key features that the Client Portal application has to offer. 
  • This article will be helpful to PG Champion, Club Manager, Front Desk Manager and Club Owner.

Key Features

Online Registration

Prospective clients can join the club by registering in the Client Portal. It is a useful and fully automated alternative to the standard club joining process done by use of the POSweb application, which requires visiting the club. The online registration process flow can be tailored to your business needs. Each stage can include additional fields, by use of which you can collect more detailed data on your club members.

The standard registration flow includes the following stages:

Clubs and Payment Plans 

  • You can limit the visibility of clubs a client can join by using of online registration flow in the Client Portal. It would be useful e.g. in the case of various club standards within one fitness chain and differentiating high-end clubs from regular ones. Another example would be in the case of limiting the number of new clients when the club capacity has already been reached in a given location.  
  • Club offers can also be modified in a way that certain Payment Plans and Products would be available for online purchase only. This way, you can differentiate the target group and offer a given Membership or Product type at a special price to attract new clients. 

Personal Data

  • You can define which personal data you want to collect during the registration process. The more data you gather by online registration, the less time your Front Desk staff needs to fill in manually. On the other hand, the easier the online registration flow is to the client, the less effort they need to join your club. You can choose the approach according to your club policy. 
  • You can add the option to allow the clients to accept the Terms and Conditions or grant their consent to data usage for marketing or other purposes.

Summary

  • To make the online registration process clear and user-friendly, the client gets the Summary including the chosen offer together with a detailed calculation of all the payments to be done upon joining.
  • To make your offer even more attractive, you can make the Discounts available to your clients to choose from during the online registration process.
  • You can also add an electronic signature. It will be used on the User Agreement that will be saved in the User Documents tab in the PGM and made available to the client on the Client Portal.

After this step, a Member profile will be created and personal data recorded in the system. In case of lack of contract payment, the system can either automatically delete the unpaid contract together with the Member profile, delete the contract but leave the Member profile with data recorded, or by default, take no action and leave it to the Club employees to decide. If you would like to activate automatic contract/profile deletion, contact the PerfectGym Support Team. 

Payments

  • You can decide which Payment methods you want to enable during the online registration process. By use of this method, the member will be paying their Contract.
  • If you have the payment gateway integrated, the Client Portal online registration flow can be finalized by transferring the client to the online payment gateway. This allows for an easy payment mechanism, resulting in the payment reaching you without unnecessary delay. Otherwise, the payment can be made during the first visit to the club.

Notifications

  • You can send Automatic Notifications to the clients confirming their actions done on the Client Portal. A welcome email could be the first communication sent immediately after the account creation in the Client Portal. To such a message, the Contract Agreement could be attached. Another notification could be sent with the Contract payment confirmation, immediately after the payment process has been successfully finalized. You can send notifications by use of SMS and emails.

Sign-up to the Client Portal 

When registering in the Client Portal, a member enters their email and establishes the Password that enables them to sign into the Client Portal. However, when joining the club by use of the POSweb Front Desk application, and wanting to log into the Client Portal, the member needs to enter the same email address they have previously provided to the Front Desk staff. To create a unique Password to the Client Portal, they need to use the Forgot Password option. Learn more about the New Password Requirements. 

Tabs available in the Client Portal

You can set up the visibility of almost all the tabs according to your business needs. Go to this article for more information. 

Book and My Bookings
  • By use of the Client Portal, members can book their Classes, Personal Training sessions, and Courses and make Facility Bookings. By use of multiple filters, a member can easily select the club of their choice or the Personal Trainer they want to have the session with.
  • They can view the number of persons enrolled to the Class. Also, selecting the right Class can be done upon viewing the Class description, which you can easily set up in the PGM system and display in the Client Portal.
  • The system automatically validates if the booking or cancellation deadline has not expired. Such booking conditions can be set up in the Settings tab in the PGM system. 
  • In the case of Facility Booking and Personal Training sessions, members can make the booking by purchasing additional Products. The system automatically validates if the enrolling person has the Product required for booking. 
  • In the My Bookings tab, members can view all active bookings as well as cancel the Class in case a need arises.  
Shop
  • The Products and Services you want to include in your online sale offer will be visible in the Shop tab. This enables you to differentiate the Product and Service prices by use of online sale Discounts. Diversifying your price policy can have a positive impact on sales increase. 
  • In the Buy now tab, members can pay for their purchases by use of an online payment gateway as well as a credit card assigned to a given member during the registration. 
  • In the My Purchases tab, members can view all their active Products and Services together with the state of their usage.  
Account
  • Personal Data of a member can be viewed and changed in the Account tab. Also, the Change Password option is accessible from there. 
  • Active Contract details as well as Contract Extras' information are displayed in the Contract details tab. Contract payments can be made from the Payments tab. You can also enable members to manage their Contracts on their own by freezing or ending their Membership. In the Payments tab, members can easily change their payment source data, e.g. when their credit card is about to expire. 
  • You can enable the Friends and Family option, by use of which members can add their kids or spouse to their main contract. You can create a special price offer in case of adding significant others to your club. 
  • Prepaid accounts can be used for purchasing Products and Services in the club, by use of the POSweb application. In the Client Portal, members can view their Prepaid account balance. 
  • From the Documents tab, all member documents like Invoices, Contract Agreement or Cancellation form are accessible. Members can view their documents and download them for printing, in case of a need. 

Client portal modes

Client Portal has three modes, which are identified by the URL used when loading it up.

In every example given below, replace YOUR-SITE.perfectgym.com.au with the URL that you use to log in to PGM. 

Desktop mode

The Desktop (External) site is used for your club members to log in to the site and start the registration process. 

To access your Client Portal website, please open the following URL: https://YOUR-SITE.perfectgym.com/ClientPortal2/#/Login.

  • They can bookmark this site and log in to book classes, personal training, facility booking, update personal details, pay contracts or more.
  • This mode can be used to create unique URLs to direct the club member to a particular club, payment plan or product. Please look at the following guide here for more information on the setup.
  • The desktop mode can also be embedded into a website or a reverse proxy can be set up, more information can be found here.
Tablet mode

The tablet mode is used for internal use when a club member is in the club with an employee. 

To access your Client Portal website in the Tablet mode, please open the following URL: https://YOUR-SITE.perfectgym.com/ClientPortal2/?mode=tablet#/Login

  • The employee can log in using their PGM employee login and password and search for a member.
Kiosk mode

Kiosk is an alternative to the Front Desk member assistance. It can be installed in a high-traffic area of a club. Kiosk's interface resembles the Client Portal features.

To access your Client Portal website in the Kiosk mode, please open the following URL:https://YOUR-SITE.perfectgym.com/ClientPortal2/?mode=kiosk#/Login

  • This can be used by members to book into a class, pay contracts or purchase a new contract.

Kiosk mode requires additional software. You should contact the Perfect Gym Support Team for more information. Learn more on Self-service Front Desk on Kiosk. 

 

 

 

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