How to set up Personal Training in PGM? – PerfectGym

Introduction

Personal Training (PT) module allows you to create individual classes you can offer to your club members. Such classes can differ in participants' skill level and class duration. It also creates a dedicated club intro session for new members to attract them and, as a result, increase your revenue. Moreover, you can create a special calendar with Personal Trainers' availability. This way, your club members will be able to book a PT session on their own, via Client Portal or Perfect Gym GO2 Mobile Application.

This article will help you set up Personal Training in PGM. You will learn how to create categories, activity levels, and skills for Personal Trainers in your club and how to create dedicated Products for members in your club.
This article will be helpful to PG Champion, Fitness Manager, Club Manager, Administrator, and Club Owner.

Remember to make all the configuration steps listed below, before starting using the Personal Training feature in your club via Client Portal, POSweb or the Mobile App.

Instruction

STEP 1 - Setting up Activity Category

Activity categories will allow our system to understand how you set out your personal training. You will use this information later to set your personal training definitions (rules).

1. Go to PGM -> Classes -> Activity categories

2. Click on the Add activity category button in the right upper corner. A new window will be displayed

3. Fill in the following information:

Add new category

Name - enter the name of the category (E.g. Personal Training)
Available in clubs - select which club(s) category is available for

Do NOT tick Validate user skill, i.e when signing for classes, as this is related to courses that require users to be a certain level

4. Click on the Save button.

STEP 2 - Setting up Levels

You have the option to set up different levels of trainers at different price points.

1. Go to PGM -> Classes -> Activity categories

2. Click on the three dots icon of the newly created category (E.g. Personal Training)

3. Click on the + Add trainer level button

Here, you can decide whether you want to divide your PT into more expensive training with more experienced Trainers, or you want to sell all training at one set price. In the case of one set price, just create a General category for all Trainers at your club.

Important: Even the "Basic" level for Trainer must be created.

3. Add a name for the level (E.g. Personal Trainer)

3. After clicking on the Save button, a new line with the Trainer levels will appear.

STEP 3 - Setting up Trainers

Part A - Set up trainer employee positions

1. Go to PGM -> Clubs -> Employees

2. Click on add new employee (or edit an existing employee)

3. Select the position of the employee to 'Trainer'. For more information, read how to add new employees in PGM article.

If you don't want these trainers to be able to log into PGM (just want to be able to have them in the system to be booked), tick 'No login'

4. Select Add/Save

Part B - Set up the Skills of the employees

1. Go to PGM -> Clubs -> Employee skills

2. Click on the three dots icon of the new employee (or existing employee). Click on Skills. A new window will be displayed

3. Click on Add skill

4. Select the Category (E.g. Personal Training), and level (if you have multiple levels of trainers, this will then decide how much they cost when it comes to creating the PT product)

5. After clicking on the Save button, a new line with the Assigned Skills will appear

STEP 4 - Creating a PT Product

1. Go to PGM -> Classes -> Personal training definitions

2. Click on the Add personal training button

3. Fill in all the necessary information:

Personal training name – create a unique name for the product or service
Product name – here are three options to choose from:
- Generate automatically - the system will copy the name from the personal training name window
- Edit manually - the system will allow you to change and edit the name of the PT product
- Choose an existing product - the system will copy settings from an already existing product
Category – choose a category product from predefined categories (E.g. Personal Training)
Level – choose the level of PT (will need to make a definition for each level)
Duration – pick the desired duration of the product (how long the sessions will go for)
Price and VAT – set the price of PT and Tax
Set price per club – this option will help you to set different prices in each club as desired
Paid in arrears – You can allow your members to book in advance and pay on the day/after the completed training session. To enable this setting, go to PGM -> Settings -> System settings -> Bookings -> Personal trainings -> tick is paid in arrears enable
Booking interval – At what interval do you want people to be able to book

Advanced options and limitations

Trainer position – if it is either a personal trainer, master trainer or fitness instructor
Taxes – VAT% for the product
Assigned clubs – visibility in club products in your club
Application availability – choose from which platform the product will be available to be sold

Personal training will be visible in the mobile application ONLY when the product needed for booking is available for purchase to the user.

4. Click on the Save button to add the product.

From R93 version, there is a posibility to setup more than one product which allows members to book a training. For more details please see the link.

5. On the Personal training calendar page, you can check personal trainers’ calendars and their training scheduled with clients.

Data in the calendar will be displayed after completing STEP 5 of this instruction.

STEP 5 - Setting up the Personal Trainer's availability

Personal trainers can set up their availability to clients. The training booking is done at the front desk through POSweb, via Client Portal or Mobile App.

1. Go to the PGM -> Classes - >Availability schedule

2. Click on the desired day in the calendar, or click on the Add schedule button in the right upper corner.

3. In the New schedule tab, you can set up the availability as desired:

Employees – choose the personal trainer, who will be available in the club that day
Duration – select the start date
From/To – select the hours of availability in their schedule
Occurrence – choose if the availability should repeat every week on the same day or every day during the same hours
Club and Club zone – choose the club and decide if training with the client will take place in the fitness studio or a specific area of the club
Type - select between two options:
- No limit - choose this option if you want to give your club members possibility to book PT session
- Duty - choose this option if you want to exclude Personal Trainer's Duty Time from the PT booking schedule. The Duty Time means that the Trainer is present in the club, however they are not available for individual sessions. I.e. during the Duty, they can be on the standby in the club and provide assistance to anyone in need.