Introduction
Listed below, is the tools you need to configure the Registration process within the Course module of Client Portal.
- This article will show you how to set up and use Courses within the Client Portal application.
- This article will be helpful to PG Champion, Club Manager and Club Owner, as well as to each of the Client Portal users and Courses module users.
Before you start
You must have access to the Course module. Contact the Perfect Gym Sales Team for more information.
Instruction
Enter the Client Portal and click on the Courses tab.
System settings
To access the settings for the client portal, go to PGM->Settings->System Settings. (Note. If you have access to System settings (old version), this will not have any information for the client portal.
Availability of course booking in Client Portal. This is for enrollment into a group only. For make-up/single lesson bookings to a course, the Group classes also need to be active.
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Feature enabled in client portal – This is for the client portal using the following URL link (Note: replace "YOUR-SITE" with your company website name)
- Australia/New Zealand: https://YOUR-SITE.perfectgym.com.au/clientportal2
- Europe:https://YOUR-SITE.perfectgym.pl/clientportal2
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Feature enabled in tablet mode – This is for the internal reception tablet mode of the client portal
- Australia/New Zealand: https://YOUR-SITE.perfectgym.com.au/clientportal2/?mode=tablet
- Europe:https://YOUR-SITE.perfectgym.pl/clientportal2/?mode=tablet
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Feature enabled in kiosk mode – This is for a kiosk
- Australia/New Zealand: https://YOUR-SITE.perfectgym.com.au/clientportal2/?mode=kiosk
- Europe:https://YOUR-SITE.perfectgym.pl/clientportal2/?mode=kiosk
Layout of Client Portal
Header – This is used for all filters when a club member wants to filter down to a course of their choosing
Club selector – If more than one club, the club member can change the club location.
Add family member – This takes you through the registration process to add a new family member to your account. This will also allow the parent to answer some questions through the activity category module to determine the level they are in.
Filters
Activity Category – This is maintained in PGM->Classes->Activity Category.
Activity Level – This will display only when an Activity Category is selected, this is maintained in PGM->Classes->Activity Category.
Age Groups – This displays the Age groups which are configured in Groups. This is maintained in PGM->Classes->Age Limits.
Vacancies – This displays a list of all classes with vacancies of the entered amount or greater. The Client Portal will not display groups with no vacancies in it.
Day Selection – This displays groups where a class falls on that day.
Semester Selection – This displays groups where the group belongs in a semester.
Reset – Resets all filters.
List of Groups
This displays the list of groups available based on the filters used. If no filters are selected it will display all groups available within the club.
Group Name – Name of the group, located in PGM->Classes->Group.
Length of class – This is the duration of the class.
Class Name – This is the name of the class which is used in the group. This is maintained in PGM->Class->Class Types and is connected when creating the classes within a group.
Trainer Name – This is the full name of the trainer attached to the group in PGM->Classes->Groups.
Tip: If you wish to use a different name, create an employee description in PGM->Marketing->Employee descriptions as the 'Displayed name' will be used instead of the trainer's full name.
Spots Left – This displays how many spots are left in the group. If below 25% then this will display in a different colour based on your client portal branding scheme.
Session times – This displays a week's view of when all classes are on for that group.
Enrol now – Ability to enrol a club member into the group.
Enrolling Students into courses
After pressing Enroll now, the below pop-up screen will appear to start the registration process to enrol into a course.
Group Name – Name of the group, located in PGM->Classes->Group.
Session times – This displays a week's view of when all classes are on for that group.
Length of class – This is the duration of the class.
Vacancies – This displays how many spots remain in the group.
Level – This displays the Activity Level of the group.
Trainer Name – This is the full name of the trainer attached to the group in PGM->Classes->Groups.
If using employee description in PGM->Marketing->Employee descriptions, this will use the display name.
Club Member Selection – This displays the list of club members within the profile.
Photo/Icon – This displays the club member's photo or their initials. The error icon relates to an error message in regards to enrolling in the course.
Name – This is the member's full name. Additional family members can be added to the main page of courses.
Member does not meet level requirements – This error message displays if there are restrictions based on Activity Categories. This is maintained in PGM->Classes->Activity Categories. If using an assessment questionnaire for this activity category, the Assess level option will be available. More information about the assessment questionnaire can be found here.
Information for the assessment questionnaire can be found further down the article.
NOTE: If you are logged in using Employee Mode and not using the assessment questionnaire, you can enrol and add club members despite conflicts based on system permissions. During this process, you can add the level during the enrolment process.
Member does not meet age requirements – This error message displays if there are restrictions based on the club members' age. This is maintained in PGM->Classes->Age limits. More information can be found here.
About Group – This area displays more information about the group.
About Group – Pressing the down arrow displays the description set in PGM->Classes->Groups. This is useful if you wish to provide a lot more information about what a club member will achieve in this group, such as skill progression.
Our Trainer – This is maintained in PGM->Marketing->Employee Descriptions and will be displayed everywhere where a trainer is connected to a Class, Course, or Personal Training. More information can be found here.
Enrol Now
How do you want to pay?
In the next phase of enrolment, the club member can choose their enrolment pricing from the selection screen. Enrolment rules will display where it's visible on the Client portal or Kiosk in PGM->Classes->Enrolment Rules.
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Client portal – This is for the client portal using the following URL link (Note: replace "YOUR-SITE" with your company website name).
- Australia/New Zealand: https://YOUR-SITE.perfectgym.com.au/clientportal2
- Europe:https://YOUR-SITE.perfectgym.pl/clientportal2
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Tablet – This is for the internal reception tablet mode of the client portal. In the URL is the mode of the client portal.
- Australia/New Zealand: https://YOUR-SITE.perfectgym.com.au/clientportal2/?mode=tablet
- Europe:https://YOUR-SITE.perfectgym.pl/clientportal2/?mode=tablet
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Kiosk – This is for the internal kiosk mode of the client portal. In the URL is the mode of the client portal.
- Australia/New Zealand: https://YOUR-SITE.perfectgym.com.au/clientportal2/?mode=kiosk
- Europe:https://YOUR-SITE.perfectgym.pl/clientportal2/?mode=kiosk
Name of the payment option – This is the name of the Enrolment Rule in PGM->Classes->Enrolment Rules.
Payment Plan Pricing – This price is reflected in the payment plan as part of the price per interval set up. The pricing mechanism is set up in PGM->Sale->Payment Plans.
Cost per class – This price is reflected in the enrolment rule as part of the price per class set up. This is maintained in PGM->Classes->Enrolment Rules.
Additional Fees – These are the totals of Admin and Joining Fee in PGM->Sale->Payment Plans.
Summary
After a club member selects the pricing option, the summary screen will appear.
The new functionality with Trial Lesson will be available from version R93 and the Trial Lesson will be displaying in the Summary View
Group Name – Name of the group, located in PGM->Classes->Group.
Commitment Period – Length of the contract, if using Semesters, this will display the end date.
The start date is determined by the following:
- Today's date.
- First lesson date.
- First date of the semester.
This is controlled in PGM->Classes->Enrolment rules.
Total Cost – This is the total cost of the course, how this calculates is using the total amount of classes/payment intervals to the end date of the contract (if using semesters) or the total amount of classes the course can generate.
This feature can be turned off in PGM->Settings->System Settings – Client Portal -> Groups.
Payment Interval – Displays the payment frequency of the course.
Price per class – This displays if the pricing structure is done on a cost per class model according to the enrolment rules in PGM->Classes->Enrolment Rules.
First and Second class - This option will be displayed, when the option 'Allow member to book a trial class' is configured in dedicated to course's enrolment definition.
Membership fee – This will display if the pricing structure is done on a per interval model according to the enrolment rules in PGM->Classes->Enrolment Rules.
First Installment – This displays any upcoming payments which have a due date of today based on settings in PGM->Sale->Payment Plans.
User Agreements – This displays all agreements found on the contract summary page.
If your site uses signatures to agree to the terms and conditions, this will be displayed after ticking the agreement.
Choose your payment method
After the club member agrees to the contract, the payment options will appear. Depending on the type of payment source used in the payment plan will determine what is selected here.
If a previous payment source is already connected to the parent, a child can use this payment source.
Course Confirmation
After booking, the below message will be displayed confirming the group enrolment is now complete.
Assess level
This function allows the club member to answer a series of questions to determine what level they are at. To do this, press Assess level to the right of the club member's name. More information about the setup is found here.
The following screen will appear with the first question in the questionnaire.
Picture/video link – If a picture or video link is embedded into the question, it will display here.
Question – This displays the question set in the activity level.
Description – This displays additional information set in the question. This is an optional field.
Yes – If the club member answers Yes to the question, they will be taken to the next question. If this is the last question they will be assigned to the highest level.
No – If the club member answers No to the question, the assessment will finish and they will be assigned to the highest level.
After completing the assessment, the club member will have the activity level attached to their profile after pressing Confirm.
If they press the X button on the top right hand corner, the club member will not have that level attached to their profile.
Add a new family member
Pressing this button will allow the club member to add a family member (child only) to their profile.
This will bring up the family registration screen to add their details.
If using any part of the assessment questionnaires, this will bring up a list of activity categories for the club member to choose what they are interested in.
Then will ask questions relating to that activity category to assess which level they will belong.