Introduction
This guide is an overview of the Fitness Passport setup and reporting within Perfect Gym. To be able to record visits, a Fitness Passport payment plan needs to be set up, and custom attributes, to ensure the visitation of members on Fitness Passport is tracked and recorded in a report to Fitness Passport.
Before you start
You need full access to Payment plans and to view and edit Custom Attributes to set up Fitness Passport. This is located in PGM->Clubs->System Permissions. More information can be found here.
To get access to the payment plans, find the permission 'Payment Plans'.
To get access to custom attributes, find the permission 'Custom attributes'.
Instructions
STEP 1
Set up Fitness Passport payment plan
1. Go to PGM-> Sales -> Payment plans
This will bring up a list of all previous payment plans. Check to see if you have this payment plan already set up, and if so you can edit the plan to activate it and add in the access rules, contract extras etc required rather than fully set up a new payment plan.
2. Add a new payment plan for Fitness Passport. Press Add new payment plan on the top right hand corner of the screen.
3. When clicking Add new payment plan this will bring up a screen with all of the payment plan settings. Fill in the following fields:
- Name - Name of the payment plan
- Minimum age - Set a minimum age to sign up to a new contract, if 0 then any age can register to this payment plan
- Active - Set the payment plan to be active. If the payment plan is inactive then it cannot be sold.
If a member is connected to an inactive payment plan, they will still get debited (if applicable). This only refers to selling this payment plan.
- Plan type - Set the payment plan type as Fitness Passport. If you do not have this option, please contact our support team through get support.
- Fees - For fitness passport, these will all be set to $0
- Freeze available - The tick box here allows the payment plan to be frozen.
- Allowable debit - This is the maximum amount the club member will be in debt for when purchasing a product via cashless debit. The value must be negative.
Cashless debit is used when a club member is purchasing a product through client portal, this includes booking a class / facility booking / personal training where a product is sold during the booking phase
- Payment methods - Select the payment methods allowed with this payment plan.
- Periods - Set the period of the payment interval and commitment period of the contract, and when the club member can cancel their contract.
- Settings - The settings area will control how the payment plan works.
Depending on the configuration, selected settings may not be visible on your site.
- Visibility - Leave the box Only for chosen roles unticked, this will display the payment plan in all applications.
- Assigned clubs - In the drop down list, select which club has access to sell this payment plan. Clicking Add to new clubs will automatically add this to any new club you set up.
- Access rules - Select the default access rule that this payment plan has. Access rules are set up in PGM->Sale->Access rules. A contract can only have one access rule attached to it. More information can be found here.
Employees can manually change access rules on a contract on the club member profile.
- Contract extras [Membership add-ons] - Contract extras [membership add-ons] can provide additional benefits to the member such as access to group fitness classes or bringing a friend into the facilities. They are set up in PGM->Sale->Memberships->Contract extras. A contract can have multiple Contract extras [membership add-ons]. More information can be found here.
Employees cannot modify Contract extras [Membership add-ons] on individual contracts.
- Available for - This is where the payment plan is available to be sold from. Select Web - PerfectGym (this website) only.
More detailed information on the set up of payment plans can be found in our Payment Plan Overview article.
STEP 2
Set up custom attributes
To capture visitations of fitness passport members, you need to set up additional data fields in the registration process to capture the Fitness Passport member and barcode number.
1. Go to PGM->Settings->Custom Attributes.
2. Check if you have a Fitness Passport category and attribute setup. If yes, skip this step. Otherwise to set up an attribute, press Add category.
The following settings must be set:
- Code - PG.Australia.FitnessPassport
- Category Type - Set as User
- Translations - Name of the category, set this in English (any other language can be used, however, may not be visible unless using that language). The name itself can be anything you wish. eg. 'Fitness Passport (If Applicable)'
Press Save to continue.
2. Go to the newly created custom attribute category, press the three dots then press + Add Type.
In the following screen, the following settings need to be set:
- Is required - Leave this blank
- Data Type - This must be set as 'Text'
- Is Visible On - Choose all options
- Code - This must be set as the following PG.Australia.FitnessPassport.Number as reports will look for the attribute set against this code
- Description - Leave blank
- Translations - Set the attribute name to what you want, eg. 'FP Number'
Press Save.
STEP 3
Join members
When you are signing up a new Fitness Passport member, in the Additional info (second step) the custom attributes created above will be an available field to fill in to record the Fitness Passport Member ID (barcode number).
Reporting
On the first of each month, a staff member needs to generate the Fitness Passport Report and email it to Fitness Passport representative for payment. This report records the number of visits by Fitness Passport members within the month.
If you can not see this report in PGM->Reports you will need to enable it in system permissions for your role.