This article shows Users how to configure the Club Settings for the software.

CLUB SETTINGS

When Users select the Edit button they will see the following options:

LOGO

Users can manage the Logo which is shown in the following areas of the Software:

• All Communications sent from the Software
• Header of branded web portals
• Footer of branded web portals

Users have the following options:

• Leave Existing
• Upload new
• Remove

If UPLOAD NEW is selected, Users can select BROWSE and choose a Logo from their Computer.

Users can change Logos whenever they like and the system will show newly associated Logo's immediately.

Fisikal recommends that Logos are rectangular in shape and Users should upload different sizes to work out what best suits Communications and web portal imagery.

CLUB MOTTO

Users can configure if a Club Motto is added to branded Communications sent from the Software to Users. This field is shown in grey and appears on the top right hand-side of Communications. It is possible to manage if this field is shown in a specific Communication which can be managed in Email Templates. 

To learn more about Email Templates select here.

COUNTRY

Users can configure the Country for the Club.

CURRENCY

Users can configure the Currency for the Club.

TIMEZONE

Users can configure the Timezone for the Club. This is an important attribute of the Software to ensure that Booking Notifications are sent to Users at the correct times.

 

LOCALE

Users can configure the default Club Language that the Software is displayed in. This field affect the System Language which translates all the system fields such as menu items, banner messages and pop ups.

Users have the following options:

• English
• Turkish
• Spanish

If the Club Language is set to a specific language, Users within the Club can select one of the other language in their Preferences so that the Software is shown in the language that they want.

OTHER LANGUAGES

Users can configure if the Dynamic Language shown in the Software is shown in different languages. Dynamic Language affects areas of the Software where Users have entered text in free text fields. This could include areas such as Service Titles, Trainer Bio's and Content descriptions.

Users have the following options:

• French
• Portugese
• Dutch
• German
• Italian
• Japanese

If a Student or Tutor configure to view the Software in a Language that is associated only to Dynamic Language fields, then they will view all the System Language fields in English and any translated Dynamic Language fields will be presented in the newly selected language.

STUDENT QUICK SEARCH

Users can configure if all Students show in the Student list automatically of if they have to Search in order to show a Student profile. 

If ENABLED is selected, Users will not see any Students when they select the STUDENTS tab until they enter a Name, Email or Student number for a Student in the Software.

If DISABLED is selected, Users will see all Active Students whenever they select the STUDENTS tab without having to search for a Student.

TIME FORMAT

Users can configure the time format that the Schedule will be displayed in for all Users. Options include:

• 12 hour
• 24 hour

WIDGET ON THE LANDING PAGE

Users can show real time Schedules to Users without them having to be logged into the Software. This can be done by creating a Widget and embedding this on an external website or URL. 

To learn more about Widgets click here.

GOOGLE ANALYTIC'S ID

Users can enter a Google analytic's ID which will enable them to track all activity for all users within their site. 

ENABLE MEMBERSHIP

If enabled, Users can configure if a membership is automatically assigned to Students when they are added to the site. Users can configure a single use membership or a default membership. 

Memberships is not used by Education Organisations.

SCHEDULE & MODULE SETTINGS

When Users select the Edit button they will see the following options:

LANDING PAGE

When selected Users can choose from the following options:

• Default (as configured by the Club as the Club default landing page
• Dashboard (if one has been created for this role)
• Schedule
• Clients
• Team
• Announcements
• Announcement Categories
• Documents
• Media
• Workouts 
• Reports

Whenever Users in this role log into the Software, whatever has been selected as the DEFAULT LANDING PAGE will be displayed first.

PURCHASED TUTOR VIEW

If ENABLED is selected Students can only view Tutors that they have purchased a Course with and who was the payee of the Course.

If DISABLED is selected (default option), Students can see all Tutors unless a Student or Tutor has been marked as Private.

This field is not used by Educational Organisations.

ENABLE MULTI LOCATION SCHEDULE

When enabled Users can view multiple Locations on one Schedule. This view is not recommended for Clubs that have multiple Locations as it could be confusing for Users to see where events are Scheduled.

STUDENT JOIN APPOINTMENTS

Users can configure if Students can join events on the Schedule online.

if ENABLED is selected (default option), Students can join events that have a group size >1 and that have not been created in READ ONLY.

If DISABLED is selected, Students will only see events on the system in READ ONLY.

STUDENT BOOKING TYPE

Users can configure the Club default booking type for Students. 

If SELF BOOK is selected (default option), Students can JOIN group events or create individual bookings online or within an associated app.

If REQUEST is selected, Students can only request to make an individual booking on the Schedule. The requested booking will show as Pending on the Schedule until it is ACCEPTED or DECLINED by a User that has permission to manage bookings for the Club.

BOOKINGS FROM TOMORROW

Users can configure if Students can make bookings today or only from tomorrow forwards. 

If DISABLED is selected (default option), Students can join or make bookings for today forwards.

If ENABLED is selected, Students can only make bookings from tomorrow forwards.

DEFAULT ATTENDANCE STATE

User can configure the default attendance status for Students associated to events on the Schedule.

If ATTENDED is selected (default option), Students will automatically be marked as Attended for any event they are associated to that has occurred.

If NOT ATTENDED is selected, Students will automatically be marked as NOT ATTENDED (N/S) for any event that they have been associated to that has occurred, unless one of the following actions has occurred:

• an Administrator, PTM, FOHM or Trainer has changed their attended status in the event
• a Door Access has been associated to their profile and the time of the Door Access is within the configured time range for Attendance set before and after appointment

Administrator, PTM, FOHM or Trainer can manually change the attendance status of an event in the past with the relevant permissions.

PAY-AS-YOU-GO MODULES

Users can configure if the Pay-as-you-go Services section is configured to show on a Student Profile. 

If SHOW is selected (default option), Users can see any Module where SHOW CREDITS has been configured to show and this Student has a negative balance, as they have made bookings with this Module and have not yet paid for it.

If HIDE is selected, Users cannot see the Pay-as-you-go Services section on a Students profile. Any credits that the Student has not yet paid for will not be shown and Users will have to run a PayAsYouGo Credits report to keep track of who has sessions owing to the Club.

BILL AND CANCEL PRIOR

Users can configure the billing period in hours for the Club. This field is only used if BOOK AND BILL is not enabled for the Club.

If BOOK AND BILL is not enabled for the Club then events will be billed prior to the start time of the event as configured in this field. This field also includes the global Cancellation period for the Club.

It is possible to configure a Module specific Cancellation Period, which supersedes any Club Cancellation rules.

LIMIT NUMBER OF ALLOWED FUTURE APPOINTMENTS

Users an configure if Students should be limited to making future appointments or not.

If DISABLED is selected (default option), then Students will not be restricted to making a specific number of future appointments.

If ENABLED is selected, Users should enter a specific number which will then be the limit number set for Students for allowed future appointments.

LIMIT NUMBER OF ALLOWED APPOINTMENTS ON SPECIFIC DAY

Users an configure if Students should be limited to making future appointments on a specific day or not.

If DISABLED is selected (default option), then Students will not be restricted to making a specific number of future appointments.

If ENABLED is selected, Users should enter a specific number which will then be the limit number set for Students for allowed future appointments on a specific day.

SCHEDULE START & END

Users can set the Start and End time that should be displayed on the Schedule.

HOURS ATTENDANCE SET BEFORE APPOINTMENT

If the software is integrated with a third party access control system that registers when Students arrive for an event. Users can configure a time range before an event that if attended within this period will automatically mark them as attended for the event.

HOURS ATTENDANCE SET AFTER APPOINTMENT

If the software is integrated with a third party access control system that registers when Students arrive for an event. Users can configure a time range after the start time of an event that if attended within this period, will automatically mark them as attended for the event. 

NOTIFICATION SETTINGS

When Users select the Edit button they will see the following options:

Here users can enter a time value that reminders are sent out prior to an event. 

STUDENT SITE SETTINGS 

LANDING PAGE

When selected Users can choose from the following options:

• Default (as configured by the Club as the Club default landing page
• Dashboard (if one has been created for this role)
• Schedule
• Clients
• Team
• Announcements
• Announcement Categories
• Documents
• Media
• Workouts 
• Reports

Whenever Users in this role log into the Software, whatever has been selected as the DEFAULT LANDING PAGE will be displayed first.

SOCIAL FEEDS

Users can configure if Social Media feeds are shown on the Home page of a Students site.

If SHOW is selected, then configured Facebook and Twitter feeds will be displayed.

If HIDE is selected, no Social Media will be displayed.

TUTOR ACTIVITIES

Users can configure if Tutor Module are shown or hidden from the Students Home page.

WHATS NEW

Users can configure if newly added Modules are shown on the Students Home page.

MODULES OVERVIEW 

Users can configure if the Module tab is shown on the Students site.

PROMO CODES

Users can configure if the Promotion Code functionality is shown in the Students Settings area.

STUDENT TUTOR RELATIONSHIP

Users can configure which Tutors are presented to Students on the Tutors Overview page.

If ENABLED is selected, Tutors will only be shown to Students if one or more of the following is true:

• Student has a booking (past or future) with a specific Tutor
• Student has had an Assessment created by a specific Tutor
• Student has had a Workout created by a specific Tutor
• Student has purchased Course where the Tutor was the payee

If DISABLED is selected (default option), Students will be able to see all Tutors that have been configured to be shown to Students on the Tutor Overview.

When enabled, the Tutor can only see a Student if they have contact with a Client - i.e. have created an assessment/workout for them.

EMAILS ARE UNIQUE

Users can configure if it should be possible for Users to be created in the Club and have unique E-mail addresses for each of them.

If ENABLED is selected, it will not be possible to create any User in the Club unless they have a unique E-mail address

If DISABLED is selected (default option), Users can create any User in the Club without any restriction.

Although it is possible for Students to share E-mail addresses with each other, it is not recommended that Students are created to have the same E-mail address as an Administrator, PTM, FOHM or Tutor as this may cause issues for the higher permissions Users use of the Software. 

MY DEVELOPMENT

These are controlled through user permissions. For more information please click here.

MY DOCUMENTS

These are controlled through user permissions. For more information please click here.

MY DIARIES

These are controlled through user permissions. For more information please click here.

MY WORKOUTS

These are controlled through user permissions. For more information please click here.

MY ANNOUNCEMENTS

These are controlled through user permissions. For more information please click here.

ANNOUNCEMENT CATEGORIES

Announcement Categories can be shown or hidden – these should mainly be controlled through User Permissions. For more information please click here.

LATE CANCELLING

Users can configure if they should allow Students to Cancel their bookings within the Cancellation Policy for the Club or for the specific Module. 

If ENABLED is selected (default option), Students will be able to Late Cancel a booking. They will be removed from the booking and will not have their credit refunded. The Student will be marked as Late CXL on the system. If the booking was an individual booking, the Tutor will be able to make a new booking in its place. If the booking was a group booking, the Student will only be removed from the occurrence and the event will still show on the Schedule.

If DISABLED is selected, Students will not be able to Late Cancel a booking.

SCHEDULE

Users can configure the Schedules views that should be displayed to Students.

If SHOW is selected (default option), Students will be able to view all Schedule Categories and Views that have been configured in Module Categories.

If HIDE is selected, Users can configure to hide one of the following options:

• My Schedule
• Club Schedule

MY SCHEDULE is a specific Schedule shown to Students that shows all bookings in all Locations.

CLUB SCHEDULE is a specific Schedule which can be shown to Students that shows all bookings that the Student could join in a specific Location. The CLUB SCHEDULE is usually only shown to Administrators as they can see everything that is going on in one place.

CONNECT FACEBOOK

Users can configure the Client site to show a specific Facebook feed. They should enter the last part of the URL after the / to show the name of the specific page.

Example:

https://www.facebook.com/Fisikal/

Users should only enter "fisikal" in the field and do not need the rest of the URL.

STUDENT WELCOME VIDEO

Users can configure if they want to embed a Student Welcome video which can be embedded on the Welcome Email template which is sent to Students when they are added to the Software.

Users should go to YouTube or Vimeo to find the video they want to embed, then select the SHARE button and copy the EMBED CODE and paste it into the text box in the Software.

If Users decide to configure videos on Welcome E-mails, they should enter it here and then test how it is received by the Student. They can do this by doing the following:

1. Go to SETTINGS > EMAIL TEMPLATES and select Welcome for Client

2. Configure the template so that it has all the correct copy shown, the video box is displayed and then select UPDATE

3. Go to a Student profile that they have as a Test Student on the site, Edit their Profile and select RESEND WELCOME EMAIL and then UPDATE.

4. On this Students profile select COMMUNICATION. If the Welcome E-mail has been correctly configured and Communications are NOT disabled to send, a copy of the Welcome E-mail will be shown for the User to preview.

 

TWITTER FEED

Users can configure the Client site to show a specific Twitter feed. They should enter the last part of the URL after the / to show the name of the specific page.

Example:

https://www.twitter.com/Fisikal/

Users should only enter "fisikal" in the field and do not need the rest of the URL.

CUSTOM TERMS & CONDITIONS

Users can configure to show Custom Terms & Conditions to Students. If enabled these will be included in THE SMALL PRINT section of the Student site accessed through the Footer menu.

If ENABLED is selected, Users should select the "+ADD" button to show a new option for each individual Custom T+C to be applied.

Users should enter a TITLE and an external URL to point the link to for each of the Custom T+C's to be applied

Once the UPDATE button is selected, all Custom Terms & Conditions will be immediately visible for Students to view in their portal.

PREFERRED SCHEDULE VIEW

Users can configure the preferred schedule view from one of the following options:

• My Schedule
• Schedule
• Service Category

If PREFERRED SCHEDULE VIEW > SERVICE CATEGORIES is selected, Users can configure a specific Service Category to be shown.

Whichever Schedule View is selected will become for the default range for this Role. Users can customise their own Preferred Schedule View when logged into the Software in the Preferences section.

To learn more about Schedule view options click here.

 

COMMUNICATION SETTINGS

Here the User can enable email masking by adding the email address which they would like to emails to appear to come from.

If the User would like to receive weekly feedback emails on the system, they should enter their email address here.

CONFIRMATION FLOW

Users can configure if any Confirmation Pop ups should be displayed to Students when they log into the Software via the web or mobile application. 

Confirmation Pop Ups cab be an important legal step for Clubs to ensure that Students are given presented with specific legal information and also acknowledge that they agree to the content. 

If Confirmation Pop Ups are enabled to show, Students will not be able to progress past the Pop Ups unless they select "I AGREE" for each individual Pop Up. A digital record is kept for each Pop Up and these can be analysed by going to REPORTS > POP UP USAGE REPORT. This is an important legal step that helps minimise any Student - Organisation law suit action.

There are 3 types of Confirmation Pop Ups as follows:

• Induction
• Member PIN
• Health Commitment Statement

INDUCTION

It was initially designed to help Clubs inform Club Members that they should have an induction on the fitness equipment before using the Club facilities on their own. The copy usually outlines that if Club Members do not have an induction then they agree they are exercising at their own risk.

This pop up is a free text field where Clubs can show any content they wish to to Students.

MEMBER PIN

This field is used by Organisations that have connected Membership systems and Club Access Control systems. A Student ALT ID field is required to have data in and if shown, Students will be presented with their Access PIN during the Confirmation flow. 

Usually Organisations would use the flow in the following order:

1. Health Commitment Statement
2. Induction Pop up
3. Member PIN

The reason the Member PIN would be presented last would be to make sure that Members have agreed to all the legal requirements before being given access to the Club.

If this field is required by the Club, Users should enter some copy to present to the Student when they view this pop up. The pop up is structure 

 

 

 

 

 

 

 

 

If ENABLED is selected, Users can select the "+ADD" button to enable them to see a new Confirmation Pop up.

TITLE

Users should enter a Title for the Confirmation Pop up, this will be reflected in any reports and visible to Students.

TYPE

Users should select from the following options:

• Induction
• Member PIN
• Health Commitment Statement

Whichever field is selected will be reflected in the POP UP USAGE REPORT.

CONTENT

Users can select the EDIT button (pencil icon) and then manually enter copy as required. Content can be added to the form in a variety of styling, formats and languages.

Users are able to select to add as many Confirmation Pop ups as they require. Do take into consideration that Student flow should be streamlined wherever possible making sure all legal points are clearly visible as required by law.

In order to apply the changes or the new Confirmation Pop up, Users should select the UPDATE button.

It is always recommended to test the flow from a Student perspective before publishing the site to all Students. To do this Users should do the following:

• Create all the amendments to the Student Site and Confirmation Pop ups
• Make sure in NOTIFICATIONS that CLIENT is select on GLOBAL EMAILS and WELCOME EMAILS are configured to send
• Create a new Student that has an alternative email address than your Administrator email and that you can access, make sure SEND WELCOME EMAIL is configured to send when adding the Student and select CREATE
• Retrieve your New Account Notification and sign into the Software. Check that you are happy with the form and number of Confirmation Pop ups and check that the Default landing is correctly configured

Users can repeat this test until they are happy to publish the platform to all Students.

TUTOR SETTINGS 

LANDING PAGE

When selected Users can choose from the following options:

• Default (as configured by the Club as the Club default landing page
• Dashboard (if one has been created for this role)
• Schedule
• Clients
• Team
• Announcements
• Announcement Categories
• Documents
• Media
• Workouts 
• Reports

Whenever Users in this role log into the Software, whatever has been selected as the DEFAULT LANDING PAGE will be displayed first.

ANNOUNCEMENT LAYOUT

Users can configure if Tutors should only see the Announcement section with PDF and Video content. If ENABLED is selected, Tutors will not see any other area of the Software except the following sections:

• Announcements
• Setttings

This functionality is only useful if Tutor should only view learning material assigned to their profiles.

STUDENT DAIRY FEEDS VISIBLE TO

Users can configure which Tutors should see Client Diary feeds. Options include:

• All Trainers
• Related Trainers (those that have been associated through Bookings, Assessments or Packages)
• Guardian Angels (Trainers that have been manually associated to the Client through the Guardian Angle attribute)

TUTOR WELCOME VIDEO

Users can embed the code for a video from Vimeo or YouTube which can be configured to show on the Welcome email that is sent to a Tutor when they are added to the Software.

 

PREFERRED SCHEDULE VIEW

Users can configure the preferred schedule view from one of the following options:

• Schedule
• Service Category

If PREFERRED SCHEDULE VIEW > SERVICE CATEGORIES is selected, Users can configure a specific Service Category to be shown.

Whichever Schedule View is selected will become for the default range for this Role. Users can customise their own Preferred Schedule View when logged into the Software in the Preferences section.

To learn more about Schedule view options click here.

 

PREFERRED SCHEDULE RANGE

Users can configure the preferred schedule view from one of the following options:

• Day
• Week
• Month

Whichever Schedule Range view is selected will become for the default range for this Role. Users can customise their own Preferred Schedule Range when logged into the Software in the Preferences section.

To learn more about Schedule view options click here.

PREFERRED SCHEDULE TYPE

Users can configure the preferred schedule view from one of the following options:

• Club
• Team
• Trainer
• Timetable

Whichever Schedule Type is selected will become for the default range for this Role. Users can customise their own Preferred Schedule Type when logged into the Software in the Preferences section.

To learn more about Schedule view options click here.

ENABLE CHANGES IN THE PAST

Users can configure if specific Tutors can make changes to events in the past. Options include:

• Self-employed Trainers
  • Enabled
  • Disabled
• Employed Trainers
  • Enabled
  • Disabled

If ENABLED is selected, Tutors can change details of events in the past, unless they have been specifically configured not to do so within a specific Module(s).

If DISABLED is selected, Tutors cannot change details of events in the past, unless they have been specifically configured not to do so within a specific Module(s).

 

FRONT OF HOUSE  SETTINGS

The FOHM role is useful for organisations that want to have a dedicated person managing the reception in the Club. 

Users can configure the following fields:

LANDING PAGE

When selected Users can choose from the following options:

• Default (as configured by the Club as the Club default landing page
• Dashboard (if one has been created for this role)
• Schedule
• Clients
• Team
• Announcements
• Announcement Categories
• Documents
• Media
• Workouts 
• Reports

Whenever Users in this role log into the Software, whatever has been selected as the DEFAULT LANDING PAGE will be displayed first.

DASHBOARD PAGE

Users can configure if the Dashboard is shown for this role (if enabled).

RESTRICT TO BOOK WITH ADVANCE CREDITS

Users can configure if they should allow this role to make bookings regardless of if the Client has a credit for the Service they are booking. Options include the following:

• Yes
• Message
• No

if Message is selected a warning message will be shown to Users to inform them that this Client has no credits for this Service.

PREFERRED SCHEDULE VIEW

Users can configure the preferred schedule view from one of the following options:

• Schedule
• Service Category

If PREFERRED SCHEDULE VIEW > SERVICE CATEGORIES is selected, Users can configure a specific Service Category to be shown.

Whichever Schedule View is selected will become for the default range for this Role. Users can customise their own Preferred Schedule View when logged into the Software in the Preferences section.

To learn more about Schedule view options click here.

PREFERRED SCHEDULE RANGE

Users can configure the preferred schedule view from one of the following options:

• Day
• Week
• Month

Whichever Schedule Range view is selected will become for the default range for this Role. Users can customise their own Preferred Schedule Range when logged into the Software in the Preferences section.

To learn more about Schedule view options click here.

PREFERRED SCHEDULE TYPE

Users can configure the preferred schedule view from one of the following options:

• Club
• Team
• Trainer
• Timetable

Whichever Schedule Type is selected will become for the default range for this Role. Users can customise their own Preferred Schedule Type when logged into the Software in the Preferences section.

To learn more about Schedule view options click here.