Clubworx User Guide

How do I add a Contact in Clubworx?

You can add members a few different ways in Clubworx, manually, via online forms, automatically via Zapier or via lead forms on your website

Written by Emily Smart
Updated over a week ago

How Do I Manage My Email Notifications from Clubworx?

Manage your email settings to receive Clubworx Daily Digests and Alerts for waivers, new enquiries and more.

Written by Tahlia
Updated over a week ago

Adding Rooms and other Locations for Events

If your classes take place in multiple locations, you can ensure your members and prospects know where class will be held!

Written by Tahlia
Updated over a week ago

Reporting On Membership Payments

How to report on your membership payments, including how they were paid, to make sure you're up to date with revenue reporting

Written by Tahlia
Updated over a week ago

Upgrading / Downgrading Membership Plans

When your Member is on a Membership Plan but wants to Upgrade or Downgrade, there is an easy way to do so in their account profile.

Written by Tahlia
Updated over a week ago

Managing Multiple Locations in a Single Clubworx Account

You can manage multiple sites in a single account

Written by Tahlia
Updated over a week ago

How to use "Pay Now"

Allow Memberships to be Purchased Instantly with the "Pay Now" feature

Written by Tahlia
Updated over a week ago

SCA Update: How to Create a Credit Card Update Waiver

This article will show you how to create a waiver that allows your members to update their billing information on file to comply with SCA.

Written by Tahlia
Updated over a week ago

How to set up your free hosted website

This article will show you how to set up and customize your free hosted Clubworx website.

Written by Tahlia
Updated over a week ago

How to set up your multi-site account

On the Accelerating and Established Plans, you'll have the ability to link staff and reports across multiple locations!

Written by Tahlia
Updated over a week ago

Adding Tax Rates to your Receipts

To allow receipts to be sent to your members upon successful payment, you'll need to make sure that your tax rates are set.

Written by Tahlia
Updated over a week ago

Your Clubworx Free Trial Calendar

How to set up your Free Trial Calendar and Integrate it on your External Website

Written by Tahlia
Updated over a week ago

Getting Started with your Free Clubworx Website

How to get started with your free Clubworx website

Written by Tahlia
Updated over a week ago

Getting Started with Clubworx

Follow these basic steps to get your Clubworx account set up and get started

Written by Tahlia
Updated over a week ago

Connecting your Gocardless Account With Clubworx

Connect your Gocardless account with your Clubworx account to automate payments via direct debit

Written by Emily Smart
Updated over a week ago

Importing Existing Mandates from your Gocardless Account

Follow the steps below to quickly import any existing mandates these into your Clubworx account.

Written by Emily Smart
Updated over a week ago

Adding/updating a mandate for a member

You can manage this directly from your Clubworx account

Written by Tahlia
Updated over a week ago

Understanding how Gocardless payment timings work.

Understand timeframes for processing payments for members with existing mandates and those where you're creating a mandate for the 1st time.

Written by Emily Smart
Updated over a week ago

Understanding your Gocardless Payout Report

Your payout report shows you exactly the value of expected payments from Gocardless & when you'll receive those funds in your bank account.

Written by Emily Smart
Updated over a week ago

Cancelling payments for members paying via Gocardless

Learn more about when you can cancel payments processing through Gocardless.

Written by Emily Smart
Updated over a week ago

Reading Your Dashboard

Understanding the graphs and reports on your dashboard

Written by Tahlia
Updated over a week ago

Dashboard: Members Graph

Reading your member graph on your dashboard

Written by Tahlia
Updated over a week ago

Dashboard: Net Revenue Graph

Reading the Net Revenue Session of your Dashboard

Written by Tahlia
Updated over a week ago

Dashboard: Monthly Recurring Revenue

Reading your Monthly Recurring Revenue and Annual Run Rate dashlets

Written by Tahlia
Updated over a week ago

Dashboard: Attendance

Reading your Attendance dashlet

Written by Tahlia
Updated over a week ago

Dashboard: What's on today

Reading the What's On Today dashlet

Written by Tahlia
Updated over a week ago

Dashboard: Tasks

Reading the Tasks dashlet on the dashboard

Written by Tahlia
Updated over a week ago

Dashboard: Recent Activity

Reading your Recent Activity dashlet on your dashboard

Written by Tahlia
Updated over a week ago

Introduction to using Sequences in Clubworx to Automate messaging to your contacts

Sequences allows you to create automated messages or series of messages that are sent to your clients or members based on triggers

Written by Tahlia
Updated over a week ago

What do Sequence Triggers Mean?

A list of sequence triggers, what they do, and a few helpful hints for filter suggestions

Written by Tahlia
Updated over a week ago

Introduction to Memberships

You can collect your membership fees up front as a once-off payment, collect them over time through our recurring billing engine.

Written by Tahlia
Updated over a week ago

Adding an Upfront Membership

Do you want to collect a one-off upfront payment for your membership or class pass?

Written by Tahlia
Updated over a week ago

Adding an Ongoing Membership

Ongoing memberships allow you to collect recurring payments for a nominated period of time or indefintely (until the membership stops)

Written by Emily Smart
Updated over a week ago

Adding a Class Pass Membership

Selling packs or class passes are really simple in Clubworx

Written by Emily Smart
Updated over a week ago

Does your member need to attend a catch-up class?

For example: Does your member have a 1 class per week membership, but needs to attend 2 this week to catch up?

Written by Tahlia
Updated over a week ago

How can I manually add a membership to an existing member?

I would like to add a membership to a member myself.

Written by Tahlia
Updated over a week ago

Cancelling Memberships in Advance

This article will show you how to use the new membership cancellation feature in Clubworx

Written by Tahlia
Updated over a week ago

Sending and Resending Receipts for Memberships

How to send your member a receipt for their membership payments

Written by Tahlia
Updated over a week ago

How Do I Suspend a Member and What Happens to their Payments?

Managing Payments During Suspensions

Written by Tahlia
Updated over a week ago

Introduction to Smart Forms & Waivers

Go paperless for your contracts, sign-up forms and waivers

Written by Tahlia
Updated over a week ago

How to Transfer Members into Clubworx Using Waivers

This article will show you how to transfer your members from your existing system into Clubworx using Waivers.

Written by Tahlia
Updated over a week ago

Set up a new member waiver

Capture all the key information online to sign a new member up

Written by Tahlia
Updated over a week ago

Sign members up using a 'new member' waiver

You can add your waiver to your website or send it to prospective members that are ready to sign up

Written by Tahlia
Updated over a week ago

What happens if an Existing Contact Signs a New Waiver?

How to attach a new waiver to an existing contact in Clubworx

Written by Tahlia
Updated over a week ago

What happens when I accept a waiver?

There are different ways that Clubworx handles waivers for new prospects, new members and collecting information from other contacts.

Written by Tahlia
Updated over a week ago

How can an existing contact sign a waiver?

A member, prospect, or non-attending contact's waiver has expired, how do I send them a new one?

Written by Tahlia
Updated over a week ago

How to Merge Waivers

This video will show you how to merge single waivers and family waivers in Clubworx.

Written by Tahlia
Updated over a week ago

How to use the date of birth calendar

The date of birth calendar appears on the Clubworx Waivers and the Contact Form.

Written by Tahlia
Updated over a week ago

Manage Tax Rates in POS

Before you start adding products to your POS system, we recommend setting your tax rates up (if applicable)

Written by Tahlia
Updated over a week ago

Managing Products in POS

Before you sell anything through POS, you need to create your products! This is a really simple process. Let’s take a look below.

Written by Emily Smart
Updated over a week ago

New POS Sale

It's time to ring up a sale through your Clubworx POS

Written by David Edwards
Updated over a week ago

Introducing Clubworx Integrated Automated Payments

Manage you member payments by using a payment processor that integrates with Clubworx

Written by Emily Smart
Updated over a week ago

How Can I Skip a Payment?

Skipping an Upcoming Payment

Written by Tahlia
Updated over a week ago

How Can I Bulk Skip Payments?

Bulk Skipping Payments

Written by Tahlia
Updated over a week ago

Integrated Payment Processors - AU

Everything you need to know to get started using Ezidebit. For customers in Australia.

Written by Tahlia
Updated over a week ago

Integrated Payment Processors - US

Everything you need to know to get started using one of our integrated payment processors. For customers in the United States.

Written by Tahlia
Updated over a week ago

Integrated Payment Processors - Canada

Everything you need to know to get started using one of our integrated payment processors. For customers in Canada.

Written by Tahlia
Updated over a week ago

Integrated Payment Processors - UK

Everything you need to know to get started using integrated payments. For customers in the United Kingdom.

Written by Tahlia
Updated over a week ago

Integrated Payment Processors - Global

Everything you need to know to get started using integrated payments. For customers outside of Australia, North America, and the UK.

Written by Tahlia
Updated over a week ago

Integrated Payment Processing with Clubworx

Automatically bill your members each month by integrating with one of our payment processors.

Written by Tahlia
Updated over a week ago

How a Member Updates Their Credit Card

This article will demonstrate the process for updating a member's credit card.

Written by Tahlia
Updated over a week ago

Understanding Your Auto-Payments

You've connected your payment provider of choice with Clubworx, now what?

Written by Tahlia
Updated over a week ago

What does my member payment status mean?

There are a number of different states that a payment can have dependent on its progress.

Written by Tahlia
Updated over a week ago

Managing Failed Payments within Autopay

We've made it easy to bulk update failed payments with Autopay

Written by Tahlia
Updated over a week ago

Connecting Clubworx with Stripe

Find out how to use Stripe to power your automated payments with Clubworx

Written by Emily Smart
Updated over a week ago

Wallet sharing between members for automated payments

You can share payment details between members in Clubworx if you are using Ezidebit as your payment processor.

Written by Tahlia
Updated over a week ago

How do I refund a customer in Clubworx?

Refunding a payment for your member in Clubworx

Written by Tahlia
Updated over a week ago

I don't have an autopayment provider, how do I process my payments for reporting?

How do I keep track of my payments if I don't have autopay?

Written by Tahlia
Updated over a week ago

What is the Mobile Member Portal?

What is the Mobile Member Portal and how do I access it?

Written by Emily Smart
Updated over a week ago

What happens when my members purchase memberships through the portal?

Written by Tahlia
Updated over a week ago

Using the Member Portal

How your members can use the member portal to book classes and buy memberships.

Written by Tahlia
Updated over a week ago

Save the Clubworx Member App to Your Home Screen (iPhone)

This article will show you how to save the Clubworx Member App to your iPhone home screen for easy access.

Written by Tahlia
Updated over a week ago

Introducing Custom Reports

Build your own reports to track what is important to you

Written by Tahlia
Updated over a week ago

How to view General Member Attendance

You can view general member attendances by creating a custom report

Written by Tahlia
Updated over a week ago

Building a Custom Report

Start building your reports with the Clubworx Report Builder

Written by Tahlia
Updated over a week ago

Reporting on Bookings Made or Remaining on Specific Memberships

How to see how many booking members have left and how to filter to different memberships in Reports

Written by Tahlia
Updated over a week ago

Introducing Bulk Communications

Make sure your prospects and members are getting the right communications at the right time

Written by Tahlia
Updated over a week ago

Sending bulk messages in Clubworx

Any reports you have created can be used to send with bulk email or SMS

Written by David Edwards
Updated over a week ago

SMS and Clubworx

Learn how text messages (SMS) work in your Clubworx account.

Written by Tahlia
Updated over a week ago

Adding your Clubworx Calendar & Contact Form to your website

Embed your Clubworx class schedule and a Contact Us form on your own website using a simple copy and paste.

Written by David Edwards
Updated over a week ago

Using Barcodes with Clubworx

Set up barcodes for your members to quickly and easily check in on arrival

Written by Tahlia
Updated over a week ago

Using General Attendance Kiosk Mode

Read more here if you need to mark that members have arrived at your facility, but may not always be attending a specific class.

Written by Tahlia
Updated over a week ago

Using Class Kiosk Mode

Clubworx has a a kiosk mode that allows your staff to mark attendance or your members to mark their own attendance for a class.

Written by Tahlia
Updated over a week ago

Adding Staff such as a User, Admin, or Trainer to Your Account

You can add unlimited users to your account so that you and all of your staff can have their own logins to access Clubworx

Written by Tahlia
Updated over a week ago

How do I use the Trainer Availability Feature?

How can my trainers set their availability and how do I set appointments with them?

Written by Tahlia
Updated over a week ago

Adding Consent Clauses For User Invites to UK Gyms

Give your users an opportunity to provide you consent to store their personal data when you invite them to access Clubworx

Written by Emily Smart
Updated over a week ago

How do I create an Event?

How do I add events to my calendar?

Written by Tahlia
Updated over a week ago

Let your prospects or members book and pay for classes or events online.

Book and Pay is a simple way for visitors to your website to book in and pay instantly for any class or event that you have scheduled.

Written by Tahlia
Updated over a week ago

Contact Flags

Contact flags are notes that are visible from Class Kiosk or Roll Call or Both!

Written by Emily Smart
Updated over a week ago

Turning on Email Reminders for Bookings

In Clubworx, you have the option to turn on reminders for members - Just let the support team know!

Written by Tahlia
Updated over a week ago

Adding a Waitlist to Your Event

Full event? Not to worry! You can now create waitlists to keep your members flowing, even in a cancellation!

Written by Tahlia
Updated over a week ago

How can prospects make a booking on my website calendar?

This article will show you how new prospect can book into events via the external calendar

Written by Tahlia
Updated over a week ago

Book a friend on members membership

Now you can book friends or families easily through a single membership!

Written by Tahlia
Updated over a week ago

Booking members into events

In Clubworx you can book your members/clients into one of your events as well as multiple events that are scheduled as recurring events.

Written by Tahlia
Updated over a week ago

Why didn’t my booking work?

The calendar has certain rules that may prevent a booking from being placed successfully.

Written by Tahlia
Updated over a week ago

How Can I Book My Student In After A Class is Over?

Booking members into classes after the class has happened

Written by Tahlia
Updated over a week ago

Setting Up Appointment Types

Predefine the types of appointments you typically book your client's into to speed up your booking process!

Written by Emily Smart
Updated over a week ago

How to quickly book clients into appointments

Use your appointment types to quickly add appointments and save lots of time on bookings.

Written by Emily Smart
Updated over a week ago

For Trainers - How to Book Members Into Personal Training Sessions

This video will show you how to book appointments quickly from any device.

Written by Tahlia
Updated over a week ago

How can members make a booking on my website calendar?

This article will show you how members can book into events via the external calendar

Written by Tahlia
Updated over a week ago

Introduction to Tasks

You can set up reminders and tasks in Clubworx for yourself or your team.

Written by Tahlia
Updated over a week ago

Official Free Trial Guide: The Basics

This guide will help you get a basic understanding of the Clubworx system. Please follow each step in order.

Written by Tahlia
Updated over a week ago

What is the difference between a member, prospect, and non-attending contact?

What are contact types and what are the differences between the three?

Written by Tahlia
Updated over a week ago

How do I add custom fields to contact profiles?

You can capture additional contact information by adding custom fields to your members, prospects, and non-attending contacts profiles.

Written by Tahlia
Updated over a week ago

How do I see my member’s attendance?

Here is a summary of the different places where you can see your member's attendances.

Written by Tahlia
Updated over a week ago

Why aren't my member attendances being deducted from their membership?

Common reasons why attendances are not being deducted such as general attendance and how to amend them so that they are.

Written by Tahlia
Updated over a week ago

Failed Payments for Individual Members

What to do when an individual member has a failed payment

Written by Tahlia
Updated over a week ago

How do I convert non-attending contacts to members or prospects?

A non-attending contact wants to start attending my gym, how do I change them to a member without deleting their profile?

Written by Tahlia
Updated over a week ago

Adding Consent Clauses to Your Clubworx Contact Us Form & Prospect Bookings

Learn to add consent clauses to your Contact Us form to collect appropriate consent from your web enquiries.

Written by Emily Smart
Updated over a week ago

Martial Arts Module - Styles and Ranks

Managing your students' progressions within their style is simple and easy.

Written by Tahlia
Updated over a week ago

How do I create a grading event?

Creating and managing your grading events

Written by Tahlia
Updated over a week ago

How do I grade my students?

When you are ready to grade, use our report to simplify the process

Written by Tahlia
Updated over a week ago

Create workouts

Help your trainers and members manage their workouts

Written by Tahlia
Updated over a week ago

How does my member record a workout?

Members can view and/or record their workouts using the Mobile Member Portal

Written by Tahlia
Updated over a week ago

Manage your members' workouts

You can assign workouts to members and track their performance and progress.

Written by Tahlia
Updated over a week ago

How to Create a Camp/Seminar

This video will show you how to set up a camp or seminar in Clubworx

Written by Tahlia
Updated over a week ago

Clubworx + Zapier: New Prospect Notifications

Use Zapier to automatically send custom notifications to your sales team.

Written by Tahlia
Updated over a week ago

Clubworx + Zapier: Facebook Lead Ads

Use Zapier to automate the nurturing of Facebook Lead Ad leads.

Written by Tahlia
Updated over a week ago

Roll Call (For gyms, PT, and studios)

How to use roll call for your gym, PT, or studio

Written by Tahlia
Updated over a week ago

Roll Call

How to use roll call for your studio

Written by Tahlia
Updated over a week ago

Assessments Tool

Easily track your member's progress with the latest feature release from Clubworx!

Written by Tahlia
Updated over a week ago

Setting up late cancelation rules for your classes

Define a late cancel timeframe for your classes and apply custom automated late fees.

Written by Emily Smart
Updated over a week ago

How to set up access control for your business

Clubworx integrates with Brivo so you can set up 24/7 access control for your members

Written by Tahlia
Updated over a week ago