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Clubworx User Guide
Clubworx User Guide
Find out how to use Clubworx to streamline your gym or studio
+1
158 articles in this collection
Written by
Emily Smart,
David Edwards,
Tahlia
and 1 other
Gocardless Payment Processing
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
Dashboard
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
Sequences
Sequences - Using the Send Prefilled Waiver option action to convert more leads and retain more members
You can learn how to automatically send a specific pre-filled waiver to your contacts with your Sequences tool.
Written by
Emily Smart
Updated over a week ago
Setting Up a Booking Reminder Sequence
How to use the "Booking Due" trigger to send a custom booking reminder
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
Sequences - Using the Prospect Status Changed trigger option to automate your sales process
"Prospect Status Changed" allows you to automate messages as prospects move through your sales funnel.
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Written by
Jessica Berry
Updated over a week ago
Creating a Failed Payment Message Sequence in Clubworx
Use sequences to set up automatic messaging when your member's payment fails
Written by
Tahlia
Updated over a week ago
New Sequence Trigger - Membership Start Date
You can now use sequences to communicate with your clients based on their membership start date.
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Written by
Jessica Berry
Updated over a week ago
New Sequence Trigger - Attendance
Clubworx now makes it easier to keep in touch and keep your members engaged and turning up for classes.
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Written by
Jessica Berry
Updated over a week ago
How to Automate Group Fitness Challenges with Clubworx
Keeping your members engaged and succeeding at their challenge just got easier.
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Written by
Jessica Berry
Updated over a week ago
Memberships
How to Add Memberships in Bulk
Adding new memberships in bulk is a feature that can be activated by one of our support staff.
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Written by
Jessica Berry
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
How to add a make up class or session for a member
If your member has missed a class or session that they are booked in to, an extra make up class can easily be added to their membership.
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Written by
Jessica Berry
Updated over a week ago
How to Bulk Cancel Memberships
If you are in a situation where you need to cancel multiple memberships (and we hope you're not), here is how to do it.
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Written by
Jessica Berry
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
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
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
How to use "Pay Now"
Allow Memberships to be Purchased Instantly with the "Pay Now" feature
Written by
Tahlia
Updated over a week ago
How to Bulk Suspend Memberships
If you are in a situation where you need to suspend multiple memberships (and we hope you're not), here is how to do it.
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Written by
Jessica Berry
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
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
How Do I Suspend a Member and What Happens to their Payments?
Managing Payments During Suspensions
Written by
Tahlia
Updated over a week ago
How to Change a payment schedule for an existing member
Where previously you had to delete the membership and add a new one, you can now change the ongoing payment day for existing members
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Written by
Jessica Berry
Updated over a week ago
Allow Members to override Default Membership start dates
It is now possible to allow your members to override/choose membership start dates when purchasing via online forms and the member app.
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Written by
Jessica Berry
Updated over a week ago
Waivers & Smart Forms
Managing Wallet Sharing on Waivers
Now You Can Choose Which Contact Has a Payment Method!
Written by
Tahlia
Updated over a week ago
Waiver Options: Memberships for Families
What each option for memberships on a waiver is for!
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
How to Copy Waiver Questionnaire Answers to a Contact Profile
When using waivers to collect answers in the questionnaire field, you can now see the answers on the general contact profile page!
Written by
Tahlia
Updated over a week ago
Point of Sale (POS)
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 yesterday
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 yesterday
Using barcodes with POS
If you have items with barcodes, and a barcode scanner, you can use them with Point of Sale in a few simple steps!
Written by
Tahlia
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 yesterday
Integrated Auto Payments
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
My Members Payment Status is "Failed: Add Payment Denied - Only active customers can have payments added to their schedule" but they are active?
What does "Failed: Add Payment Denied - Only active customers can have payments added to their schedule" mean?
Written by
Tahlia
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
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
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
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
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
How to automatically reschedule failed payments
Clubworx lets you set up automatic rescheduling to retry failed payments when you need, and stop after however many attempts you set
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
How to Add and Apply Credit Vouchers
It is now possible to add credit vouchers to member profiles and apply those credits to payments.
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Written by
Jessica Berry
Updated over a week ago
Mobile Member Portal
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
Reports
How to Schedule regular report exports
You can now schedule your favourite reports to be exported to your email address on a regular basis.
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Written by
Jessica Berry
Updated over a week ago
Exploring the Trainer Payroll Report
You can now calculate your trainers' earnings using the Trainer Payroll Report.
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Written by
Jessica Berry
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
Sending Bulk Communications
How to set your Default Reply Email Address
Select a default reply email address to make sure that you’re getting your members' replies.
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Written by
Jessica Berry
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
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
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
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
Member Check In
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
Clubworx Mobile App: Proximity Checkin
The Clubworx Mobile App allows your members to check into classes totally contactlessly! Here's how to set it up!
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 / Additional Users To Your Account
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
Managing Bookings for your Contacts
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
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
Tasks
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
Managing Your Members
How to Bulk Unenrol all members from a Workout
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Written by
Jessica Berry
Updated over a week ago
Using and Customizing Prospect Statuses
Customise your Prospect statuses to better track your sales and onboarding process.
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Written by
Jessica Berry
Updated over a week ago
Multi-contact messaging in Clubworx
Clubworx now allows you to include an additional recipient when sending certain messages to your contacts via email or SMS.
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Written by
Jessica Berry
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 to Bulk Import Contacts
Clubworx now allows you to bulk import new contacts. This feature can not be used to update existing contacts.
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Written by
Jessica Berry
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
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
Workout Tracker
Create workouts
Help your trainers and members manage their workouts
Written by
Tahlia
Updated over a week ago
How to Bulk Enrol Members in a Workout
There is now a simple way to enrol multiple members into the same workout.
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Written by
Jessica Berry
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 Add a Video to your Exercises in Workouts
Did you know you can add a video to demonstrate an exercise in Workouts? Here's how!
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Written by
Jessica Berry
Updated over a week ago
Building Workflows in Clubworx
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 and Zapier
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
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
Assessments Tool
Easily track your member's progress with the Assessments Tool
Written by
Tahlia
Updated over a week ago
Your Calendar
How to Live Stream Classes with Clubworx
If they can't come to you, go to them (virtually) with online classes using your choice of video-conferencing app and Clubworx.
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Written by
Jessica Berry
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
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
Allow 24/7 Access to Your Business with Brivo
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
Mobile App (iPhone & Android)
Inviting your Members to your Mobile App
How to get your members started on the mobile app
Written by
Tahlia
Updated over a week ago
Using the Mobile App for Families
How families can use the mobile app to book in everyone with one log in!
Written by
Tahlia
Updated over a week ago
Sending Push Notifications to your Contacts Mobiles
Clubworx mobile member app allows you to send notifications directly to your members phones!
Written by
Tahlia
Updated over a week ago
How to Automatically enable the Member App for New Members
A simple way to automatically enable the Clubworx or White label Member App for your new members using Sequences
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Written by
Jessica Berry
Updated over a week ago
Use Sequences to add a Membership
You can now use Sequences to automatically add a Membership to a contact.
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Written by
Jessica Berry
Updated over a week ago
Clubworx Admin Set Up
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
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 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
Your "Contact Us" form
How to add sections to your "Contact Us" form, where to find it on the free website, and how embed it on your external website
Written by
Tahlia
Updated over a week ago
Uploading / Migrating Your Contacts to Clubworx
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
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