Clubworx User Guide

You can manage multiple sites in a single account

Managing Multiple Locations in a Single Clubworx Account

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

How to set up your multi-site account

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

Gocardless Payment Processing

Connecting your Gocardless Account With Clubworx

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

Importing Existing Mandates from your Gocardless Account

You can manage this directly from your Clubworx account

Adding/updating a mandate for a member

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

Understanding how Gocardless payment timings work.

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

Understanding your Gocardless Payout Report

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

Cancelling payments for members paying via Gocardless

Understanding the graphs and reports on your dashboard

Dashboard

Reading Your Dashboard

Reading your member graph on your dashboard

Dashboard: Members Graph

Reading the Net Revenue Session of your Dashboard

Dashboard: Net Revenue Graph

Reading your Monthly Recurring Revenue and Annual Run Rate dashlets

Dashboard: Monthly Recurring Revenue

Reading your Attendance dashlet

Dashboard: Attendance

Reading the What's On Today dashlet

Dashboard: What's on today

Reading the Tasks dashlet on the dashboard

Dashboard: Tasks

Reading your Recent Activity dashlet on your dashboard

Dashboard: Recent Activity

Learn how to automatically send a specific pre-filled waiver to your contacts with your Sequences tool.

Sequences

Sequences - Using the Send Prefilled Waiver option action to convert more leads and retain more members

How to use the "Booking Due" trigger to send a custom booking reminder

Setting Up a Booking Reminder Sequence

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

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

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

What do Sequence Triggers Mean?

"Prospect Status Changed" allows you to automate messages as prospects move through your sales funnel.

Sequences - Using the Prospect Status Changed trigger option to automate your sales process

Adding new memberships in bulk is a feature that can be activated by one of our support staff.

Memberships

How to Add Memberships in Bulk

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

Introduction to Memberships

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.

How to add a make up class or session for a member

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.

How to Bulk Cancel Memberships

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

Adding an Upfront Membership

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

Adding an Ongoing Membership

Selling packs or class passes are really simple in Clubworx

Adding a Class Pass Membership

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.

Upgrading / Downgrading Membership Plans

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

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

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

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

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

How to use "Pay Now"

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.

How to Bulk Suspend Memberships

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

Cancelling Memberships in Advance

How to send your member a receipt for their membership payments

Sending and Resending Receipts for Memberships

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

Adding Tax Rates to your Receipts

Managing Payments During Suspensions

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

Now You Can Choose Which Contact Has a Payment Method!

Waivers & Smart Forms

Managing Wallet Sharing on Waivers

What each option for memberships on a waiver is for!

Waiver Options: Memberships for Families

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

Introduction to Smart Forms & Waivers

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

How to Transfer Members into Clubworx Using Waivers

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

Set up a new member waiver

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

Sign members up using a 'new member' waiver

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

What happens if an Existing Contact Signs a New Waiver?

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

What happens when I accept a waiver?

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

How can an existing contact sign a waiver?

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

How to Merge Waivers

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

How to use the date of birth calendar

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

Point of Sale (POS)

Manage Tax Rates 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.

Managing Products in POS

If you have items with barcodes, and a barcode scanner, you can use them with Point of Sale in a few simple steps!

Using barcodes with POS

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

New POS Sale

Written by David Edwards
Updated over a week ago

Integrated Auto Payments

Introducing Clubworx Integrated Automated Payments

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

What does "Failed: Add Payment Denied - Only active customers can have payments added to their schedule" mean?

My Members Payment Status is "Failed: Add Payment Denied - Only active customers can have payments added to their schedule" but they are active?

Skipping an Upcoming Payment

How Can I Skip a Payment?

How Can I Bulk Skip Payments?

Bulk Skipping Payments

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

Integrated Payment Processors - AU

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

Integrated Payment Processors - US

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

Reporting On Membership Payments

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

Integrated Payment Processors - Canada

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

Integrated Payment Processors - UK

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

Integrated Payment Processors - Global

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

Integrated Payment Processing with Clubworx

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

How a Member Updates Their Credit Card

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.

SCA Update: How to Create a Credit Card Update Waiver

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

Understanding Your Auto-Payments

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

What does my member payment status mean?

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

Managing Failed Payments within Autopay

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

Connecting Clubworx with Stripe

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

Wallet sharing between members for automated payments

Refunding a payment for your member in Clubworx

How do I refund a customer in Clubworx?

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

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

Mobile Member Portal

What happens when my members purchase memberships through the portal?

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

Using the Member Portal

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

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

You can now schedule your favourite reports to be exported to your email address on a regular basis.

Reports

How to Schedule regular report exports

You can now calculate your trainers' earnings using the Trainer Payroll Report.

Exploring the Trainer Payroll Report

Build your own reports to track what is important to you

Introducing Custom Reports

You can view general member attendances by creating a custom report

How to view General Member Attendance

Start building your reports with the Clubworx Report Builder

Building a Custom Report

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

Reporting on Bookings Made or Remaining on Specific Memberships

Select a default reply email address to make sure that you’re getting your members' replies.

Sending Bulk Communications

How to set your Default Reply Email Address

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

Introducing Bulk Communications

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

Sending bulk messages in Clubworx

Written by David Edwards
Updated over a week ago

SMS and Clubworx

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

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

Adding your Clubworx Calendar & Contact Form to your website

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.

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

Your Clubworx Free Trial Calendar

How to get started with your free Clubworx website

Getting Started with your Free Clubworx Website

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

Member Check In

Using Barcodes with Clubworx

The Clubworx Mobile App allows your members to check into classes totally contactlessly! Here's how to set it up!

Clubworx Mobile App: Proximity Checkin

Using General Attendance 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.

Using Class Kiosk Mode

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

Adding Staff / Additional Users To Your Account

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

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

How do I use the Trainer Availability Feature?

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

Adding Consent Clauses For User Invites to UK Gyms

How do I add events to my calendar?

Managing Bookings for your Contacts

How do I create an Event?

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.

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

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

Contact Flags

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

Adding a Waitlist to Your Event

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

How can prospects make a booking on my website calendar?

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

Book a friend on members membership

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

Booking members into events

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

Why didn’t my booking work?

Booking members into classes after the class has happened

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

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

Setting Up Appointment Types

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

How to quickly book clients into appointments

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

For Trainers - How to Book Members Into Personal Training Sessions

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

How can members make a booking on my website calendar?

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

Tasks

Introduction to Tasks

Managing Your Members

How to Bulk Unenrol all members from a Workout

Customise your Prospect statuses to better track your sales and onboarding process.

Using and Customizing Prospect Statuses

Clubworx now allows you to include an additional recipient when sending certain messages to your contacts via email or SMS.

Multi-contact messaging in Clubworx

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

Official Free Trial Guide: The Basics

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

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

Clubworx now allows you to bulk import new contacts. This feature can not be used to update existing contacts.

How to Bulk Import Contacts

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

How do I add custom fields to contact profiles?

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

How do I see my member’s attendance?

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

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

What to do when an individual member has a failed payment

Failed Payments for Individual Members

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

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

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

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

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

Martial Arts Module

Martial Arts Module - Styles and Ranks

Creating and managing your grading events

How do I create a grading event?

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

How do I grade my students?

Help your trainers and members manage their workouts

Workout Tracker

Create workouts

There is now a simple way to enrol multiple members into the same workout.

How to Bulk Enrol Members in a Workout

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

How does my member record a workout?

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

Manage your members' workouts

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

Building Workflows in Clubworx

How to Create a Camp/Seminar

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

Clubworx and Zapier

Clubworx + Zapier: New Prospect Notifications

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

Clubworx + Zapier: Facebook Lead Ads

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

Roll Call

Roll Call (For gyms, PT, and studios)

How to use roll call for your studio

Roll Call

Easily track your member's progress with the Assessments Tool

Assessments

Assessments Tool

If they can't come to you, go to them (virtually) with online classes using your choice of video-conferencing app and Clubworx.

Your Calendar

How to Live Stream Classes with Clubworx

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

Setting up late cancelation rules for your classes

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

Adding Rooms and other Locations for Events

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

Allow 24/7 Access to Your Business with Brivo

How to set up access control for your business

How to get your members started on the mobile app

Mobile App (iPhone & Android)

Inviting your Members to your Mobile App

How families can use the mobile app to book in everyone with one log in!

Using the Mobile App for Families

Clubworx mobile member app allows you to send notifications directly to your members phones!

Sending Push Notifications to your Contacts Mobiles

You can now use Sequences to automatically add a Membership to a contact.

Use Sequences to add a Membership

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

Uploading / Migrating Your Contacts to Clubworx

How do I add a Contact in Clubworx?

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

Getting Started with Clubworx