Clubworx User Guide

Find out how to use Clubworx to streamline your gym or studio

Emily Smart avatar David Edwards avatar Tahlia avatar
118 articles in this collection
Written by Emily Smart, David Edwards, and Tahlia

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!
Tahlia avatar
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
Tahlia avatar
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
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Written by Tahlia
Updated over a week ago

How to use "Pay Now"

Allow Memberships to be Purchased Instantly with the "Pay Now" feature
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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.
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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.
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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!
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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.
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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
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Written by Tahlia
Updated over a week ago

Getting Started with your Free Clubworx Website

How to get started with your free Clubworx website
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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
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Written by Tahlia
Updated over a week ago
Memberships

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.
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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?
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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)
Emily Smart avatar
Written by Emily Smart
Updated over a week ago

Adding a Class Pass Membership

Selling packs or class passes are really simple in Clubworx
Emily Smart avatar
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?
Tahlia avatar
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.
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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
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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
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Written by Tahlia
Updated over a week ago

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

Managing Payments During Suspensions
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Written by Tahlia
Updated over a week ago
Waivers & Smart Forms

Introduction to Smart Forms & Waivers

Go paperless for your contracts, sign-up forms and waivers
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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.
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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
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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
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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
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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.
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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?
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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.
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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.
Tahlia avatar
Written by Tahlia
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
Emily Smart avatar
Written by Emily Smart
Updated over a week ago

Integrated Payment Processors - AU

Everything you need to know to get started using Ezidebit. For customers in Australia.
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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.
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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.
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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.
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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.
Tahlia avatar
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.
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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.
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Written by Tahlia
Updated over a week ago

Understanding Your Auto-Payments

You've connected your payment provider with Clubworx, now what?
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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.
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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
Tahlia avatar
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
Emily Smart avatar
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.
Tahlia avatar
Written by Tahlia
Updated over a week ago

How do I refund a customer in Clubworx?

Refunding a payment for your member in Clubworx
Tahlia avatar
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?
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Written by Tahlia
Updated over a week ago
Managing Bookings for your Contacts

How do I create an Event?

How do I add events to my calendar?
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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.
Tahlia avatar
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!
Emily Smart avatar
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!
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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!
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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
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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!
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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.
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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.
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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
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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!
Emily Smart avatar
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.
Emily Smart avatar
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.
Tahlia avatar
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
Tahlia avatar
Written by Tahlia
Updated over a week ago
Managing Your Members

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.
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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?
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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.
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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.
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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.
Tahlia avatar
Written by Tahlia
Updated over a week ago

Failed Payments for Individual Members

What to do when an individual member has a failed payment
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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?
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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.
Emily Smart avatar
Written by Emily Smart
Updated over a week ago