This article covers each of the sections of the settings are that important for getting started with GymMaster. This information is typically covered in the first few training sessions. Please feel free to use this as further clarification and guidance in setting up your database however we are here to help so feel free to book in more training should you need.
The Settings are found in the top right of your GymMaster web page.
User Administration
This is where you add in staff users, set staff access rights and add your staff as a trainer / a bookable resource in the schedule.
You do this by selecting, [+ Invite New User] (blue button, top right) and simply send them an invite. They will be sent an email to create their own password and log in to GymMaster. After you have added or invited someone, they will appear on the list of all the current staff in your database. You can then edit their profile and access rights by selecting the blue edit pencil on the right.
When editing a staff profile, you can add their photo and select whether they're a trainer or sales rep. If they need to be in the schedule for any reason, then you should select Is a Trainer under the Trainer tab. You can also edit their name and email. Reset their password, change their access rights so you can control what they can and cannot see.
If you have a staff member that cannot do their job due to their limited access rights, you may need to adjust their access rights accordingly.
You can read more about adding a new staff member in the Knowledgebase article, Setting up a new staff user.
Financial Configuration
Setting up your tax rates is important to ensure you are reporting the correct taxes for your clients' payments. The tax rates will impact prices throughout your database such as membership prices, product purchases etc.
Access your tax rates by navigating to Settings > Financial Configuration > Tax Rates (top tab) > [Adjust Tax Rates].
Note: Don't forget to save each section as you go!
You can read more about taxes in the Knowledgebase article, Tax Rates.
Roster and Open Hours
Set your club open/staffed hours, trainers calendar hours.
You can create as many different 'access hours' options as you need. You will reference back to these hours later when creating 'access hours' in a membership type later. e.g
weekend hours, off peak hours, under 18's hours, etc.
Under the Roster and Open Hours section, you can also set the trainers' rosters. The trainer's (person's name) details will only appear here if you have selected them as a 'trainer' in the User Administration section as outlined above.
Unfortunately we don't have any Knowledge base articles covering Roster and Opening Hours in more detail yet.
Club Details
Under this section, you'll find everything related to your facility. This information will be referenced elsewhere, such as appearing on invoices.
Remember to enter your billing provider details under 'Billing Details,' with API information typically supplied by your billing provider.
You can read more about setting up billing providers in the Knowledgebase article, Setting up your Billing Provider.
Additionally, set up the Club Template and HTML design for your outgoing emails.
You can read more about your club template in the Knowledgebase article, Setting up your clubs Email Template Design.
Advanced Configuration
The vast majority of GM settings are found under this section, and these settings will impact your database.
Take the time to go through them all using the help notes. You can use the magnifying glass at the top to search for keywords, and everything is categorised under different headers on the left. Feel free to adjust the settings, but if you're unsure, it's best to reach out to support or book a training session to discuss.
You can read more about how to contact support in the Knowledgebase article, How to make a support request.
Some of the key settings that require your attention in the Advanced Configuration are; billing default dates, parameters for how overdue a member can become before being denied access, control booking online and default settings for membership holds.
You can read more about blocking a member if they owe too much money in the Knowledgebase article, How to block access to Members who owe too much.
Unfortunately we don't have any Knowledge base articles covering Membership Holds in more detail yet.
Forms and Waivers
In this section, you can create all your forms and waivers. You have the option to create separate waivers and Terms and Conditions or have a unified document containing both.
Additionally, you can create multiple Terms and Conditions/ waivers for specific memberships, for example, swimming memberships must sign the 'Pool Safety' waiver while gym members must sign ‘Gym safety’ waiver etc.
Furthermore you can create questionnaires under this section. Questionnaires typically include medical questions or information about previous skills and fitness history.
Unfortunately we don't have any Knowledge base articles covering Forms and Waivers in more detail yet.
Template fields can be used for personalising information displayed in your forms and waivers.
You can read more about using template fields in the Knowledgebase article, Personalising communication: Using template fields.
Bookings and Classes
This is the 'back-end' of the schedule. If the service or class is not entered, it will not appear as a book-able option on the schedule.
This section is divided into four parts:
- Classes - group sessions that anyone can book.
- Services - private bookings, either one-on-one or for private groups.
- Resources - locations and equipment at your facility that need their own schedule.
- Staff - all staff added as a resource.
Please enter all classes and services that are bookable, along with the price per person for that single booking. Note that this does not include 'packs' (e.g. a 10-pack of PT), as packs are considered memberships in GM.
Unfortunately we don't have any Knowledge base articles covering the creation of Bookings and Classes in more detail yet.
Membership Types
After setting up your classes and services, the next step is to configure all the different membership types you offer. If you have the same membership offered in multiple payment frequencies (e.g., weekly, fortnightly, and monthly), you'll need to create a separate membership type for each. Ensure that all terms and waivers are attached to the relevant memberships, as these will be emailed automatically to members.
You can read more about creating membership types in the Knowledgebase article, Create a Membership Type.
You can read more about attaching terms and waivers in the Knowledgebase article, Membership Agreements: Terms and Conditions & Waivers.
You can organise membership types by creating different membership type categories under the Categories section, on the left-hand side. This categorisation allows you to group membership types like Gym Memberships, Golf Memberships, Tennis Memberships, etc. This categorisation will also be reflected online if they are made available there. You'll see the online description box pop up, where you can enter details about each membership.
You can read more about creating membership type categories in the Knowledgebase article, Create a Membership Division.
Member Portal
These settings directly impact the Member Portal, governing what your members can and cannot do online. This includes ability to book classes and/or services online, permissions for actions such as cancelling bookings or adding holds and any restrictions on the abilities and permissions.
You will also be able to adjust terminology used on the member portal such as adjust wording on buttons like [Book a PT session].
Billing will need your attention, this governs how your members will pay should they sign up online.
We recommend you look at your Member's Portal first hand, to see what your members will see when they log in online. You can do this by going to your portal's signup section, or logging in as a member.
You can read more about viewing your Member's Portal in the Knowledgebase article, Login to the Members Portal as a member.
Note: Features enabled in the member portal will also impact the member app.
Integrating your Member portal to your website
You can integrate your Member Portal and Class Calendar with your website - this is done on your end, generally by your web developer.
There are instructions for this on the support page of our website: https://www.gymmaster.com/gymmaster-online-module-setup/
Templates
Templates are provided as pre-written emails for your convenience, eliminating the need to type them each time.
In this section, you'll find a variety of templates as examples, feel free to review and update the email templates as needed. You don't need to worry about anything else; these templates will be available for assignment when needed for automation. They will remain here until you choose to use them.
Unfortunately we don't have any Knowledge base articles covering creating Templates in more detail yet.
Template fields can be used for personalising information displayed in your email and SMS templates.
You can read more about using template fields in the Knowledgebase article, Personalising communication: Using template fields.
Task Automations
As mentioned in the Templates section, you have the option to set up specific Task Automation so that emails can be sent to your members automatically. Similar to the templates, there are numerous examples available that you can utilise. These automated emails may include messages for birthdays, welcome messages, failed billing, low class pack balance, reaching 100 visits, and more.
You can read more about setting up Task Automations in the Knowledgebase article, Setting up a new Task Type.
Products
To add the different products you wish to sell, navigate to the Products section. If you want to track stock levels for a product, each variation needs to be added separately. For example, if you have a product called 'T-shirts,' you should create each size and style separately for accurate stock tracking.
Unfortunately we don't have any Knowledge base articles covering adding Products in more detail yet.
You can organise your products by creating and adding Product Types to group them under different categories. A helpful tip is to have the products open in one tab and the Point of Sale in another tab, refreshing the page to see how things look and where you want them added.
You can read more about the Point of Sale in the Knowledgebase article, Using the Point of Sale.
Once you start selling products its important to learn how to keep track of your product stock.
You can read more about tracking stock in the Knowledgebase article, Tracking your stock.