To help your staff get started with the system in the best possible way, the guide below has been created to provide the most important information regarding daily operations.
The videos below are intended to provide a complete visual understanding of how to operate the system. Once you have watched the videos, you should be able to use the written material below each video as a checklist during daily operations.
Info: The setup may vary from center to center. Therefore, some fields and functions may appear differently in your system.
Introduction
The FlexyFitness Front Page
When you open the system, you start on the FlexyFitness tab.
On the front page, you can view:
Today’s class overview.
Checked-in customers.
Number of participants registered for classes.
Waiting lists.
Attendance status.
If you select a class in the overview, you can see:
Which members are registered for the class.
Which membership has been used.
When the members booked the class.
Whether the members have checked in.
How many spots are occupied.
How many members are on the waiting list.
Searching for Members
In the customer directory, you can find previous and current customers/members.
The function allows you to search for customers, delete customers, and restore deleted customers.
How to Search for a Customer/Member
Step 1:
Select Customer Directory.
Step 2:
Search for the customer.
You can search by:
Phone number
Name
Customer number
Email address
Step 3:
Double-click the customer to open the customer profile.
How to Delete a Customer
Step 1:
Find the customer in the Customer Directory.
Step 2:
Select the customer.
Select Delete.
Select Close Customer.
Info: If the customer has a negative balance or active memberships, this must be resolved before the customer can be closed.
How to Show Deleted Customers/Members
Step 1:
Open the Customer/Staff Directory.
Select Search Filter.
Enable Show Deleted Customers.
You can search for the customer before or after opening the search filter. The customer will appear as soon as Show Deleted Customers has been enabled.
How to restore a deleted customer
Step 1:
Double-click the deleted customer.
Step 2:
Select the FlexyBox icon in the upper-left corner.
Step 3:
Select "Restore"
The customer is now restored and will no longer appear as deleted.
New Member – Short Membership Guide
Step 1:
Select Create New Member.
A blank customer profile will now open.
Step 2:
Fill in the member information.
Enter the following:
Phone number
Name
Address
Postal code
Email address
Date of birth
Info: If the phone number already exists in the system, a warning will appear. You can choose to open the existing profile or continue the creation process.
When the postal code is entered, the system automatically fills in the city.
Step 3:
Select Memberships.
Then select New Membership.
A new tab will open.
Step 4:
Select the membership.
You can, among other things:
Choose membership type.
Set a start date.
View the creation fee.
View the monthly price.
Create a special monthly price.*
Add a discount.
Info: If the start date is changed, the price updates automatically.
Special Price*
If a special price is created:
The price remains active until changed again.
The membership is displayed with a green checkmark next to the membership price on the customer profile under Memberships.
Info: If the price is set to 0 DKK using a special price, the system will request confirmation.
Step 5:
Choose whether the member should receive a welcome email.
Note: The checkbox is enabled by default.
Step 6:
Select Create Membership.
Step 7:
Save the Member
You can choose:
Save and Close.
Save via the FlexyBox icon to continue working on the profile.
Info: If multiple departments are used in the same database, a department must be selected before the member can be saved.
Managing the Class Overview
How to Manage Members and Classes via the Class Overview
In the system, you can manage members directly from the class overview.
The function allows you to add members to a class, register attendance, send messages, cancel classes, and reopen cancelled classes.
How to Add a Member to a Class
Step 1:
Go to the class overview.
Select Add.
Select Find Customer.
Choose the member you want to add to the class.
Step 2:
If the member does not have a valid membership for the activity, the system will display a notice.
You can override the notice if you have permission to do so.
The member will then be added to the class.
Info: When the member has been added, icons may appear to the right of the member.
The star indicates that the member is registered as a guest.
The medal indicates that this is the member’s first attendance within the last 24 months.
How to Register Attendance for a Class
Step 1:
Select the checkmark next to the member.
Step 2:
If the class starts at a later time, the system will display a warning.
You can override the rule if you have permission to do so.
The system may also display a notice stating that the attendance does not comply with the configured rules.
Step 3:
The member is now moved to Checked-In Customers on the right side of the class overview.
Info: The member color may indicate the following:
Green means it is the member’s first visit.
White means standard attendance.
Red means there is a major warning on the member profile, which can be viewed by hovering over the red profile.
How to Remove a Member from a Class
Step 1:
Find the member on the class.
Select Remove.
Step 2:
If the member is removed after the cancellation deadline, the system may display a notice.
Choose whether the member should still be removed and receive a late cancellation fee.
How to Send Messages to Members/Participants on a Class
Step 1:
Select the class in the overview where you want to send messages to participants.
Select Send Message on a single member from the participant list, or Send Message to All to send a message to all participants.
Step 2:
Write the information the members should receive.
Press "Send"
How to Cancel a Class
Step 1:
Select the class in the class overview that should be cancelled.
Select Cancel Class.
The system will display:
Which class is being cancelled.
Which members are affected by the cancellation.
Step 2:
Choose whether SMS and/or email should be sent to affected members.
If email is selected, the system uses the standard class cancellation template.
Step 3:
Select Cancel Class.
If the system warns that no notification has been sent to affected members, choose whether to continue.
Choose whether the instructor and/or the members should receive a notification.
The class is now cancelled.
How to reopen a cancelled class
Step 1:
Select the cancelled class in the class overview.
Go to the bottom of the class overview.
Select Reopen Class.
Step 2:
Choose whether the class should be reopened or remain cancelled.
Select Continue.
The class is now active again.