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    Club OS writes and provides technology solutions for the fitness industry. Not only does its software streamline club operation, but its sales and marketing tools will increase retention while driving revenue toward the club simultaneously. Still, despite its easy-to-use interface, its complex features might prove daunting to users who have yet to undergo proper Club OS training. Here is a quick glimpse at Club OS’ core features and how they apply toward daily operations.

    Entering the System

    The Club OS Experience begins when a Prospect enters a club and inputs their info into the Digital Guest Waiver (DGW). The data the DGW collects will vary depending on a club’s preference, often drawn from the previously administered guest intake form.

    Typically, the fields will include First/Last Name, Address, Phone Number, and Email. Each DGW will also include that club’s Liability Waiver. At the moment that a Prospect’s profile is generated in Club OS, it is then also transferred to that club’s billing provider. (Note: Later, when selling a membership, look to this ABC profile to convert the Prospect to Member.)

                                     


    The Follow-Up Schedules

    Depending, first, on such factors as ‘how the lead was acquired’ (ex. Web Lead, Referral) and the outcome of their visit (ex. Active/Missed Guest), this lead will automatically filter into a corresponding status on the Membership Follow-Up Schedule.

               

    The Membership Follow-Up Schedule exists to catalog leads while keeping communication flowing in a systematic effort to convert a Prospect into a Member. Follow-ups may be performed via call, email or text.

    As you can see, each status can have up to ten stages. (All except Appt Booked -a feature explained below.) Each status, as seen on the left side of the page, indicates a specific “position” a lead may fall within its effort toward conversion. Across the top, are the potential stages one through ten.

    If the first follow-up stage displays a ‘0’, then that lead will be contacted on the same day in which they first entered that new status. (In the case of a Lead, an ‘0’ would instruct that the Prospect be contacted on the same day as they entered Club OS.) Each subsequent stage’s number, then, indicates the wait (in days) before that Prospect is meant to be contacted again. If a number occupies the tenth stage, follow-up contact will repeat indefinitely upon every entered number of days. To calculate what total number of days a lead will be followed up with in any given status, simply add together each number in the row.

    Appt Booked is the only membership follow-up status that uses alternate logic. There is one follow-up point. This time, the number displayed within the stage indicates how many days prior to the appointment the Prospect is scheduled to be contacted. Here, a ‘0’ signifies contact on the day of the appointment whereas a ‘1’ signifies contacting the day before. 

             

    When a membership agreement is sold, that Prospect then converts to Member status within Club OS. From here, they are transferred to a second PT Follow-Up Schedule. Much like the Membership Follow-Up Schedule, this table will now seek to sell PT to committed club Members. The logic between the two schedules are identical. (FC Booked runs just like Appt Booked.) If, ever, a club seeks to modify a schedule, this can be accomplished by contacting Club OS.


    Syncing

    When a club books a PT calendar event, or a membership sale occurs, Club OS will recognize the event and change the follow-up status of the corresponding individual. Changes to prospect profile data should be made in Club OS, which will update the data in the billing provider. Once an agreement is sold, Club OS will sync the latest profile data from the billing provider.

    When Club OS syncs is controlled by two factors: Full Cron and Hourly Cron. The Full Cron is the event in which a club’s entire system, except for its Point of Sales transactions and its recurring services, syncs at once. (Only the past thirty days are synced in the case of Point of Sales transactions and recurring services.) Full Cron occurs once a day, every day, at 9pm local time. By contrast, the Hourly Cron syncs data from the last day, only. Also, Hourly Cron occurs at various times each day. By default, the Hourly Cron occurs at 12pm and 5pm (also local time).

                                            

    However, by upgrading, a club’s Hourly Cron can occur every hour, on the hour, from 9AM until 8PM, with the Full Cron syncing at 9PM, as shown below.

                                              

    Each club syncs at Full Cron as well as during their own designated Hourly Cron times. If uncertain about a club’s sync times, contact Club OS.


    Translations

    Finally, provided below is a raw representation of the table data that gets passed from ABC to Club OS and vice versa. If any assistance is needed in translating the data, feel free to reach out to Club OS’ support for clarification. Click each link to jump ahead to their corresponding table.

    Translation to ABC Prospect • Translation from ABC Member • Translation from ABC Employee • Translation from ABC Member Service Agreement • Translation from ABC Invoice • Translation from ABC Check In

     

    A. Translation to ABC Prospect

    Club OS Field

    ABC Field

    Notes

    firstName

    firstName

     

    lastName

    lastName

     

    gender

    gender

     

    dateOfBirth

    dateOfBirth

     

    mobilePhone

    cellPhone

     

    mobilePhone

    primaryPhone

     

    workPhone

    workPhone

     

    email

    email

     

    address1

    street

     

    city

    city

     

    state

    state

     

    zip

    zip

     

    notes

    miscellaneous1

    if notes are greater than 50 characters, first 50 will be stored in miscellaneous1 and the rest in miscellaneous2

    salespersonSystemId

    salesPerson

    salespersonSystemId is the ABC GUID of the Membership Follow-Up Person

    employer

    employer

     

    barcode

    barCode

     

    guestPassStart

    issueDate

     

    guestPassStart

    beginDate

     

    guestPassEnd

    expirationDate

     

     

    B. Translation from ABC Member

    Club OS Field

    ABC Field

    Notes

    clubSystemId

    homeClub

     

    firstName

    Personal.firstName

     

    middleName

    Personal.middleInitial

     

    lastName

    Personal.lastName

     

    gender

    Personal.gender

     

    dateOfBirth

    Personal.BirthDate

     

    occupation

    Personal.occupation

     

    email

    Contact.email

     

    mobilePhone

    Contact.cellPhone

     

    homePhone

    Contact.homePhone

     

    workPhone

    Contact.workPhone

     

    addressLine1

    Contact.address

     

    city

    Contact.city

     

    state

    Contact.state

     

    zip

    Contact.zip

     

    marketingSource

    Membership.campaign

     

    group

    group

     

    barcode

    barcode

     

    createdDateTime

    Agreement.Dates.contract if not empty

    Membership.createTimestamp otherwise

     

    joinDate

    Agreement.Dates.sign if not empty

    Club OS createdDateTime otherwise

     

    isProspect

    Agreement.number

    If Agreement.number contains "PROSP"

    Membership.systemId

    Agreement.number

     

    Membership.agreementName

    Membership.type

     

    Membership.agreementType

    Membership.type

     

    Membership.isActive

    Status.active

     

    Membership.isPrimaryAgreement

    Agreement.primaryMember

     

    Membership.isOnlineSignup

    Agreement.stationName

    If Agreement.stationName is "Home"

    Membership.entrySource

    Agreement.EntrySource.name

     

    Membership.recurringPayment

    Agreement.Payment.dues

     

    Membership.downPayment

    Agreement.Payment.downPayment

     

    Membership.pastDueBalance

    Agreement.Payment.pastDueBalance

     

    Membership.startDate

    Agreement.Dates.effective

     

    Membership.endDate

    Agreement.Dates.expiration

     

    Membership.saleDate

    Agreement.Dates.lastRenewal if not empty

    Agreement.Dates.lastRewrite otherwise if not empty

    Agreement.Dates.sign otherwise

     

    Membership.isRenewal

    Agreement.Dates.lastRenewal if not empty

     

    Membership.isRewrite

    Agreement.Dates.lastRewrite if not empty

     

    Membership.isAutoRenew

    true if Agreement.Dates.expiration is empty and Agreement.Payment.dues is not empty and is greater than zero

    true if Agreement.renewalType is not empty and contains "Auto"

     

    Membership.billingStatus

    Agreement.Queue.name if not empty

     

    Membership.billingStatusDate

    Agreement.Queue.entryDate if Agreement.Queue.Name is not empty

     

    Membership.alert

    Status.alert if not empty

     

    Membership.alertDate

    Status.alertDate if Status.alert is not empty

     

    Membership.alertReason

    Status.alertReason if Status.alert is not empty

     


    C. Translation from ABC Employee

    Club OS Field

    ABC Field

    Notes

    firstName

    Personal.firstName

     

    middleName

    Personal.middleInitial

     

    lastName

    Personal.lastName

     

    dateOfBirth

    birthDate

     

    email

    Contact.email

     

    mobilePhone

    Contact.cellPhone

     

    homePhone

    Contact.homePhone

     

    workPhone

    Contact.workPhone

     

    addressLine1

    Contact.address

     

    city

    city

     

    state

    state

     

    zip

    zip

     

    barcode

    barcode

     

     

    D. Translation from ABC Member Service Agreement

    Club OS Field

    ABC Field

    Notes

    salesperson

    salesperson

     

    serviceEmployee

    serviceEmployee

     

    member

    member

     

    unitQty

    totalPeriods

     

    unitPrice

    invoiceTotal

     

    description

    serviceItem and recurringTypeDesc

     

    agreementName

    serviceItem

     

    isAutoRenew

    autoRenew

     

    isActive

    active

     

    repeatType

     

    Club OS RepeatType.MONTHLY

    saleDate

    Dates.sale

     

    startDate

    Dates.firstBilling

     

    endDate

    Dates.finalBilling

     

     

    E. Translation from ABC Invoice

    Club OS Field

    ABC Field

    Notes

    systemId

    id

     

    receiptNumber

    receiptNumber

     

    member

    member

     

    salesperson

    employee

     

    IntInvoiceItem.saleDate

    timesstamp

     

    IntInvoiceItem.systemId

    PosTransactionItem.id

     

    IntInvoiceItem.description

    PosTransactionItem.name

     

    IntInvoiceItem.upc

    PosTransactionItem.upc

     

    IntInvoiceItem.unitQty

    PosTransactionItem.quantity

     

    IntInvoiceItem.unitPrice

    PosTransactionItem.unitPrice

     

    IntInvoiceItem.packageQty

    PosTransactionItem.packageQuantity

     

    IntInvoiceItem.subTotal

    PosTransactionItem.subtotal

     

    IntInvoiceItem.tax

    PosTransactionItem.tax

     

    IntInvoiceItem.profitCenter

    PosTransactionItem.profitCenter

     

    IntInvoiceItem.isPaid

    PosTransactionItem.getSale

     

    IntInvoiceItem.systemMemberServiceAgreementId

    PosTransactionItem.RecurringService.id

      


    F. Translation from ABC CheckIn

    Club OS Field

    ABC Field

    Notes

    systemClubId

    clubNumber

     

    checkInTimestamp

    checkInTimestamp

     
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