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    Workflows Integration: Club Hub

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    What is Club Hub?

    Club Hub is the club management and membership billing system used exclusively by Anytime Fitness. Anytime Fitness built this product themselves, in-house. They use Club Hub to sell memberships, handle club access, and run reports. There are some miscellaneous features of Club Hub that some Anytime franchisees use, and others don't. They have a poor task management / scheduler that they have replaced with Club OS.

    Goal of the Integration

    Anytime Fitness uses Club OS for Lead Management and PT Billing. They intend to continue using Club Hub for selling memberships, managing club access, and running reports related to that data.

    Integration Workflows

    Charts and tables contained within this article will aid in both visualizing and comprehending the Club Hub/Club OS integration process.

     

    Explanation:

    Club Hub syncs the following features to Club OS (Club Hub > Club OS):

    • Prospects (via Tracker URL)
      • Note: Prospects sync in real time. A Web Lead Form creates its Prospects within Club Hub.
    • Members (via Tracker URL)
      • Note: Members sync in real time.
    • Membership Agreements (via Tracker URL)
    • Employees
    • Notes
      • Note: Notes sync only when a Member/Prospect’s account or location first integrate with Club OS. However, a workaround does exist if staff accidentally adds a note in Club Hub rather than Club OS.
    • Follow-Ups
    • Appointments
      • Note: For Prospects, this includes Club Visits.
    • Marketing Sources
      • Note: This source is Club Hub.
    • Check-In Data

    Meanwhile, Club OS syncs the following features to Club Hub (Club OS > Club Hub):

    • Prospects
      • Note: Prospects will not sync if they are deleted or lack an ID.
    • Members
    • Notes
      • Note: Notes are to be entered within Club OS.
    • Follow-Ups
    • Email Campaigns
      • Note: Campaigns sync only when received by a Member. This is used for retention scoring.
    • Appointments

    Features That Do Not Sync:

    1. From Club Hub to Club OS:
    • PT Orientation
    • PT Services/Events

    Club Hub Integration Details

    A. Members (Including Membership Agreement)

    • Club OS pulls from Club Hub every 2 hours, starting at 10am Central and ending at 10pm Central.
    • Club OS pushes to Club Hub when member is updated only
    • Club Hub pushes to Club OS when member or agreement is added or updated

    Members come with a list of Club Visits and Notes for each sync. Club OS will add the visits as sales appointments on the calendar. Club OS will add notes to the prospects profile as lead notes.

    B. Employees

    • Club OS pulls from Club Hub every 2 hours, starting at 10am Central and ending at 10pm Central.

    C. Prospects

    • Club OS pulls from Club Hub every 2 hours, starting at 10am Central and ending at 10pm Central.
    • Club OS pushes to Club Hub when a prospect is added or updated
    • Club Hub pushes to Club OS when a prospect is added or updated

    Prospects come with a list of Club Visits and Notes. Club OS will add the visits as sales appointments on the calendar. Club OS will add notes to the prospect's profile.

    When a prospect is added to Club OS from Club Hub, not all changes made thereafter in Club Hub are updated in Club OS. Remember that Club OS is intended to be the source for communication and updates to a prospect, and Club Hub is to be used for selling memberships.

    • Barcode: If updated in Club Hub, Club OS will be updated.
    • Address and phone numbers: If this data is absent in Club OS, and it is added in Club Hub, it will be added in Club OS. If Club OS already has an address or a phone number for a person, updating Club Hub will NOT update Club OS.
    • Email: Same as above, except that if the prospect's email address in Club OS has been deemed not valid, we will accept the updated email from Club Hub and update it in Club OS.

    D. Appointments

    • Club OS pushes to Club Hub when an event is added or updated

    Appointments can come with notes that will be that will be added to the attendees profile.

    E. Marketing Sources

    If a source pulled from Club Hub does not exist in Club OS. it will be added and enabled.

    If a source exists in Club OS, is not found in Club Hub, the source will be set to disabled in Club OS.

    If a source exists in Club OS and is set to disabled, and the source is pulled from Club Hub, Club OS will NOT re-enable that source.

    F. Follow-Ups

    • Club OS pushes to Club Hub when a follow-up is completed (call, email or text)

    G. Email Campaigns

    • Club OS pushes to Club Hub when an email is sent from an email campaign

    Integrated data that can be used as filters in email campaigns:

    1. Membership Types
    2. Marketing Sources
    3. Primary vs. Secondary Memberships

    H. Check-Ins

    • Club OS pulls from Club Hub every 2 hours, starting at 10am Central and ending at 10pm Central.
    • When the sync occurs, we only get check-ins a day back.
    • Club Hub pushes to Club OS when a check-in occurs

    I. Notes

    • Club OS pushes to Club Hub when a note is added

    Notes include lead notes and trainer notes.

    "What Type of Appointments Are Pulled from Club Hub During Data Syncs?"

    Club OS pulls 2 types of appointments from Club Hub: "Appointments" and "Club Tours"

    The only appointments we pull from Club Hub are "staffedVisits" included with the prospect sync.

    Type "Appointment" from Club Hub maps to VISIT_TYPE_APPT in Club OS, Type "ClubTour" maps to VISIT_TYPE_WALKIN in Club OS

    Sync Frequency



    For further details on Club Hub’s integration process, click here.

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