front desk help

Your Management Software Solution and Your Front Desk

« Blog | Written by ezfacility | | (0) Comments

If you ask yourself where your facility’s nucleus of member service lies, what is your answer? The front desk? Most likely. It’s where almost all member-related activities take place, and it serves as the main communication point for prospects, members, trainers, sales staff, instructors, and managers. At the same time, chances are you rely on a management software solution that is the beating heart beneath your front desk, a system that, for starters, organizes, maintains, and stores member information and allows you and your staff to access that information instantly and easily. Given how important a software solution is to your front desk’s functioning, it’s crucial to ensure that the two elements—the desk and the software—are fully integrated. Here are a few ways to do so.

First, train front desk staff completely. If your software system is going to fulfill your needs, your staff will have to know how to optimize its capabilities. A software solution package should come with training support (if you’ve purchased one that doesn’t, it’s probably time to shop around for a better alternative). Sign up with your provider for a training course, and be sure to sign your key staff members up as well. Moreover, know how to answer your employees’ questions about the system (and where to go for answers if you don’t have them). At base, you — and at least some of your employees — should know how to use the system to process payments, manage sales leads, attract new members, retain members, address attrition, and forecast revenue. Get up to speed on anything you’re unsure about, and keep your employees up to speed as well.

Once you know your front desk staff is using your software system to its full capacity, you’ll want to focus on how well your security procedures integrate with your system’s security features. Management software enhances front desk security in a number of ways. First and foremost, it can pop up photos of members as they check in, allowing staff to verify that the member and the person present are the same person. Moreover, your management software can help you fine-tune access to your club. Member-specific features, such as image capture and fingerprint scanning, help deter nonmembers from entering. These features also can help alert front-desk staff if memberships are past due or expired, allowing them to deal with issues on the spot.

On a lighter note, your software solution can help enhance member experience by providing your staff members with instant, member-specific alerts. If someone checks in on their birthday, you can configure your system to display a happy birthday message, so that front-desk staff can convey their wishes on behalf of the facility. If someone is recovering from an injury that they have reported to your facility, a message to that effect can pop up, allowing staff to enquire about their progress. All in all, the front-desk experience can become a more personal and enjoyable one, helping to create an atmosphere that keeps members coming back (not to mention renewing their memberships and spreading the word to prospects).

One more feature of your management software solution to pay close attention to when it comes to front-desk business: back-up. As with any system that channels important information, your management software solution requires efficient data backup and storage. Find out what kind of backup/restore utilities are available with your system. How frequently does your software transmit information from your facility to your provider’s mainframe, and how often is that mainframe backed up? Do you have online access to member information? The last thing you want is for front-desk staff to be checking someone in, only to find out the system has crashed. Be sure to institute a regimen of periodically backing up your data, whether by archiving it on another network computer located off-site or distributing it to removable storage media. Review your regimen with key employees, and check it occasionally to be sure it’s functioning as intended.

business keywords

Matching Future Goals with Software Solutions

« Blog | Written by ezfacility | | (0) Comments

When it comes to facility management software, it can be difficult to know what product will be a good fit for your company. What features do you assess in order to make a determination? How can you know, before putting money down, whether a given product will be right for you?

One factor that can set a product apart from others is what is planned for it in the future. As Athletic Business magazine put it in a recent article, “What are the vendor’s future plans — and yours? Given how rapidly technology is evolving, this might be the most important question to ask once you have your priorities in mind.” The question is crucial not only because of the pace at which technology changes but also because, as a business, your facility must grow in order to thrive. If you invest in a software solution that will not grow with you, you’ll find yourself in a few years having to choose a new solution all over again — or having to figure out how to live with an inadequate one.

To understand what a vendor plans for a software product’s future, you need to know two things: what additional features a company has in development and how your own needs might change. In talks with salespeople, ask what features the vendor plans to implement in the future, and when implementation is expected to happen. Some particular features to consider inquiring about: mobile compatibility (if the software doesn’t already have a mobile feature, will it? Will it work on all devices?), simplified registration for and checking into group fitness classes (will the software solution allow for one or two clicks that let members efficiently register or check in?), encryption techniques (will software updates include whatever encryption technologies are most cutting edge at the time?). Also, think about your particular future needs. If you’re a college rec center, perhaps you plan to offer occasional outdoor adventure programming — does the software solution you’re considering allow for this, or might it in the future? Are you considering implementing wearable integration, and, if so, can the solution support this?

Clearly, you need to undertake some self-reflection before you begin asking about the future of a given product. If you haven’t already, sit down with your core team and brainstorm how you want the next five years — and the next ten and fifteen and twenty years — to look for your facility. What’s your wishlist in terms of general development and growth? What do you imagine for your facility particularly in terms of technological implementation? What do you hope your management software will be able to do for you down the road? Once you articulate answers to such questions, you can begin to understand the kinds of questions you need to ask about management software products. Don’t be afraid to get carried away. If you envision eventually have a sixty-foot rock-climbing wall that ascends from the deep end of a swimming pool, but you currently have no wall and no aquatic center, make sure your management software package either has the capacity to handle a climbing-wall-cum-swimming pool or will have it. Anything you can project as a possible reality for your facility, you want your software to be able to handle — if not now, then at some point.

So think ahead, think big, and ask questions about what’s to come.


How a Software Solution Could Maximize Your Time

« Blog | Written by ezfacility | | (0) Comments

If you run a sports center, health club, gym, or niche exercise venture, chances are you don’t have enough time. It would take someone superhuman, after all, to open a facility early in the morning; oversee employees, attend meetings, troubleshoot, pay bills, coordinate with contractors, and do all the other zillion things required of business owners (including maybe even running a class or a training session or two); perform end-of-the-day accounting and shut-down routines (the end of the day often being 10 p.m.); and tend to post-work familial and social obligations while still having time leftover. Never mind finding the hours needed to grow your business in whatever way you dream of growing it.

Where Does a business software solution come in?

Software packages designed for the sports and fitness industries automate many of the processes that consume a great deal of time if you do them by hand or using basic word-processing or spreadsheet programs designed for other purposes. Business software solutions produce user-friendly reports, convey messages to employees and members, send out automatic notices to collect member dues, schedule trainers and instructors, track equipment, manage leagues, provide marketing tools, and much, much more. Automating these functions gives you more time for the things you want and need to get done. It also gives you the security that comes with knowing that one, overarching system is running your entire operation.

How do you choose the solution that’s right for your facility?

First, you have to know what needs the software must meet. Take the time to study your current business requirements, design, and mission. Review the hardware and software you already have in place, and analyze their current strengths and shortcomings. Consider also what kind of financial investment you are willing and able to make in a software package. (If all of this seems like too much of a burden on your already stuffed schedule, consider hiring an organizational analyst who can come in, determine your needs, and make recommendations. Sometimes having an outsider’s perspective is more helpful anyway.) A key part of this step: Consider not only what your business needs now, but also what it will need a year, five years, ten years down the road. You don’t want to invest in something your business will outgrow quickly.

Second, consider security.

With each passing day, more and more business applications use the cloud: that mysterious, invisible place where so much of the world’s data is stored. The more applications that use them, the more vulnerable businesses are to hackers and malware. Before you choose a software solution, ensure that the company that provides it has a reputation for security. Ask what security options the software includes. Does it encrypt stored data? What level of encryption does it support? Doing your homework in this area could save you many headaches down the road.

Finally, don’t evaluate just the software — also evaluate the vendor.

You don’t want to choose a company that executes great ideas poorly or mismanages its people or products. You do want a company with proven vendor stability. That’s not to say it has to have been around for decades, but the executive team should include industry leaders. You should consider the size of the vendor, what its core business is, and whether its software truly supports the sports and fitness industries.

Finding the right software can mean reduced expenses, increased profits, happier employees and members — and more time for you. If you’re not already using a software solution, start looking into the possibilities today. And if you are, consider an overall assessment to be sure the one you’ve got is the best one for you.

nutrition complete

Add to the Client Experience with Nutrition Complete

« Blog | Written by ezfacility | | (0) Comments

Over the last decade our industry has seen a boom in the latest gadgets and innovations revolving around fitness equipment within the club. However, the same old problem remains – your members are leaving. The fact is, approximately 80% of members who join a gym are coming to lose weight, but rarely do they ever succeed. Although members may lose 400 calories by running on a treadmill for 60 minutes, they do not always meet their goals. Why? One reason is that, when members leave the gym they often times consume twice as many calories as they have burned, mainly by eating the wrong foods. Achieving weight related goals is 20% exercise and 80% nutrition. “We are what we eat” and your members need a helping hand to achieve their goals. Otherwise they are going to become disillusioned and leave, again and again.

Nutrition Complete is the only proactive nutrition tool designed specifically for the health and fitness industry. While members enjoy the benefits of improved health, saved money, achieved goals and a more organised lifestyle, the clubs are benefiting from a value added upsell to existing membership fees, extra revenue and better retention:

  • Personal Dietary Profiles will help your members to discover their nutritional needs by displaying recipes and meal plans that will suit their age, weight, height, gender, activity level and diet types for each day.
  • Personal goal setting will allow members to enter their goals and keep track of their progress.
  • Powerful recipe search–powered by–will allow users to filter and search through millions of healthy recipes by meal type and preparation time.
  • Add beverages to your meal plan and know how many calories are consumed with each drink.
  • Shopping list generation and delivery. Nutrition Complete integrates with allowing members to purchase ingredients online from their favourite supermarket and delivered directly to their door. On top of saving time on shopping, it also helps members to compare prices across all major supermarkets, resulting in massive savings on their grocery bill.
  • Meal plan/ Recipe Printing. Members can save their meal plans, create shopping lists, and print both.
  • Controls portion sizes allowing members to lose weight effectively.
  • Dietary option templates to suit everyone`s dietary preferences including: vegan; vegetarian; pescatarian; red meat free; gluten free; dairy free; nut free; shellfish free; seafood free.
  • Meal statistics will show the percentage of RDA for each member that their current meal provides, for the selected day.
  • White Label. Want to create your own brand and use your own color schemes? Nutrition Complete can be fully tailored to fit with your brand image.
  • Add your own recipes and meal templates for your members and decide which locations and members can view them.
  • Integration with Fitbit makes goals tracking just easy. No need to record your progress–everything is done automatically.
  • Members can subscribe to free motivational e-mails to keep them going.
  • Recipe rating will show you the most favorited recipes and allow you to rate them.

Learn more by visiting

Addition of View Details Option on E-mail Campaign History Page and More!

Addition of View Details Option on E-mail Campaign History Page and More!

« Blog | Written by ezfacility | | (0) Comments

In a world full of numbers it is easy to get lost in them. From what’s in your bank account to the number of clients that pass through your facility each day. Our last release featured the introduction of the Email Campaign History page, which, not only gives you the ability to see previously sent emails, but also allows you to report on their success or failures using numbers. With that in mind EZFacility’s Development Team has taken that concept one step further with the release of a “View Details” section of the Email Campaign History Page and more!

View Details- Email Campaign History

In the Email Campaign History section of your EZFacility account you will notice our newest feature – View Details. Our goal for adding the View Details section was to associate a name and purpose with email campaign results. This allows you to better understand and analyze the reach and depth of your campaign efforts.

Clicking into View Details will automatically display campaign result totals for a variety of industry standard email event types. These results can be broken down to include the email address of the recipient and an event time stamp that allows you to view statistics as they happen. You can also filter through campaign information using criteria such as email address and event type.

Email Results Recorded:

  • Delivered: Message has been successfully delivered to the receiving server.
  • Open: Recipient has opened the HTML message.
  • Click: Recipient clicked on a link within the message.
  • Bounce: Receiving server could not or would not accept message.
  • Dropped: Recipients IP address has been added to the blacklist.
  • Spam Report: Recipient marked message as spam.

Display Available Openings Remaining on an Online Registration Form

In an effort to make Online Registrations as efficient as possible, our latest release includes the ability to display the remaining openings available on an Online Registration Form. When your clients first view this page they will be met with the available openings remaining totals for creating new subgroups and individual registrations. For those clients who will be looking to register for a sub group, the sub-group openings will be displayed when viewing the list of subgroups.

Note: The number of available openings remaining is based on the “Max. Individuals” and “Max. Subgroups” set in the group details.

Update to Our SPAM and Security Settings

With our latest release we have made an update to our SPAM and security settings. Now, when sending an email blast, the ‘From’ field will be changed from your facility or personal email address to, while still displaying the name of your facility at the top. Be assured however, that when a client replies to a sent email, it will be received by the user that sent the email blast and not EZFacility. This change is for security reasons, and is being implemented across the industry for SPAM prevention. Email providers such as Yahoo and AOL already require this change and are beginning to block emails that are sent ‘on behalf of’ another email address.

And More!

In addition to these changes, there were many additional updates included in this release. For more details, please visit out Release Notes page.

New Email Campaign History Page and More!

New Email Campaign History Page & More!

« Blog | Written by ezfacility | | (0) Comments

Our Development Team is constantly working to improve your user experience with EZFacility. Between major updates, we release small but important Features and Fixes that address issues and add useful new options/tools to better help you manage your business with EZFacility.

Sending a carefully choreographed email campaign regarding special events, news items or promotions can lead to increased revenue and a larger client base. However, have you ever sent an email campaign and been left wanting to know more? For example, what email campaigns have I sent, how many clients did each campaign go to or how many of those clients had invalid email addresses? EZFacility’s Development Team has released a brand new feature, Email Campaign History, that focuses on those very questions!

Email Campaign History

In the Administration section of your EZFacility account you will notice a newly organized Email Campaign section that houses our newest feature – Campaign History. Clicking into Campaign History will provide access to the riches that are your previously sent email campaigns! Clicking into Campaign History you will see the last 20 sent email campaigns displayed automatically. However, not only can you just view campaigns, you can also search through previous ones using criteria such as address, subject, and date.

The Campaign History list will show the:

  • number of clients attempted
  • number of duplicate email addresses
  • number of clients with no email address
  • number of invalid email addresses
  • number of clients the e-mail was sent to

Add Multiple Email Addresses to a Client’s Profile

Understanding the need to have multiple email addresses saved for a single client, we have updated the client page to do just that. To begin saving multiple email addresses, navigate to a client’s personal page and locate the email address section. Entering an email address into the field and clicking the add button will include the address on the client profile. You will want to continue this process for as many emails as applicable. After emails have been added editing them is as simple as selecting the edit pencil to the right of each email address.

**Remember to click the update button on the client profile to save your changes**

Features and Fixes

Features & Fixes – Automatic Credit Card Notification Emails

« Blog | Written by ezfacility | | (0) Comments

Our Development Team is constantly working to improve your user experience with EZFacility. Between major updates, we release small but important Features and Fixes that address issues and add useful new options/tools to better help you manage your business with EZFacility. These changes are documented in our Release Notes, found in our Community Center under the “Product Info & User Guides” section.

Have you ever tried to process a customer’s monthly membership or package renewal only to be declined due to an expired credit card? An expired card can lead to lost revenue and wasted staff hours as necessary follow-ups must ensue to acquire updated billing information. EZFacility’s Development Team has released a brand new feature that focuses on eliminating this all-too-frequent scenario – Automatic Credit Card Notification Emails.

Automatic Credit Card Notification Emails

In the Billing Preferences page, you can now choose if and when customers are notified that their credit card on file is about to expire. First, enable these notifications, so that the system knows to start sending these reminders on your behalf. Then choose whether the system should send notifications 60 days before expiration, 30 days before expiration, or on both days. Lastly, select whether these notifications are to go to everyone with cards on file, or just those who use their credit cards for Autopay.

Please note, credit cards saved on file are set to “Use for Auto Pay” by default and can only be changed if your account is setup to use direct debit.

And More!

In addition to these changes, there were many additional updates included in this release. For more details, please visit our Release Notes page.


3 Quick Ways To Streamline Scheduling

« Blog | Written by ezfacility | | (0) Comments

These days, scheduling just one day in a single family’s life practically requires a PhD in metaphysical engineering. Your spouse is out of town, you have an important work meeting, you’re out of groceries, and the plumber is coming to fix your broken sink; meanwhile, one kid has to get to soccer practice, taekwondo, and a dentist appointment and the other has a dance class and a tutoring session. Figuring out how it’s all going to get done seems impossible.
No wonder running a sports facility can give you a headache. If coordinating four people’s activities in one day is complicated, what about coordinating fields, equipment, practice space, classes, and special events for hundreds of people over several months? How are you going to get it all done?
Of course, you already have systems in place for tackling this task, but can you improve those systems? Here are a few tips for streamlining:

1. Test Your Knowledge

If you use league scheduling software, make sure you know its capabilities. Sure, you know how to publish a schedule to your website (you do, right?), but can you schedule multiple divisions at once? Are you sure you’ve got the settings right so you avoid double booking? Are you accommodating team preferences? If your software doesn’t allow you to do all these things, it’s time to find a new one. If it does and you’re not sure how to do them, it’s time for a refresher course. Do some research online, or, better yet, call your software’s support line. If you don’t use scheduling software, oh boy. Unless you’re a tiny, boutique facility, offering just one sport and with only a small clientele, you probably really need some.

2. Setup Quick Group Meetings

Have weekly or daily check-in sessions with employees to make sure everyone knows what’s on tap, forestall any potential glitches, and fix any problems. Scheduling works best when all the people involved know about the schedule and have a chance to weigh in on it. You’ll be doing yourself and your facility a big favor if you create time for brief, frequent sessions to ensure all systems are go. Also! No matter how carefully you plan and check your plan (and double-check your plan), conflicts happen. Know your steps for handling conflicts; train your employees in handling them too. Remember the end goal: Keep the customers happy.

3. Make Time for Analyzing Mistakes.

Again, conflicts arise. If something has gone wrong with your scheduling despite your mastery of software, your open lines of communication, and your vigilant efforts to stay on top of things, you need to know what went wrong. It can be useful to have a flowchart of questions to help you avoid problems in the future (for example: Did I enter this team’s practice location change into the software correctly? If no, then learn how to enter changes; if yes, then did I check to make sure the change was communicated through the proper channels? If no, then…. You get the idea).
We tend to think scheduling should come easily to us, and sometimes it does. But your facility is a complex system. To maintain complex systems, small adjustments often are necessary—and they can make a big difference. Figure out what small changes you can make to simplify scheduling!

Information Is Power

Information Is Power

« Blog | Written by ezfacility | | (0) Comments

All right, a show of hands please: How many of you have done your reports? Yes, that’s right: reports. When you hear the R-word do you break out into hives? Do memories of tenth-grade English class flood your mind and render you a sobbing mess? Do you start sweating, thinking about those all-nighters you pulled back when you would sit down around 8 p.m. to get started on a twenty-pager due the next day? Well, relax. That’s not the kind of report I’m talking about — although, like that sort, this kind also can mean the difference between success and failure.

I’m talking about reports you can use to measure and improve every aspect of your health center, fitness club, gym, or sports facility. Financial reports, booking reports, availability, payroll, membership, point of sale, inventory, marketing, participation, attendance, and system usage reports — all of these can give you vital information about how your business is doing on a monthly, weekly, or even daily basis. But only if you actually run them. And only if you know what to do with them after you’ve run them.

For this industry, having data available at your fingertips is vital. All day long, you serve members who want the best workout experience possible; coming to your facility might well be the highlight of their day. If you don’t know how packed your classes are, what marketing efforts have been effective in the past, what the daily attendance patterns at your facility are, and the like, then you don’t know how to provide your members with the tip-top service they’re seeking.

It’s not enough, however, just to run reports and have them available. You have to make sure your employees are trained in reading and analyzing the reports you run. Can your membership guru study the membership report and understand when and why new enrollments dip? Can your payroll director take a look at a report and determine whether there are payroll expenses you’re incurring unnecessarily? If you’re regularly producing reports (and if you are, good for you!), sit down with the employees responsible for studying them, and make sure they’re on the same page as you when it comes to understanding them.

Finally, know how to take action based on your and your employees’ analyses. If a booking report tells you your 12 p.m. Monday spin class is constantly over-enrolled, consider running a second spin class at the same time. If your inventory report shows that the women’s locker room runs out of towels every day at 5 p.m., you know you’ve got to get more towels in there, or make changes to your laundry schedule. Whatever the issue, when you’ve taken the time to gather and examine data that tells you how your club is doing, take action. Let the reports guide you in your decisions about which actions to take. Information is power, but until you make changes based on the information, it’s only potential power.

Got an App?

« Blog | Written by ezfacility | | (0) Comments

It’s time we talked about apps. The fact is, if your facility doesn’t have one, you might soon find your business going the way of the 8-track cassette player and the fax machine. Websites alone don’t cut it anymore; customers expect your business to be accessible to them at any time of day, from wherever they are. That means if they’re at their kids’ soccer practice and they want to check your class schedule, or they’re walking down the street and they want to know your exact address, you better have an app for that. You need a quick, easy, smartphone-accessible solution to all of your customers’ needs.

Your customers aren’t the only ones who benefit. If you can provide them with palm-of-the-hand services, you’ll reap rewards yourself. A mobile app that gives you the ability to immediately update members with “Push Notifications” allows you to communicate quickly and effectively with your entire community about club changes, news, class availability, and the like. An app also can present you with an easy way to distribute information about specials, promotions, and coupons, drawing members in by keeping them on the look-out for deals from you. There’s another big bonus too: An app can be a selling point for new members (and it’s a must-have if the gym across the street has one).

But no matter how much easier an app makes things for you, what it comes down to is greater customer satisfaction. If you’ve got an app that complements your sports or fitness business — again, engaging members and clients when it’s convenient for them — then you’ll have customer satisfaction, which means improved retention. In addition to keeping clients informed, hooking them on promotions, and providing an easy way to book classes, you can offer an app that allows you to post motivational photos and videos, showcase members’ stories, offer fitness tips, and highlight new workouts. Your customers get what they need, and you get what you need. That’s what apps are all about.

Benefits of Using Software to Manage Your Facility

« Blog | Written by ezfacility | | (0) Comments

Our next post is dedicated to those still on the fence about investing in software for your club or facility. We’re going to outline the numerous benefits of having software and how it can prove to be fruitful.

  • Time Saver – Having software for your day-to-day club or facility needs will free up time for you to spend with your customers. It will make remaining organized simple and allow you to gain more productivity and efficiency. In the end, the additional time will allow you to dedicate more resources and people-power to servicing your customer and signing up more members.
  • Ease of Use – When choosing to implement a club management software tool for your business,  making sure that it is easy to use is absolutely vital. Features that are user friendly and designed to support multiple scheduling scenarios will make managing your club or facility a breeze. Furthermore, selecting a service where training is thorough and provided by industry professionals is important to the future success of your business.
  • Increase Profits – Utilize your facility better by improving scheduling of venues, trainers, and classes with software; eventually this will lead to higher revenues and earnings. Additionally, choosing software that has a low-monthly fee with no hidden fees is most likely to be affordable and allow you to increase profits easily.

Outsourcing billing and collections is also helpful in saving both time and money; finding it all provided by one company is even better. There are numerous benefits of using full service billing in and of itself. By having a third-party bill collect membership dues, you can significantly lower your expenses and free up time better spent elsewhere. Outsourcing will also allow you to reduce the amount of delinquent accounts and boost membership retention and renewals.

EZFacility has a proven track-record of clients who have improved their business using our software. An example of a client significantly increasing membership since they began using software for their club is a small Virginia-based fitness center that increased membership by 88%. Another includes a Community Association utilizing the software for multiple venues and nearly doubling membership in half a year due to our flexibility and in-depth functionality.
Also, even though you may not need all the features software can offer you right from the start, keep in mind that your business is growing, and you may one day need some of this advanced functionality.

We hope this has been helpful in making a decision about choosing software to help run your business. Thanks for reading and come back soon for more tips!

Keeping Up With Gym Membership Increases

« Blog | Written by ezfacility | | (0) Comments

The number of gym memberships has significantly increased over the past decade. In 1998, 29.5 million Americans belonged to a gym and in 2010 that number rose to 40 million and despite the recession hitting most households, Americans did not cut gym membership.

That being said, it’s important to be prepared for the ongoing growth of your facility. Staying organized by tracking all invoicing, payments, payroll, and commissions is essential in order to keep expanding and remain successful. Part of accomplishing this is making sure you have a ‘one-stop-shop.’ Software that takes care of all of this for you and makes it simple to pull reports will free up time to connect with customers individually.

Functions that good software should perform include:

  • Back office management

  • Front desk management

  • Billing and payment processing

  • Scheduling and activity management

  • Marketing and customer relationship management

  • Financial and demographic reporting

With these capabilities at your fingertips, business owners will be able to increase both revenue and productivity. It’s also especially important that the software be a web hosted service as this eliminates the hassle of having to install hardware or software onto the computer. With Software as a Service (SaaS), security and privacy are of utmost importance. When considering SaaS, asking the right questions will ensure that your data is safe. A few questions to be answered before choosing software include:

  • Is your production environment housed in a state-of-the-art hosting facility?

  • What are the security arrangements for the facility? Are they in place 24/7/365?

  • What type of infrastructure do you host data on? Are there virus protection arrangements in-place?

  • Do you utilize an independent third party to run periodic external and internal vulnerability scans?

  • How often do you back up data, and where are they stored?

  • What level of data encryption is utilized to protect website transactions?

  • What is your privacy policy?

Lastly, it’s a good thing that the health and fitness industry is doing well and is projected to continue to do so; just make sure your business is ready to keep up!

Stay posted for more ideas on long-term success for your business.

Targeted Marketing Campaigns with EZFacility

« Blog | Written by ezfacility | | (0) Comments

Make the most out of our software features by going beyond the scheduling, management and billing functions. Because EZFacility software keeps track of your client demographics, clubs can easily identify their largest opportunities for customer-base growth. Our software features top commercial email marketing software that allows you to send emails that are targeted to the right group.

A few examples of how this function can be used to target the right members:

  • Membership or Package About to Expire – Remind members to renew their membership or training package before they expire. This gives them the opportunity to continue with uninterrupted gym or training time and keeps cash flowing for your facility.
  • Birthdays – A member’s birthday is coming up; email them notifying them of a free personal training session in celebration of their birthday. This is a great way to have them try out something new at your facility that could convert to additional business from an existing member.
  • Past members – Notify past members of a great sign up offer. By keeping past members posted on new offers via email, chances are if they see a great one, you’ll lure them back in.
  • New Program/Class Alerts – Send a targeted email to members that have participated in similar classes/programs in the past. They’ll appreciate a suggestion tailored to their interests and will assure members that their facility is keeping things fresh and interesting.

Use the demographic reporting in EZFacility to find out where the holes are in your demographics. This makes it simple to find out what age group or gender needs additional targeting and focus. Perhaps, your club needs more Senior- level classes or extra babysitter services during the day for those stay-at-home moms looking to stay fit. With EZFacility’s Marketing tools, these gaps can be easily found and marketing strategies and campaigns can then be implemented.

Hope this helps in generating new ideas on how EZFacility’s software can be used for marketing to all your clients utilizing unique and innovative approaches.

We will, of course, continue to keep you posted on new developments and information.

Is Your Club Primed for Growth with Personal Training? Part 3 of 3

« Blog | Written by ezfacility | | (0) Comments

In this final part of a three part post I have outlined below the remaining two of what I consider four key reasons for implementing a strong personal trainer scheduling and management solution as a component of your club management software:

  1. Enhanced Visibility Into Your Business

    A good system will provide the ability to view departmental performance in real-time, yet the power lies in its ability to uncover inefficiencies and provide insight. Creative club owners armed with this information can see how to better monetize facility resources and staff, and help to improve the overall profitability of their club. This information can help to uncover inefficiencies in the use of a trainer’s time each day, as well as help to more quickly and accurately determine when another trainer should be added to the days scheduled, etc. It can also help to identify which trainers are consistently converting free trials into revenue-generating customers, and which trainers are struggling with this extremely critical aspect of their jobs. All of this various information should help club owners and managers answer the key questions that will help them streamline the operations of their training business and improve the revenues derived as a result.
  2. Improved Customer Service

    Real-time visibility into your club’s daily processes also translates into improved customer service for your members. For example, when training clients call in to check on trainer availability, payments owed, or to change an appointment, a good scheduling and management system will provide these answers right at your fingertips – giving the member the answers they need, when they need them. A growing number of club owners are realizing that a powerful trainer scheduling and management system is an ongoing way to deliver enhanced business performance and in turn, significantly improve customer service.

Hopefully the information outlined in this three part post will help to show why researching and implementing a powerful trainer scheduling and management system, either stand-alone or as part of your core club management software solution, is an important process for your facility – and will help to prime your club for long-term growth and success.

Is Your Club Primed for Growth with Personal Training? Part 2 of 3

« Blog | Written by ezfacility | | (0) Comments

In this second of a three part post I have outlined below two of what I consider four key reasons for implementing a strong personal trainer scheduling and management solution as a component of your club management software:

  1. Improved Operational Control

    The software system selected should provide club owners and trainers with an instantaneous view into daily processes to make sure operations are proceeding smoothly. Is a certain trainer available at a specific time today? Does my 2 o’clock appointment have any pre-existing medical conditions or owe a balance for a prior session or package? These are all questions that should be able to be answered by the new system with a quick glance at the screen or with one click of your mouse. By spotting trouble early each day, small problems can be dealt with or eliminated completely before they have a chance to accumulate and become large ones.
  2. Consistent Performance Reports & Financial Analysis

    A good trainer scheduling and management system enables a real-time view at how your business is performing, which yields reports that are more consistent and accurate in nature. Traditional reports are often out of date by the time they arrive on your manager’s desk, and usually after unexpected problems have already cropped up. A good system should provide customizable reports covering a variety of critical areas such as daily schedules and rosters, invoices, payments & customer statements, payroll reports for export to 3rd-party payroll providers, and management reports for club performance & financial analysis.

In the final post in this series I will outline the final two of the four key reasons.

Is Your Club Primed for Growth with Personal Training? Part 1 of 3

« Blog | Written by ezfacility | | (0) Comments

Software that offers strong personal trainer scheduling and management functionality is gaining attention as a critical component for improving the operational processes that impact your club’s growth on a daily basis. How well your club streamlines its operations, improves trainer productivity, reduces costs and increases profits, will be a determining factor in your facility’s overall future success. With the popularity and revenue gains that club owners have seen with their personal training business in recent years, implementing a powerful club management software and billing system that includes a very strong trainer scheduling and management component has become that critical “must have” for a club of any size.

If you haven’t yet implemented a scheduling and management system within your club (either as a part of your core club management system or on a stand-alone basis), there are a variety of key items for you to consider as you begin the selection process:

  1. Is it user friendly – i.e. can it be used by staff with just novice computer experience?
  2. Does it offer detailed management of training packages and other service offerings?
  3. Does it allow for detailed tracking of trainer payroll, commissions and varying pay rates?
  4. Does it provide personal training specific management reports for club performance & financial analysis?
  5. Does it give your personal training clients access to book new sessions or buy new packages right from your website?
  6. Does it offer the ability to integrate credit card or direct debit functionality so that you can charge your customers for services in real-time? Or better yet, does it offer the option for a full-service billing and collections component as part of the software, so you don’t have to worry about chasing customers for overdue payments?
  7. Can it be accessed from any web-connected computer – both inside your club or out?

A good trainer scheduling and management software system focuses on these sets of issues with an eye on executing and managing them more efficiently on a daily basis. This attention to detail can result in improved operational control, better visibility into your business, improved customer service, and more consistent employee performance.

In the next post in this three part post I will begin to outline the 4 key reasons for implementing a strong personal trainer scheduling and management solution as a component of your club management software.