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Member Manager FAQ

  • How do I sell a contract?

Member Manager sales are split into Products, Services, Packages and Contracts.  The Contract sales process is done separately from the other three, and you are not able to combine Product, Service or Package sales with the Contract sale.  There are two ways to start a Contract sale, either by going to Sales>New Contract or by going to the member's profile from the Members tab and clicking the New Contract button. 

To learn more about selling a contract click here.

 

  • How do I sell a product?

Product Sales in Member Manager can either be made to a Member's profile using the Existing Member Sale or as a general Point of Sale not associated with a Member's profile using the Product Only Sale. 

To find out more about Existing Member Sales click here.

To find out more about Product Only Sales click here.

 

  • How do I sell packages?

Package sales in Member Manager can be made using the Existing Member Sale.

To learn more about selling packages click here.

 

  • What is the difference between contracts and packages?

In Member Manager, a package is a group of one or more items grouped together and sold as one. Packages can be set up to renew automatically at either a specified time interval i.e. every month, or when the number of items remaining dips below the threshold you set. A contract is also one or more items grouped together and sold as one, however unlike packages contracts allow you to specify a specific number of payments, adjust the payment schedule after the sale has been completed, and freeze the contract for a period of time. Contracts also generate a PDF at the time of sale containing all of the terms and conditions.

 

  • How can I check-in my members?

Member Manager offers a variety of options when it comes to member check-in. For an unmanned check-in, you can use our Kiosk. To quickly check in members and then later assign them to classes you can use the Quick Check. For a more traditional search-based check-in you can use either the Search by Member or the Search by Class options. 

To find out more about the Kiosk click here.

To find out about the Quick Check click here.

To find out more about the other check-in options, click here .

 

  • Do you have an app?

Member Manager has a member facing app called Member Assist. The app allows members to view schedules, book classes, and even allows them to store a digital keycard for check-in. The app provides you the owner with a direct line of communication to your members by way of push notifications and announcements. To get started using the app, just let one of our support representatives know you're interested. 

 

  • How do I add a class to my schedule

Classes can be added to your schedule by simply clicking on the time slot you want the class to begin on, and then filling in the details, such as instructor, appointment type, and capacity, on the book a class screen.

To find out more about booking classes click here.

 

  • How do I add a contract to my inventory?

A contract allows you to group session items to invoice on a recurring basis.  Member Manager will create monthly invoices based on the contract settings you setup.  The monthly payments can be automatically charged through your merchant processor or billed directly through Member Solutions.

Click Here for more details on adding contracts

There are 4 types of contracts:

Term - Fixed number of payments

Ongoing - The contract continues until it is stopped by the facility

Paid In Full - A single payment for the entire contract

Complimentary - A contract for 0.00.  Similar to a Paid In Full in that there is no recurring element.  Typically used for staff memberships, scholarships are barter situations.

Click here for more details on setting up contracts.

 

  • How do I add items to my inventory?

 Items in Member Manager are split into two types; Products and Services. Products are meant to be physical items such as equipment, refreshments, or apparel. Services are items that are used to check into classes and appointments. Both can be added to your inventory by going to Setup>Intventory>Add Item

Click here for more details on adding items.

 

  • How can I generate barcodes?

You can generate barcodes for any member who has a member id #. To do so you would locate the member or members in question using the member search, then select the members you wish to print barcodes for and chose the print barcodes action from the Actions dropdown.

Click here for more details on printing barcodes.

 

  • What is the difference between schedule types?

Member Manager has four types of schedules you can create. The Private type schedule allows you to book a member for an appointment with a single staff member. A Class type schedule allows you to create an open class that members can be booked into. A Court type schedule allows you to schedule an appointment with no staff member, only a location is necessary. A Massage type schedule works just like a Private type, but it also allows you to specify a location. 

To find out more about creating schedules click here.

 

  • How can I send an email?

Member Manager has several ways in which email can be sent.  Automated Messages, Enhanced Email and through the Email Marketing Module.

Automated Messages - Automated messages are emails that are automatically sent based on certain criteria.  These can include: invoice messages, appointment reminders, birthday emails and more. 

For a complete list of automated messages, click here.

Enhanced Email -  There are many areas within myVolo that will allow you the ability to send an email message.  From the Members tab, click Search to get a list of members you want to email.  Once you have selected the option to ‘Email All found or Email All Selected’, Member Manager will navigate you to the Email screen.  From there you can create a new email or use a pre-made email template.

Click Here for more details on creating an email template.

 

  • How can I send a text message?

In Member Manager you can send a text message to a member or members from any screen or report that has a Send Message dropdown such as the Member search or a member's contact log by choosing Text All found or Text All Selected. Use of the texting feature does require an additional monthly subscription. 

For more information on Text rates and packages email us at [email protected]

 

  • How do I add a member?

To add a member profile in Member Manager go to the Members tab on your left side menu and choose add member. This will open a page where you can enter all of the member demographic info. You can also add a new member during the sale process by clicking the blue Add new member link that appears when you begin typing in the Purchase by field. 

Click Here for more details on adding members.

 

  • How do I add a lead?

To add a lead profile in Member Manager go to the Members tab on your left side menu and choose add lead. This will open a page where you can enter all of the lead's demographic info.

Click here for more details on adding leads.

 

  • How can I post the schedule on my website?

Member Manager allows you to generate HTML code for a scheduling widget which you can then embed in your website. To generate the code you would go to Setup>Personalize>Widget. From here you can choose from a range of color combinations and specify what schedules to show and how they are to display. Once you are done the software will provide you with HTML code that you can embed in your website to allow members to view your schedule. 

Click Here for more details on the scheduling widget.

 

  • How do I make adjustments to existing contracts?

Three types of adjustments can be made to contracts after the sale is complete using the select actions dropdown on a members contracts tab. You can edit the payment schedule, adjust the renewal settings, or freeze the account.

To edit the payments schedule, choose the Edit Payments option from the Select Action drop-down. In the window that opens you may adjust payment amounts and due dates for the upcoming contract payments. Once you have made all desired changes, click the save button.

To edit the renewal settings choose the Edit Autorenewals option from the Select Action drop-down. In the window that opens you can adjust the payment amount for the contract going forward (Ongoing contracts only), change the renewal date, change the number of remaining payments (Term contracts only), change the payment frequency, change the billing profile, and change the settings for renewal at the end of the contracts(Term contracts only.)

To freeze the contract choose the Freeze option from the Select Action drop-down. In the window that opens you can select the date, you would like the contract to reactivate. No invoices will be generated until the date you choose. 

Please note that these adjustments cannot be made in the software by Full Service Billing users.

 

  • How can I enable automatic emails?

Automated messages are emails that are automatically sent based on certain criteria.  These can include: invoice messages, appointment reminders, birthday emails and more. 

For a complete list of automated messages, click here.

 

  • How do generate invoices for post billing?

Member Manager allows you to automatically generate invoices members who have unpaid for sessions on their On Account tabs. To generate these invoices, go to Invoices/payments> Manage Invoices. Click on the Create Invoice Due button in the top right corner of the Manage Invoices screen. This will generate a list of temporary invoices for all members with on account items for you to review. Then click the Approve all invoices button to create permanent invoices and process payments for any member that has a default payment source set up. Once this process completes you can click the Email All Invoices button to send a copy of the invoices to the members they were created for via email. 

Click here for more details on post billing.

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