How to create a member file?

When a new client buys our products or services, a member file must be created. Thanks to this file, you will be able to perform all sorts of actions in relation to this client. For example, you may sell him or her a product or a service, allocate a mandate number for direct debit payments, check his or her invoices or browsing history, assign an alert or a note, issue communication via email, mail or text message…

Please find in the article below how to create a member file.

STEP 1: OPEN A NEW MEMBER FILE

Wherever you may be in the application, you’ll find a permanent button  in the lower right corner of your screen enabling you to add a new client to your club. A window opens up, now you can start creating the member file.

STEP 2: FILL IN THE CLIENT'S MAIN INFORMATION

FILL IN THE DIFFERENT FIELDS IN THE MEMBER FILE
Fill in all the compulsory fields followed by an asterisk. Name, First name, Date of birth and Title as a minimum.  

Required fields

• If you wish to make a sale, you MUST fill in the post code and the city name. If this information is missing, the sale won’t be possible. By filling in the post code, the city name will automatically be shown.
• It is possible to define non-compulsory, compulsory fields by requesting them from our support department. However, if your instance is integrated with partners, please ensure that the compulsory fields match theirs, otherwise there will be a conflict.

You may also fill in the phone number and mobile number. The mobile number may be used to send informative, commercial, legal, intern or partner text messages.

The email address will be used as username when creating a member site.

STEP 3: FILL IN ADDITIONAL INFORMATION

Here, you can specify the job, the company, the prescriber (person/social network that has recommended the club to this client) and the source (place/context where the client has heard of the club).

YOU CAN CHECK THE CLIENT'S ID

YOU CAN SAVE THE CLIENT'S PHOTO 

Please click on the camera. The personal webcam opens so you can take the new client's picture. You can take several pictures if needed, so that the client may choose his/her favourite one. Please click on the client's favourite photo to select it. It can now be shown on the member file.

STEP 4: FILL IN THE CLIENT'S OBJECTIVES

These fields are not compulsory but the client's goal and motivation can be defined. The client can select one or several goals and motivations from the lists preset by the club in Xplor Gym settings.

STEP 5: VALIDATE THE MEMBER FILE

Click on “PROCEED”: the member file is notified as successfully registered! It will be available in the list of memberships.

You are now on the member file… It is not completed yet! If you wish to accurately complete the file, you can now add an Entry Pass to the client and allow different communication options.

STEP 6: FILL IN THE ALLOWED COMMUNICATION OPTIONS

You can now move to the different options of communication. Please ask the client what authorizations s/he gives to the club regarding the communication options.

The client uses her/his mobile a lot, s/he’d rather receive text messages and authorize all the communication options. But, s/he doesn’t’ allow the club to send her/him (e)mails or mails except for (e)mails described as “legal”. So please check the different types of (e)mails authorized by the client.

STEP 7: IF THE CLIENT IS UNDER 18...

If the member is under 18, you fill in the parental consent with the reception date, the home club and you the box 'Parent ID card control' before proceeding.

STEP 8: ADD AN EMERGENCY CONTACT

If the client wants, you can add a contact's details in case of emergency. Some fields are available for the surname, the first name, the email address and the phone number. A blank field is provided to enter a comment.

Now the member file is fully completed !