Table of Contents Overview Welcome to igo Figure...1 About this Guide...1 What does igo Figure do?...1 What is Expected of Me?...1 Chapter 1: The Basics Clocking In and Out...3 In Case of Problems...3 Member Scan-In...4 Manual Member Sign-In...5 In Case of Emergency...7 Performing a Daily Backup...7 Chapter 2: Information Entry Weights and Measurements...9 Printing a Personal Weight Report...9 Chapter 3: Recording Payments Recording Payments in igo Figure... 11 Membership Renewal... 11 Receiving a Check Draft Exchange... 11 Receiving Month-to-Month Payments... 12 Receiving Pre-Pay Renewal Payments... 13 Selling a Product... 14 Chapter 4: Working with Members' Files Finding a Member s Record... 18 Customer Account... 18 Member No Sales... 19 Why entering this information for a no-sale?... 19 New Member Information... 20 Chapter 5: Tips and Tricks Invalid Keytag Scan... 31 Getting Lost within the Program... 31 Dealing with a Locked-Up System... 32 Getting Help... 33
Welcome to igo Figure We hope your work at this facility is enjoyable and rewarding. This manual is designed to simplify your responsibilities using igo for Health & Fitness Professional Edition, Version 3. About this Guide Every effort has been made to ensure this document accurately represents the functionality of the igo for Health & Fitness Professional Edition, Version 3. As with every software application, development continues after the documentation has gone to press, therefore small inconsistencies may occur. We would appreciate any feedback or comments on this guide to be emailed to manuals@igofigure.com. This Guide is intended to assist employees with their daily responsibilities at your facility. What does igo Figure do? The igo Figure software saves you time, reduces the amount of work you do, and helps make your life simpler. With this software, you will not need to check member ID cards or keep a hand-written log of who is working out, for example, because the program takes care of this automatically. What is Expected of Me? There is very little that will be expected of you in order to use the igo Figure software. Most of the program runs completely automatically. Sometimes, you will be required to interact with the computer. Here is a summary of what you will have to do: Clock-in and out when you arrive and leave work. Sign-in members manually (if they forget their keytags). Enter members' monthly weights and measurements information. Enter product sales, take recurring and other types of payments. This guide will take you through everything you need to know with simple, step-by-step instructions and illustrations. 1
Chapter 1: The Basics 2
Clocking In and Out The first thing you need to do when you arrive at work is clock-in. Your manager will give you a special keytag for this purpose. Just hold the keytag in front of the bar code scanner. The bar code scanner looks like this: As soon as your keytag is recognized, the igo Figure software will welcome you by your name: If you are leaving the facility (for example, to go to lunch), scan your keytag again. The igo Figure software displays the time you clocked out along with a summary of how many hours you worked. You have the ability to clock-in and out multiple times each day: In Case of Problems If you receive a message that your keytag was not recognized, try scanning it again. Scanning a keytag may take a few tries when you first get started. You will quickly learn the right way to hold your keytag and will also be able to assist your members with the proper technique in no time. If you accidentally scan-in twice, see your manager. Your manager has the ability to edit your hours through the program. If you happen to lose your keytag, see your manager right away. Your old number will be inactivated, and you will be assigned a new keytag. 3
Monitoring Member Scan-In One of the simplest things you will do in the igo Figure software is monitor members as they scan-in. You will also need to assist them whenever necessary, so let us take a moment to review how the system works. You may have noticed by now that this software uses two monitors. One of the monitors is for the employee, and the other is for the members to scan-in. The member s monitor is referred to as the Attendance Screen, and usually faces the members as they enter the facility. The employee monitor is referred to as the Administration Screen and usually faces the employee behind the counter. Member Scan-In The member scan-in process is simple and completely automated. As members walk into the facility, they hold their assigned keytag briefly in front of the bar code scanner. Once the system recognizes their keytag, the Attendance Screen displays the member s name, the number of workouts this month, the member s measurement date, and the total number of workouts. If you have entered a message for your members, this is displayed on the Attendance Screen as well. Sometimes members may be unable to get the bar code scanner to read their keytag. This is especially possible with new members. As an employee, you will quickly learn the correct angle or distance to hold the keytag to get a successful scan almost every time which allows you to help your members. 4
Manual Member Sign-In Occasionally, members may forget to bring their keytags with them, so the igo Figure software allows you to manually sign-in your members. You can easily find a member using the search fields or by entering the member s keytag number. The software even allows you to scan-in non-members. The Manual Sign-In feature is also beneficial if the bar code scanner is unavailable or not working. To manually sign-in a member, please follow the steps below: 1. Click Manual Sign-In from the left side of the screen: 2. Either search for the member using the Search fields or scroll through the list. 3. Check off the member who needs to be signed in. 4. Click OK. The member(s) you selected will appear in the Attendance Panel. 5
You can also sign-in a member using the member s keytag number: 1. Click Manual Sign-In. 2. Click the Keytag Entry tab. 3. Enter the keytag #. 4. Click Add to List. The member(s) you selected will appear in the Attendance Panel. Note: You can change the date on this screen to sign-in a member for a different date, if necessary. You can also sign-in a non-member using the Non-Member tab: 1. Click Manual Sign-In. 2. Click the Non-Member tab. 3. Enter the name of your guest. 4. Click OK. The guest(s) you entered will appear in the Attendance Panel. Note: Manual Sign-In is always available on the left side, so that you have the ability to sign-in members manually no matter where you are in the program without interrupting your work. 6
In Case of Emergency Occasionally, you may have an emergency with a member in the facility. In case of an emergency, the igo Figure software allows you to quickly and easily pull up the member s record to find emergency contact information. Click on the member s name from the Attendance Panel. (If the member has not scanned in and is not in the Attendance Panel, you will need to access the record by going to Member Records.) Note: In Version 3, you have the ability to enter multiple emergency contacts and phone numbers. You can click on the drop-down menu under Emergency Contacts to view other contacts and phone numbers for this member. In case of an emergency, your first priority is to provide proper care and attention to the member in question. Make sure you understand and follow your facility s emergency policies and procedures. Performing a Daily Backup It is highly recommended to create a backup of your data each night to an external media device, such as a CD, jump drive, etc. When closing down the software for the day, it is good to get into the habit of making a backup. To create a backup of your database, follow the steps below: 1. Click Exit from the Attendance Panel on the left side of the screen. 2. Click Yes on the Go Figure Shutting Down screen to exit the software. 3. Click Yes when asked if you want to backup. 4. Select the location you would like to save your backup using the Save in drop-down menu and then click Save. (The igo Figure software uses C:\Program Files\GoFigure\UserBackups as the default location for saving a backup if you do not select one.) 5. Creating a backup may take a few minutes, so please be patient. The software will shut itself down when the backup has been created successfully. 7
Chapter 2: Information Entry 8
Weights and Measurements Weigh and measure day is often an exciting time for members. They get to find out what progress they have made at your facility over the past month. The igo Figure software makes it easy to enter all weights and measurements information and prints a detailed progress report complete with graphs. To add weights and measurements to a member s record, follow the steps below: 1. Click Member Records from the Main Menu. 2. Select the member for whom you would like to add measurements. 3. Click on the Results tab at the top of the member s record. 4. Click Edit. 5. Click Enter New Measurements. 6. The date listed will be today s date by default, but you can change it if you would like. 7. Click OK after entering the member s measurements. 8. Click Save. The new measurements are now listed in the Results tab of the member s record. Printing a Personal Weight Report After you have entered a member s measurements, you can generate a Personal Weight Report for the member. To print a Personal Weight report, follow the steps below: 1. Click Print Personal Weight Report from the member s Results tab. 2. Select the appropriate graph, the date, and click Print. 3. Click Print when report appears. Note: As you gain experience with the program, you will understand the multiple types of reports that the igo Figure software generates. Your facility may also have a policy as to which type of report is printed or your member may have an individual preference. 9
Chapter 3: Recording Payments 10
Recording Payments in igo Figure Members make payments for reasons such as renewing their memberships or purchasing products. Version 3 makes recording these payments quick and simple. Membership Renewal Most members at your facility will probably be Check Draft members, meaning their checking accounts are automatically drafted each month. Some members may request to pay their monthly dues amount earlier than the due date with another form of payment. Other members, however, will pay on a month-to-month basis or will prepay for a fixed period of time (like ninety days, six months, or one year). Below you will find steps for processing a check draft exchange as well as the method for receiving month-to month and prepay member payments. Receiving a Check Draft Exchange A Check Draft Exchange is a convenient way to log a payment (by cash, check, credit card, etc.) that will replace a future scheduled check draft payment. To log a Check Draft Exchange, please follow the steps below: 1. Click Payments & Product Sales from the Main Menu and select the member wishing to pay the monthly draft in advance. 2. Click Check Draft from The Store section: 3. From the Check Draft Payments box, check the box under the Pay Now column for each month that the member would like to pay and then click OK. Add monthly payments to a membership, if necessary. All future payments, until the contract ends are listed here. If payments are visible, add additional payments as shown above. Use this to give a discounted rate to a member. Remember to put a minus ( ) before the amount you wish to discount. 11
4. The monthly dues now appear in the Shopping Cart section, click Next to continue. 5. Click Next on the Purchase Review screen. Remember, you can insert comments in the Additional Comments box if you prefer. 6. Select an employee from the Sales Person drop-down menu, select the appropriate payment method(s) and amount(s), and then click Next. 7. Click Print to print a receipt. 8. Click Back to List to process a transaction for another member and then Back to Menu to return to the Main Menu. Receiving Month-to-Month Payments If a Month-to-Month member brings in a payment, follow the steps below to record the payment in the igo Figure software and to print a receipt. 1. Click Payments & Product Sales from the Main Menu and choose the appropriate member from the customer list. Note: You can use the search fields to type the first few letters of the member s name to find a member more quickly. 2. Click Month-to-Month from The Store section: 3. The Month-to-Month Dues screen appears: Shows details of member s last payment. 12
4. Enter the Pre-Tax Amount Due. 5. Click Change Tax (if needed), select the tax category, and click OK. 6. Confirm a new contract end date and click OK: 7. Now that the Month-to-Month is in the Shopping Cart section, click Next to continue. 8. Click Next on the Purchase Review screen. 9. From the Checkout screen, select an employee from the Sales Person dropdown menu, select the appropriate payment method(s), enter the dues amount, and then click Next. Note: You can select multiple payment methods (cash, check, credit card, or account on file) on this screen to take the member s payment, or you can put the balance on the customer account. 10. Click Print to print a receipt. 11. Click Back to List to process a transaction for another member and then Back to Menu to return to the Main Menu. That is all there is to taking a Month-to Month payment. Receiving Pre-Pay Renewal Payments The procedure for receiving pre-pay renewal payments into the igo Figure software is the same as receiving a Month-to-Month payment. You just have to make sure to select the correct contract end date and payment amount. 13
Selling a Product The other kind of payment you will commonly enter into the igo Figure software is for product sales. 1. Click Payments & Product Sales from the Main Menu to access the new point-of-sale feature. 2. Select a member from the customer list. Note: For non-members, click Non-Member Sale at the bottom-center of the screen and follow the steps below. 3. Click on the product that is being purchased and notice how it moves over to the Shopping Cart section. You can click on as many products as necessary. You can increase the quantity by clicking on a product more than once or you can type in the exact quantity in the quantity box. To delete a product from the Shopping Cart section, click on the red minus to the left of the product. Use Miscellaneous Sale Item for a product that is not listed or for an added deposit. Click the - to remove a product from the Shopping Cart section. Note: The igo Figure software knows the cost of the products based on the information already entered in Inventory Management and will multiply the price by the quantity automatically. 14
4. Click Next to continue to the Purchase Review screen. Comments entered here are printed on the receipt. 5. Click Next to proceed to the Checkout screen. 6. Select the appropriate payment method(s), enter the amount(s), and select an employee from the Sales Person drop-down menu: 15
7. Click Next to preview the receipt and click Print to print it. 8. Click Back to List to process a transaction for another member and then Back to Menu to return to the Main Menu. That is all there is to selling a product. You should faithfully log each and every product sale into the software for three important reasons: 1. The payment is recorded in the member s payment history. 2. The sales amount is logged on your daily paperwork reports, such as the Daily Gross Sheet and Projection Sheet. 3. Version 3 keeps track of product inventory levels automatically and warns you when you are running out of your products, if you ask to be alerted. Speak to your owner or manager to activate this feature. 16
Chapter 4: Working with Members Files 17
Finding a Member s Record You will need to access a member s record for multiple reasons. Below is how to access a member s record: 1. Click Member Records from the Main Menu. 2. Select a member from the list. Remember to take advantage of the search fields which assist you in promptly searching for a member. Customer Account Version 3 introduces the concept of a customer account. A customer account allows every member to have either a positive, negative, or zero balance. This feature is useful for many reasons. Here are two examples: A member gives you $40 for a $38 purchase. Instead of taking the change, the member may ask if they can use the balance for next month s dues or a future purchase. You can put the remaining $2 into the customer account. These two dollars now appear as a positive balance. On the other hand, if a member only has $30 but wants to make a $35 purchase, you can take the $30 payment and charge the remaining $5 to the customer s account. If this gives the customer account a negative balance, you will be required to enter a due date. Members can add money to their customer account at any time. As a result of the customer account, Version 3 considers all debts paid in full, regardless of whether the full amount was collected or not. Any remaining balance is simply placed on the member s customer account. 18
Member No Sales It is very important to record the information of guests who do not join your facility in the igo Figure software. The Member No-Sale feature logs this information and allows future callbacks to be made to the guest to see if they wish to join. It also allows facility owners and managers to track employee performance which can help identify problem areas in the sales presentation. 1. Click Member No-Sale from the Main Menu. 2. Click Add No-Sale. 3. Enter the information of the no-sale. 4. Click Save when finished. Why entering this information for a no-sale? First Name, Last Name, Phone Number, and Email Address: This information provides the opportunity for future callbacks to the no-sale. If a no-sale comes back later to join, you can add them through the New Membership Wizard. Date of Visit: The software automatically fills in the date the no-sale is entered. You can change it if you would like by entering a different date. Source: Choose a source from the drop-down menu to indicate if this nosale heard about your facility through a buddy referral, newspaper, TV ads, flyer, sign, etc. Sales Person: Select the name of the employee who handled the no-sale. Buddy Referrals: Enter the number of buddy referrals the guest gave you. It might sound a little strange to think that a person who does not join will give you any buddy referrals, but perhaps the guest was very impressed with your facility and could not afford to join at the time. Reason for Not Joining: This is very important. Listing the reason here will help the person who performs the follow-up call defeat the objection and get the guest to return and join. Select the reason for the lost sale from the drop-down menu. Additional Comments: You can enter any additional information you think would be helpful when the follow-up call is made. 19
New Member Information Entering new members in Version 3 is a straight-forward process with which you will be quickly familiar. The software now includes a wizard that walks you through adding a membership. 1. Click New Member from the Main Menu. 2. Select if you are assigning a membership to a new member, an existing member, or a previous no-sale. Note: Version 3 allows you to add multiple memberships to a member. Refer to the Quick Start Manual for more information on multiple memberships. 3. After clicking on New Member, click Next. Note: For this example, we will be assuming a Check Draft member is being entered. Other member agreements may not display all of the screens below. 4. Enter the member s name, title, and gender. 20
5. Click Insert Picture to enter a member s picture at this time. If your facility has the Go Figure recommended integrated camera, the program will recognize the camera, therefore click Take Picture to capture your member s picture. If you do not have a Go Figure camera but have the member s picture saved, click Upload Picture to find the picture. 6. Click OK when finished. INSERT PICTURE HERE 7. Enter the member s address. If the member is transferring from another location, make sure to check the transfer box. Click Next to continue with the wizard. 8. Enter the member s birthday, employer, contact number(s), email address(es), and emergency contact information. Why do these fields matter? Birthday: It is important to enter a member s birthday because the software has the ability to generate a birthday report, birthday labels, as well as display a happy birthday message when your members scan-in on their birthday. Employer: Always remember to ask your members for their employer because this important detail can help increase membership at your facility. Phone and Email: When you click on the drop-down menu, you can add multiple phone numbers or email addresses for your members. Emergency Contact(s): You can add multiple emergency contacts by selecting Add New Contact. Try to enter a description of the relationship for the emergency contact so that it is helpful in case of an emergency. (e.g., Mom: Patty or Brother: John) 9. Click Next to proceed to the Member Attributes screen. 21
10. Enter any attributes that pertain to your member. This is a new feature that was designed to assist you with identifying special characteristics among your members. To add an attribute, check the appropriate box and fill out the necessary details. If you would like to be alerted when this particular member scans in, you can choose to flag this attribute which will put a red dot next to the member s name on the Attendance Panel. That way you know that this member needs some extra attention. Click OK when finished. Note: You can create additional attributes through Member Attributes under the More Options Menu. 11. Clicking Next takes you to the New Membership Agreement Setup screen. 12. Select the correct agreement type for your member, whether this member is an add-on, along with a keytag number for this specific membership. Note: Version 3 includes certain system agreements, but the facility owner has the ability to create a new agreement type through Member Agreements on the More Options Menu. Also, it is important to remember that each membership requires a unique keytag number in order for the attendance history to be recorded successfully. 22
13. Click Next to proceed to the Sign-Up Information screen. This screen allows you to record the sales person, lead generator, advertising source, and buddy referrals given by this new member at sign-up. It is important to select a sales person and lead generator for two reasons: 1. The software calculates employee commissions, if your facility rewards employees with commissions. 2. The program also calculates sales averages for your employees. In order for sales averages to be calculated correctly, member no-sales need to be entered into the software. NOTE: To setup employee commissions, please have the manager or owner go to Business Defaults. Any buddy referrals entered on this screen appear on the Paperwork form and the Projection Sheet. 14. Click Next to review the Agreement Details screen. All of the dates should be computer generated automatically by the igo Figure software. You can always change any of the information on this screen, if needed. 23
15. Click Next to enter dues for this membership. Click Change Tax to select the appropriate tax category, if needed. 16. Click Next to continue. 17. The Verification screen displays the information you have selected. If any of this information is incorrect, you can click Back to go back to the screens that need corrections. 18. Click Next if you do not need to make any corrections. 24
19. Since this is a Check Draft agreement, the member s scheduled future payments are displayed for the contract period. These future payments can be edited if you are asked to do so by your manager. Click Next to move ahead to the Recurring Payment Setup screen. 20. Click New Account to enter an account for the Check Draft member s recurring payment. You can add multiple accounts here or later in the member s record. If you do not have account information for this member, check the No Accounts box and then click Next when finished. 25
21. The Initial Payment screen allows you to separate the signup fee and the dues paid at signup for the member s initial payment. Fill in the appropriate information and click Next. 22. The Weight and Measurements screen allows you to decide whether the member should be weighed and measured monthly, and if you want to enter any measurements during the wizard process. You can also change the weigh and measure day if the member would like it to be on a different day of the month than the date on which they joined. Click Next to continue with the wizard. 26
23. If you choose to enter measurements now, you will see a screen that will allow you to do so. The date will be today s date by default, but you have the ability to change it, if needed Enter your member s weights and measurements and then click Next. Note: Click Change Measurement Units to use different units of measurements for this member. 24. From the Member Summary Sheet screen click Next to print a report or select No and then Next if you do not need a copy of this report. This report includes all of the information entered through the New Membership Wizard and can be put into the member s paper file or given to your manager for review. 27
25. Answer the question about whether it printed correctly or not. Click OK after this report prints correctly. 26. If you would like to add another agreement to this member, select Yes and then Next. Otherwise, just click Next. 27. Click Done and you are now finished with the New Membership Wizard, and you will continue to the Payments & Product Sales screen to receive this payment. 28
28. Refer to Chapter 3: Recording Payments for instructions on how to take a payment. 29
Chapter 5: Tips and Tricks 30
Invalid Keytag Scan Occasionally an Invalid Keytag Scan message appears when a member scans in. Depending on how the program is setup at your facility, you may be alerted with a sound when this happens. This sound and message mean that either this keytag number is not assigned to a membership or that the member s membership needs a manager s attention. If the keytag is assigned to a membership and the Invalid Keytag Scan message is displayed, then that member s name is displayed in red on the Attendance Panel to alert you that this member needs special attention. Click on the member s name from the Attendance Panel to see the reason why this member s name appeared in red. By reviewing the member s record, you will know whether the member is in Collections, on Membership Hold, or Inactive. The most common reason for members to become Inactive is because their Month-to-Month membership has expired, and they have not renewed yet. If the member is on Membership Hold or in Collections, you should ask your manager or supervisor for help. Eventually, as you learn more about the operations at your facility, you will be shown what to do in these situations, both procedurally in dealing with the member as well as the software. Getting Lost within the Program One problem that you may occasionally encounter is getting lost within the igo Figure software, especially while you are new to it. Fortunately, there is an easy way to find your way home no matter where you are within the program. You can always click Back to Menu to return to either the Main Menu or the More Options Menu. If you do not have Back to Menu on your screen, then click Back to List until you see Back to Menu. Main Menu, More Options Menu, and Exit are grayed out on the left side while you are in the middle of certain sections. This is to prevent an employee from accidentally leaving the section without saving the entered data. Manual Sign-In is always available, so you can sign-in a member and continue working without any interruptions. 31
Dealing with a Locked-Up System Although we expect computers to work perfectly, sometimes they may freeze up. This is something that can occur with any software or computer system. Fortunately, restarting the computer will work most of the time. To restart your computer, follow the steps below: 1. If you are reasonably certain that your computer is locked up and unresponsive, hold down Ctrl, Alt, and Del on your keyboard at the same time and then click Task Manager. 2. Click on the Applications tab at the top, select igo for Health and Fitness, and then click End Task. 3. Click End Now to force the program to close. 4. You can now restart the igo Figure software. If this has not solved your problem, you should restart your computer by clicking on Start in the lower-left corner of the screen, select Shut Down, and then click Restart. 32
Getting Help If you are experiencing a problem that cannot be resolved by restarting your computer or are having a problem other than the computer locking up, you should ask your manager or supervisor for guidance. An electronic Help file is also included in the igo Figure software to assist you with detailed instructions on numerous sections of the program. This is the most detailed of the help documents and includes an index to assist you on whichever topic you need further information. This file can always be accessed by clicking Help from anywhere in the software. If you need help and cannot resolve the issue on your own or through the electronic Help file, contact Technical Support to assist you. There are multiple ways to contact Go Figure Technical Support including email, phone, or fax. The chart below will assist you in contacting Go Figure Technical Support: Your Country Phone Number Email Address Fax Number United States 877. GO FIGURE (877.463.4487) support@igofigure.com Canada 281.207.0007 support@igofigure.com Mexico +1 281 207 0007 support@igofigure.com All Other Countries +1 281 207 0014 intlsupport@igofigure.com 281.207.0003 or 281.749.8151 281.207.0003 or 281.749.8151 +1 281 207 0003 or +1 281 749 8151 +1 281 207 0003 or +1 281 749 8151 33 igo Figure and igo are registered trademarks of Go Figure, Inc. in the United States and/or other countries.