Fitware Owner User s Guide

Fitware Owner User s Guide

Table of Contents Getting Started 2 Introduction 2 Logging into your account 2 Your Home Page 2 Working with Clubs 2 Viewing your Clubs 2 Editing your clubs 3 Working with Employees 4 Viewing a list of employees 4 Adding a new employee 6 Understanding employee club assignments 6 Assigning a new employee to a club 7 Assigning an existing employee to a club 9 Removing an employee from a club 10 Editing employee commissions 12 Editing employee bonuses 14 Editing employee security profile roles 17 Editing employee basic information 18 Working with Security Profile Roles 20 Understanding Security Profile Roles 20 Example 20 Updates 20 Viewing Security Profile Roles 20 Editing Security Profile Roles 22 Creating new Security Profile Roles 25 Index 27

Getting Started Introduction This guide shows Franchise owners how to utilize the Fitware software solution, which allows them to run, manage and administer their fitness centers easily and from a single, powerful portal. Logging into your account You will receive an email providing you with your login information and detailed instructions. If you need your password reset or you have any other difficulties accessing your account, please contact your Franchise Account Manager. Your Home Page Once you are logged into your account, you will be on your home page, which will look similar to the example shown below: You can always return to your Home page by clicking on the word Home in the upper left corner. Working with Clubs Viewing your Clubs From your Home Page, click View Clubs. You will see a list of all your clubs (you may own just one, or more than one.). The list you will see will appear similar to the following example:

You can use the controls at the top of the screen to search or sort this list. To edit information pertaining to any of the club(s), click the icon in the Edit column. To delete any of your club(s), click the icon in the Delete column. (Please note that any club having active members cannot be deleted, and you will not see an icon in the Delete column if this is the case.) Editing your clubs You can edit certain information pertaining to club(s) you own. To edit a club: 1. From your Home Page, click View Clubs. 2. Click the icon in the Edit column of the club to which you wish to make edits. You will see a screen similar to the following example:

You may edit certain information about your club(s), as shown above. Working with Employees Viewing a list of employees From your Home Page, click View All Employees. You will see a list of employees, similar to the following example:

Notes: 1. You can use the controls at the top of the screen to search or sort the information. 2. You can add a new employee by clicking Add Employee (in the upper right corner of the screen). 3. You can edit an employee s information by clicking the icon in the Edit column next to their name. 4. You can delete an employee by clicking the icon in the Delete column next to their name. (Please note that an employee assigned to a club cannot be deleted, and there will be no icon next to their name in the Delete column.)

Adding a new employee To add an employee, from your Home Page, click Add Employee. You will see a screen similar to the following: Enter the information about your new employee, then click Next. You will next have the option to assign your employee to one or more clubs. Understanding employee club assignments An employee can be assigned to one club, more than one club, or no clubs at all. Here are the effects of each of these situations.

One Club If an employee is assigned to just one club, then they will automatically be directed to that club whenever they log in. Multiple Clubs An employee may work at more than one of your clubs. If an employee is assigned to more than one club, they will receive an option, every time they log in, for which club they would like to view and work with. An employee can switch the Fitware system back and forth among any of the clubs to which they are assigned; however, they can only work on one club s information at a time. No Clubs An employee does not necessarily need to be assigned to any club. They can be entered just as a placeholder until they are assigned to one or more clubs. Note: If an employee is entered into the system, but not assigned to any club, they will still receive an email with their username and password. However, they will be locked out of the Fitware system until such time as they are assigned to at least one club. Assigning a new employee to a club If you have just entered a new employee, you will be on a screen that looks similar to the following: To assign this new employee to one or more clubs, follow these steps: 1. Click the Assign Club button (in the upper right corner). You will see a screen similar to this:

2. Select the club to which you wish to assign the employee (you can only select one club at a time). 3. Select the Role from the drop down list of choices. This determines the employee s security privileges at that club. 4. Click Save If you wish to assign the employee to more than one club, just click the Assign Club button as many times as needed. Once you have finished, you will see a list similar to the following: This shows you all club(s) to which the employee has been assigned. You can edit an employee s Role, Commission, or Bonus at any of the club(s) to which they are assigned, by clicking the icon in the appropriate column. You can delete an employee from a club by clicking on the icon in the Delete column next to the club. Doing so does not delete the employee; it only deletes their association with a particular club.

Click Done when you are finished. Assigning an existing employee to a club Follow these steps to assign an existing employee to a particular club (or more than one club): 1. From your Home Page, click View All Employees. 2. Click the icon in the Edit column next to the name of the employee. 3. Click on the User Clubs tab near the top: Click Here 4. Click the Assign Club button (in the upper right corner). You will see a screen similar to this:

5. Select the club to which you wish to assign the employee (you can only select one club at a time). 6. Select the Role from the drop down list of choices. This determines the employee s security privileges at that club. 7. Click Save. If you wish to assign the employee to more than one club, just click the Assign Club button as many times as needed. Once you have finished, you will see a list similar to the following: This shows you all club(s) to which the employee has been assigned. You can edit an employee s Role, Commission, or Bonus at any of the club(s) to which they are assigned, by clicking the icon in the appropriate column. You can delete an employee from a club by clicking on the icon in the Delete column next to the club. Doing so does not delete the employee; it only deletes their association with a particular club. Click Done when you are finished. Removing an employee from a club You may from time to time find the need to remove an employee from a club. Perhaps they no longer work at that particular location, or perhaps you assigned them to the club in error. To remove an employee s association from a particular club, follow these steps: 1. From your Home Page, click View All Employees. 2. Click the icon in the Edit column next to the name of the employee you wish to remove from a club. 3. Click on the tab marked User Clubs:

Click Here 4. You will see a list of all club(s) to which the employee is assigned, similar to the following example: 5. Click the icon in the Delete column next to the club for which you wish to remove this employee. This will not delete the employee; rather, it will simply remove their association with the selected club. 6. Click Done when finished.

Note: If you remove an employee s association with all clubs, they will no longer be able to log into the system, until you assign them to at least one club. Editing employee commissions Commissions determine how much an employee will make based on their sales of membership and/or products. To set or edit an employee s commissions, follow these steps: 1. From you Home Page, click View All Employees. 2. Click the icon in the Edit column next to the name of the employee for whom you wish to set or edit commissions. 3. Click on the tab marked User Clubs: Click Here 4. You will see a listing of every club to which the selected employee is assigned, similar to the following example:

5. Employees can have individual commission structures at each of the clubs where they work. Therefore, click the icon in the Commission column corresponding to the club for which you wish to set or edit commissions. 6. You will see a list similar to the following example: 7. As you can see from the example above, the system allows you to independently set this employee s commissions, at this club, for each membership and/or product. To edit the commission, click on the icon in the Edit column. You will see a screen similar to the following:

8. Using the Commission Type drop down menu, you can select the type of commission to be paid to the employee. There are three types of commissions: Currency Amount (for example, the employee makes a straight $5 commission on the sale of this item, regardless of the selling price); Percentage Amount (for example, the employee makes a straight 10% commission on the price of this sale); or Currency and Percentage (for example, the employee makes a $5 commission plus 10% of the price of the sale). Make your selections, and click Save when done. 9. You can also make Batch Changes wherein you set the commission structure the same for two or more items simultaneously. To take advantage of this feature, simply check off those items you wish to change, then click the Batch Change button. Editing employee bonuses Bonuses determine how much an employee will make based on their sales of memberships and/or products. To set or edit an employee s bonuses, follow these steps: 1. From your Home Page, click View All Employees. 2. Click the icon in the Edit column next to the name of the employee for whom you wish to set or edit commissions. 3. Click on the tab marked User Clubs:

Click Here 4. You will see a listing of every club to which the selected employee is assigned, similar to the following example: 5. Employees can have individual bonus structures at each of the clubs where they work. Therefore, click the icon in the Bonus column corresponding to the club for which you wish to set or edit commissions. 6. You will see a list similar to the following example:

7. As you can see from the example above, the system allows you to independently set this employee s bonuses, at this club, for each membership and/or product. To edit the bonus, click on the icon in the Edit column. You will see a screen similar to the following: 8. Using the Bonus Type drop down menu, you can select the type of bonus to be paid to the employee. There are three types of bonuses: Currency Amount (for example, the employee makes a straight $5 bonus on the sale of this item, regardless of the selling price); Percentage Amount (for example, the employee makes a straight 10% bonus on the price of this sale); or Currency and Percentage (for example, the employee makes a $5 bonus plus 10% of the price of the sale). Make your selections, and click Save when done.

9. You can also make Batch changes wherein you set the bonus structure the same for two or more items simultaneously. To take advantage of this feature, simply check off those items you wish to change, then click the Batch Change button. Editing employee security profile roles A security profile role determines which areas of the software an employee may access. Please see the section on Security Profile Roles in this guide for more detailed information. An employee can have a separate security profile role at each club where they are assigned (for example, an employee may have a supervisor role at one club, but only basic employee security privileges at another). To edit an employee s security profile role, follow these steps: 1. From your Home Page, click View All Employees. 2. Click the icon in the Edit column next to the name of the employee for whom you wish to set or edit commissions. 3. Click on the tab marked User Clubs: Click Here 4. You will see a listing of every club to which the selected employee is assigned, similar to the following example:

5. Click on the icon in the Role column next to the club for which you wish to edit security profile roles. You will see a screen similar to the following: 6. Select the desired security profile role from the Role drop down menu, and select the Active check box, then click Save when done. Editing employee basic information Sometimes you may wish to edit an employee s basic information, such as updating their contact information or correcting a spelling error in their name. 1. From your Home Page, click View All Employees. 2. Click the icon in the Edit column next to the name of the employee for whom you wish to make edits. You will see a screen similar to the following:

3. Make whatever edits you desire, then click Next. NOTE: If the email has already been entered into the system you will receive an error notice. It must be a unique email address. 4. Click Done.

Working with Security Profile Roles Understanding Security Profile Roles Security Profile Roles determine where within the Fitware software employees are able to go. These profiles are referred to as Roles because they have specific names, and can be applied to groups of employees. Example For example, a Security Profile Role may be called Personal Trainer. The security profile for Personal Trainer may be rather limited, allowing users only basic access to certain areas. The Beginning Employee profile is then applied to Anna, Betty, and Cindy, since those are your three Personal Trainers. Then, an additional Security Profile Role may be created called Club Manager. This security profile may allow greater access within the Fitware software. You may wish to apply this profile to Debbie, Evelyn, and Franchise, since they are your club managers. Updates One of the major advantages of Security Profile Roles is the manner in which updates are handled. Continuing form the example above, let s say that Anna, one of your Personal Trainers, quickly works her way into a Club Manager role. Just by changing her Security Profile Role to Club Manager she now has all of the security rights and privileges you have assigned to Club Manager. Another advantage is that any changes made to a security profile role will automatically apply to every employee assigned that role. For example, let s say you decide that Personal Trainers need access to an area of the Fitware software that until now you had not permitted. All you need to do is make the update to the Security Profile Role; the change will automatically and immediately apply to every employee assigned to this role. Viewing Security Profile Roles To view Security Profile Roles, follow these steps: 1. Click on the Masters menu, then select Profile:

Click Here Then select Profile 2. You will see a screen similar to the following example: 3. Select the Profile Type you wish to view (either Owner Entity (OE) profiles, or Club profiles), and click View All. 4. You will see a list of profiles, similar to the following sample:

5. As you can see from the example above, the system will show you each profile, its name, the corresponding club, the number of users assigned to the profile, and whether the profile is active. 6. To see the users assigned to a security profile at a particular club, click the hyperlinked number of users in the View Users column. 7. To edit a security profile, click the icon in the Edit column. (Please note that profiles which have users assigned to them cannot be deleted, and there will be no icon in the Delete column.) 8. To delete a security profile, click the icon in the Delete column. (Please note that profiles which have users assigned to them cannot be deleted, and there will be no icon in the Delete column.) Editing Security Profile Roles To edit Security Profile Roles, follow these steps: 1. Click on the Masters menu, then select Profile:

Click Here Then select Profile 2. You will see a screen similar to the following example: 3. Select the Profile Type you wish to view (either Owner Entity (OE) profiles, or Club profiles), and click View All. 4. You will see a list of profiles, similar to the following sample:

5. Click the icon in the Edit column corresponding to the line on which you wish to make edits. You will see a screen similar to the following example. 6. The Access Level checklist shows where users with this profile level may go and not go within the Fitware system. You can check and uncheck boxes as you desire. 7. When you are finished, click Save. The updates to the profile will be changed, and the changes will immediately apply to all users having this profile assigned to them.

NOTE: The first entry, Club Permission, is the master setting. Checking this box automatically checks all other boxes, and gives the profile full access. Because there are so many program areas in the list, it is often helpful, when creating or editing a profile, to check this box first, then uncheck any boxes where you do not wish the profile to have access. Creating new Security Profile Roles To create a new Security Profile Role, follow these steps: 1. Click on the Masters menu, then select Profile. Click Here Then select profile 2. You will see a screen similar to the following example: 3. Click Add Profile (in the upper right corner). You will see a screen similar to the following example:

4. Type the Profile name in the space provided (for example, Club Manager, Personal Trainer, Assistant Manager, etc.) 5. Select whether the Profile Type is for the Ownership Entities or Club Profiles. 6. Select whether this profile is to be Active or not. 7. Set the security permissions as you wish for this profile (anywhere there is a check mark, a user will have access if they are in this security profile). Click Save when done. Note: The first entry (either OE Permission or Club Permission), is the master setting. Checking this box automatically checks all other boxes, and gives the profile full access. Because there are so many program areas in the list, it is often helpful, when creating or editing a profile, to check this box first, then uncheck any boxes where you do not wish the profile to have access.

Index A Adding a new employee 1, 6 Assigning a new employee to a club 1, 7 Assigning an existing employee to a club 1, 9 C Creating new Security Profile Roles 1, 28 E Editing employee basic information 1, 21 Editing employee bonuses 1, 16 Editing employee commissions 1, 13 Editing employee security profile roles 19 Editing Security Profile Roles 1, 25 Editing your clubs 1, 3 L Logging into your account 1, 2 R Removing an employee from a club 1, 12 U Understanding employee club assignments 1, 7 Understanding Security Profile Roles 1, 23 V Viewing a list of employees 1, 5 Viewing Security Profile Roles 1, 23 Viewing your Clubs 3 W Working with Clubs 3 Working with Employees 1, 5 Working with Security Profile Roles 1, 23 Y Your Home Page 2