1. GymGO Help Center
  2. Charging Your Clients
  3. Attendance, Package & Membership Tracking

How To Assign Reservations To Package Purchases

Packages, by definition, are a way for you to sell classes, events, appointments as a group. Learn how gymGO automatically assigns attendance records (reservations) to purchase records.

The core of your fitness business lies in charging your clients, tracking attendance and making sure clients are paid for in the classes they take. gymGO makes this process simple and automated.

gymGO Automatically Assigns Packages That Are Purchased To Attendance Records (Reservations).

When a client signs into (or is put into) classes, events or appointments gymGO will create a record of this. This attendance record is called a reservation. gymGO tracks these reservations and they can be viewed in a clients profile page.

When a reservation is created in gymGO we will check the following to see if we should assign a package to a reservation for tracking:

  1. Does the Calendar Item have any Packages associated with it? You can associate packages with calendar items to categorize your pricing options. When you do this we will check to see if your client has purchased any packages with the calendar item they are scheduling. If you haven't assigned any packages or memberships to a calendar item we will consider the class as "free" and anyone can sign into it.
  2. Does the client have a valid purchase? The next thing we check is if the client has purchased any of the packages you've assigned to the calendar item they are signing into. For example, a client signs into the calendar item "30 Minute Body Blast" and you have associated "30 Minute Body Blast" with a package "5 Pack Small Group". We would then assign the reservation with the most recent purchase of "5 Pack Small Group" they've made. If they've made multiple purchases of a package we will always assign the most recent one. So even if they've only used 4/5 from a previous purchase it will assign the reservation to the latest purchase.
  3. Is their purchase expired or on hold? Purchases can be marked as "on hold" or "expired". If you have marked a purchase "on hold", gymGO will not automatically assign that purchase to the reservation. Purchases may also expire. Purchases may expire if you've set the package to expire after a certain time period and that time period has passed OR you've set a purchase to expire manually. If the purchase is expired we do not assign it with a reservation.

You can edit the purchase associated with a reservation

In the above process, we occasionally will assign a purchase to a reservation that you don't want. It's quite easy to update by finding the client in the "clients" page and visiting their profile. On their profile there is an attendance tab. You can view the entire attendance history of a client and modify the package purchase that should be associated with that attendance record. Below is a screenshot of this.

Assigning_Packages

Another way to visualize this is through the following decision tree:

Package Assignment Decision Tree

gymGO Counts Against Package Purchases Using The Following

Once a package has been assigned to a reservation as in the above description gymGO will decide whether to count the reservation against a clients package. This way you have fine grain control over whether a client is charged for a session or not.

  1. Is there a purchase associated with the reservation? If the above criteria (deciding if a reservation should be associated with a package) are met and gymGO automatically associates a reservation with a purchase or you have manually selected a purchase to be associated with a reservation.
  2. Has the reservation been canceled? If the reservation has been canceled, gymGO will NOT count the reservation against the purchase.
  3. Has the reservation been checked in or a no show? If you have checked in a client (you have clicked the checkbox on the attendance page for a class) or the client has not showed for the class (there is an active reservation, the client is not marked as checked in and the class ending time has passed).

We will check the above 3 criteria when counting the usage of packages. Another way to visualize this is the following decision tree:

Reservation Count Decision Tree