What kind of booking features does your fitness club management software offer?
The Coacha fitness club management software offers powerful booking features to help you run your club more effectively.
The Venue Booking feature, for example, which can be found under the Club Settings tab from the main interface, allows your clients to book anything that’s available to book directly from their fitness club management software.
In addition, the 1-2-1 booking feature allows instructors to manage online bookings for both 1-2-1s and private group sessions, using only their fitness club management software. If either instructors or clients need to cancel bookings, or payments need to be made in advance to your gym once a booking has been taken successfully – all can be done conveniently through Coacha.
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Do I need to set up Venue Bookings in the fitness club management system first?
The venue bookings feature is in your Club Settings tab which can be accessed from the main interface. From here, you need to find the ‘Enable venue bookings’ section.
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Can you help me with setting up Venue Bookings in the fitness club management system?
But, of course! Once you’ve enabled venue bookings from the Club Settings page in your fitness club management system, simply define what clients can book. Give your venue or venues unique names and choose your preferred payment settings. However, if venue bookings are included in your clients’ membership or subscription, then there’s no need to enable this section. Now hit ‘Save’ and you’re done!
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Can you explain what the ‘Court Bookings’ section is in the fitness club management system?
Once you enable the venue booking system in your fitness club software, you can create individual timeslots which your clients can conveniently book. A new menu item in the left side will pop up called Court Bookings or whatever name you choose to give it when enabling Venue Bookings – e.g. “Venue” booking, “studio” booking, “gym equipment” booking, and so on.
Now, look for the venue timetable which allows you to set timeslots – it’s all very self-explanatory and easy-to-follow from that point on, but if you need a step by step guide,
here it is.
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Is it just as easy for my clients to book venues or bookable items through the fitness club software?
Very! They can do this by accessing the fitness club software from their iOS/Android app directly, or a desktop PC or tablet!
After logging into Coacha’s fitness club software, your clients need to find the ‘Book a [name]’ option under the main dashboard, where you set the name in the settings. The next thing to do is to choose a timeslot from the ones you have made available, and add any guests, if they’ll be attending with a family member, relative or friend. Finally, they must choose their payment method and book. However, if their membership already includes venue booking charges, then they need not pay first in order to book.
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Can you help me set up 1-2-1 bookings in the fitness club software?
Absolutely! All you need to do is find the instructor profile in your fitness club software for which you want to enable both 1-2-1 bookings and private group sessions, and then manage their timeslots for either kind of booking.
To do this from your fitness management app, just access People from the main dashboard and then click on the desired instructor profile. Go into Timeslot Booking Settings and that’s it – everything else is self-explanatory. If you want, you can even allow instructors to manage timeslots on their own, freeing up more time for you to focus on other areas of your organisation.
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Can I change the language in my fitness management app?
Unfortunately, the Coacha fitness management app is available in English only at the moment, but you can definitely change up the terms according to your type of sports organisation. For example:
- Club = School / Charity / Organisation
- Coach = Instructor / Teacher / Sensei / Trainer
- Class = Session / Practice / Training / Rehearsal
- Member = student / player / athlete / client
- Member Group = Team / Squad / Student Group
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What is the Member Portal and how do I use it?
The free Member Portal included with your fitness management app allows your clients and instructors to login at any time and view the latest happenings in the club. For example, it can be used by your clients to access training sessions timings, book classes and make payments for club services rendered – or it could be used by parents/ NOKs of junior clients to see what kind of events are coming up. It can also be used by instructors to make themselves available during certain timeslots to make session booking really easy through the fitness management app.
As the organisation owner, you will need to setup your login for the Member Portal via email. However, when setting up you can also enable logins to the Member Portal for your members.
This brief but useful
guide shows you the individual steps needed to create your Member Portal and use it effectively, in case you need any kind of guidance at all.
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I need help with setting up a payment plan – how do I do this from my fitness management software?
Setting up subscriptions and payment plans in your fitness management system is really very easy, enabling your clients to get automatically billed each month.
From the main navigation, find the ‘Money’ section and then choose ‘Manage Plans’ – this shows you a list of the plans you’ve already set up. Find the ‘Create a new payment plan’ section and fill in all the details. Give your new subscription plan in the fitness management system a name, give it a billing frequency, along with the day/date on which you’d like to collect the subscription.
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Can the Coacha fitness management system be used to charge termly payments?
Yes, you can charge termly payments from your fitness management system, if you like. By setting up a GoCardless account with Coacha (or linking an existing GC Account if you already have one), you can set a start and end date for your subscriptions.
After logging into your fitness management system, head over to ‘Money’ and then ‘Manage Plans’. Click on the ‘Termly Payment Plans’ tab and you can select the termly payment. Next, choose a service to take your payments – e.g. GoCardless for fast and convenient bank payments, and direct debit or Stripe for credit card-only payments. Give your plan a name, add the terms and click on ‘Create Plan’. You’re done!
By the way, we’re one of the few fitness membership software who use GoCardless and Stripe in such a way that your admin time chasing late payers can be cut by upto 70%. So there really is no better fitness membership software online transaction tool than these two, especially given their industry-best transaction fee.
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Can my clients change their credit card details in the fitness membership software?
Since the Coacha fitness membership software does not store any bank or credit card details (this is all done by our payment processing partners), it’s not possible to change any such information either directly from the fitness membership software’s main interface or through the Member Portal, for that matter.
If any one of your clients need to change their credit card details – for example, when they have a new card or their current one has been lost/stolen – they will need to contact you directly, so that you can cancel their current subscription in the fitness scheduling app. Then you can send them a new payment request and plan payments around their new credit card.
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Can my clients cancel payments directly from the fitness scheduling app if they wanted to?
Unfortunately, this is not possible directly through the fitness scheduling app – they need to (again) contact you directly. If you have one, you can enforce any notice period which you likely have in place at time they signed up to your club. You can then cancel their subscription at the first possible opportunity you have.
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Can my clients manage their payments directly through the fitness scheduling app?
Oh, yes – this is totally possible! In order to make sure that your clients don’t miss their monthly subscription renewal, they can access the ‘My Payments’ tab from the fitness scheduling app’s main dashboard.
Once there, they can view all their previous and outstanding transactions. It’s got all the information they need to stay on top of their respective subscriptions.
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One of my clients wants to export his/her transaction history – can this be done from the fitness scheduling software?
Absolutely – by accessing ‘My Payments’ from the main navigation bar, your clients can see their transaction history and through the ‘Export Your Transactions’ tab on the top-right, they can export their entire transaction history to the selected device.
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Is it possible for clients’ parents and/or NOKs to download their child’s data under GDPR?
Yes – from your fitness scheduling software’s main navigation bar, choose ‘Export my Data’ from the quick links. Save the file on your device, and then locate it through Excel. This way, your clients’ parents or their NOKs can view all the information stored in the fitness scheduling software about the child.
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Some of my clients are struggling to book onto a class through the fitness scheduling software as they’ve never used it before – can you provide any help with this?
Certainly!
Please note that not all classes are bookable through the fitness scheduling software – for example, you have set some classes as ‘recurring’, or made certain classes bookable to clients in a specific age bracket only.
So, for your clients to book onto a class from the fitness software, they simply need to go to the main navigation bar and find the “Book onto a class” tab from the dropdown menu. This displays a schedule of all the classes which are available as ‘bookable’ to a specific client, according to their respective subscription plan.
Once they have successfully booked onto a class or multiple classes, they’ll be able to see that in the ‘Your Classes’ section of their fitness software.
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Can my clients cancel classes themselves from the fitness software or do I have to do this for them?
Your clients can do this themselves from the fitness software – all they need to do is head to ‘Your Classes’ from the main navigation bar and hit ‘Cancel’.
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Do I have to assign Member Portal logins to all my clients one by one or can it be done in one go through the fitness software?
Fortunately, you don’t have to do this yourself one by one, especially when your classes are growing at an impressive pace!
You can actually allow clients to set their own Member Portal logins from the fitness studio booking software. After logging in, go to ‘Your Members’ from the main navigation bar. Click on ‘Set member logins’, at which point, the ‘Send to Everyone’ box will be checked automatically.
However, if you wish to send the login details to a specific class or group only, then uncheck this box, and choose the desired class/group from the dropdown menu – click ‘Add’ and then ‘Send Login Request’.
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Can you explain how the Noticeboard feature works in the fitness studio booking software?
Certainly! The Noticeboard feature in your fitness studio booking software allows you to leave notices for clients and instructors as well as any younger clients’ parents and NOKs who may be interested in staying up to date on the latest news. Each time they log into their fitness studio booking software, one of the first things they’ll be greeted with is the Noticeboard – so, it’s a good idea to put all the important news here, such as upcoming events, special offers, any changes to class schedules, etc.
The Noticeboard feature in your fitness studio booking software can be accessed from the main Dashboard, and then ‘Club Noticeboard’. To add a new note, tap or click on ‘Add new’ and to view all your current notices, tap/click ‘View all notes’.
You can even choose if you want the note to be viewable by both clients and instructors or just instructors.
To delete a note from your fitness studio booking system, click on ‘delete’ but please bear in mind that this action cannot be reversed!
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I’ve never created bookable classes through a fitness studio booking system – can you show me the steps?
Oh, it’s so easy with the Coacha fitness studio booking system!
Once you have created a class using your fitness studio booking system, you should see a check box at the bottom which reads “Can people book onto this class?” – tick this box and choose the total number of clients who can book onto the class you’ve just created.
*Please note that you have the option to change the language in Coacha so you can rename ‘Classes’ to ‘Practices’ or ‘Sessions’, or ‘Coaches’ to ‘Instructors’ or ‘Trainers’, for example.
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Can clients pay for a bookable class on a pay-as-you-go basis?
Oh, definitely! When you set a class as ‘bookable’ in your fitness studio booking system, you will see additional options pop up:
One of these options is ‘pay-as-you-go’, so you just need to check that. Next, you can choose how clients pay you, so if you’re already connected to Stripe or GoCardless, fantastic! It’s a great way to take online payments as we’ve integrated our fitness studio class booking software in the UK (and other supported regions) specifically with these two online payment merchants – superb security all around and some of the best rates you’ll find with any fitness studio management software companies.
Alternatively, if you prefer, you can also ask clients to pay on each billing date in cash. If you look closely under each client’s name, you’ll see: paid or pay. The paid ones are those who have already paid for the session or class using either Stripe or GC. The pay ones are those who have yet to pay. So, to record a cash payment or taken an online payment from these clients, hit ‘pay’ under the respective client’s name. You’ll be presented with a digital receipt which you can save for later.
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Is there a way to limit who is able to book onto a ‘bookable’ class via the fitness studio management app?
Yes – you may have classes which you prefer to make available to clients with specific subscriptions only and your fitness studio management app can help you easily make it available to the right people!
After you have created a class and made it bookable, click on the checkbox which says ‘Restrict member Groups’. Proceed to select the groups who can book onto classes through the fitness studio management app. That’s it, you’re all set!
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Is there a way to add membership options to my sign up form?
Like most gym and fitness class owners, you probably want prospective clients to choose their membership level at the time of sign-up. Your fitness studio management app conveniently lets you add the desired subscription plans to your club sign up form, so that when a prospective client joins your gym, they can choose their subscription on the spot!
You can enable this feature by logging onto your fitness studio management software and accessing ‘Club Settings’ from the main navigation bar. Then find the ‘Club sign up form’ tab. Look for the section titled “add payment to your sign up form”. Now, you have the option to enable either recurring subscription of one-off payment for your clients.
Choose the subscriptions you’d like the prospective client to see and then click ‘add subscription plan’, which must be clicked on every time you add a different subscription option. Hit ‘Save’ and you’ll see the various subscription options which have been added for your clients to choose from!
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This is the first time I’m using fitness studio management software – can you help me set it up?
Sure we can!
With the Coacha fitness studio management software, you can set up your club in 5 straightforward and easy-to-follow steps. Please refer to this
easy-peasy guide to follow the steps.
*Please note that you have the option to change the language in Coacha so you can rename ‘Classes’ to ‘Practices’ or ‘Sessions’, or ‘Coaches’ to ‘Instructors’ or ‘Trainers’, for example.
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Can I update my club’s terms and conditions through the fitness studio management software?
Yes, you can and it’s really easy to do so:
Access the main dashboard and select ‘Profile’, then Club Settings, and ‘Signup Form’. Remove your current terms and conditions (which you originally attached at the time of creating the signup form), and then upload the new terms and conditions through ‘Upload a file’.
The next time any of your clients or instructors log into the fitness studio management software, they will be informed that the T&Cs have been updated and that they need to consent to the new ones. They will also get an email notification automatically through the fitness studio software that the T&Cs have been updated, and require their consent.
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Are GoCardless (GC) and Stripe the only payment options integrated into the fitness studio software?
If you think about it, GC and Stripe are highly convenient ways of making online payments – while GC integration with your fitness studio software takes care of all the direct debits to be taken in a cardless way, Stripe’s integration takes care of all the debit and credit card payments. So, while you’re using GC to pay us your monthly subscription fee to use Coacha, you can set your clients up by using either Stripe or GoCardless (or both) to pay you their monthly club membership fee and any other payments you wish to take.
But we totally understand if you simply prefer or are used to other methods of payments. The Coacha fitness studio software also has the ability to record cash and bank transfer as well as BACS payments and Standing Order. So, if you wish to use these methods instead of Stripe or GC, go right ahead!
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The fitness studio software does not seem to be accepting payments – why is that?
While your fitness studio software does have the ability to work with all well-known debit cards, you do need to have a Current Account set up in order to pay your monthly membership fee for Coacha. However, if you’re still running into problems while trying to use your account with our fitness studio software, please ensure:
- There are sufficient funds in the account you’re trying to use
- That you obtain joint permissions if more than one signature is required on your account
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Will fitness studio scheduling software help me keep a check on how many people are in the building at any given time?
So long as you, one of your team or your clients themselves check themselves in when they arrive, then yes it will. With Coacha's fitness studio scheduling software comes complete with easy to use attendance registers that are automatically generated when you set your classes up.
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I would like only a select group of people to receive email messages – is there a setting in the fitness studio scheduling software I can toggle ‘on’ for this?
There is: From the main navigation bar, click ‘Broadcast’. Now set up Member Groups within your fitness studio scheduling software as this will allow you to target the selected members only, not just through email but also text messaging.
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Can clients manage their data themselves through the fitness club membership management software or do I have to do this every time?
For moments like these, the free Member Portal really comes in handy! In your Club Settings, check the ‘Allow Members to Login’ box, and they will be able to view and manage all their personal data by logging in through the fitness studio scheduling software’s Member Portal. It’s perfect in terms of GDPR and the gold standard when it comes to your clients having access and control over their personal data.
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What if I’m generally not happy with how things work in your fitness club membership management software – is there a money back guarantee or refund that I can apply for?
We’re not offering money-back guarantees or refunds at the moment, sorry! We believe at Coacha we’re already offering a great price to use the fitness club membership management software, a price which our competitors are finding hard to beat. In fact, most fitness club membership management software providers are making their customers pay through the nose, with hidden fees, commissions, and other charges which they pile on top of the monthly price.
If you feel that our online fitness class booking system is lacking in certain features or you’re generally not happy with it, simply cancel your subscription by navigating to the admin dashboard from within Coacha. You won’t get billed next month and that’ll be that. However, please do leave us some feedback, suggesting which aspects you didn’t like in our fitness studio booking software in the UK (and other supported regions), or how we can make improvements to better live up to your expectations!
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Can I see a 1-1 demo of your online fitness class booking system?
Unfortunately, demos of the online fitness class booking system are not possible for now, especially with the sheer amount of clubs coming on board and trying out Coacha for free. However, we have made a really useful
video which explains many of the features in depth and answers about 80% of questions new users typically have about our online fitness class booking system!
In the video, you’ll find a tutorial that starts off with the main Dashboard of your online fitness class booking system, taking you through all the sections one by one and explaining their functions – so you can just skip to the relevant bit – so totally worth it, if you can set aside 20 minutes or so to watch the entire thing.
More awesome videos here:
https://www.youtube.com/channel/UCWMW7OCfo1UFnhPA5WkNRTA.
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I wanted to give specific levels of access to my instructors and other staff members – can I do that in the online fitness class booking software?
Totally! We thought you might need that feature at some point as a club owner, so yes, you can definitely set different levels of access in the online fitness class booking software for staff. This
guide has everything you need to know to assign different levels of access to your instructors.
*Please note that you have the option to change the language in Coacha so you can rename ‘Classes’ to ‘Practices’ or ‘Sessions’, or ‘Coaches’ to ‘Instructors’ or ‘Trainers’, for example.
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I really enjoyed the free trial for your online fitness class booking software – is there a way to extend it?
Hey, everybody loves freebies, including us, so no judgement there!
Unfortunately, we’re not really in a position to extend the free 14-day trial for our online fitness class booking software. We’re already offering a ridiculously competitive price to use Coacha as a paid member and honestly feel that 14 days is a reasonable window to see all the features in action – and decide if you want to continue using it as your “go to” online fitness class booking software.
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Can I add public and business holidays in my online class booking system so that clients and instructors automatically know the “off days” without me having to chase everyone up with notifications?
Oh, but there is! Staff holidays, public holidays or business closure days can all be added to your regular dates and times of operation, so that the scheduled activities in your online class booking system are only bookable on the business or working days.
Just set the days/dates in your online class booking system calendar using your main web-based Coacha login, and that’s it. Not sure how to do this? No problem – you can submit a ticket directly from your online class booking system and we’d be happy to walk you through it step by step.
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What kind of child safety and security features are built into your online class booking system?
The NSPCC’s Child Protection in Sport Unit (CPSU) guidelines have been integrated into our online class booking system, meaning that your junior clients cannot be contacted individually through Coacha. Furthermore, any communications with young or underage clients go through a complex set of rules which mostly includes copying in the club’s Safeguarding Officer. It’s added peace of mind for any concerned parent or guardian!
Additionally, GDPR best practices are at the heart of our online class booking system – you’ll never spend any time wondering or worrying about how we’re storing, processing or handling your personal data. Plus, cutting-edge SSL encryption in all of our servers worldwide ensures that your private data never ends up in the wrong hands.
With the above said, we highly recommend having your own procedures and policies in place for GDPR and data security. The Coacha online class booking system (free to try for 14 days) can certainly help you with GDPR compliance as it covers approximately 70-80% of the tasks you may need to complete when getting GDPR compliant– e.g. The Right to Access, The Right to Erasure, The Right to be Forgotten, and so on.
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Since the Coacha online class booking system (free to download) integrates with GoCardless (GC) and Stripe only, do I have to pay a transaction fee when using either service?
As with all platforms like Coacha, you will always pay transaction fees for using a payment gateway such as these. However, the good news is that unlike most online class booking system (free to try or download), we do not limit your member numbers and then charge you extra as your organisation grows.ipe.
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I’ve never used GC or Stripe with an online class booking system (free to download) like Coacha – can you explain how it all works?
Absolutely – to take payments from your members for using the Coacha online class booking system (free to try initially), you can take card payments (credit or debit card) through Stripe, and if you wish to take direct debits from your members, you need to use GoCardless. You can use both if you want to.
For paying your subscription to our online class booking system in the UK, you need to use GoCardless. Setting up a GC account is really easy too!
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Do each one of my clients and/or instructors need to have a separate or dedicated account in the online class booking system in the UK (and other areas of operation)?
Neither your clients nor your instructors need to create an account. All they need to do is log into their online class booking system in the UK (or other supported regions) and find the Member Portal – 99% of clubs offer this functionality when giving their staff members and clients access to an online class booking software, and so does Coacha!
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Is there an option to import individual members and several members in one go?
Yes, there is – after logging into your online class booking software, go to the ‘People’ section from the main interface to add individual members. Under the same section of your online class booking software, you’re going to find a ‘Mass Import’ option where you can import several members in one go through an Excel sheet.
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Do I have to stay online all the time in order to use the ‘online’ class booking software?
Even though the Coacha online class booking software does not require you to be online all the time, by running it offline, you won’t be able to use many of the brilliant features – features that can really help you up productivity, cut down admin time by half and communicate with clients and instructors in a very efficient way.
So, we’d honestly recommend keeping your online booking system for fitness classes “online” as much as possible, but let’s say you don’t want to be bothered for a while or won’t have access to the internet in a specific area, then you can certainly use it offline but (again) with limited functionality.
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If I need to take a break from using the online booking system for fitness classes, can I cancel or suspend my subscription? Are there any charges associated with this?
If you need a break from your online booking system for fitness classes, just go into your main control panel and suspend your subscription. The way it works is that you will continue using Coacha for the rest of the month or the number of days left on your paid subscription. When it’s time to renew, your subscription will simply be suspended. Once you’re ready to dive back into your online booking system for fitness classes, everything will be there just the way you left it!
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What happens to my data while I’m not using the online booking system for fitness classes?
If you decide to take a break from using your gym class booking software, then your data remains safe in our ultra-secure servers.
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I wanted to create a custom emailing list in my gym class booking software – is it possible to send email messages to a select group of clients?
Yes – your gym class booking software allows you to target specific clients, and not just through emails but texts too. From the main menu, select ‘Broadcast’ from the top left-hand side, set up Member Groups and that’s it. Now, only clients who are a part of the Member Group in your gym class booking software will receive emails and/or text messages from you.
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What are the SMS messaging charges in the gym class booking software?
The SMS messaging charges in the gym class booking software are the same as Textlocal – so this is anywhere between 4p and 5.5p, depending on the number of SMS messages you buy. Then, the number of characters you type in your text message will dictate how many individual text credits are used for each message you send.
For example, if your message has up to 160 characters, you will be charged for a single text message. If it’s higher, then 2 messages or if it’s over 360 characters, then 3 messages, and so on.
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I’m concerned about my child’s safety during email and SMS communication through the gym class booking app – are there security measures in place to protect their identity and the details of the communication?
Yes, we take child security very seriously here at Coacha and our gym class booking app has the UK’s latest CPSU (Child Protection in Sport Unit) guidelines integrated – which are considered best in class to help safeguard your child’s identity. You can read more about the CPSU
here.
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Can members manage their own data in the gym class booking software or do I have to manage it for them every time?
Your gym class booking app comes with the option to allow members to manage their data on their own – whatever you choose to make accessible to them, that is.
When you sign up for a free trial of the gym class booking app, you automatically get a free Member Portal, and by selecting the ‘Allow Members to Login’ option in your Club Settings (accessible from the main dashboard), your clients can access the personal data you have on them. The best part? It’s all done in a GDPR-compliant way, so it’s the gold standard for your clients having control of their data.
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Does the Coacha gym class booking app require me to have a website in order to work correctly?
There’s no website required as such – your gym booking system includes a FREE Member Portal which your clients can use to login and view information on your club, class schedules, up and coming events, etc. just like they would on your website. So effectively, having a Member Portal means that you don’t really need a website!
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Is my personal information backed up automatically in the gym booking system?
We back up each subscriber’s information regularly in our gym booking system servers located across the world, so that there’s no loss of data should any issues occur with the Coacha gym booking system software. However, we should point out that backing up individual organisations data is not something we do, and as such, each organisation owner should have their own back processes in place as part of their GDPR procedures.
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Are there any additional charges for using the gym booking system apart from the monthly fee?
Unlike what most other fitness course scheduling software providers, we don’t have any hidden fees. The only extra fees you will pay are for text messages, if you want to text your members, and transaction fees if you want to take money from your members. These are all outlined on our pricing pages.
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Can Coacha be used as fitness CRM software?
While we haven’t built Coacha to function as fitness CRM software, you can certainly export client information from it to your favourite CRM software in an easy and convenient way.
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Why isn’t Coacha a free fitness class booking app?
Good question!
First off, the vast majority of software providers advertising their product as a ‘free fitness class booking app’ almost always find a way to sneak in charges somewhere down the line, and often at times, soon after you download the “free” fitness class booking app.
Secondly, the free fitness class booking app you find online which are truly “free” no matter what, do not offer the features and functionalities that a premium piece of software like Coacha does.
As for us, we always keep things very transparent and straightforward: Coacha is definitely a free fitness class booking app to use for the first 14 days only. It’s also a free fitness class booking app when you download it, because many providers will charge you a small fee to download and try out their software.
With the 14-day trial and super-competitive monthly price, we’re sure you’ll get your money’s worth and, hopefully, won’t mind Coacha not being a free fitness class booking app!
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How do I identify the good fitness software companies from the bad ones?
A good rule of thumb to remember is this: If your fitness software company does not have a legitimate website where you can find customer testimonials, up-to-date contact information including a registered company address or a detailed FAQ section, for instance, then you’re better off not downloading their product or giving away personal information just to try it!