Front Desk Task Checklist

Task

How to perform 

How to edit/update member information

Front Desk staff can change member information such as Password , Membership Status, Membership Type and can block any member from booking classes or other activities till a particular date. 

Web App> Manage> All Users > Click on the name of the member and make appropriate changes 

Note: Please note that the Membership Status and Membership Type are synced at the end of every day with the billing company due to which the Front Desk can change that information only for a particular day.

Book a spot in any class for a member

Front Desk staff can book a spot for members in any class of the member’s choice using the SHC App. 

App >Club page >Select the Department > Calendar > Manage Booking > Select the + icon on the bottom right and search for the member for whom the class is to be booked 

Cancel the booking

Front Desk staff can cancel booking for any member. 

App > Club page > Select the Department > Calendar > Manage Booking > Select the member whose booking is to be canceled and left swipe > A trash icon would appear and selecting that would cancel the booking

Block a member from booking any classes

Front Desk staff can block a member from booking classes till a particular date.

Web App > Manage> All Users > Click on the name of the member>Set the date next to the "Block member booking till" option

Send a message to all booked and waitlisted members of a class

Front Desk Staff can send a customized message to all the booked and waitlisted members in a class. 

App > Club page > Select the Department > Calendar > Manage Booking >Select the envelope icon on the top right and send your message after creating it

You can check a Trainer's availability for a court by following the steps below :

Go to Create > Calendar V2 > Select Department > Tennis Trainers > Click on the trainer's name to check their availability 

You also have the option to add availability for a trainer. To do this follow the steps below : 

Go to Create > Calendar V2 > Select Department > Tennis Trainers > Click on Add Availability > Add the details such as timings, and recurring days and Save it.

There is an option to add an event, it can be used to create an event for a member with the trainer by entering the required details. Please follow the steps below : 

Go to Create > Calendar V2 > Select Department > Tennis Trainers > Click on Add event > Fill in the required details > Save and inform the client

By clicking on Save and inform client, it would send a notification to the member and block their calendar for the selected slot.

Tennis Resources

You can monitor all your Tennis resources on a single page. Please follow the steps below: 

Go to Create > Calendar V2 > Select Department > Tennis Resource > Select the resource which you want to monitor

You also have the option to add availability for a resource. To do this follow the steps below : 

Go to Create > Calendar V2 > Select Department > Tennis Resource> Click on Add Availability > Add the details such as timings, and recurring days and Save it.

There is an option to add an event. To do this follow the steps below : 

Go to Create > Calendar V2 > Select Department > Tennis Resource> Click on Add event > Fill in the required details > Save and inform the client

The Front Desk can Manage Bookings for Fee-based Classes in a similar way to managing bookings for other Bookings.

The Front Desk staff can manage booking from the Web App or Mobile App. In order to manage from the Web App, they need to go to the Web App and click on:

Clubs > Select the Department > Select the Calendar option > Click on Manage Booking and add the member

Once you add a member you will get the option to either give them a free session or send them a payment link. The member would be notified on their App about the booking and pending payment if the payment link is sent. Please refer to the screenshot below:

If your fee-based class involves a package from ABC, then you will also have the option to Charge the Club Account. Please refer to the screenshot below:

Similar to creating appointments for Tennis department, The front desk staff can create appointments for Personal Trainers and Service Providers. 

For this you need to ensure that the Availablity Calendar for that specific department is set up, if it is not, please reach out to us and we will create one for you.

In order to create an appointment you need to go to:

Create > Calendar > Select the relevant Department's Availablity Calendar and click on Add an Event.

Under that option, you can set up an appointment with a Personal Trainer or Service Provider for a Member. Please refer to the screenshot below:

The Front desk staff can also view the different booking info or availabilities of different instructors by clicking on their names on the Availability Calendar.