How can I transition my current App to the SHC App?

It is good to be prepared for your new App. This preparation will include how you will change the name of your App and the eventual switchover to the new App, and how will the App integrate with your Billing Company.

A. The name of the App

If you have an existing App, it is likely that the name you want for the new SHC app for your club is already being used by the existing App provided by a different vendor.

So, what should you do.

Just add a prefix like New or a suffix like Plus to the name of the existing App, like New Radiant Health Clubs or Radiant Health Clubs Plus for the time being.
When the other App is removed from the App Store, the prefix or suffix can be removed (You just tell us and we will take care of it.) and then eventually you will have the name you desired.

B. How will you manage the Switch over from your existing App to the new SHC App?

This may be best explained using an example. If your Member Launch date is 10th August, you should:

1. Send a communication mail/s to your members from 1st to 10th Aug, telling them a New App is coming

2. On 1st Aug, send a communication to your existing app provider giving them a heads up that you are moving to a new App on 10 Aug, and that they should:

Stop selling their existing App from the stores by 9th August
Request your vendor to release the name of the App on 9th August

3. On 9th August, you can remind the existing app provider to do the above 2 tasks.

4. On 10th August, we (SHC) will do the Member Launch of the new App for you:

We will trigger an automatic email to all your members, with their login id, password and link to the App
After they successfully login to the new SHC App, they will get a Welcome email from the Club (this is also automatic)

5. Once you confirm the release of the App name from the existing App provider, we will swap out the name, remove the prefix or suffix and you will have the name you desired.

C. Billing Company Data Integration

If your Billing Company is ABC or Jonas, we will need your authorization to integrate your member data with SHC. This is something we will do prior to your member launch. This ensures that when the SHC App is launched, it can use the member data from your Billing Company data like member names, barcode etc.

For details about how this data integration works and how member accounts are created, refer to the attached Troubleshooting document.

D. Calendar events, Bookings and Member Transitions

Here are a few recommendations and best practices that you can use in order to transition your calendar events and bookings to the new app.

1. Calendar events and Bookings - It is possible that there are existing calendar events and bookings that exist on an older platform and there needs to be a smooth transition to the new platform for the members. Here is what can be done -

a. Create calendar events with bookings only until a certain date on the old platform. This way, any events past the last event on the previous platform would have to be booked/viewed on the new platform without an overlap.

For example, If your club is transitioning to the new app on the 16th of April, you can have all calendar events and bookings for your calendars listed on the old app until the 15th of April. Any events after the 15th of April can only be handled on the new platform. This will also encourage members to switch to the new platform and none of the calendar events/bookings will be repeated or overlapped.

b. Use those which have fewer bookings/calendar events while making the transition for your members so that the overall workload handled by the club is more manageable.

2. Instructor and Front Desk Transition - When moving from your existing platform to the SHC Platform, instructors may require additional training, messaging, and guidance from the club to make the switch. Here is what can be done -

a. Train instructors and front desk on different functions of the app - A lot of functions/menus may work differently/not exist on the older platform. For a smoother transition, instructors and front desk should be trained on functions such as Substitutions, Marking Attendance, Managing a Booking, Cancelling a Booking, Changing member passwords, and Troubleshooting member account creations since these would be common occurrences for frontline staff while making the switch. To know more on how you can train your Front Desk and instructors on the new platform, you can refer to our articles on Front Desk Checklist and Instructor Onboarding.

3. Adequate Messaging on the Smart Health Clubs platform - Smart Health Clubs provides a number of different methods to help you relay messages to members to guide them on how to use the SHC app. Here are a few recommendations -

a. Banners and Intro Slides - Clubs can leverage the banners and Intro Slides functionality on the Web App to create eyecatching images on the Club Page of the Mobile App explaining how members can make Bookings, View department information, Load Videos, and Live Streams, Log their Food and Exercises. This way, the first piece of information that the member views will guide them through various functions of the Platform for an easier transition.

b. Posts - You can send Posts on the platform to guide members on various aspects. For Example, you can use a post to remind members to complete their profile information or refer to the Calendar. To know more about this, you can refer to our guide on Social Networking Features.