What is a Plan?

A plan is a Program, Membership, Pass, or Agreement that you create for your customers to purchase/complete. Once a customer completes a plan, it is called a Contract.

Plans can be made available for sale at one or more facilities, and various settings can be configured to be the same or unique across those locations.

This article reviews all things on the Build > Plans Page.  This page holds all your plans, and the additional building blocks you will use in your plans.

Plan List Tab

The Plan Lists are where you  view, edit, organize and create the Plans to sell to your customers.

There are separate directory pages for each Plan type: Programs, Memberships, Agreements, Passes, and Gift Cards.

Categories

Categories you create here can help you stay organized AND can be searched anywhere a plan filter can be applied (find contracts, customer segments, promotions, reporting, etc.)

Categories can also require specific permission to access the plans contained within.  Find the Permission in Build > Plans section of permissions with your exact category name.

CUSTOM PERMISSION ON CATEGORY
The Category is now shown in Manage > Staff, Roles and Permissions. It defaults to admin only access - you must assign it to other roles to grant access to plans in this category

• Categories with the Specific Staff Permission toggle ON have a badge shown next to the category name. Shown below on the built-in master category Memberships.

Program Plan Categories & Staff Calendar Module

The Program Plan list is reflected in the Calendar Module Filter. 

In a multi-gym environment, only the categories with plans available in that location are shown in the calendar module filter. Other categories will be hidden from the staff facing calendar module view.

Add New Plan

Clicking add new plan opens Plan settings (the Big Edit menu) where you can begin to configure your plans.

Generally speaking, if the benefits of a given plan differ, it should be created as it's own plan. Everything else - pricing, cancellation terms, terms and conditions, questions, and customer notifications can all be configured per location within the same plan.

Viewing & Editing your Plans

Once you have created a plan, it will show in the list in the left sidebar.  Select it in the left sidebar to see the main plan landing page in the center of the screen. In this view you can see:

• Total Active/Frozen enrollments is shown to the right of the plan name, in the left sidebar in grey.  
  
  
• Click Edit to the right of the plan name to open the Plan Settings (the "Big Edit" menu) 
  
  
• There are 3 tabs under the plan name header information: Configuration , Contracts, and Simulate Notifications. Programs also have Courses and Sessions tabs where you can view the schedules associated with the plan.
  
  
  • Plan Configuration Spokes are where you will configure the rest of your plan. Unlike the plans big edit settings, which are configured in one way for all locations, the spokes are where you can customize your plan by location.
    
    
  • The Contracts tab shows you all contracts for this plan type. You can filter the view, and view/edit those contracts from this list.  Click the + at the left side of the contract row to expand and view the contract.  
    
    
  • Simulate Notifications allows you to view system emails for this plan by date.

Enrollment Types Tab

Enrollment types are effectively the participant options you want to offer in a given plan.  They are used in a plan to define pricing and implement restrictions, such as age restrictions, student requirements, first time vistor, and more.  Customers select quantities on enrollment types when purchasing a plan.

Stay Organized

Use the Description field to describe what you plan to use this for.  This description is visible in enrollment name searches, like in Customer segments and elsewhere.  

Click the + at the left side of the row to view all the plans currently using that enrollment typestay organizedStay organized by using descriptions on your enrollment types. 

Sort Order Matters

The sort order of the enrollment types in this list is how they will be shown in the plan to customers and staff.  Click Sort and drag and drop to reorder.

Enrollment Type Settings

Enrollment types can have various settings that apply anywhere that enrollment type is used

• Age restriction: Age restriction is assessed ONLY at the time of booking and ONLY on the online storefront (not enforced staff-facing). It does not flag later if a person "ages out." For a 
  • Use a Customer Requirement instead for a dynamic age requirement that does the following:
    • Checks the age against the Contract Start Date
    • Blocks customer from proceeding online AND can block or warn staff-facing. 
    • Alerts on the contract/at check in that someone "ages out" on an active contract
      
      
• Default Min/Max: The minimum or maximum number that can be selected for this enrollment type.  Can be set here and/or overridden within the plan settings > big edit > enrollment types tab.
  
  
• Hide From All Storefronts toggle: Toggle on to make this enrollment type visible to staff only.  it will not be displayed to a customer booking online, only to staff making the contract/booking.  This is useful if you want your staff to be able to book someone into a specific enrollment type, but don't want to show that type online.
  
  
• Make this enrollment type the contract holder toggle: Using this setting means that when customers are completing their plan via a storefront, that the person in this enrollment type MUST be the person logged in (logged in means they will be the contract holder).
  • This is needed for something like a waiver and ONLY works for an Agreement plan, where you want to ensure that the adult is logged in (and thus the contract holder and signer) AND they are the same adult assigned to the adult enrollment type (to prevent one adult signing for another).
    
    
• Customer Requirement toggle (Configured in Manage > Customer Segments & Requirements > Customer Requirements) you can create customer segment based conditions to restrict who can be added to as an enrollee to a plan.  Read more about that HERE.  
  
  
  

Asset Schedules Tab

Asset Schedules allow you to create an asset - time frames and/or resources shared by plans that will automatically adjust the schedule based on the assets applied.  For example, you can make a Gym Hours asset schedule schedule that will automatically cancel courses or sessions based on the asset.

> Find examples and instructions HERE

Customer Badges Tab

Customer Badges offer a quick view of a customer's current mode of access - day pass, member, punch pass, guest, etc.  Badges can be used in reporting, customer segment searches, and are displayed at check in. 

Badges display while a contract is ACTIVE. Note that for program plans, active is only between the start and end time of the program vs a day pass, valid from the start of day to the end of day, would display that badge all day. 

Frozen and Terminated Member badges persist on the customer record IF no other plan badges are active (if ordered above member).

With Badges, ORDER MATTERS.  Generally speaking you want to list Day Pass first, Member next, and Punch Card last.  This would mean:

• Member displays even if they also have a punchcard. 
• If a Member is frozen and purchases a Day Pass, the Day Pass badge will show before reverting back to the frozen member badge.  The first active/frozen badge in the list wins
• If a Member is frozen and has a punch card, the punch card will be auto-deducted, but the frozen member badge persists (again bc of heirarchy)
• For Membership Plan types only, the terminated member badge persists if no other plans are active.

Amenities Tab

Read More about Amenities and how to set them up HERE

Group Management Profiles

Group profiles are especially useful for group events, where you want to send the organizer a link to share with their guests to sign the waiver.  Learn More HERE

Next Step: Creating your Plans - the Big Edit menu