The fitness industry is awash with different terms and phrases. In Quoox we have tried to standardise on a set of definitions that we believe is applicable across the broadest group of users.
Listed alphabetically below are some of the key terms used by the Quoox system. Underneath is the definition for each, in a list that is ordered such that it makes best sense reading it top-to-bottom. We recommend spending a few minutes familiarising yourself with these terms, as it will help you understand the Quoox system quicker.
Quoox – This is both the name of our system (“Quoox Gym Management System”), and of our company (“Quoox Ltd”).
The correct pronunciation is “kooks” (with a short “oo”!)
Management Portal – The main web-based management interface, accessed at https://my.quoox.com/ It is also known as “My Quoox”.
Mobile App – The Quoox mobile app refers to both the iOS app for iPhones/iPads available from the Apple Store, and the Android app for Android phones and tablets, available from Google Play.
Centre – This is the generic name that we use to refer to your gym/fitness centre/wellness centre. As there are so many terms used within the industry, we deliberately use this generic term. In messages displayed to your members, we will often use the phrase “your centre” to refer to your business.
Member – A member is a registered user of your centre, regardless of whether they have a membership or not. Anybody that logs into the Quoox system is a member. Employees are members with enhanced privileges and access.
Employee – An employee is a member of staff working for your business. By definition, every employee is also a member of your centre.
Manager – A manager is an employee with the highest level of access. Managers not only do everything that employees can, but they can also access the system settings and staff management functions. When you signed-up for Quoox, the account you signed-up with was automatically created as a manager account.
Current User – The current user is whomever is signed into the management portal at the current time. Typically this would be you. We strongly recommend that each user of Quoox has their own account, and urge against the use of shared accounts. This provides you with better security compliance, as well as meaningful auditing and tracking.
Quoox Email Address – This is the email address assigned to your centre during sign-up. It will be something@quoox.com. Any emails you send from the Quoox system will be sent from this email address. Furthermore, any emails your members send this address will be automatically imported into the system, and recorded against their accounts.
Quoox SMS Number – This is the mobile phone number assigned to your centre during sign-up. Any SMS/text messages you send from Quoox will be sent as this number. Furthermore, your members can text this number and their messages will be automatically imported into the system, and recorded against their accounts. Important: The SMS numbers only support text – not pictures or media.
GDPR – This is the General Data Protection Regulation. It came into force in Europe on 25th May 2018. It is a legal requirement for all companies in the EU to comply with these regulations. Learn more
Dashboard – The dashboard is the homepage of the management portal. This page comprises a number of widgets, that you can re-position so as to give yourself your preferred overview of your centre.
Venue – A venue is a physical location at which you train your members. Most boutique gyms will typically have only one venue. Venues are tied to GPS co-ordinates, which are then used to validate employee and member locations – and to provide directions via Google Maps.
Session – A session is an event/class attended by members, for example “Boxing”. Typically a session will recur on a regular schedule.
Schedule – One or more schedules can be setup against a session. This allows you to setup a session once, and then have it recur on a repeated basis as you wish.
RoboNudge – These are our automated session reminders. You can configure as many different types of reminder scheme as you wish, and then have these trigger automatically – sending your members one or more reminder emails or SMS‘s.
Course – A course is a type of session. Typically a session would be a shorter event, such as a 1-hr training class. Typically a course would be a less frequent, but longer event – such as a 2-day bootcamp.
Popup – Popups are another type of session, and our generic name for ad-hoc events such as social events. Like sessions and courses, popups may also run on a schedule – or be one-off events.
Consultation – A consultation is typically an an-hoc session with a member or small group of members. For example, a rehabilitation session; a sports massage session; and an on-boarding session are all examples of types of consultation.
Credit – A credit is the ‘currency’ allocated to members on a recurring basis as part of their membership. Members can use credits (of appropriate validity) to trade in against access to sessions, courses and popups.
Grace Credit – A grace credit is the same as a credit, except that it is issued to a member in advance of payment. This ensures that the member receives continuity-of-service. If payment is not received, the grace credits can be revoked.
Credit Pack – These are simply a collection of multiple credits. You might, for example, setup a ‘general use’ credit, and then allocate 8 of these credits to a credit pack – issued as part of the recurring membership.
Membership – Memberships assign credit packs to members on a configurable, recurring schedule (E.g. monthly). Each membership may have one or more membership plans associated with it. A membership may run for a fixed period of time, or be auto-renewing.
Membership Plan – A membership may have one or more membership plans associated with it. A membership plan is the schedule against which payment is taken from the member for the membership. With the way most centres operate, the credit pack issue schedule will match the membership plan schedule. However you could, for example, issue credits on a monthly basis – but take payment on a quarterly basis.
Payment Schedule – This is akin to the membership plan. It is the schedule upon which payment for a membership is taken from a member.
Attendance – Attendance is a record of a member having shown-up for a session, course or popup. Good attendance will enable the member to retain a high reliability score, whereas a poor attendance (or late cancellations) will see a drop in the member’s reliability metric.
Campaign – A campaign is a lead generation marketing campaign that you can run within Quoox to generate new leads for your studio. Quoox provides a number of pre-written campaigns that you may use and tailor, or you may create your own from scratch.
Lead – A lead is a potential member attracted to your studio via a marketing campaign. Leads are sent automated reach-out messages to attempt to persuade them to book an appointment to visit your studio.
Landing Page – A landing page is a marketing page that forms part of a campaign. You publish details of your landing pages either manually, or using a hook. Visitors to the landing page are encouraged to register and become leads. Once registered, a lead is sent automated reach-out messages.
Hook – A hook is part of a campaign. It is designed to hook a potential lead, and encourage them to register. You would typically publish a hook to social media, such as Facebook or Twitter. A hook comprises some text and a link to a landing-page.
Reach-out – A reach-out is an automated communication sent by Quoox to a lead as part of a marketing campaign. There are two types of reach-out message: i) those send a scheduled amount of time after a lead has registered their interest; and ii) those send a scheduled amount of time before a lead comes to attend an appointment they have booked via a landing page.
CAPTCHA – A CAPTCHA is a piece of computer code used to distinguish a human from an automated interaction. Quoox uses a CAPTCHA system provided by Google on its login page. This is to ensure that only real humans can log into the management portal, and that it cannot be automated – thus compromising system security.
Message Centre – This is the general message hub within Quoox where all incoming and outgoing emails and SMS‘s can be seen. It is here that you would typically monitor incoming messages. New (unread) messages are flagged by an indicator in the management portal. Where the sender email address or mobile number matches that of a member, the communication is also logged against the member. Unmatched messages still appear in the central message centre.
SMS – Short Message Service is the name that we use for a mobile phone text message. Distinct from a push message that is delivered by the app (and often turned-off by members), an SMS message is sent across the telecommunications network. It is a 2-way mechanism, to which members can reply. The Quoox SMS system does not yet support media, but this will be added when supported by our upstream provider.
Training Week – Simply put, this is the number of the current week in the year. 1st January – 6th January is week 1, and so on – up to week 52 at the end of December. The Quoox Library fitness plans are scheduled by training week, and the current training week can be seen in the header of the management portal.
Q:\ Drive – The Q:\ Drive is our version of a cloud-based file store. Within the Q:\ Drive you can store all of your ad-hoc documents, and be able to share them with other employees.
Quoox Library – This is the name for the Quoox content plan. As part of the Quoox Library, we deliver training programmes; nutrition plans; home workouts; cookbooks; member agreements; marketing content; exercise videos; and much more.
Point-of-Sale/Store – The store is Quoox’s point-of-sale system. Via the management portal, you can sell a wide variety of different goods – which your members can either pay for by card, an offline method, or build-up-a-tab – which they can then pay for in one go.
Inventory – These are the items that you sell within your store. For example, a t-shirt would be an inventory item.
Inventory Variant – Each inventory item in your store may have one or more variants. For example, a t-shirt inventory items might have size variants of XS, S, M, L, XL, 2XL. Each variant may have a different price, and stock levels are maintained for each.
Profile – Each user of Quoox has a profile. This is the part of the member profile that they may administer themselves. This largely comprises contact information, and their password. They can also update their avatar (photo) themselves – either via the portal, or via the mobile app.
Widget – The Quoox dashboard is made up of a number of widgets. These may be re-positions or closed, to enable you to configure your preferred dashboard layout.
Member Form – Quoox allows you to configure any number of member forms. These forms are electronic question-answer forms that you can use to gather and store any information that you wish. For example, you might setup an ‘on-boarding questionnaire’ form that outlines the information you typically seek to gather from a member during induction. Simply setup the questions once, and then complete the answers for the given member. The resulting information is stored as PDF against the member record, and may be updated at any time.
Shift – A shift is a period of time that an employee is scheduled to work in a given role, at a given venue. Very often employees will work repeating shift patterns, and with Quoox you can quickly-and-easily clone shift patterns. Employees can see their shifts in their mobile app, and can clock in-and-out via the app. These times then translate into a timesheet, against which your payroll can be run.
Shift Manager – The side-by-side view of your scheduled sessions and employee shifts. Open shifts and unallocated sessions are easy to see, and are flagged for attention.
Open Shift – An open shift is an employee shift that has not been allocated to any employee. This is where you have logged the requirement for a staff member, but it is yet to be assigned to an individual.
Timesheet – Timesheets are typically the output of the employee clocking in/out to their shifts. However, at your discretion, employees may also add to or update their timesheet manually. These timesheets are then processed by the payroll function to provide you with the details of the wages you need to pay your employees.
List – There are many different types of configurable list within the system. For example, types of achievement are a list that you populate with any items that you wish. Other lists include categories; document types; etc.
Group – A group is a collection of members. You may setup as many groups as you wish (E.g. “VIP Members”) , and add members to one or more groups. These groups are then used in functions such as the message centre; workout assignments; Quoox Library sharing etc. In addition to member groups (configured by you), there are also dynamic system groups.
System Group – A system group is a special type of member group. The members in these groups are assigned by the system, depending on rules – such as “inactive members” would be any member that doesn’t have an active membership and that hasn’t attended for over x days.
Achievement – An achievement is recorded against a member. It could be a recording of weight or body fat, or it could be a personal best (E.g. deadlift weight). Achievements are ranked, graphed and displayed to members via the mobile app.
Workout – A workout is a collection of exercises that are shared with members via the mobile app in the form of a “home workout”. If you subscribe to the Quoox Library, you may also assign exercise videos to each – showing the member how to correctly undertake the exercise.
Incident – An incident is a problematic event that occurred that needs to be recorded. For example, this might be a member having injured themselves during training. Incidents may be recorded generically, or logged against members.
Mandate – A Direct Debit Mandate is the instruction for a bank to pay, on demand, a sum of money to your business. Quoox allows you to setup Direct Debit Mandates for your members via GoCardless. Direct Debits are a great way for paying for memberships, as they are typically less administration work that credit/debit cards – and often with lower processing fees.
Notice – A staff notice is a message of important information that may be shared with employees at one or more venues. Notices are display in the dashboard, on the noticeboard widget. They remain unread until the employee has read the detail, or forcefully marked them as read.
Kiosk – The tablet-based self check-in kiosk enables members to check themselves into your centre, thus marking that they have attended a session.
Message Template – You may setup as many message templates as you wish, for both emails and SMS messages. Message templates can be used within the message centre, for sending template-based out-going messages. Now you don’t need to keep cutting-and-pasting the same message, but can easily send a pre-configured template with smart fill-in fields.
System Template – The Quoox system sends your members various automated messages at different times. You may administer and tailor these messages to suit your own preferences.
Storage – This is a measure of the file storage space taken up by the documents in your system.
SMS Usage – Your SMS usage is visible via the dashboard at any time. Each message incurs a small fee from our telecommunications provider, which we pass-on to our customers. Once your SMS usage reaches a given threshold, we will take a payment for that usage.
Support Ticket – Questions and issues can be raised with the Quoox support team via the creation of a support ticket. You can then track the progress of your issue via the ticketing system.
Online Chat – For more urgent queries, online chat is available during working hours. You can chat directly with our support team via the chat widget with the support ticket area.
