Hi. Welcome to Quoox.
So now we’re all logged in. I want to show you how to get set up with your general settings.
So go to the three lines on the left-hand side, drop-down to “Settings”, click on that. On the left-hand side you see a number of different options. We’re going to ignore those for now, and we’re going to work on our system settings. So I’d go through this in order.
You can see the “Setup Direct Debit”. If you click on that button it will take you to the page in which you need to fill out those payment details. I highly recommend doing this straight away. It’s functions through GoCardless. And I’ll have another video on how that works and how to get that set up. But let’s go back to the system settings.
So you’ll see that some information is auto filled. That’s because we’ve done that upon registration, which is great. But you can see here that you’ve got some information that you can add in. For example, redirecting your incoming calls.
If you have a business mobile number, for example, or a business phone that you’d like your incoming calls to be directed to, add that in here.
Now you can also upload your logo. Highly recommend doing that very quickly. It means that you’ll see your logo on the top right-hand side whenever you log in. And it will update throughout the platform.
Your GDPR email address. Now this is generic because it’s a demo account, but I would recommend putting in a generic email address, something like [email protected] or [email protected] Because what will happen is it will be at the bottom of every email that gets sent out to be GDPR compliant. And you want people to be able to unsubscribe without going to your direct email and inbox. So try and pick something that’s dedicated specifically for those inbound inquiries.
Then you can go through and add your VAT number, your company number, your default tax.
And then we go back down further into the sessions, and that comes into default session settings. Now the majority of these, I would suggest to leave as they are. For example, you probably want the maximum days of sessions. I mean, it can be 28 days. You might want to make it 30, so you can see it’s the whole month. It’s up to you. But if you start adding too much information here, for example, if you do it for 60 days, it can affect how the members usually have credits. And I’ll explain that in the next video. This is all editable as to how you want it.
So it’s up to you how many minutes you want to allow bookings to be allowed up to the start of this class time, for example. You might wanna make it less, you might wanna make it more.
There’s options for the waiting list processing method. Do you announce that there’s a space to the whole wait list or do you want to do it for the next wait list member, meaning the first person that was put on the wait list. We recommend leaving it to the full wait list because it’s higher chances of getting it rebooked and having a full class. The wait list capacity, completely up to you. It might be that you only have a capacity of one or maybe five. So again, it’s completely editable to what suits you and your needs.
Late cancellations. So if they don’t cancel within six hours before the session, that means they’re late and that will affect their reliability score, which again is something I can show you on another video. So be sure to look out for that one. So it’s completely up to you. Some gyms do four hours, some do 30 minutes before, and then you’re not late. So it’s completely up to you how you do this.
Membership settings. Again, you can see clearly from the drop-down that it’s recommended that you do not pro-rata. So I’d leave that for the credit pack because we’ve got different settings within the credit packs area. And there’s another video on that for you.
Strike rules. Show the reliability in the app when below 100%. This means that as soon as someone misses a class or comes too late, for example, their reliability score will go down. And as I mentioned, there’ll be another video on how you can utilise that information. But essentially you’re working your way through these settings. Changing them to what you require really. And where things are recommended, I’d highly recommend leaving them where they are. If you want to change them, that’s fine.
If you have any questions, feel free to get in touch. You can do that through our tickets. So you can raise a ticket with any questions and we can help you that way.
Your working day. When do you need your hours to be? So I’m gonna open much earlier. So it might be 7:00 am and you might close at 10:00 pm. So again, make that in line with how your current team operates in terms of opening times.
How you want your measurements. Do you want it in centimetres, inches, kilograms, pounds? What are you used to, what your members use to, make sure it aligns. That’s up to you.
In terms of timesheets and payroll. Again, you can align this with your payroll systems store, essentially what products you add to your store and how many tabs, if at all are permitted.
And if you have a Myzone integration and a store voucher for a discount, you can add that here.
You also have your documents and uploads. So member file uploads, are they permitted? So if you’re asking someone to upload maybe a form that you’ve asked them to fill out, yes, you want them to be able to upload that to the system so you can see the answers that they generated. Again, display all statuses for member status check display, that’s up to you.
Whether they can add weigh-ins and achievements. Normally we leave this as no, because there might be something that you want to edit or add in.
I wouldn’t worry too much about barcode, access control. I’d leave it as Code-128. Campaign settings. Raise alert upon new lead registration. Leave that as no, because when we go through the nurture programs, you’ll see that you can make those edits yourself through the program and you don’t want to confuse it with the campaign settings here. And leave the new push alerts to employee group and do not send notifications.
COVID-19 settings. Obviously added last year. If there’s anything that you want to add to here, you can. If you want to turn them off as were now. Easing out of restrictions, you can do that. You might want both as yes, you might want one on and one off.
You can then save that information. It will update your profile. You can see that they’ve all been updated.
Give it up to 15 minutes for them to come into effect. But it’s that easy to go in, add the information, and be aware that this is where you’d go to change any of that information as well.
So this is all done through your general system settings. If you have any questions around setting up this information, what you need to add or how it works, please don’t hesitate to get in touch and we’ll speak then.