Firstly, thank you for subscribing to Quoox! We are delighted to have you as a customer, and know that the Quoox system will help you manage and grow your business.
Before you start
Quoox is your new business management system. The likelihood is that you will use Quoox for managing the majority of aspects of your business. It is also something which (via the mobile app and member portal) is viewed by your members, so needs to be configured to convey your business in a positive and supportive manner.
Whilst the Quoox system is up-and-running immediately, you should perhaps typically expect to spend maybe 4+ hours (spread over a few days) to properly setup your system.
Time spent getting your system setup right now will save you potential headaches later on
It is very tempting to bash in a few details, and start using Quoox right away - and you could. However spending time now to plan how you wish to setup your system and use it will make it much easier for you to leverage the system in the way that works best for your business. We have listed some of the areas we recommend you should consider before you get cracking.
Tell your members that you are implementing a new system
By giving your members a heads-up that you're implementing a new system, and explaining to them the benefits that it will also bring them, they will be more understanding of what is going on during any transition process. We strongly recommend keeping your members in-the-loop, as this also makes them feel invested in their training/fitness centre.
Set up your 3rd party accounts
Firstly, we recommend that all Quoox subscribers sign-up with Stripe (to be able to take debit/credit card payments via Quoox), and with GoCardless (to be able to take Direct Debit payments via Quoox).
Stripe and GoCardless have legal processes they need to follow, and getting your account fully active may take a few days. We therefore suggest that you start by signing up for these accounts, and getting the processes under way. Both Stripe and GoCardless have great support teams, and they will be able to help you with any questions you have during their sign-up processes.
Gathering the information you will need
It is worthwhile spending a few minutes pulling together some of the items you will find you’ll need during the Quoox setup process. Doing this now will save you the frustrations of having to keep interrupting your train-of-thought to go and dig out various bits-and-pieces.
Items that we suggest you collate include:
- Your company logo in electronic format. See here for guidance
- Some photos of your fitness centre(s)
- Some photos of your sessions/classes
- Photos of each of the products you wish to sell via the point-of-sale system (optional)
- Your company registration number; VAT number; and GDPR email address (if/as applicable)
- Your thoughts on how you would describe your facilities and sessions to your members
- and, most importantly, consider how you wish you structure your
- and session schedules
Quoox offers quite a lot more flexibility in some areas that other standard gym management products. It may be, therefore, that you can setup your members and sessions in a way that more suits your business, and that (perhaps) you weren’t able to previously.
You can, of course, change any of the above at any time. It is, however, easier to put the thought in and get it right now – as this will save you time and effort down-the-line. Once setup correctly, the system will just work for you, and you can get back to concentrating on running your business and having a life!
The order of events
Many areas of Quoox are, unsurprisingly, dependant on each other. There is therefore a recommended order for setting up the Quoox system, although you will find yourself jumping back-and-forth between a few areas to tweak them to your preferences.
We suggest that you work through the setup process in the order below. We know it looks like a daunting list, but slow-and-steady wins-the-race!
- Get your 3rd party Stripe and GoCardless accounts setup, as above
- Set the general settings for Quoox, to tailor it’s performance to your preferences
- In the above step, upload your company logo
- Setup your Stripe integration with Quoox
IMPORTANT: Quoox MUST have it’s own Stripe account. Do NOT connect Stripe to any existing Stripe account, as this may cause you problems. Stripe make it easy to create additional accounts, if necessary. Read the Stripe help page
- Setup your GoCardless integration with Quoox
- Setup your venue(s). The default venue will have already been partially setup. Edit this venue to complete/correct the details
- Setup your email layout, and select your desired colours
- Review the pre-configured lists and groups, and add/amend options as you wish
- Setup your credit packs
These are the credits issued to members as part of their membership, or that may be bought on an ad-hoc basis
IMPORTANT: At this stage you will not have yet configured sessions, so select “valid for any session” for the credits. Once you have setup sessions (later in this process), you can then return to restricting credit usage.
- Configure your memberships
It’s quite possible you might only have one membership type, but you can setup as many as you need
- For each membership, setup corresponding payment plans
As with your membership, many centres may only have one membership payment plan
- Optionally, setup reminder schemes for your sessions
Sending reminders prior to sessions is a useful way to maximise attendance. You can assign the scheme(s) you setup to sessions/classes in the next steps.
- Define your sessions/classes, courses and popups
These are the basic definitions of each session/course/popup type
At this stage, you may want to revisit step 9 if you wish to restrict credit usage to certain membership types
- Setup your session/class schedule(s)
Having defined your session(s), now setup the schedule for when they occur
- Optionally, revisit credit pack configurations
If you wish to limit the credit pack validity by session type, you may now revisit the credit pack administration area and apply your desired restrictions
- Optionally, setup member achievement definitions
By defining member achievements, you can then record these against your member records
- Optionally, review your system templates
Quoox sends your members/employees a number of automated notifications as part of it’s processes. Whilst the system comes with good, pre-written templates, you may change these to suit your personal preferences and styles. You can also include any further information you wish.
One template you may wish to review is the “Welcome” template sent to new members. This is sent when you add a new member to the Quoox system, and will be the first indication that member’s receive that they have been setup on the system.
- Optionally, setup your store inventory
As with all of the configuration, this can be edited at any time. It is here that you setup the products you sell in your point-of-sale system.
- Add your employees
Employees are added as members, and then promoted to being an employee (or a manager)
- Add your employee shift patterns
By adding your shift patterns, your employees can see when they are due to attend your centre. They can also clock-in/out via the mobile app.
- Assign employees to your scheduled sessions
This lets employees know which sessions they’re running, and members who their class leader is going to be
- Add your members
This will also trigger the sending of a “welcome” email to your members, and they will have access to the system
- Start using the system
You’re now all good-to-go, and you can start using the system. Remember: you can/should continue to tweak your system setup until you are happy with the way that it is working for you
We’re here to help…
As with any new business management system, getting it setup does tend to throw you in at the deep end. Very often you’ll find yourself going into areas of the system you’ll never need to touch ever again!
The Quoox Support team is here to help you. We know getting a new system implemented can be a stressful and frustrating process.
We’re here to help you succeed, and we’re as invested in your success almost as much as you are!