Manage Club Information (Overview)

Club Information is very important piece for all facilities. Managing contacts, subscribing for news alerts, changing your sales tax, updating the facilities email address or viewing your contract with eFit Financial are just a few of the features that are done through here. Below we will go through what the entire Club Information feature is capable of doing.

Only a Level 5 user can access this feature and a few tabs within Club Information, only a Level 5 Super User can access. If you have problems accessing any features please make sure to contact management at your facility to make sure you have sufficient access.

Administration-> Club Setup -> Contracts, hours, location, profile…

Open

To access Club Information, navigate to the Administration page, and select Contracts, hours, location, profile… under the Club Setup group. The Club Information window will open on the Contacts tab.

Open

The Contacts tab allows you to add, edit, or delete contacts eFit has on file for the facility. These contacts will be used as a reference when eFit has an issue that needs to be addressed by the facility. In order to make modifications to the existing contacts, select the name in the list and choose Add, Edit, or Delete Contact.

Ownership and senior management should have their contact information filled out in full.

Subscriptions Tab 1

The Subscriptions tab allows the club to sign up for alerts and updates to be sent via text message or email. This is completely optional for the club and is a free service provided by eFit. You are able to select all or some of the categories listed (Accounting Updates, Mail Response, News Alert, System & Software Updates, and Weather Alert).

As an example, if you choose to receive email notifications for System & Software Updates, you will be alerted when a new or updated feature has been released, such as modifications to the Add a Member process. Another example would be the Weather Alert, which will notify you if eFit Financial has a delayed opening or is shut down due to weather conditions.

Subscriptions Tab 2

In order to subscribe for these services, select a name from the drop down menu and choose the icon that corresponds with an email or text message. The names listed in the Contacts Tab will be the Only persons able to subscribe to these services.

Location Tab

The Location tab is where the general contact information for the facility may be adjusted. Changes can be made to the physical or mailing address, phone numbers, primary email address, etc. If any adjustments are made to this tab, select Update in order to save those changes.

Profile Tab

Only a Level 5 Super User can access the Profile tab.

The Sales Tax field will allow the club to charge sales tax on membership dues and selected add on services. The rate is unique to each state and if you are unsure of the amount to be entered, you will need to research your state laws. If the rate changes, make sure to check the box to "Update Members with new Sales Tax?". This will ensure all of the existing members are charged the updated amount of Sales Tax.

The POS Sales Tax field is where you will enter the amount that is potentially charged for products sold through the Point of Sale system. This may occasionally differ from the amount of tax charged for memberships; if you are unsure you will need to research your state laws prior to updating this information.

Credit Card Charge Description is the information we will submit with the member's payments to the bank. We cannot guarantee this will be the name that appears on the member's bank statement, but we will submit the information with each payment.  

Can Take Credit Card Payments at the Club indicates you have a credit card terminal in house that processes payments through a bank. eFit Financial will have no records of transactions processed through this machine, unless they are properly posted in the system.                                                                                                                                                                                                                                                   ****Terminal can refer to a physical credit card machine provided by the client's bank, an attachment used to process payments on a portable device, etc.****

Contact Members (collection efforts) enables eFit to contact the members with defaulted payments. This option is defaulted to yes, as that is a service included with the software.

Do Not Send Notices: eFit sends notices to the members to inform them of their past due balance and reminders that their payment is due as a courtesy to the club. If the club chooses not to enable this feature, you need to select Yes to prevent the members from receiving these notices.

Do Not Change to Statement: eFit has the ability to change accounts to a statement if necessary or requested by the member. If the club does not want to allow their members to receive a paper statement, they need to select Yes.

Default 'Cash Drawer?' Checkbox to Checked: Each club is automatically defaulted to have the 'include in cash drawer' box checked so when you are processing payments such as down payments and membership dues, the items show up in the cash drawer reports. If you do not want this feature enabled, select No for this option.

Member Cancellation Policy is one of two places the cancellation policy may be entered into the system. This particular field allows eFit to have a quick reference for the club's cancellation policy. This assists our representatives should questions arise about the cancellation procedures.

Contract Tab

Only a Level 5 Super User can access the Contract tab.

The Contract tab is where you can access a copy of your contract signed with eFit Financial. If the contract is unavailable, notify eFit Financial to upload the information.

Once this information is reviewed, close out of all extra windows and return to the Operations page.