Site Set Up Process

Owned by Member Solutions
Last updated: Mar 22, 2021 by Cathy Beckstead
3 min read

The following are the initial steps to getting your site up and running!

As you set up your site, keep in mind that all of your data is currently "live" and online.

1. SETUP BUSINESS INFORMATION:

2. SETUP INVENTORY:

Be sure that you understand the difference between an item (single session) and a package (group of sessions).

3. SETUP SCHEDULES AND STAFF:

4. PERSONALIZE YOUR SYSTEM:

  • Messages

    : Edit and select the automated messages you would like your clients to receive

  • Dashboard

    : Customize the member dashboard as you would like it to appear to your members

  • Lead Sources

    : Add and edit your lead sources 

  • Member Types

    : Create member types

  • Cancellation Reasons

    : Add and edit cancellation reasons for when you cancel appointments

  • Interests

    : Add and edit your member Interests to suit your business

  • Store

    : Edit your policies for your online store

  • Widget

    : Setup a widget for your customers to view and book on your schedule without being logged in.

  • Contracts

    : View/edit your contracts' custom details here

  • Custom Tabs:

     Create custom tabs for your member portal

  • Questionnaires

    : Create forms for your members to fill out through the member portal

5. MEMBER ACCESS (IF APPLICABLE):

  • Member Login and Password: When a new member is created within the site, a login and password is automatically created for them. The login is the last name along with the first letter of their first name (e.g SullivanT). If enabled, the New Member Email (found in the Messages area) will be sent out automatically when a new member is created.

  • Member Dashboard

  • Member Permissions

    : Control what your members can and cannot do or see within the Volo site when they log in.

6. MEMBER DATA - INPUTTING YOUR MEMBERS:

7. BOOKING/CHECK IN/CLOSING DAYS:

  • Book appointments on your schedules:
    - Private Schedule - Viewed by Staff Member (Most often used for Personal Training Sessions)
    - Class Schedule - Viewed by Location (Most often used for Aerobics Classes, Yoga Classes, etc)
    - Massage Schedule - Viewed by Staff Member (Similar to the Private schedule, but a Location is required)
    - Court Schedule - Viewed by Location (Most often used for Space Rentals)

  • Closing Days - This will check in all booked members on your schedules allowing Volo to properly track what people have purchased against what they have done.

  • Check-In Module

8. CREATE SALES:

9. DECIDE ON A LAUNCH DATE!

Decide on the date that you will start using Member Manager. Your Launch Date is the date from which all of your clients have correct sessions on the remaining tabs and when Member Manager will track all sales from that day on. If you are using our full service billing, this is also the day you can start entering contracts in Member Manager for billing going forward. Once you launch, you are ready to:

  • Book all of the appointments from that day on in Member Manager

  • Check in members for sessions and classes in the Member Manager

  • Enter all new contracts in the Member Manager. Note: If you are using Member Solutions full service billing, all contracts must be entered in the Member Manager from this day forward and NOT in our Member Billing site. Contracts entered in the Member Billing site will not show in your Member Manager and may not bill properly.

  • Enter product sales for Members.

  • Please call Member Solutions Support to book a site review prior to your Launch Date at 877-600-3811. Or go to our Help Tab for more information or to contact our support team.

Here are some additional areas of Member Manager that may be of interest to you: