Business Management for Health Clubs

Overview

If you own a health club, keeping track of your clients and your schedule can be a hassle if you have one location or 10 locations. Juggling all of your classes, appointments, special events and workshops shouldn’t be the heaviest weight you lift all day. Your health club is somewhere your clients can go to feel better about themselves. And whether you have 100 clients or 10,000, MINDBODY will help you feel better about running your business.

With MINDBODY, you can reserve a room or a piece of equipment at the same time that you schedule your classes, book appointments, and plan events. Do you track the progress of your clients? Include client tests along with your classes to measure how far your clients have come since they joined. Add a waitlist to your most popular group classes to minimize the work of your front desk staff, and to make sure that your classes stay full. Allow your clients to schedule themselves online in advance for classes and personal training appointments.

If your gym caters to many different types of clients, use our Client Types and Client Indexes to track who comes for what: weight lifting, group classes, cycling, etc. Easily get the contact information from each group to send personalized and targeted emails and promotions. Keep your staff informed by keeping communication tied to a client’s account, rather than on notes and in files, where it is accessible from any location at any time. Make sure that any personal trainer who works with a client is informed of their goals and progress by using our client Contact Logs, and upload before and after photos to each of your clients’ accounts. Generate a list of new members, and send them a welcome email. Use our No-Return report to see who hasn’t come back to your business in the past week, month, or year. Then hold them accountable: contact them to make sure they know that you haven’t forgotten about them!

Offering memberships and contracts is made easy, and ensures a recurring revenue stream for your business. Plus, allow clients to agree to their contracts electronically and cut down on paperwork. Reward clients who refer others, and track it all with your Referral report. Run the Client Retention report to see how many clients are returning to your business again and again. Easily track payroll with one report – even if you pay your staff members differently based on experience, skill level, or type of service.

Sell products from your retail shop easily, and make it simple for your staff to upsell clients who are buying services. Even sell products and services online through your integrated online store, while still tracking your inventory in one place.

MINDBODY will take the weight off your shoulders, so that you can add more to your bench.

Features

Classes

Easily scheduled and managed classes

• Manage all your fitness classes with ease and flexibility.
• Easily sign students into one class, or sign them up for a recurring schedule.
• Quickly and efficiently, members can rapidly sign themselves into classes, freeing up your front desk staff.
• Pre-register clients into a class, or add clients to a waitlist if the class is full.
• Print a hard copy of a sign in sheet, or go paperless and allow your students to be added directly to the class’s sign in list online.
• Send students email reminders of class reservations.
• Schedule classes, rooms, and equipment. Link them for integrated Resource Management.
• Automatically use a payment on a client’s account, or go directly from the sign in screen to your point of sale to purchase a service to pay for the class.
• Allow students to schedule classes online.

Events

• Easily track and enroll clients into workshops and courses that occur over a multi-day period.
• Create different payment options for one event. Even allow your members to pay in installments!
• Schedule an event along with the room or piece of equipment it uses.
• Set up events or workshops and allow your clients to register and pay online.

Appointments

Track and view all your appointments

• View scheduled appointments in real time by status – booked, confirmed, arrived, no-show, and completed.
• Use the appointment finder to search for a specific appointment to schedule (by date, by time, by service, and by staff member).
• Put your schedule online so that your clients can view each instructor’s availability from home.
• Choose to allow your clients to schedule appointments online, where the software will help them find the most appropriate appointment according to their schedule and past preferences.
• Send automatic email reminders and notifications to clients for up-to-the-minute changes, modifications, and confirmations of their booked appointment.
• Plus, enable email attachments that can be downloaded to Microsoft Outlook or MAC Entourage calendars.
• Schedule an appointment along with the room or piece of equipment it uses – simultaneously.
• View your appointment schedule by day, week, location, staff member, or service.
• Schedule just one appointment for a specific date/time, or schedule a series of recurring appointments.

Integrated Credit Card Processing

• Increase client spending with quicker credit card transactions processed on the internet, rather than through slow telephone lines.
• View reports of completed, voided, returned, and pending credit card transactions.
• Accept all major credit card types without confusion.
• Create happier clients with stress-free bookings and payments.
• Your MINDBODY software, each night, will automatically batch and settle different credit card types separately to simplify your accounting books.
• Automatically put money in your business’ account within 2-3 days of making the sale.
• If you'd like to apply for a merchant account online today, click here.

Interactive Check-in/Check-out

• Integrate payments with your appointments to allow for easier checkout.
• Reduce costs by having your front desk concentrate on your valued clients and not on manually checking in and out of classes.
• Allow your clients to bypass waiting and check into appointments and classes at self check-in stations featuring touch-screen monitors or quick barcode scans from membership cards or key tags.
• Quickly scan a barcode or look-up a client by name, and let your staff members view the client profile to answer any questions about daily schedules, billing, or account information.
• With our distinctive color coding system, your staff can quickly determine a client’s account status without hesitation.

Total Client Management

• Get to know your clients better by listing their relationships to other clients.
• Create your own client types or skill levels and assign them to each client.
• Upload photos and other documents for each one of your clients.
• Keep a record of all client purchases and invoice them at any time.
• Quickly access clients’ attendance and purchase histories to better understand and serve their needs.
• Manage client series, packages, and memberships from one screen.
• Allow your clients to see a list of their own attendance and purchase history using their individual login information.
• Allow your clients to pre-pay for services, or pay “on account” and invoice them for negative balances later.
• Find clients who have had cancellations, have unpaid services, or who have negative account balances.
• Run reports that calculate clients’ visits remaining, clients that have not returned and date of clients’ last visit.

Contracts & AutoPay

No more charging monthly transactions by hand!

• Ensure recurring revenue by selling contracts and memberships that charge clients on a pre-arranged date each month.
• Automatically or manually, set up payment plans for each of your clients on a monthly, weekly, or yearly basis.
• Send email reminders to clients that need to renew memberships or have approaching credit card expiration dates.

In-Depth Analysis Reporting

• Generate sales, client management, and analysis reports to give you insight into your business.
• Reports can be viewed online or downloaded to Microsoft Excel. ™
• Run a report on the day’s attendance, or check class attendance patterns on a daily, weekly, monthly, or yearly basis.
• Find out which clients have had cancellations, unpaid statements and payments by event.
• Generate reports by cash drawer sales and sales by revenue category.
• Find out which of your clients are your BIG spenders and what services your studio has sold to them.
• Find out which products and services are your best sellers.
• Run a report specifically for voided sales.
• Pull a report that calculates clients’ visits remaining, clients that have not returned and clients’ last dated visit.
• Analyze your business’ attendance levels and the total average revenue produced.
• Determine the total amount of no-show clients and the number of clients per staff member.

Direct Marketing Reporting

• Generate mailing lists and email lists for all clients, or run it for specific client types in order to send personalized emails, newsletters, or direct mail.
• Generate specific reports on your clients by age, gender, day of first visit, birthday, and more.
• Create better marketing strategies to boost client satisfaction.
• Email promotions, discounts, and incentives to clients who haven’t visited your club in the past week, month, or year to hold them accountable to their goals!

Point of Sale

• Allow your members to purchase services, products, and gift cards all in one location.
• Clients can purchase items for themselves or for any number of other clients – in the same transaction!
• Easily process returns, voids, and split a payment between two methods (i.e. cash & credit).

Online Store

• Sell any combination of services, products, and gift cards online.
• Ship your online product sales with preset rates and restrictions according to state shipping rates and taxes.
• Increase sales and client satisfaction thanks to online convenience.
• Reduce your front desk staff’s workload.
• Boost your profits by allowing members to make purchases outside of your regular business hours.

Online Scheduling

• Allow your clients to schedule and book classes online from their own home.
• Permit your clients to schedule as far in advance as is convenient for you.
• Automated email reminders for booked classes, appointments, events, as well as for cancellations.
• Specify specific “hours of operation” for your online store, or keep it open 24/7!

Gift Cards

• Encourage repeat business by selling gift cards from your front desk or online.
• Sell gift cards with pre-determined amounts, or easily load the gift card with the requested amount at the point of sale.
• Purchase customized gift cards directly through MINDBODY.

Staff Management

• Allow your staff members to check their schedule whenever they need.
• Assign managers and staff with different levels of permission.
• Manage all staff members online simply and easily with multiple instructor schedules.
• Teacher challenges solved easily by having your staff view their schedules and change their own availabilities.

Payroll

• Manage teacher and staff payroll with the use of different pay rates dependant on the type of service performed.
• Payment for appointments, classes, and events are all represented in one report.
• Export your payroll report into outside payroll software, such as ADP and Exact Payroll Services.

Email Marketing

Promote new business and cement existing relationships

• Use our in-depth marketing reports to target specific groups of clients.
• MINDBODY integrates with Constant Contact, to always keep your Constant Contact client lists updated with your MINDBODY client list.
• Send email blasts and campaigns according to customized demographics within your MINDBODY system – never let your clients forget that their business is important to you.
• Customize your email blasts with pre-set templates in Constant Contact according to the subject or audience – even your business’s branded colors.

Pricing

Our simplified pricing structure will allow you and your studio to grow with freedom and ease. Find the package that is right for you and your business.

Pricing levels are determined on the number of professionals (i.e. staff member, teacher, instructor, personal trainer, therapist, technician, etc) employed at your business.

SPECIAL: Prepay 11 months and receive the last month FREE.

Pricing

	Set-up fee	Monthly subscription fee
1-5 Professionals	$400*	$65
6-12 Professionals	$575*	$85
13-20 Professionals	$750*	$105
21-50 Professionals	$850*	$155

If you have more than 50 professionals please contact 877.755.4279 or sales@mindbodyonline.com.

*All prices are set for one location; prices will vary for multiple locations or locations with more than one business unit.

Note: All prices shown are for U.S. versions of our software. Localized, international versions sold in Europe are generally priced 1 Euro per dollar.

All Setup Fees Include

• Personalized Software and Online Store — Customized to match your graphic colors, logo & font.
• Personalized Software and Online Store Unlimited Workstations — Other software companies want to charge you “by the seat.” Not MINDBODY. Need another workstation at the front desk, in the back office or at home? Just plug in another computer to the Internet. You don’t even have to call us.
• Live Startup Training — One to four hours per business location, delivered by telephone and Internet link. Onsite training available in many locations. Contact MINDBODY for a quote.
• Credit Card Processing Integration — With MINDBODY Integrated Credit Card Processing, your business will be able to authorize, settle and manage credit card, electronic check transactions and ACH anytime, anywhere.
• Data Import — Have client names and addresses in Outlook, Excel or another common database format? Using another studio or spa managment software? We’ll import that data to your online software free of change. (Data must be provided in an open database format).

Our rates are designed to save you money. On average, your total technology expenses with MINDBODY will be 50 - 67% less expensive than you would experience with locally installed software.

Monthly Application Service Fees

• One simple monthly fee pays for everything — MINDBODY provides all software service, data subscription fee, ongoing support and upgrades in one low-cost monthly fee.
• Fees based on your needs and business size — We use a carefully created model that factors in the software modules you use, the number of clients you currently serve, and the physical business locations in which you operate. The resulting prices are fair and give a great value, regardless of your business size.
• 12 month contracts — Your rates are guaranteed not to increase during your contract year. Just prior to the end of the each contract, we will price the next contract year based upon your options.
• Prepay first 11 months and get the last month FREE — This simplified approach allows you to cover your entire year of application service and support in one payment.

Support

Included with every package, MINDBODY provides FREE start-up training that incorporates:

• Scheduling classes and events
• Booking appointments
• Managing clients
• Making sales

Get more information about MINDBODY Support.

FAQs

Don’t see your question? Give us a call at 877.755.4279, or email sales@mindbodyonline.com.

Q: Do I need a website to use the MINDBODY system?

A: No. Your MINDBODY software is accessible through http://clients.mindbodyonline.com.

Q: How does my current website connect with my MINDBODY site?

A: Your MINBBODY Online site has a feature called a "Links Generator." This tool creates specific links for your MINDBODY schedules, such as the appointment, workshop or classes schedules. You can then copy and paste those links into your existing website, allowing them to integrate seamlessly and quickly view your business schedule, etc. Links can be created for specific teachers’ schedules. The Links Generator even creates links for your gift cards and products that you saved within MINDBODY.

Q: How do I know what package is right for me?

A: Packages are based on the number of service providers (i.e. trainers, teachers, instructors, therapists, stylists, estheticians, etc.) that you employ. So when your business grows and your staff numbers increase, your MINDBODY system will grow with you.

The MINDBODY system offers four packages for your business:

• Basic is for businesses that employ 1-5 staff members
• Standard is for businesses that employ 6 - 20 staff members
• Premium is for businesses that employ 21-50 staff members

Businesses that employ more than 50 employees will need to speak to the MINDBODY Sales Department: 877.755.4279 or email: sales@mindbodyonline.com

Q: Can I upgrade my package even if I've already started using the software? Do I need to pay for the setup again?

A: No. All features and upgrades are included in your one-time setup fee payment. Monthly subscription fees will increase depending on the package upgrade. If you are using our previous PC version, you will have to pay the initial package setup fee to upgrade to the online version. Please contact our sales team for more information at 877.755.4279.

Q: Is there a demo available that I can look at before purchasing?

A: Yes. MINDBODY provides several demos for various industries. Currently, we have demos for yoga, pilates, spas, salons, studios such as dance, clubs and personal training. We are constantly adding more demos for different industries.

If your industry isn't listed, it doesn't mean that we can't meet your scheduling needs. Please contact our sales team to find out if we have a solution for you.

Q: If I add a location, what is the cost for my monthly subscription?

A: Each location must have its own subscription. Any additional locations you would like to add to your MINDBODY account will be an additional fee. For example, if you pay $59 per month and add a second location, your monthly hosting would be $118.

Q: Once I complete the purchase, how long before the system is up and running?

A: Getting the software up and running is different for each business. Most businesses can complete training and use the software after four 50-minute training sessions. Depending on the complexity of your business model and your ability to learn a new software system, it may take less or more time than the four initial basic training sessions. If you are a new business or have deadlines in place, we recommend that you purchase the software a month before you are ready to use it. This gives you time to complete your training with MINDBODY, get comfortable using the software and also train your staff. MINDBODY's training programs make this transition as smooth and as quick as possible. If you are under strict time constraints, please discuss your timeline with your sales specialist.

Events

Come join the MINDBODY team for these upcoming Fitness events. To find out more information about a particular show, simply click on the show title.

• 2008Jul

  Cross Fit Games
  Aromas, California —
  July 5-6, 2008

• 2008Jul

  IDEA World Conference
  Las Vegas Convention Center — Las Vegas, Nevada
  July 8-12, 2008

• 2008Aug

  Can-Fit-Pro
  Metro Toronto Convention Centre — Toronto, Ontario
  August 15-16, 2008

• 2008Sep

  Medical Wellness Forum
  Rio All-Suite Hotel & Casino — Las Vegas, Nevada
  September 9-11, 2008

• 2008Sep

  National Fitness
  Rio All-Suite Hotel & Casino — Las Vegas, Nevada
  September 9-11, 2008

• 2008Sep

  SIBEC
  Westin Stonebriar Resort — Dallas, Texas
  September 18-21, 2008

• 2008Oct

  CLUB Industry Show
  McCormick Place Convention Center — Chicago, Illinois
  October 16-18, 2008

• 2008Nov

  WCFE (West Coast Franchise Expo)
  Los Angeles Convention Center — Los Angeles, California
  November 7-9, 2008

• 2008Nov

  FISA East
  The Eden Roc Beach Resort & Spa — Miami, Florida
  November 10-12, 2008

• 2008Dec

  Athletic Business
  Henry B. Gonzalez Convention Center — San Antonio, Texas
  December 4-6, 2008