Club OS Leadership Training Webinar Guide

Transcription

1 Club OS Leadership Training Webinar Guide Welcome to the Leadership Training Webinar! Please use this guide to take notes as you follow along with the course. It will also serve as a good reference as you get implemented with Club OS. There are some required action items listed at the end for you to complete after the webinar. Completing these actions are necessary to launch your Club OS site and set your team in motion for success! Main Dashboard If you have access to multiple locations, your set default location will show automatically. Use the dropdown box on each window to view locations and team members. You may change your default club dashboard at any time. KPI s : This window will allow you to keep track of enabled metrics. You will be able to see the live stats and track trends at your club. Follow-Up: This shows your list of clients to contact for that day. You can filter and sort by club, lead status, and employee. Recently Added: This window will show your most recent leads. Remember to change the dropdown box to view for the entire club or by assigned salesperson. Top 10: Will rank your team s performance based on set KPI s. Use the dropdown filters to select with KPI ranking you wish to view. Schedule: Shows the events you have on calendar for the date selected. For a full view, click the Calendar icon on the toolbar. Messages: This window shows you all message replies/responses to sent s and text messages. These messages can be replied to directly from this window. Note: These messages will be logged as Direct contacts in Club OS. User Search Your club s profiles are housed in the User Search. Locate a single profile by entering a name in the box or click the desired role/lead status and use the filters located on the left-hand side to retrieve your desired audience.

2 Setting Up Team Profiles: (Front Desk, Salesperson, Location, Manager, Club Admin) If you are on this webinar or viewing the recording, you are a club admin or a location manager. Upon the first step of the onboarding process, the owner and any additional point of contacts provided are given Club Admin access by Club OS and are responsible for setting up their location(s) team logins/accounts. Most team member profiles have been synced over with the data pull from ABC. Here are the steps to setting up your team. 1. Go to your User Search and uncheck Members and Prospects. This will show all team members. 2. Click the desired team member s profile. Once inside the profile, click the gear icon on the top right which is the User/Account Settings. 3. In the team member s account settings, update any personal information and access needed. a. To adjust/elevate access, select the desired Role (i.e. salesperson, location manager, club admin, etc.) Please note that if you give someone the club admin role and you are also a club admin, you will no longer be able to adjust their permissions/access as the role will be equal. If you would like to elevate location manager access you can do so in the permissions tab. b. If you have multiple locations and want to grant a team member multiple locations, you can do this is the Location Access section. c. There will be an signature auto populated for your team member. You may revise if desired. d. Make sure you have saved any revisions in each section. 4. Permissions tab - use to further enable or restrict if needed. (for example, allow location manager extra permissions for marketing). 5. In the Security tab you will be able to edit and reset username and password information for your team members. Once you have saved this information, they can use it to login. We typically set the first time PW to 1234 and check the box that will force them to reset it upon signing in. 6. To delete any previous team members that are no longer employed at your club, click inside of their profile and delete (bottom of general tab). 7. To add new team members that do not have existing profiles, create their profile in DataTrak and an team account will automatically be added to Club OS at the next sync. 8. If for some reason the account does not come over from DataTrak at the next sync, you can click the blue ADD button at the top of the page and choose new user and complete the steps with the exact same information that you used to create the new user in DataTrak

3 My Club Dashboard Goals - Goals that appear in the KPI window are set at the location level, but can be adjusted through account settings. Follow-Up Settings - Default is set globally at corp level but can be adjusted by location upon request to implementation. Scripts - Some default scripts have been added globally but can be revised and additional scripts added per location. Location Settings Location Defaults 1. Member Sales Default - This is the catch all for anyone who comes into the system unassigned. 2. Member Support Default - If there is 1 staff that is in charge of following up with all members, we will set their name here. This will transfer the membership follow-up over to that staff whenever the prospect purchases a membership. 3. Club Send from Name - If you do not want the employee s name displayed as the sender of direct and follow-up s you can input your club name or other name here. 4. Club Campaign Addresses - preset list of reply to s for the Marketing tab. These are 2 s that you can individualize 5. Other Addresses a. Web lead notification (if they have a web form or they are given API access) b. Guest Pass Expiration will notify you the day before with a list of clients whose passes are set to expire the next day. Telephone Inquiry Script- A default will be entered globally. Marketing Sources- You can adjust and change your marketing sources from here Facebook Lead Ad Integration - If you choose to add this feature, it is connected here. Reports Overview of all of you key metrics that can be setup and delivered by for desired data and time frame. We have enabled several for you to pull and utilize. Digital Guest Waiver (DGW) The link for the DGW can be found within the account settings of each of team member s account. Please save the link onto your club tablet s to register your guests when they come into your club. A profile will be created in Club OS for walk in s that are new leads. That profile

4 will be pushed to Data Trak in real time (where you will later update to member upon selling them a membership) You team will be automatically added to your DGW s Toured by field. If you would like to remove someone from this field, there's an option in each person's Account Settings>General tab that says " exclude this account from the digital guest waiver ". Check this to exclude the team member. If your DGW doesn't have the Toured by field enabled then the toured by person will always be the Sales Default. Add Lead Click the blue ADD button at the top of the page and choose New Lead. Complete the required information and save. Leads are pushed to Data Trak in real time. Change prospects to members in Data Trak and the info will be pushed to update the account in Club OS. Prospect/Member Profile Prospecting tab General has all basic information including adding referrals and lead notes Follow-up is where you can make them not interested or override the follow-up. Contact History gives a summary of their club visits, follow-up contacts and campaigns sent. Calendar The calendar icon is located on the toolbar. All events scheduled from follow ups and the DGW will show here. Events can also be scheduled from your calendar. Use the filters at the top to sort your events as needed. Team Availability Click the Calendar icon and select Availability to set your team s available times on the club calendar. This will allow appointments to be set and assigned during these times. You salespeople and location managers also have the permissions to do this. Help Widget The Help widget is located on the bottom right of every Club OS page. Type in keywords to find help articles related to your search. There are many great step by step documents here with illustrations!

5 If you can t find what you are looking for on your webinar guides or through the help widget, please reach out to us for assistance! While in the implementation phase Impteam@clubos.com and cc jcalovich@club-os.com Once you have completed implementation, we will send you an with the best practices for using our Help Desk. Action Items for Club Admin 1. Set up your team accounts in your club(s) and ensure they have their login info. 2. Bookmark your DGW link onto your club s tablet(s) to register guests. 3. Set your club s KPI Dashboard goals to your preference. 4. Set up your desired club marketing default s. 5. If you haven t already, please register your team for the staff training and any webinars applicable to them.