Assigning Default Contacts and Roles in Fitness Force

In this document, we will explore the process of assigning default support contacts, coaches, or sales contacts to clients, prospects, or members within the Fitness Force platform. These roles include client representatives, sales owners, and session owners, each playing a vital part in managing client relationships and service delivery effectively.

Step 1

Begin by understanding that within Fitness Force, each client can have a default support contact, known as the client representative.

Step 2

The person who is responsible for the client overall is identified as the client representative. Each sale or membership sold can be attributed to a specific salesperson, referred to as the sales owner. For each personal training or other membership sold, you can designate a dedicated person for that membership.

Step 3

A typical example of this is coaching or personal training, where you would have a default trainer assigned, known as the session owner. Let's proceed to demonstrate this process.

Step 4

At the starting point of the sales pipeline, open the profile of an existing member to begin the process.

Step 5

Upon opening the profile, you will see that a client representative, named Vimetjen, is assigned to this profile. To reassign or change the representative for a single client, use the options available here. This can also be done in bulk from reports, especially when there is staff turnover.

Step 6

Next, navigate to subscriptions. If you wish to add personal training, click on "Add Subscription" and select a plan such as PT one month, 12 sessions. Here, the Sales Rep will be visible.

Step 7

By default, the Sales Rep is set to the client representative or the logged-in user, currently Vimet. You may choose to change this to another representative, such as Heba, for example. Proceed with payment options—online, integrated POS terminal, or offline payment.

Step 8

For this instance, quickly record the transaction as an offline payment. Enter the amount, 6300.43, and confirm the payment.

Step 9

Return to the member's profile and navigate to subscriptions. You will notice the addition of a new personal training subscription. Assign a session owner by selecting a trainer, such as Segor Ramos, to the member.

Step 10

This setup impacts various workflows. For instance, when the member attempts to book an appointment through the mobile app, if no dedicated trainer is assigned, they can select from available trainers. If a trainer is assigned, the appointment defaults to the assigned trainer's availability, restricting changes.

Step 11

Different appointment services have unique requirements. Personal training links directly to a trainer, displaying only that trainer's availability. Other appointment-based services may allow selection from a pool of available trainers or staff.

Step 12

Both scenarios are effectively managed through this system.

Updated on: 05/12/2025