How to set up a Fitness Facility

By the end of this Information article you will be able to:

• Create a fitness facility
• Create gym studios 
• Add fitness instructors/ therapists
• Create Classes

Go to Configuration > Facilities > Spa and Fitness and enter the password you have been given by your HART administrator.

To create the new gym right-click inside the top window and add an entry. The below window appears.

Free type the facility’s name and choose your type in this case fitness and unit (if using units) from the drop down, add an email if applicable. Free type the order you wish the facilities to be shown in.

NOTE: The name and the order appear when you go to Reservations > Facility

Tick the Active box to make the facility active.

Free type a password for the Diary Access and for the Rota Access.

 
The Flex Password to be used to allow flexible class times.  

Diary Layout

Diary Display order. There are two options.

• Therapist : Columns are static as far as the therapist is concerned.
• Time : the diary is displayed in rota time order, i.e. in the order the therapists start work.

The Orphan section allows you to set a number of days a class can be booked prior to the guests arriving without assigning a therapist.

If using the Hart Web Booking Engine to sell your classes online, please complete the Online section as well.

• Lead determines in days how far before arrival a guest can book online.
• Max displays a maximum amount of classes online when availability is being requested.
• Span shows the maximum of days in advance a booking can be made online. 0 would mean there are no restrictions.

Use the Rota Details to determine the time slots on your rota layout. We recommend this to be identical with your time slots on the diary. Choose the rota times from the drop-down box.

Once saved (F3) the ID number will auto-populate.

The top window is now complete, please navigate to the tabs on the right-hand side next (with a start at the front).

First is the Operation tab, in here add in the times the facility is operational. Simply right-click and add an entry.

• Days: The days this facility is operational, select this from the drop-down.
• From and To Date are only used if your gym is not open all year round.
• Operation Times: the times the gym will be operating at

HART Tip: We recommend starting from a time earlier than the actual opening to have the opportunity to add training or maintenance blocks.

The Times tab displays the times as per intervals, but here an additional time slot can be added by right-clicking and adding entry.

Use Services to determine which treatments are available for this spa facility.

To populate the Treatment/ Class window right click and add an entry. You will be able to select the classes/ services that you have set up as per instructions in the next step of this manual. Without linking the treatment in here, the class is not bookable on the diary.

Blocks is used to block a treatment from being booked for a certain from and to date.

The window below to the right-hand side is used for pricing fitness classes in a fitness facility.

The services will become your classes.

Right click and add an entry and free type the name of the Service (fitness class). Choose the revenue centre from the revenue field drop down, enter the price of the treatment and choose the treatment group from the drop-down box that you have already created above.

Choose Diary from the drop-down box in the diary field, if you wish this treatment to appear in your diary, add in your time durations including health and safety times.

HART TIP: The price of the class in services is the price that will pull through to the treatment booking.

Save (F3) will populate the ID field.

Rooms

Once you have added all your classes, navigate to the rooms tab. Right-click and add an entry, add the order you wish the rooms to appear in. Free type the room(s) name(s) and tick the active box to make the rooms active.

Next link the room(s) to the facility they should display in. For this use the bottom window, again right-clicking and add entry.

Choose the facility, selector (when this is available) and service/class you are offering in the room

Add the Instructor

Navigate to the personnel tab and right-click and add an entry inside the main window. Add the order you wish the instructor to appear in, free type the name(s) and diary name(s). Add in the number of hours the therapist is on shift for and how many rotas they have.  For example, a two-week rolling rota.

Add in the HS Times (Health and Safety). This is used in minutes to protect your therapist from injury.

If you now go back to your configuration > services > spa > service and insert the H&S minutes per treatment the systems will not allow you to book more than the 240 minutes worth of treatment time. As set up is taken into consideration of the entire class time, the minutes added here should only be the actual class time, not the duration.

Next link your instructor to the facility and classes in the bottom left window by right-clicking and choosing from the drop-down boxes.

Note: ensure you highlight the instructor you are working on!

To create the Rota

Please see creating rotas insert hyperlink 

Creating a Status

Navigate to the status tab and you can see some hard-coded legends. By right-clicking and adding an entry you can select your status and by double clicking on the colour field choose the colour for each status.

Creating lost business reasons

Navigate to the lost business tab and by right-clicking and adding an entry you can create your lost business reasons.

Creating Blocks

Navigate to the blocks tab, and on the left-hand side window by right-clicking and adding an entry you can create blocks by free typing. These appear in the drop-down box when adding a block from the gym diary.