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Halloween Update

22 October 2021 – Colchester – Quoox today announced their latest updates to their gym management solution, to be released starting Saturday 30th October.

The Halloween 2021 update includes a number of new features, amendments to existing features, as well as routine patches and bug fixes.  Check out the video for a quick run through of the changes, along with the full list of updates below.

Release schedule
Quoox Portal: Roll-out commences 30 October 2021.
FitnessHub: Roll-out commences 30 October 2021.
iOS App: Not applicable.
Android App: Not applicable.

Preferential PAYG pricing for members with active memberships

For many of us, the days of a fitness facility existing on membership revenue alone is a dim and distant memory. The ability of up-sell and cross-sell are key elements of success in a modern fitness business.

Building further on Quoox’s functions in this area, this release adds further options to the pricing for sessions/events. These enhancements apply to Session/Event Types; Session Schedules; Scheduled Sessions; and ad hoc Sessions.

A new pricing option called “Membership PAYG cost” has been added.  For clarity, some renaming of existing fields has also taken place:

  • “Credit cost for eligible members” has been relabelled “Credit cost”
  • “Purchase cost” has been relabelled “PAYG cost”

Until this point, a member who did not have eligible credits for a given session/event could purchase access to that session (where enabled) on an ad hoc, pay-as-you-go (PAYG) basis. The fee charged would be the “purchase cost” (now “PAYG cost”).

Now, a further “Membership PAYG cost” may be specified for a given session or set of scheduled sessions.  When a member without eligible credits for the session/event purchases the session, IF they have an active membership they are charged the “Membership PAYG cost”.  If they do not, they are charged the standard “PAYG cost”.

The result of this is that it is now easy to offer your members preferential cross-sell pricing.

Example:
You run memberships for regular PT sessions (issuing PT credits), and have introduced new Yoga classes.  You can set both the “PAYG cost” and a preferential “Membership PAYG cost” for the yoga sessions.  Remembering to enable “Allow pay-as-you-go (PAYG) customers” option, this would allow those without credits for the yoga classes to buy ad hoc access to the class.  Members with an active membership would be charged the preferential “Membership PAYG cost”, and those without would be charged the regular “PAYG cost”.

Members will see the pricing valid to them in both the Quoox mobile app and FitnessHub, determined by whether they have an active membership.  Similarly, when processing a non-credit booking within the Quoox administration portal, the correct pricing will be determined & applied.

Preferential credit pack pricing for members with active memberships

Similar to the above Preferential PAYG pricing for members with active memberships, this update also allows for the provision of preferential pricing for credit packs for members with active memberships.

Within the Credit Pack configuration function, you may now specify both the Regular Cost (previously called “Purchase Cost”) along with a new “Cost with membership”.

When a member purchases a credit pack via the FitnessHub, if they have an active membership and preferential pricing has been configured, they will receive this rate. If the member is not logged in when they add the credit pack to the basket, the pricing will be updated as soon as they have logged in and reflected in the basket accordingly.

Additionally, the pricing is also applied when adding a credit pack to a member via the Quoox administration portal. The appropriate pricing is determined and set as the default, which may then be overridden as necessary.

Membership details restructure, plus ability to edit key dates

The membership details section on the “Memberships tab” of the member record has been restructured to provide more information, and in a clearer format.  For each membership, the core membership configuration and key dates are now presented.

A new “Actions” drop-down box provides options that include:

  • Edit membership costs/dates
    Provides the ability to amend the membership cost along with payment/credit issue dates.
  • Retry due payment
    This replicates the function in the “Overdue Membership Payments” dashboard widget and, where a membership has an outstanding payment owing, provides a method for immediately retrying the payment.
  • Skip this payment
    This replicates the function in the “Overdue Membership Payments” dashboard widget and, where a membership has an outstanding payment owing, provides a method for skipping the current payment attempt, resetting the payment schedule to instead not take payment until the next payment due date.
  • Turn off grace credits
    Where a membership has grace credits enabled, this option turns them off and converts all existing grace credits issued by the membership to “regular” credits.

The editable options available to you depend on the status of the membership.

Where a next payment date is set, you can edit the date and the recurring cost per period.  Where a “credit next issue” date is set, you can edit the next issue date.  Buttons are provided to nudge the dates by 1 week, 2 weeks, and 1 month.

Note: You cannot move a credit issue or payment date prior to the start of a membership, or after the theoretical end date of a membership.  It is important to remember that the credit issue cycle and payment cycle for a membership are two separate schedules.

Late-breaking change: Since the first publication of these release notes, we have now also included the ability to change the payment method against which the membership is charged. As has always been the case, if credit/debit card is chosen and a Direct Debit is active, the DD will be used in preference to the card.

Great care should be taken when editing membership dates, and consideration should be given to any knock-on effect of the changes you make.

Having made changes to a membership configuration you should review the summary details and ensure that they reflect your wishes. Furthermore, if you amend credit issue dates, you should visit the “Credits” section of the “Membership tab” and manually make any amendments necessary to the credits.  For example, if you delay the issue of credits by 1 week, you may (at your discretion) wish to extend the validity of the current credits by the same period.

If you need to change the start date for a membership that has not yet commenced, you should cancel the membership using the “cancel immediately” option, and create a new membership.  Beware that this will also cancel any sessions booked using the membership, and you should check the members credits to make the decision whether you wish to adjust/remove any of them.

Credit release and allocation restructure

The “Credits” section of the member’s “Membership Tab” has been completely restructured to make it easier to see the status of a given member’s current credits.

Credits are now grouped by the membership that allocated them, or in a separate “Ad hoc/Manually added credits” section. They are further grouped by the credit validity start date, which then allows for a clear visualisation of the different periods for which credits are valid.

Regular credits are displayed in a mid-grey.  Grace credits are displayed in a light grey.  Credits that have been fully used are displayed “hatched”.

Whereas previously, used credits would immediately be removed from the credit listing, these will now remain for a period of time.  This is to overcome confusion where the non display was mis-interpreted as them not having been issued, whereas they had actually been issued and fully used.

As before it is possible to edit the credits.

Similarly, it is possible to view the sessions that have been booked with a given credit pack.  However, for a cleaner display, this is now accessed by clicking the button.

Viewing the credit usage opens a new popup window that, along with the sessions booked, displays additional information that wasn’t previously available (such as when created by an auto-booking; the cancellation status; etc.)

The information displayed for each credit pack has been formatted for ease-of-reading and clarity. Where a credit has been added manually, the originator and date/time is provided.  Similarly, when a credit has been manually edited, the editor and date/time is displayed for audit purposes.

By grouping the credits by their originating membership, it is now simpler to determine the source for a given credit pack – particularly when the member might have multiple (layered) memberships. This also makes it clearer which credit packs may be remnants from a now removed membership, thus making it easier to determine if any manual credit adjustments are required.

Campaign form styling and modality

This enhancement is technical in nature and will be of more interest to web designers integrating Quoox campaigns into websites.

For the last year or so, the Quoox forms have displayed as top-level documents (I.e., not in frames). This was implemented following announcements from browser providers regarding future changes to the ways in which frames will be handled.

Whilst it remained possible for web developers to implement the Quoox forms in frames; iFrames; and iFrame popups, feedback indicated that there was a clear desire to be able to manipulate style elements in the campaign forms.

This release provides a new option that provides a smoother implementation of campaign forms in a frame/popup context, and a reasonable level of control over the form style elements.

A new URL property “modal” has been added to the campaign forms. Setting this value to “1” will put the Quoox form into “modal mode”. This implements styling changes such as suppressing the background image; eliminating certain borders and padding; resetting the frame scrollbars; etc.

For example, if your Quoox form URL is https://mysite.fitnesshub.net/c/r/7HzPo/1TgEMHzz/, this can now be placed into “modal mode” by suffixing the modal parameter, thus: https://mysite.fitnesshub.net/c/r/7HyPo/1TgEMHzz/?modal=1

Furthermore, in the “Campaign Settings” section of the Quoox settings is a new option for “Inject a stylesheet into campaign forms”.  This is a file upload option where you may select a valid CSS file. This file is parsed, validated and then added to the Quoox campaign form late in the styling, thus enabling key class-based styles to be overridden.

There are several important points to note:

  • The stylesheet you upload must comprise valid CSS only, and validate against the W3C validator for CSS3.1. Stylesheets that raise any errors or warnings will not be uploaded. You can use the validator to identify any issues with your stylesheet.
  • You cannot upload any JavaScript. The Quoox campaign forms include payment functions, and we cannot open the risk of malware being injected into the Quoox platform.
  • You will need to pay attention to CORS and cross-site scripting rules, and ensure that you do not create any CORS issues with the form.
  • Some style elements will require the inclusion of the !important attribute, where such an attribute has already been applied to a style class earlier in the hierarchy.
  • The form is build upon the responsive Bootstrap framework.

The manner in which a web developer launches or embeds the Quoox form in a frame or popup is at their discretion. This code sits on the host platform, and is independent of Quoox. At its simplest this could be a <frame> or <iframe>, extending to be more advanced iFrame based popups.

Quoox does not provide support for the form implementation beyond that automatically provided via Quoox campaign landing pages, and any implementation questions should be directed to your web designer.

Bulk group assignment for members

A new function has been created for bulk member actions, and the first action of “bulk add members to a group” is included in this release.

The member listing page now includes a new button “ Bulk Actions”. Clicking this button will open the new bulk actions popup window, as shown. This window provides a “desired action” selector, and a list of all non-archived members.

Presently the action list comprises the sole option “Assign selected members to a custom group”. Further bulk member actions will be added in future releases.

Selecting the action then refreshes the form and the additional selector for “Group to assign” is displayed. Select the group to whom you wish to bulk assign members.

Next, select the members that you wish to add to the group. You may increase the list page size using the selector found at the bottom of the list. You may also bulk select all members visible on the current page by selecting the checkbox at the top of the selection column. Note: The select all checkbox only selects the members on the current page, not other pages.

Finally, when ready, click the Action button. Quoox will validate your selection, and the bulk assignment will be queued for processing. Normally processing happens within about 60-seconds, but can take slightly longer if you select large numbers of members or during busy times. If a member is already in the selected group, they are unaffected. Similarly, if an unselected member is already in a group, they remain in the group.

Bulk credit pack assignment

There are often scenarios in which you may wish to bulk assign a free credit pack to members. For example, if you create a new type of credit pack and need to back-fill it to members already assigned to a certain membership.

Quoox now provides an easy-to-use function where you may bulk allocate a free credit pack(s) to one or more members, including groups of members; or those on certain memberships.

Within Settings > Credit Packs there is now a new “Bulk Assign ” button. Clicking this button opens the bulk assign dialog, as shown.

The process flow is the same for when adding an ad hoc credit or credit pack to an individual member, except for the additional “Assign to” option allows you to select multiple members or groups.

As per the ad hoc assignment process, you can select and tailor the credit pack that you wish to create, or define an ad hoc set of credits to apply.

When you complete the process, Quoox will queue the credit assignment for processing. Normally this takes less than a minute, but may take longer with larger numbers of members or during busy times.

If a member occurs multiple times in your selection (E.g., you select multiple groups and the same member is in multiple groups), Quoox will de-dupe the selected members such that the ad hoc credits are only assigned once per member.

Addition of lead coach sessions to iCal session calendar feed

Since first release, Quoox has always included a dedicated iCal calendar feed for members to add their booked sessions into the calendar (E.g., Outlook; Google; Apple etc.).  Each member has a unique calendar URL in a format similar to:
webcal://my.quoox.com/calendars/7HxPo-1xxoyOdV/sessions.ics

With this release, members who are employees now also have the sessions included in their calendar feed for which they are the lead coach.  This provides employees with an easy way of having the sessions for which they are responsible added to their personal calendars.  These events also include a link to the the corresponding page on FitnessHub, where the employee may securely log in to view the attendees booked into the session.

Note: The Quoox calendar feed is updated in real-time, and thus always up-to-date.  It should be noted that calendar apps cache information, and do not check the source feed every time the calendar is viewed. Therefore there may be a delay of several hours before a session arrives in the employee’s calendar.

Rough indications are that Apple updates on app start-up and every 1-3 hours.  Google normally updates every 18-24 hours.  Outlook updates every 1-3 hours.  Outlook.com updates every  3 hours.  Yahoo updates every 8-12 hours.

Visibility of current memberships in FitnessHub

A new section has been added to My Account in FitnessHub, called My Memberships.

This page provides the member with a simple listing of the current, active memberships. Whilst members will typically know what membership plan they’re on, several customers have requested for the explicit provision of this information to members.

Ability to remove/cancel a member Direct Debit mandate

The removal of Direct Debit mandates against a member is normally automatically processed by a member cancelling the Direct Debit with their bank.

However, there are times that a facility may themselves with to cancel a Direct Debit. Whilst this can be done through GoCardless, the function has been added directly to the member record in Quoox, so that it may be processed at a single click.

Note: Care should be taken to ensure that any memberships setup to explictly charge against a Direct Debit are reconfigured with an alternate payment source.

Welcome email suppression

A new option has been added to Settings > Member Settings for “Automatically send welcome emails”.  This setting defaults to “Yes”, and should typically be enabled.

However, during certain times (such as system setup) you may wish to turn off member welcome emails.

Note: The welcome email is the method via which the member is sent the link to set their password, so is typically an integral part of the process flow.  If you do not send the welcome email, you will need to provide the member with a link to the “lost password” page on your FitnessHub site, so that they can set their password for first usage.

Message centre actions and behaviour change

Two new actions have been added to the Message Centre. These are:

  • Mark all as read
  • Mark all as actioned

Furthermore, a change has been made to automated behaviour whereby marking a message as actioned will now automatically also mark the message as read. These changes are to overcome the commonplace scenario where a message has been filed as actioned, but not marked as read (thus leaving it to display in the alert area).

Note: After changing the read status of a message(s) it may take up to 30-seconds for the change to reflect in the alert icons at the top of the screen.

Miscellaneous amendments

In addition to the above (more significant) changes, a number of smaller changes have also been made:

  • Change to default credit duration
    The default duration for credits (when creating credits or credit packs) has now been changed to 31 days
  • Report description
    When selecting a report in the Reporting > Reports function, a brief description of the report is now displayed by way of explanation of the report’s purpose.
  • Member Status Check Alerts
    Member status checks set with an expiry date and warning point will now be flagged up in the alert centre when the warning point is reached. Previously these were only alerted by colour change of the status check during the roll-call or on the member record. Additionally, the Members > Status Check Summary report has been extended to include any notes recorded against the status check.
  • Change to Session Schedule listing in Settings
    The Session Schedule listing in Settings is now ordered by the session start time. Additionally, session schedules that are more than a week past their “last occurs” date are now automatically hidden from the schedule listing. This change should make it clearer which session schedules are active for customers with complex schedule configurations.
  • Body Fat and BMI narratives removed in FitnessHub and the admin portal
    The body fat and BMI narratives (E.g., Obese) have been removed from FitnessHub and the admin portal. They will be removed from the mobile app in a future release. These narratives, whilst officially defined, have caused some members undue offense and thus we are removing them.
  • Valid memberships removed from Session Type configuration
    The “valid membership” option has been removed from the Session Type configuration as this was superfluous, and is instead covered by credit eligibility.
  • Retirement of ActiveCampaign integration
    The ActiveCampaign integration is used by very few customers, and we have been dissatisfied by the somewhat flaky nature of the API. We are therefore retiring this function and it remains only available to those customers who already have it configured. New customers or those who do not have it configured, will no longer have access to this function.
  • Quoox call log removed
    The Quoox call log listing (I.e., the contact log between yourselves and Quoox) has been removed. Usage of the log was found to be close to zero, and of little interest to customers. It has therefore been removed to avoid unnecessary ‘clutter’ in the navigation menu.
Patches & bug fixes

As with all of our releases, this update includes some minor patches and bug fixes. There are only two noteworthy items in this category:

  • An issue where an HTML document uploaded to a member’s documents folder (and shared with the member) would stream with the FitnessHub Personal Documents screen “seemingly appended to the bottom” of it has been remedied.
  • Multiple framework changes have been made as required by Zoom in preparation for upcoming changes with their integration.

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