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Q1 2022 Functionality Update

21 February 2022 – Colchester – Quoox today announced their “Q1 2022 Feature Update”, which will be commencing rollout on 6 March 2022.

This update is part of Quoox’s “regular updates track” and includes the framework for our next, exciting, major new feature currently in development in our “major updates track”.

Release schedule
Quoox Portal: Roll-out commences 6 March 2022.
FitnessHub: Not applicable.
iOS App: Not applicable.
Android App: Not applicable.

This article provides a summary of all of the new features and enhancements included within this release.

Chris Windram, co-founder of Quoox, provides a brief introduction to the feature changes in the video below. [Ed: Head-cold and blocked sinuses are model’s own, so corresponding captions are provided!]

Dynamic Member Groups

The Q1 2022 release introduces Quoox’s new “Dynamic Member Group” functionality. This is accessed from the “Member Groups” menu in Settings.

Until now, Quoox has supported system groups (E.g., “All members”; “Active members” etc.); membership groups (E.g., “PAYG Members”); and static groups (lists you can configure and add members to manually).

dynamic group is a group that you setup by specifying one or more “match criteria”.  The group will then be built and will comprise all members that match the criteria you provide.  Quoox also keeps the group up-to-date, so that members who cease to match the criteria are removed from the list and, conversely, members that begin to match the criteria are added.

The filter criteria available for use in dynamic member groups are:

  • Member status
  • Journey Point
  • Current Memberships
  • Assigned Mentors
  • Reliability (Range)
  • Tags (match any OR match all)
  • Marketing approval status
  • Last session (x or more days ago)
  • Next session (within the next x days)

Leaving a given criterion unselected will match any value for that criterion.  If you select multiple options in a filter (such as multiple memberships), the member must match one or more of those selections.

Filter criteria are additive.  So, for example, if you specify both membership and marketing approval criteria, the member must match both of these criteria to be eligible for inclusion in the list.

As at present, member groups apply only to non-archived (I.e., “non-deleted”) members.

Dynamic member groups may be used anywhere within Quoox that member groups are used.  This includes message centre; scheduled broadcasts; nurturing; forms & questionnaires; FitFlix; Document Library; etc.

The use of these groups is almost endless.  One great example is to setup a group for those members who have approved marketing communications.  This group may then be used to send emails to those members that have approved them.

Quoox is triggered to refresh dynamic list members at four distinct points:

  • Upon creation: When you setup or amend a dynamic group, the list is populated when you click ‘Save’.
  • On a daily basis: A scheduled process ensures that all dynamic groups are updated at least once a day.
  • When used: When you reference a group (and it hasn’t been populated in the last 5-minutes), this will trigger the list content to refresh.
  • When requested: If you click the “resync” link against the list in the group settings, this will force Quoox to repopulate the list.

Whilst you can manually add and remove members to from dynamic groups, you should ordinarily resist doing so as your changes will be lost when the list next re-syncs.

Traffic light (and custom) member statuses

A common request from our customers has been a method for assigning a member a custom status. The Q1 2022 Feature Update addresses this request – bringing two different client-configurable status assignment options to Members.

By default, Quoox will use its in-built 3-state “traffic light” status option.  As per a regular traffic light, the options are green; amber; and red.  These correspondingly denote “Satisfactory”; “Be aware”; and “Requires Attention”.

A traffic-light status is set simply by clicking on the corresponding traffic-light segment.

Within the Quoox settings customers may change the denotations for the three colours, defining each in terms as they wish.  The corresponding colour ring is displayed around the member’s avatar and also on the member listing.

For those customers who wish to define their own range of statuses, clients may select the “Custom Configuration” for member statuses in Settings.  A custom range of statuses may then be defined in the “Custom Member Statuses” list, administered within Settings > Lists and Groups.

Custom statuses are selected from a drop-down box.

Two optional “hints” may be employed to tailor the order of the statuses and to assign a custom status a colour.

  1. Prefixing the custom status with [n] (where n is a number) allows for the statuses to be ordered in a manner other than the default alphabetical ordering.
    E.g., “[1] My first status”.
    Quoox will strip-off the ordering number when it is displayed.
  2. Suffixing the custom status with {cc} (where cc is a valid hexadecimal colour-code or recognised colour) assigns a colour to the status.
    E.g., “My custom status {#FF0000}” or “My custom status {red}”.
    Quoox will strip-off the colour-code when it is displayed, and will use the colour to add a ring to the member’s avatar.
  3. These hints may be combined to both order and set the colour-code for a custom status.
    E.g., “[3] My custom status {blue}”

Note: As always, it may take up to 15-minutes for changes to settings to reflect through the Quoox system.

Assigned Mentors

It is now possible to assign an employee as a mentor to a member.  By default the employee as referred to as the “assigned mentor”, but the denotation may be changed in Settings.  For example, you may wish to call this “Wellness coach” or something completely different.

The mentor list will display the list of current employees and managers, and is simply allocated by making a selection from the drop-down list.

By default, a member will not be assigned a mentor.  In some circumstances you may wish to bulk assign a mentor to multiple members.  This can be achieved using the “Bulk Actions” function accessed from the member listing.  This has been extended to provide a method to bulk assign an employee to one or more members.

The “assigned mentor” feature extends into several existing Quoox functions:

  1. You may now assign a member’s incoming message to the member’s assigned mentor – without having to know who that is.
    If the assignment is successful, the usual “assigned” icon will display.  If it is not (I.e., the member does not have an assigned mentor), the icon will not appear and the message can be manually assigned to a group or employee.
  2. Within nurturing sequences you may now opt to raise reminders and call reminders to the member’s assigned mentor.
    If the member does not have an assigned mentor, the action will be assigned to the Quoox Primary Contact (see below).

With the new dynamic member list function (see above), it is possible to use the assigned mentor as one of the criteria.

The member listing function has been extended to both display and allow filtering by “assigned mentor”.  This makes it easy for employees to find members for whom they are responsible.

Member Journey Points

A member may be assigned a custom “journey point”.  These journey points are wholly at the discretion of the customer, and are setup in Settings > Lists and Groups > Journey Points.

Prefixing the custom status with [n] (where n is a number) allows for the statuses to be ordered in a manner other than the default alphabetical ordering. E.g., “[1] New Member”. Quoox will strip-off the ordering number when it is displayed.

As with the assigned mentor, the label “journey point” may be changed to suit the terminology preferred by the client. E.g., “Attainment level”. The precise use of this feature is at the discretion of the client.

Members may be filtered by journey point in the member listing.  The journey point is also displayed in the member listing.

Bulk assignment of a journey point to members may be easily achieved using the member “Bulk Actions” function.

Member Categorisation Tags

Member Categorisation Tags provide a very quick & easy way to tag a member with a custom attribute.  The use of these tags is very flexible and is at the discretion of the client.

A tag is simply added to a member by typing it into the new “categorisation tags” box.  When a new tag is entered, it will be recorded and available for selection when applied to further members.

The new dynamic member list function allows for the creation of groups of members that match given tag criteria.  This provides a very flexible way of creating new member groups and collections that may then be used in multiple places within Quoox.

Extending Nurture Sequences

Since their first release, it has been necessary to fully create a nurture sequence prior to assigning it to a member. This is because the sequence timings and events are calculated at the point of assignment.

We are aware that many of our clients like to extend their nurture sequences over time.  The reason for not assigning additional steps to previous sequence recipients was that it could suddenly result in a lead/member that had not had the sequence active for a long time suddenly receiving emails or other elements relating to a sequence assigned many months ago.

The Q1 2022 Feature Update provides a solution to this.  When a new step is added to the end of a previously deployed nurture sequence, the new step is queued for review against previous recipients.

Approximately 1 hour after the step has been added, Quoox will review the previous recipients of the nurture program.  If the nurture program is either still active, or has been active within the period set in Settings, the additional step will be added.  The step will not be added if the target time has already passed, or if the lead/member hasn’t had any active steps in the given sequence with the set “stale period”.

The “stale” period ensures that nurture programs assigned long ago do not suddenly “spring back to life”.  The 1hr delay is employed to give plenty of time for a step to be edited after it has been added.  If Quoox triggered the release immediately, this would not permit for enough time to tweak message content etc.

Member summary & listing restructure

The member listing has been restructured to allow filtering by status; journey point; and assigned mentor.

The listing itself has been extended to display the status colour ring (around the member’s avatar); the journey point; and the assigned mentor.

New options for “send email” and “send SMS” have been added to the actions alongside each member.  These options open the mail centre pre-filled with the member’s details.  Hovering over the email and SMS buttons shows the member’s email address and mobile number.

The member summary tab has been reformatted based upon feedback from customers.

Items that are useful for occasional reference, but not mission critical, are moved to a less prominent position.

The number of action buttons at the top of the screen has been reduced, and consolidated into a new, simplified “Actions” menu.

The injuries indicator has been switched to an icon and now displays at the start of the client statuses.

Member and lead record navigation

It is now possible to traverse a record set of member or lead search results without having to keep returning to the results listing and selecting the next record.

In the top-right hand corner of the member and lead record, buttons are provided that enable for the quick & easy navigation of a set of returned records.  If is therefore now a very simple task to quickly scan through a list of members, and to make changes to each record as you go (if required).

Persistence has been added to the lead search criteria such that, when returning to the lead listing from a lead record, the search criteria and list position are retained.

The navigation only applies when accessing records from the search listing, and the buttons will not appear when a record is accessed by other means.

Lead ordering options

By default, lead listing results are ordered alphabetically by name.

A new option to enable the ordering of the lead search results has been added. The ordering options comprise:

  • Order by name (↑)
  • Order by registration date (↓)
  • Order by registration date (↑)
  • Order by most recent sign-up (↓)
  • Order by next appointment (↑)
  • Order by last appointment (↓)
  • Order by # campaigns (↓)
  • Order by # appointments (↓)

Now, combined with the ability to easily traverse a record-set, it is now possible to work through leads in a number of different ways.  This should be very useful to clients who process and contact their leads in a particular order.

Per-session late cancellation and book restrictions

Until now, Quoox has provided system settings that allow the control of the late cancellation booking period (the period of time before a session during which a booking cancellation is deemed ‘late’ and the credit/payment isn’t refunded), and the period prior to a session up until which a member may book (I.e., can book up until 60 minutes before a session).

Following requests for our clients, we have now enhanced the configuration so that these settings may both be configured on a per-session basis.

Both “late cancellation” and “pre-start booking block” are specified as a period of time.  These default from the existing session settings, and reflect onto the Session Type configuration.  The Session Type configuration then defaults the same settings in the Session Schedule.  The Session Schedule then defaults the settings on the sessions that it creates.  This is the standard “ripple down” process used throughout Quoox.

Important: When determining the late cancellation and pre-booking start block times, both the system-wide setting and the session setting are taken into consideration.  The larger of the two settings is the value used.  Therefore, in most cases customers will likely wish to set the system-wide settings to 0 (or a value lower than they would override on a per-session basis).

As is already the case, Quoox never prevents a member from cancelling.  Our premise is that if a member isn’t going to turn up, preventing them from advising you isn’t going to change the situation – and just leads to frustrations on both sides.  Late cancellations are not eligible for credit or payment refund, so the facility still gets their ‘dues’ if the member cancels with too little notice.

Roll-call enhancements

The roll-call listing has been updated to include the status; journey point; and assigned mentor data.

The member avatar will be surrounded by a coloured ring that represents the member status (where applicable). This means that it is nice & easy for the coach to see the important information pertaining to the members in front of them.

Xero re-synchronisation

On occasion Xero may fail to sync a particular transaction.  This is usually down to either the Xero API being down for maintenance or a throughput limit having been reached.

When a transaction has failed to sync, a new “re-sync” option will display alongside the problematic record.  Clicking this link will attempt to re-submit the transaction to Xero.

In most circumstances the transaction will successfully sync upon a re-attempt.

Quoox newsletter selection for employees

It is important that your employees remain up-to-date with changes within Quoox.

To make this easier, by default, employees will be opted-in to the occasional Quoox email newsletter.

An option has been added to the employee record whereby you can unsubscribe those employees who do not wish to receive the newsletter.  The primary contact for your account cannot unsubscribe from the newsletter, as this is one of the methods via which we share important information with you about your Quoox account.

Quoox primary account contact

By default, the Quoox primary account contact is the person that signs-up for the Quoox account.  Whilst this was administrable by the Quoox team, it has now been made that clients can update their own primary contact from the My Subscriptions page.

The Quoox primary contact is the person to whom invoices are sent, and that has fully authorisation for discussing any aspect of the subscription with a Quoox representative.

The primary contact receives all Quoox updates and newsletters.

Report enhancements

In light of the above enhancements, the Member Details report has been updated to include assigned mentor; journey point; and status columns.

The employee selector in Reports has been changed such that it now only displays current employees.  Past employees are no longer listed for selection.

Patches & bug fixes

As with all of our releases, this update includes some minor patches and bug fixes.

Included within this release is a fix that would cause roll-calling a marketing session to error in certain situations.

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