INDEX

Introduction

Multipacks are a dynamic solution to plan various options when it comes to the sale of gym memberships, gym passes and packages of services. A multipack can include one, some or all the following options:

  • access type: allows clients to access the facility of specific areas of the facility at specific times on specific days
  • courses: allows clients to book classes
  • services: allows clients to book services
  • e-wallet: allows clients to use a pre-paid credit for vending machines and other purchases


Basic Configuration

Multipack Creation


The table below shows two ways of creating a multipack, the first example shows how to link a multipack with a previously-configured price list, the second example shows how to create a multipack with a fixed price.


MULTIPACK WITH A PRICE LIST 


1) NAME of the multipack

2) E-COMMERCE
  • Renewable: the multipack can be renewed via the E-Commerce
  • New Sale: the multipack can be sold via the E-Commerce 
Please note that is not sufficient to mark the required box. The complete instructions about the configuration of online sales/renewals can be found in the following manual: Enable Sales on the E-Commerce


3) USE MULTIPACK PRICE LIST: link the multipack with a pre-planned price list. The duration and the price will be defined by the rows of the price list. More info about price-list planning here


4) TAX mandatory for the sale of the multipack. Even if the multipack is sold tax free, it will be necessary to create a tax with value = 0.

MULTIPACK WITHOUT A PRICE LIST 


1) NAME of the multipack 

2) E-COMMERCE
  • Renewable: the multipack can be renewed via the E-Commerce
  • New Sale: the multipack can be sold via the E-Commerce 
Please note that is not sufficient to mark the required box. The complete instructions about the configuration of online sales/renewals can be found in the following manual: Enable Sales on the E-Commerce

3) SPECIFY A PRICE, DUE DATE AND CREDIT:
  1. price of the multipack
  2. duration of the multipack (days, weeks, months, years, season, sub-season). Please note that if you select season or sub-season, the multipack will terminate its validity on the day the season or sub-season ends. Therefore there will be a specific termination date, regardless of the day the multipack is sold
  3. how long? value linked with the duration of the multipack
  4. credit: if the multipack has a limited number of available passes/bookings, it will be necessary to specify in this field how many passes/bookings will be granted to the customer. If instead the multipack offers and unlimited number of passes/bookings for the whole period of its validity, the value in this field must be 0

4) TAX mandatory for the sale of the multipack. Even if the multipack is sold tax free, it will be necessary to create a tax with value = 0.


CLICK ON CONFIRM TO CREATE THE MULTIPACK.

Multipack Configuration

To enable access or bookings once a customer has bought a multipack, it will be necessary to configure it correctly.

After creating the multipack, click on Detail next to the multipack shown in the table at the bottom of the web page.

A new window will open up with various sections. Each section is described in the table below. Please note that not all sections are mandatory.


SECTION

PURPOSE

CONFIGURATION

Access Type

Access types are fundamental to allow customers to access the facility or certain areas if customer flow relies on access control.
Therefore linking an access type with a multipack is necessary to let the system know when and where customers with a specific multipack can be granted access.

Select an access type from the drop-down list. They must have been previously configured following the instruction of the manual about access-type planning. 

After selecting the access type:

  • leave the credit = 0 for unlimited access until the expiry of the multipack or
  • insert the credit that the system will have to deduct at each access.

Please note: an access type won't be required in the following cases:

  • if the facility doesn't rely on access control
  • if a multipack is allowing customers to take part in classes/services only (the booking will be sufficient to open the gate/turnstile). 


In case of more than one access type linked with the same multipack, it is possible to define which one has priority over the other should they overlap (i.e. both are valid for access at the same time). Examples:

  • a multipack has two access types, both require the deduction of credit at the moment of access:
    • access type A, priority 1
    • access type B, priority 2
the system will register the access deducting credit from access type A, since it is first in the priority list
  • multipack A has an access type with priority 1, multipack B has an access type with priority 2. Both multipacks require credit deduction for each access and they both allow access at 10AM. A customer that has purchased both multipacks and attempts access at 10AM will have a credit deducted from multipack A rather than B, since multipack A is first in the priority list.


After clicking on Add, the access type will appear in the table at the bottom of the page. Once it is added to the table, the configuration is complete.

Courses


This section is only useful if booking is required to take part in a class.

If bookings are not required to take part in fitness classes, it will be necessary to assign an access type to the multipack so that customers will be allowed in only when classes take place.


There are two ways of selecting which courses can be booked when customers purchase a multipack:

  • activity: customers who purchase this multipack will be allowed to book all the courses corresponding to the selected activity. Please note that it is necessary to plan the timetable of courses, click here to see how
  • tag: customers who purchase this multipack will be allowed to book all the courses marked with the selected tag. To assign a tag to specific courses or all courses, please refer to the instructions of the following manual: How to add specific courses to a multipack for booking.

Examples of tags:

  • all courses: assigning this tag to all courses will make the selection procedure quicker, as it will only be necessary to select one tag and all courses will be included in the multipack
  • off peak: assigning this tag to all off-peak courses will make the selection procedure quicker, as it will only be necessary to select this tag to include all off-peak courses in the multipack.
If booking involves the deduction of credit, it will be necessary to specify the amount of credit that will be deducted from the total number of credits available in the multipack. Example: activity selected = Fitness, credit selected = 1 -> the system will deduct one credit each time a fitness class is booked.


To include the activities/tags in the multipack, just click on Add (they will appear in the table at the bottom of the page, as shown in the picture below).



Wallet

The multipack can include an electronic credit.  This means that after the purchase of the multipack, the customer will be able to use the available credit for payments (for example purchases of products at the vending machine) 

This section will only be visible after the creation of a wallet in the planning (for the creation of a wallet please refer to the manual).

Select a wallet and then select single top-up. The specifcredit will be included in the price of the multipack (the unlimited-credit option is no longer available).

Services

This section is only useful if services require booking.

This option can be useful for a pre-paid service package, such as 10 personal-trainer lessons, 5 private classes, 10 tennis-court bookings, etc.  

This section will only be visible after the creation of a service in the planning. To create a service please refer to the corresponding manual.

After selecting the service:

  • leave the credit = 0 if the service can be enjoyed for an unlimited number of times until the multipack expires or 
  • insert the value that will be deducted for each service booking. If the customer runs out of booking credit before the multipack expires, they will have to purchase a new multipack.

Click on Add to include the service/s in the multipack (it/they will appear in the table at the bottom of the page).



Credit Deduction: User Cases to Understand the Concept

Please find some of examples to better understand how to configure a multipack for credit deduction to work correctly (please note that the same logic of the examples below can be applied to bookings):

  1. multipack that allows unlimited access to the gym but offers a specific number of passes for the swimming pool -> the system will only have to deduct credit if customers scan their membership card on the swimming-pool's reader
  2. the system will deduct a different credit depending on the time of the access 
    • access type = off peak -> one-credit deduction 
    • access type = peak -> two-credit deduction
  3. if a multipack includes activities with and without credit deduction, is it possible to automatically end the validity of the multipack once there is no more credit available? The answer is NO. The customer will still be able to enjoy the activities that don't require credit deduction until the multipack expires.  

Editing the Multipack's Main Details

It is always possible to edit a multipack's details. The changes will have immediate effect also on multipacks that have already been sold.


Please find a list of the main details of a multipack that can be edited:


SECTION IN THE MULTIPACK'S DETAILS

EDITABLE DETAILS

MAIN INFORMATION
  • Name of the multipack
  • Duration (this field will only appear if the multipack is not associated with a price list, otherwise it will be necessaryt to edit the duration in the various rows of the price list)
  • Credit: total credit of the multipack (this field will only appear if the multipack is not associated with a price list, otherwise it will be necessary to edit the total amount of the multipack's credit in the various rows of the price list)
  • Store multipack: the button Delete will permanently remove the multipack from the system. If the multipack has already been sold, however, it will only be possible to store it in order to keep the sale records of the multipack and at the same time make it unavailable for sale. Stored multipacks will have a padlock icon. A multipack can be made available again for sale at any time by unticking the stored option
  • Notes about the multipack. They will be shown during the sale procedure.
ACCOUNTING
  • Price or Price List
  • Tax

Please click on the yellow button to save the changes!


To REMOVE some ITEMS from the multipack, click on the button DELETE next to the item to be removed. 

Please note that if the multipack has already been sold and customers have used it for access or bookings, the item/s won't be deleted but only stored (it will be marked with a padlock). This means that access/booking records of customers who already used the multipack will be kept in the database but it will be no longer possible to use the multipack for access/booking related to stored items.

Optional Advanced Configurations


AUTOMATIC CREATION OF INSTALMENTS

How to ENABLE AUTOMATIC INSTALMENTS for MULTIPACK SALE

AUTOMATIC RENEWAL 

How to ACTIVATE/CANCEL the AUTOMATIC RENEWAL of a MULTIPACK
STATISTIC DETAILS
How to USE STATISTIC DETAILS
BOOKING LIMIT
How to CONFIGURE a MAXIMUM NUMBER of BOOKINGS
SUSPENSIONS


It is possible to freeze a multipack for a specified period due to various reasons. Once a suspension has been applied to a multipack, its expiry date will be postponed according to the length of the suspension (click here to see how to create a suspension type).

After one or more suspension types have been linked with a multipack, they will be the only applicable ones. To allow more freedom when it comes to freeze a multipack, just avoid adding any suspension type in the multipack's details.


Please note that linking a suspension type with a multipack is the only way customers can freeze their membership via the E-Commerce.


To link a specific suspension type to a multipack, click on Add and select the desired one, then click on OK. Repeat the procedure to link more suspension types if necessary.



If the selected suspension types appear in the table at the bottom of the screen it means that the configuration has been successfully completed.

CARD MODELS

It is possible to select specific card models that will be requested during the sale of the multipack and to grant access (this means that only customers with a valid card model among those specified will be allowed to access the facility). 

Click on ADD and select from the menu the required card model/s (they have to be configured from Settings -> Card Models). 

The card-model check will only work if the access type linked with the multipack has the membership-fee requirement enabled (in the Access section of the access-type's details).

Please note that card models are not membership cards used for access control, but they are cards issued after the affiliation to sports associations and clubs. 


IMPORTANT: should a customer have a different card model than then one specified in the multipack's details, they won't be allowed in, unless they have another multipack or booking enabling them to access without that specific card model.

INTERVAL FOR CREDIT DEDUCTION
How can I configure the interval for credit-deduction at the moment of access? 


ALWAYS REMEMBER TO CLICK ON THE YELLOW BUTTON TO SAVE CHANGES!!!