HOME TAB/STAFF

The only useful tab in this section is Staff, where you will find contact information for teachers and other staff members.

You also have access to the client search bar at the top left.

MAKING BOOKINGS CLASSES TAB

This is where you can find the classes to book clients in.

The grey line indicates the time line and is there so you can quickly find the next class. It also helps you to recognise that you are on the correct week.

If you do not see the line then you are not on the current day.

As a rule, if you are booking clients in for a class this week, start by clicking on the Today button.

Once you have found the class you would like to book, click on the blue sign in. The sign in button also lets you know how many spaces are currently booked in.

If you see Sign In (5/5) the class is full.

If you see Sign In (5/5)(1) this means the class is full and there is 1 person on the wait list.

If you see Sign In (4/5)(1) this means that someone has late cancelled and that the person on the wait list has NOT been notified. You much contact the client on the waitlist immediately to see if they would still like to attend the class. Click on the Sign in button and you will find the details of the person on the waitlist. If they confirm, click on the add to class button.

MAKING BOOKINGS CLASSES TAB / SIGN IN/ CLIENT SEARCH

This is where you can book clients into the selected class.

A new search bar appears in the centre for you to search for the client to add to the class, this search bar should not be confused with the search bar located at the top left.

As you start typing a list appears. Choose the correct client from the list. Please note that booking the wrong client in can happen so please check. 

USING MINDBODY

MAKING BOOKINGS CLASSES TAB / SIGN IN / UNPAIDS

  If a client does not have any credits or their credits have expired the booking will show Unpaid in the payment type column.

It will also show you how many are owed in a red box.

Clients must pay at the time of booking. We do not allow for client to pay upon arrival. To pay for owed classes click on Buy located on the right of there name. If a client wishes to book in for several classes it is best to book them in for all the classes first, then process them all as one payment.

MANAGING BOOKINGS CLASSES TAB / SIGN IN/

In this section you can also:

Early cancel: This means that the client will have their credit returned and therefor can only be processed without management approval if this request was made outside of the late cancellation window (at least 12 hours before the start of the class). Early cancelling is done by clicking on the the red x, please be patient and only click once as it takes a while to update the system and each additional click will send another email to the client.

Signing In: You must sign in the clients by clicking on the Signed In check box.

Clients who book on the day will automatically be booked in.

Late Cancel: Anyone cancelling inside our cancellation window needs to be marked as late cancelled. This can be done by clicking on the Late Cancel check box in line with their name. By doing this you will open up their space for other clients to book in. Their credit shall be lost.

Waitlist Confirmed: Clients who have been added to the class automatically from the waitlist will show up in grey instead of blue and will have a checkbox by their name under the waitlist confirmed section. If the checkbox is not marked you must contact the client alerting them to the fact that they have been added. Clients who have been added to the waitlist are allowed to cancel bookings unless they have confirmed at which point the cancellation policy applies.

MANAGING BOOKINGS CLASSES TAB / SIGN IN/

Rescheduling Bookings:

Clients are allowed to reschedule their bookings to another class on the same day without losing their credit but they do have to pay a fee.

The member fee is £5 and the non member fee is £10.

Clients may ask to move it to another day, this is not possible.

Should they wish to move the class you must remember to early cancel their original booking so that they can reuse the credit.

To process the late fee click on buy on the client account. Click on products, favorite products, choose the appropriate fee and process as normal.
 

CREATING ACCOUNTS ANY SCREEN / SEARCH BAR

It's preferred that clients create their own accounts via our Total Chi app or via the website so that they sign the disclaimer.

Start typing the name into the client search bar in the top left to check if they do not already have an account with us.

If their name does not appear you can click on + ADD NEW CLIENTS at the bottom of the list.

CREATING ACCOUNTS ANY SCREEN / SEARCH BAR

A pop up will appear with client details to complete.

You only need to complete the areas that are marked *

Scroll down to view all the fields then click on Add Client when ready.

If the system does not allow you add the client then * information must be missing.

CREATING ACCOUNTS CLIENTS / PROFILE

If you have created an account for client then you must leave an alert for staff to get the liability waiver form signed by the client prior to attending the class.

Once this is signed please check the check box under the additional information section and remove the needs to sign waiver from the alert.

Remember to save changes.

Memberships

PROCESSING MEMBERSHIPS RETAIL / SERVICES

If you have created an account for client then you must leave an alert for staff to get the liability waiver form signed by the client prior to attending the class.

Once this is signed please check the check box under the additional information section and remove the needs to sign waiver from the alert.

Remember to save changes.

Memberships

EXTENDING MEMBERSHIPS RETAIL / SERVICES

You can process a new membership at anytime. If a client would like to start one early you need to cancel the original one first. If a client would like to renew their membership early, just remember to set the start date to the day after their current membership expires.

CLIENTS PROFILE / RELATIONSHIPS

Please note that we no longer allow for clients to share credits or memberships. We can however link accounts so that one client pays for the other.

First find the client account who wishes to supply the payment source and navigate to the relationships section. Then search for the client who will be sharing the payment source. You will see that there is a list of relationships now listed between them. Please ensure that you choose "the" pays for relationship.

CLIENTS ACCOUNT DETAILS

Please get management approval before extending credits - this includes member credits. In account details you will see inactive credits listed in grey. Sometimes the credits are grey because they have expired rather than been used. If there are any left you will see a number instead of 0 in the remaining column. In the example below you will see that there is still 1 or the 3 classes remaining which has expired, not used. To reactivate the credit click on edit and change the validity period.

Once you have edited the validity it will appear in green. This will NOT automatically reconcile any unpaid classes. To do so click on recalculate.

RETAIL EXISTING/WALK-IN

There are several ways to take payments. You can either click on the retail tab or click on the buy icon next to a client booking.

If clicking on retail, you will have to search for the client or click on link to the last client account that was searched for.

RETAIL EXISTING/WALK-IN

Once in the client purchase screen please note the following areas: CC this indicates that the client has a card on file. A circle with an M this indicates a 6 months membership is active (one week memberships are a solid blue circle). Category type will be highlighted in white. This will default to services which is where class credits are stored. Bu clicking on the titles you can switch to the other categories ( Products / Payments/Gift Cards / Tips)

RETAIL EXISTING/WALK-IN

To purchase classes and privates, click on the select service drop down menu and choose the service you require. Member credits will only show up on accounts that have purchased a membership. Should a client wish to purchase a membership and buy credits, please add the membership item first after which the member credits will appear.

RETAIL EXISTING/WALK-IN

To purchase classes and privates, click on the select service drop down menu and choose the service you require. Member credits will only show up on accounts that have purchased a membership. Should a client wish to purchase a membership and buy credits, please add the membership item first after which the member credits will appear.

RETAIL EXISTING/WALK-IN

Once you have added all the items to the ticket you wish to process click on the appropriate payment option. Cash needs to be stored separately from the juice bar takings. Please ensure that the correct cash is stored in the black cash drawer located under the coffee machine. If the client requires change (using the juice bar cash drawer) then please ensure that only the actual cash takings are stored in the black drawer to avoid a shortfall in the juice bar when cashing up. Do not process cash through the clover device. POS terminal refers to the clover device. If for any reason the clover device is used to process the mindbody transaction then this POS option just tells us that the card payment was taken elsewhere. For the most part you will click on CC (key stored) and process the payment. If they do not have a card on file, it will be here where you have the option to add one. You only need to complete the following sections: Long card number, expiration date and postcode. An email receipt will automatically be sent as long as the checkbox is ticket.

Clients can purchase ONE 50% off introductory rate for their first class. This can only be used once and NOT for each style of class.  

The system recognises new accounts and will make the intro credit available to them, if the Intro does not appear in the drop down menu, it means that something has already been processed on the account. Check the purchase history to see if they are still entitled to purchase the intro credit. If they are entitled then the discount will have to be manually applied to the standard drop in credit.

New clients have a green star next to their name when enrolled into a class. So be prepared to welcome them and explain where everything is:

- No shoe zones

- Changing room and facilities

- Self sign in Ipad - BUT, we really want better client interaction with all clients being acknowledged upon their arrival, this means that even if you are busy with another client, you should take a moment acknowledge the new client. Clients who normally check themselves in will probably hang around reception waiting to be checked in so it’s a good idea to familiarize yourselves with the client’s names.

- How to find their studio

- Water fountain and chill out location

When creating a new account or searching for a client account, always check for duplicates. They will appear listed in the client search field. If you do find duplicate accounts please post the client details on the Goli & Carlo WhatsApp group.

As per our terms and conditions no refunds or exchanges are offered. There are exceptions to these rules so please send the client details and reason to hello@totalchi.com.

Do not process any refunds without prior management approval.

We periodically offer promotions. The best way to keep up to date is by following us on instagram and signing up to the newsletter online. We will also alert you to the current promotions. Most promotions will work by means of a promotional code. There is section