1. Contact information — add details including your club name, description and email address. The information is shared with your members (for example in emails and the Club Manager App). So, check its correct and be careful not to include personal data. Remember to add your club's terms and conditions.
2. About your club — club capacity — indicate how full or empty your club is at any given moment in time. This can be used with the Current Capacity option for the ClubLink App and your member portal.
3. About your club — monthly sales target — set your club a membership sales target. Use the Today page in your account to see how you are performing, in the monthly sales chart.
4. Look and feel — changing the logo and colour scheme — adding a logo and changing colours in this section make live changes to your ClubLink members App.
5. App simulator and options — use the 'Configuring your App' simulator to see how it will appear to your members.
6. SMS, financial and general settings
   • SMS From Name — the name displayed on text message sent to members via Club Manager.
   • Enable Account Balances — allows members to pay you and later use that money to make purchases.
   • Allow credit — members can buy items on credit — allowing a negative balance in their account profile.
7. Free text and member programmes — enabling and giving a title to your free text means the page will be visible to members in their ClubLink App. The title of your free text might be Your Activities, Programme or Personal plan — whatever suits your club.
8. Sign in screen and access control — learn how to set up access control functions for your club.
   • This Device/Computer — this adjusts the size of buttons and text in Club Manager to make it easier to use on a touch screen.
   • Sign in screen — for clubs with a sign in screen for members. Choose 'Friendly' mode if your screen is public facing. The 'Detailed' mode is not public facing and should only be used where staff are operating the sign in function. 'Dual' mode is a combination of Friendly and Detailed — where there are two screens, one public facing for your members and the other for staff. The 'Simple' screen is similar to Friendly, with just basic member information.
   • Number pad — select this if you have member pin numbers and require a number pad integrated.
   • Member access limit — the time limit in minutes that a member can access the club after previous access. This function can reduce members passing back log-in details and sharing memberships.
   • Show payment link — if a member has any outstanding payments, this will show a button where they can pay their balance. This function must only be used when your screen is staff facing, as it gives control of the till.
9. Booking options — choose what and how members and non-members can book online and set up the basics for your bookings calendar.
   • Becomes visible within — change the number of days that a booking is shown on the online calendar prior to its commencement.
   • Cannot cancel within — change the minimum number of hours before a booking commences when a member can cancel.
   • Access the club within — change the number of minutes before a booking commences that a member can access the club.
   • Bookings settings — set the earliest and latest start time in your calendar. Define the increments in minutes that a booking can start and end.
10. Essential files — upload a range of files, including PDFs, Word documents and photos. The files will appear in ClubManager's Email Templates section — available to drag and attach to your various templates and correspondence.

1. Pick a free tool — generate logo concepts at no cost using tools like ChatGPT, Google Gemini, Canva (Free plan), or Bing Image Creator. It's worth trying a couple of them, since each one tends to land on a different style.
2. Write a specific prompt — skip vague prompts like "cool logo". Include your business name, what you do, and the style you want, for example:
   "Minimalist logo for '[your business name]', a [what you do], flat vector icon plus wordmark, one or two colours, simple enough to work as a small app icon."
   Canva's built-in free Logo Maker will give you properly sized files. If you're using ChatGPT, Gemini or Bing Image Creator, ask for a few clean variations and steer away from photorealistic or text-heavy designs.
3. Choose a simple colour palette — keep it to one dark colour, one light colour and one accent colour. A few starting points:
   • Signal — dark #16181A, light #F6F4EF, accent #1E4FD9
   • Warm — dark #211C1A, light #F6F1E7, accent #E85D2C
   • Fresh — dark #12201C, light #F2F5F0, accent #2E9E6B
4. Save a small toolkit — download the logo as a PNG with a transparent background, and save an SVG too if it's available, for scalable print and signage. Note down your three hex codes and a free font pairing (for example Montserrat for headings with Inter or Open Sans for body text, both free on Google Fonts). Reuse the same logo, colours and fonts across invoices, social media and your website so everything feels consistent.

1. Set up your Booking Categories — once your categories exist, assign each booking to one when you add or edit it from the Bookings Calendar; you'll see a category dropdown right on the booking form.
   • Group similar classes (e.g. all Karate sessions) under one category
   • Reorder categories to control how they appear on your What We Offer page
   • Toggle Show Online per category to control public visibility

   

2. Put it in front of members — What We Offer is a page you can add to your website; grab the embed code from Add-Ons › Website Integrations. It shows your Booking Categories (where Show Online is switched on) in your chosen order — a quick way for members and prospects to see what's available, with links straight through to view and book. The same page is available on your Member App and Member Portal — switch it on from Settings › App Settings.

   

3. Add events and classes to your calendar — open it from Bookings › Calendar to create, view and edit your timetable. When you create a booking (an activity) you can:
   • Give it a name, start time and end time
   • Set it up as a one-off or a repeating series
   • Set a minimum and maximum number of attendees
   • Assign it to a facility (e.g. dance studio, main floor, pool) and/or venue
   • Assign an instructor or coach
   • Add attendees and see who's booked on
   • Record attendance using the Attendance Register

   

   

4. Note on Personal Training — Personal Training and other appointment-style bookings are automatically capped at a single attendee, so you can skip the minimum/maximum attendee fields for those sessions.

Five evidence-based programs to give you a head start — proven frameworks, not guesswork, ready to put in front of members from day one.

1. Download your working documents — before you begin, grab the two document sets you'll need:
   • Branch details — your site's core information, used to personalise each program for your club.
   • Essential files — the source material behind each of the five programs.
   Download both and save them to your computer. Inside, you'll receive 5 Programs and everything you need to design and evaluate session plans for your clients — keep these as your working copies as you grow your knowledge and shape your own offerings inside your member app.
2. Start with what's already built — you don't have to start from a blank page. We've designed an initial offering so you can begin onboarding clients straight away — fully built, tested, and ready to launch.
3. See it in context — to view the styled program offerings as members will see them:
   Go to: Settings > Communications > Page Templates
   Here you'll find the existing layouts in full — a reference point as you customise, extend, or build your own programs on top of the five.

1. Open Website Integrations — click ADD-ONS in the top navigation bar, then open Website Integrations.
2. Switch on a row — each row is a public page or widget. Expand it to see its settings, embed code and direct link.
3. Tick Show Logo — on every page you enable, so it carries your branding.
4. Preview first — use the Your Club Demo Site link at the top of the page to see how everything looks before you share it.

Website Integrations and External Links, under ADD-ONS.

1. Pick a timetable — open the Forthcoming Timetable, Weekly Timetable or Session Timetable row on the Website Integrations page.
2. Copy the link — the direct link for social, or the embed code for your website.
3. Share it — paste it into your Facebook Page button, Instagram bio, or a post.

Timetable integrations — link one of these from your social profiles.

1. Copy the form — open the Contact Form row and copy its page link, embed code, or QR code.
2. Put it somewhere visible — your website, a social post, or a printed flyer.
3. Follow up — every submission is saved as a prospect, ready for you to follow up by email.

The Contact Form — a lightweight name, email and message form for enquiries.

1. Set up the tablet — go to ADD-ONS > Kiosk Screens and set up a tablet at your entrance.
2. Let clients self-serve — clients check themselves in and prospects register interest without you needing to step in.
3. Use Fast Find at the desk — to check a client's payment status quickly.

What members and visitors see on the front-of-house kiosk tablet.

1. Copy the QR code — open the Registration Form row on the Website Integrations page.
2. Get it printed — onto a pull-up banner, window decal or event sign.
3. Let people scan and go — every registration lands as a prospect on your system.

The Registration form — print its QR code for walk-in and event signage.

• Every Contact Form and Registration form submission becomes a prospect record automatically — check your prospect list regularly so no enquiry goes cold.
• Keep your Branch Details page (Settings) up to date with your social links and opening hours — public pages pull this information in.
• On a Lite package, treat these tools as capture channels and follow up manually or with a simple email — the automated Sales pipeline needs a higher-tier package.
• Preview any page before sharing it, using the Your Club Demo Site link on the Website Integrations page.

1. Open App Settings — hover over SETTINGS in the top navigation bar and, under YOUR CLUBMANAGER, click App Settings. Work through each section of the page, top to bottom, tailoring it to your club.

   

2. Set your colours and club description — in App and Website Integrations set the Background, Text, Primary Accent, Highlight and Tab colours to match your brand. In About Your Club write a short description of your club for members to read in the app.

   

3. Turn features on or off — scroll to App Features. Tick a box to switch a feature on, untick it to switch it off.
   • Monetisation — Join Prompts, Renewal Prompts, Shop, Prompt to Pay Unpaid Fees
   • Gamification — Attendance Streaks, Leaderboard, Member Points, Achievements and Photos
   • Referrals and Sharing
   • Today Screen — show "What's Happening Next" or Quick dial buttons first, and choose which calendars appear under Booking Options

   

   Further down, you can also:
   • Under Features, choose extras such as Member Messages, What We Offer, Personal Goal, Show QR Code and Show Current Capacity
   • Under Social Media Feeds, tick the channels (Facebook, X, Instagram, YouTube, TikTok) you want to show in the app
   • Optionally add a Third Party Link button or extra Pages using + ADD PAGE

   

4. Preview your app with the simulator — start typing a member's name in the Choose Member box (top left) and select them; the panel on the left shows the app exactly as that member will see it. Click RELOAD to refresh after a change, and LOGOUT(or LOGOUT NOW in the red banner) when you're done.

   

5. Invite your members to download the app — go to Add-Ons › Your Member App and scroll to Prompting members to download your app. Click REVIEW YOUR EMAIL INVITES to check the ready-made templates, then send the invite from the All Members grid — members get a unique link to download the app and log in, by email or SMS.

   

6. Upgrade to your own branded app (optional) — on the Your Member App page, scroll to Making it yours and click the here link to contact us and pre-order your own dedicated app with its own app-store presence.

   

• Changes are live immediately. Anything you save in App Settings appears in your members' app straight away, so make changes at a quiet time if you're reworking a lot.
• Always log out of the simulator when you've finished previewing.
• Not sure what a setting does? Hover over the small ? icon beside it for an explanation.
• Social feeds use the addresses in Settings › Branch Details — if a channel is greyed out (e.g. TikTok), add its address there first.
• With a branded app, Join Prompts and in-app registration let new people sign up themselves — promote the app on your website and socials to use it as a lead-generation channel.
• The Your Member App page isn't available on SubscriptionBox accounts.

Tip: build all of the Membership Types your club needs before you start on most other setup or importing members — it saves time later.

1. Open Membership Types and click Add — click SETTINGS in the top navigation bar, then Membership Types in the left-hand menu. The grid lists every type you have, with columns for Booking Only, Available Online, Highlight, Display Order and each type's Online Joining Link. Click ADD(top right) to create a new type — or select an existing one and click COPY to base a new type on it.

   

2. Configure the Membership Type — the form has Basic Settings on the left and Advanced Settings on the right. Work through it top to bottom, then click Save at the bottom of the page. Required settings come first; the advanced options are all optional.

   

   2a Basic settings

   • Membership Name — what staff and members see, e.g. "12M Recurring".
   • Description — a short summary shown alongside the membership.
   • Group — optional, to group related types together.
   • Membership Term — the length, as a number plus a unit (e.g. 12 Month(s)).
   • Allow member to choose start date — tick to let the member pick when it starts.

   

   2b Payments — one-off and recurring

   • Single Payment — a one-off charge, such as a joining fee. Give it a Payment Name, choose how it's taken from the Collect drop-down, enter the amount, and set when it's due with After.
   • Recurring Payment — the regular subscription. Set the amount, the frequency (e.g. Monthly) and how many times it's collected.
   • Then automatically 'roll' (recur) after membership term — keeps payments going once the term ends.
   • Pro rata payment — tick to charge a proportional first payment.
   • Begins After — delays the first recurring payment.
   • Use the Single Payment/ Recurring Payment buttons next to ADD to add more payments, or Remove payment to delete one.

   

   2c Online joining

   • Show Online — tick to sell this membership online, on your joining link and app. Leave it off for anything you don't sell online.
   • Highlight — makes the membership stand out when shown online.
   • Display Order — 1, 2, 3… controls the order memberships appear in.

   

   2d Premium features

   • Multi site access — lets the membership be used across your sites.
   • Priority bookings view (days) — how many days ahead these members can see and book classes.
   • Only switch these on if you mean to — they're premium entitlements.

   

   2e Access times

   • Allow access for booking only — restricts the membership to booked sessions.
   • Set a Start and End time for each day to limit when the membership can be used (e.g. an off-peak plan). Leave blank for all-day access.

   

   2f Session based & joint members

   • Session Based — set a number of sessions the membership includes and how often that allowance applies.
   • Joint Members — the Number of members who share this one membership (e.g. 2 for a couples plan).

   

   2g Getting it out there

   • Share this — copies a link straight to this membership, ready for social media, email or your website.
   • Download QR — a QR code for posters, flyers and front-desk signage.
   • These appear once the membership has been saved.

   

   2h Update current members

   When you edit an existing type, expand Update Current Members(below the payments) to decide whether your changes apply to members who already hold it. Then click Save.
3. Assign the membership to a member — find the member (use Fast Find or MEMBERS), then click Add Membership in the left-hand menu.
   Go to: Member › Add Membership  |  Who: Basic
   • If they already hold a membership, choose whether this is a renewal, replaces all previous memberships, or is an additional membership.
   • Pick the Type and Start Date. The Summary of Membership on the right shows every payment that will be taken.
   • Click Next to continue to payments and review.

   

Getting every member onto your app is a vital part of managing and growing your club. There are two stages: Stage 1 — the member downloads the app; Stage 2 — they add their profile.

4. Invite members to download the app — every ClubManager account includes ready-made email templates with everything a member needs to download the app and add their profile: ClubLink Member App Invite, New Member Joined and New Prospect Email.
   Go to: Settings › Email Templates  |  Who: Manager
   • Open each template and tailor it with information about your club.
   • Send them automatically with Automation — for example, send New Member Joined every time someone joins — or manually from the MEMBERS page (see step 7).

   

   Each member's unique QR code is inserted into these emails from their profile at the time of sending — so you won't see it while editing the template.
5. The member adds their profile — on the fully branded app, anyone joining or registering in the app is added to ClubManager and has their profile added in one go. Anyone already on your ClubManager account can add their profile in one of two ways — and they don't need an active membership to use the app:
   • Scan the QR code — in the app, the member taps Add Profile and scans the QR code in their email (or at your desk) with their phone camera.
   • Use their mobile number — if they'd rather not use the camera, or they opened the email on the same phone, they enter their mobile number instead, then type in the code they receive by SMS.
   The QR code lives in the App Profile panel at the bottom of each member's Details page, and in the invite emails.

   

   Families: the app holds multiple profiles, so a parent can have their own and their children's in one app. Signing in by mobile number adds every profile linked to that number at once. With QR codes, each profile's code must be scanned separately.
6. See what your members see — once added, each profile is listed on the app's front screen; the member taps one to view their club information.
   Go to: Settings › App Settings  |  Who: Manager
   • To preview this yourself, open App Settings and type a member's name into Choose Member to load the app simulator.
   • Changes on this page go live in your app immediately — click LOGOUT to leave the simulator when you're done.

   

   

7. Track app uptake and chase the rest — type ClubLink Connected into Select tags to see who has installed the app and chosen to receive notifications.
   Go to: Members › All Members  |  Who: Basic
   • To chase members who haven't, filter your list, select them, then click Send Email and choose the ClubLink Member App Invite template.

   

• Set up all your Membership Types before importing members — imported members bring their membership names across, but not each type's settings.
• Add your terms & conditions once your payment gateway is connected — people can't join online without agreeing to them.
• If you don't want members paying by card, turn the card option off.
• Use COPY on the Membership Types page to create variations (e.g. off-peak or student) without starting from scratch.
• Remember to cancel the membership of anyone who leaves — a recurring membership left active keeps building up debt.
• Send New Member Joined automatically on joining, so every new member gets their app invite without anyone needing to remember.

1. Switch on and name the programme area — branch Details is the first item under YOUR CLUB.
   Go to: SETTINGS > Branch Details > General Settings  |  Who: Manager
   • Hover over SETTINGS in the top navigation bar and click Branch Details.

   

   • Scroll to GENERAL SETTINGS and tick Use Free Text.
   • In Title of Free Text, type what your clients should see — for example My Workout Program. This becomes the name of the tab on every client record and the button in the app.
   • Click Save at the bottom of the page.

   

2. Open your client — all Members lists every client and prospect.
   Go to: MEMBERS > All Members  |  Who: Manager, Intermediate, Salesperson, Basic
   • Hover over MEMBERS and click All Members — or type the client's name into Fast Find(top right).
   • Click the client's name to open their record.

   

3. Write the programme — each client's programme is unique to them and only they can see it.
   Go to: Client record > your Free Text tab (left-hand menu)
   • In the left-hand menu, click the tab you named in step 1 (shown as Personal Goal in the demo).
   • Build the programme in the editor — use headings for each day, a table for sets and reps, and the image and video buttons to add photos or YouTube demos of each exercise.
   • Pick a layout from THEMES on the right if you want a ready-made structure.
   • Click Save.

   

4. Check what your client sees — the client's view of their programme in the app.
   Go to: Member app > your programme button
   • The programme appears in the client's app and Member Portal straight away — including images and embedded videos.
   • Tip: add yourself as a test client to preview it on your own phone.

   

5. Share a general programme with every client — pages with a Menu Order number appear in your clients' app.
   Go to: SETTINGS > Page Templates  |  Who: Manager
   • For content that suits everyone — a warm-up routine, a nutrition guide, a "How to use the gym" page — go to Settings → Page Templates and click Add.
   • Build the page, then give it a Menu Order number so it shows in the app menu. Leave it blank until the page is ready.

   

6. Log progress in the Journal — achievements added here show in the client's app Achievements gallery.
   Go to: Client record > Journal (left-hand menu)
   • Click Journal in the client's left-hand menu, then + ADD JOURNAL to record a note, a personal best or an achievement.
   • Use the filter bar (Tasks / Appointments, Notes, Attendance, Comms, User Actions, Achievements) to review their history before a session.

   

• The Free Text area is private to each client — ideal for tailored plans and session feedback.
• Keep a master programme as a Page Template and copy-paste it into a client's Free Text area as a starting point, then tailor it.
• Short phone-filmed exercise demos on YouTube (unlisted) embed neatly and save you explaining form over and over.
• Update the programme after each block (e.g. every 4 weeks) and send a push message so the client knows it has changed — see Sending Comms.

• In Settings > Automation, set When this happens to "Journal Achievement Added", then under Do This choose "Send ClubLink Template" to send an automatic "Well done!" push notification whenever you log a new achievement.