Table of Contents
Document Summary
The Personal Trainer module is a complete solution for creating, maintaining, booking and paying Personal Trainers within your organization. (The physical payment, however, meaning the checks and/or direct deposits, is NOT handled through RecTrac.)
This document will guide you through the basic steps required to:
- Create Personal Trainers
- Establish Personal Trainer skill sets, schedules, facilities used, rates, and payment types
- Configure the SuperGrid Profile your staff uses to reserve Personal Trainers
- Reserve Personal Trainers with the SuperGrid
- Process Personal Trainer payments
Reserving Personal Trainers is available through the SuperGrid in RecTrac, and through WebTrac (when Display Personal Trainer On Web? is enabled). Personal Training sessions can be one-on-one or for groups up to the maximum size you define. The system can automatically book the facility used for the Personal Trainer session to prevent others from double-booking that space.
Payment processing enables you to calculate the amounts owed to your Personal Trainers based on three (3) methods:
- Hourly Rate – Personal Trainers are paid 'x' dollars per hour worked.
- Percent Rate – Personal Trainers are paid 'x' percent of the revenue generated by their services.
- Per Head Rate – Personal Trainers are paid 'x' dollars per reservee.
License – Maintenance Agreement
The use of Personal Trainer Module requires a Vermont Systems license and annual maintenance agreement for RecTrac and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at 1-877-883-8757 to verify that you are authorized to use the Personal Trainer Module and if not, to obtain a quote and/or approval.
Setup Steps
This document will walk you through the basic steps required to create and assign Personal Trainers, and process payments. If you have additional questions about Personal Trainers after reading this document, please contact Vermont Systems Customer Service by phone at 877-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems web site using your Customer ID and password.
Before You Begin
This document is written with the following assumptions. If any of the items listed is NOT true, contact Vermont Systems Support prior to continuing.
- Your organization is running RecTrac 3.1.04.00 or greater.
- You (or the individual(s) setting up running/maintaining Personal Trainer payment processing) have a full understanding of how Personal Trainers are managed and paid in your organization.
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access all functions pertaining to Personal Trainer payments, to include but not limited to: System Code Management, Activity Section Management, Staff Management, Facility Management, and Personal Trainer Pay Processing programs.
- You understand RecTrac DataGrids and how to maneuver through them.
File Maintenance Setup
This document will guide you through the basic steps required to create trainers, define their skill sets and schedules, book, and pay Personal Trainers.
Note: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default Vermont Systems Design. Your setup and Design may vary.
Creating System Codes
In this section, you will create the System Codes needed for the Personal Trainers Module. You create System Codes for:
- Staff Rate Tables - You MUST have at least one and can create as many Staff Rate Tables as needed. A Staff Rate Table consists of a name and description that you'll assign to a group of like staff members (i.e., Personal Trainers) with the same pay type. For Example: You might create a Staff Rate Table for Personal Trainers paid a per-head rate. If another group of Personal Trainers is paid differently (i.e., hourly, or a percentage) then create an additional Staff Rate Table for each of those unique payment methods you utilize. Each individual's staff record defines their compensation amount.
- Qualifications - Qualifications define skills or certifications that your Personal Trainers and/or instructors have: CPR, certification in nutritional instruction, and etc….
- Personal Trainer Purpose - The Personal Trainer Purpose codes are used for search and booking parameters. Create as many Personal Trainer Purpose Codes as you need (i.e., aerobics, nutrition, strength training, yoga, weight training, etc…).
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Personal Trainer Time Blocks- The Personal Trainer Time Block Code determines the dates/times/time intervals that this Trainer will be available at a specified Facility.
For ease of visual recognition, Time Block Codes can be set up to show when a Trainer is available and when a Trainer is NOT available. For Example: Your Personal Trainer is available at this Facility for 30-minutes time blocks between 12:00-4:00pm on Mondays, Wednesdays, and Fridays. You would set up a Time Block Code to show these times as "Allow," meaning the Trainer is available to be booked. Likewise, when creating your Time Block Code, you could add "Disallow" times for the days and times of the week when your trainer is NOT at this Facility and thus NOT available to be booked. When searching for a Personal Trainer, your staff and your patrons would have a clear visual of Available times vs. Unavailable times for this Trainer at this Facility.
Creating Staff Rate Tables
- In RecTrac, go to the Management Ribbon • Misc Management group • System Code Management (also accessible from the Rates tab of the Staff Update screen). The System Code Management screen opens.
- Click Add. The System Code Update screen opens.
- Expand the Drop-down List to select a Type of Staff Rate Table.
- Enter a Record Code (i.e., Per-Head) and Description (i.e., Per Head Rate). For Example: You might create a Staff Rate Table for Personal Trainers paid a per-head rate. If another group of Personal Trainers is paid differently (i.e., flat-rate, hourly, or a percentage) then create an additional Staff Rate Table for each of those unique payment methods you utilize.
- Click Save.
- Repeat until you've created all of the needed System Codes.
Creating Personal Trainer Time Blocks
- In RecTrac, go to the Management Ribbon • Misc Management group • System Code Management (also assessible from the Trainer Links within the Staff Update screen). The System Code Management screen opens.
- Click Add. The System Code Update screen opens.
- Expand the Drop-down List to select Personal Trainer Time Blocks.
- Enter a Record Code and Description. For Example: You might create a Personal Trainer Block for Monday and Wed evenings.
- Click the Time Blocks tab and the DataGrid displays any established Personal Trainer Time Blocks.
- Click Add.
- Select the individual days of the week that needed for this Time Block (i.e., Monday, Wednesday, and Friday).
- Click the Calendar icon to select the Begin and End Dates for this Time Block.
- Expand the Drop-down list and select your Block Setting for this time block. The choice you make here determines whether the Time Block will display as "Available" or "Unavailable." Choosing to show a Time Block as "Available" or "Unavailable" is different from a Time Block being "Available" and "Reserved." For Example: Your Personal Trainer is "available" for Reservations/Bookings on Monday, Wednesday, and Friday from 9:00am to Noon and from 3:00-6:00pm. You might make Time Blocks that show "Available" during those 6 hours and a separate Time Block that shows as "Unavailable" from Noon to 3:00pm. This would help clarify for your patrons when the Personal Trainer is in the building.
Allow - The Time Block will show as "Available" for Reservations.
Disallow - The Time Block will show as "Unavailable" for Reservations.
- Click the Clock icon to select the Begin and End Times for this Time Block (i.e., (9:00am until noon).
- Accept the default value (0) or overwrite the Interval Minutes as needed. The value entered is the number of minutes that constitutes a single "block" of time. Leave the field at its default of "0" to have the time range entered counted as one (1) block only
For Example: Your Block Begin Time is 08:00AM and your Block End Time is 08:00pm. If the Interval Minutes is:
0 - You will have 1, 12-Hour time block.
30 - You will have 24, 30-minute time blocks.
60 - You will have 12, 60-minute time blocks.
120 - You will have 6, 2-hour time blocks.
240 - You will have 3, 4-hour time blocks.
- Use the "i" and "?" Help icons on the upper-right hand corner of the screen for the remaining field definitions, if needed.
- Click Save.
- Repeat this process to define additional Time Block criteria for this System Code.
- Click Save.
- Repeat until you've created all of the needed System Codes.
Creating Personal Trainer Purposes
- In RecTrac, go to the Management Ribbon • Misc Management group • System Code Management (also assessible from Trainer Links within the Staff Update screen). The System Code Management screen opens.
- Click Add. The System Code Update screen opens.
- Expand the Drop-down List to select Personal Trainer Purpose.
- Enter a Record Code and Description. For Example: You might create a Personal Trainer Purpose for Nutrition, Cardio, Weights, Yoga, and etc….Trainer Purpose has several uses:
- The Personal Trainer SuperGrid can include a filter option based on the Trainer Purpose to enable your staff to quickly choose from available trainer purposes.
- When you run the Personal Trainer Pay Processing program, you can select a Personal Trainer Range for your pay run. When you create your System Codes for Trainer Purpose, you might want to come up with a coding system that will make it easier when you run pay processing.
- Click Save.
- Repeat until you've created all of the needed System Codes.
Creating Personal Trainer Qualifications
- In RecTrac, go to the Management Ribbon • Misc Management group • System Code Management (also assessible on the Core Information tab of the Staff Update screen). The System Code Management screen opens.
- Click Add. The System Code Update screen opens.
- Expand the Drop-down List to select a Type of Staff Qualification. Staff
- Enter a Record Code and Description. For Example: You might create Personal Trainer Qualifications for Certified for Instruction of Nutritional, Cardio, Weights, Yoga, and etc….
- Click Save.
- Repeat until you've created all of the needed System Codes.
Creating Personal Trainers
In this section, you create the necessary staff in the system, verify they are flagged as a Personal Trainer, link Qualification and Staff Rate Table System Codes, and define amount paid.
You will create Trainer Link records which are a combination of Personal Trainer Time Block, Facility, and Staff Rate.
If you plan to use Trainer Pay Processing then you MUST link at least one Staff Pay Table to the Personal Trainers and might link several. Essentially, you link the Staff Pay Table(s) needed for all of the types of personal training he/she offers (i.e., some might be percent, others might be per-head, etc…). From each Trainer Link to a Purpose/Facility/Time Block, you choose which of these Staff Pay Tables applies (i.e., Nutrition might pay $50 per-head, and Personalized one-on-one Strength Training might pay 50% of the registration fee).
- In RecTrac, go to the Management Ribbon • Personal Trainer Management • Trainer Management (also assessible from the Management ribbon • Activity Management • Staff Management). The Staff Management screen opens.
- Click Change to edit existing Personal Trainers, or use Add to create a new Personal Trainers. The Staff Update screen opens to the Core Information tab.
- Enter the Record Code for this staff member.
- Under Staff Types:
- Select Personal Trainer: This option must be selected in order for this Staff Member to be displayed on Personal Trainer-specific fields and programs.
- Select Display Trainer on Web: to have this Staff Member appear in WebTrac as a personal trainer for hire. WebTrac enables searching for Personal Trainers based on their Qualifications you have set on this screen (i.e., a patron searches for a Personal Trainer to help them with Nutrition and Rick Sanchez would display).
- Under Qualifications:
- Click the Picklist icon to select the Personal Trainers' Qualification Links. Multiple selection is allowed. Qualifications are a filter you might add to the SuperGrid to reserve Personal Trainers. WebTrac will not allow a reservation for a Personal Trainer who doesn't meet the qualifications the patron is seeking.
- Enter any Qualification Notes as applicable.
- Complete all remaining fields on this tab. Use the "i" and "?" Help icons Help Icons on the upper-right hand corner of the screen for field definitions, if needed.
- Click on the Rates tab. The Staff Update Rates DataGrid allows you to see all applicable Pay Rates linked to this Personal Trainer. When linking this individual to Personal Trainer Sessions the rate of pay will be determined by a selection from this screen.
- Click Add Rate or Change Rate to open the Staff Pay Rate Update screen.
- Click the Combo Box icon to select the rate you want from the Staff Rate Table. You'll select the Staff Rate Table that you created earlier within this document.
- Accept the default entry (the Rate Table description) or overwrite as needed. This field should provide a description for this rate.
- Expand the Drop-down list to select the Rate Type. Select Trainer for Personal Trainers. If you inadvertently leave Instructor, then this Rate Type will NOT be available for use with Personal Training.
Note: Verify a Rate Type of Trainer is selected. The default value is Instructor for new records, it is easy to overlook, and would be a problem during step 19 (i.e., this Staff Rate Table is NOT available for selection for your Trainer Links).
- Enter the Rate of Pay for this tier. For Example: 25.00, 250.00, etc…. You MUST have at minimum one (1) tier completed. A Staff Member can be linked to multiple rates depending on the jobs performed and each rate can be tiered up to five (5) times to provide incentives, if desired. For Example: Your base rate for Nutrition might be $25.00/head. However, once a Personal Trainer has taught 100 people, you might provide a $2.50 raise, or pay the Personal Trainer $27.50 per head. After 300 people, you might give another $2.50 raise, so the Personal Trainer will earn $30.00 per head. To achieve this using one (1) pay rate, you would establish three (3) tiers using a Per Head Type (because it is a "per head" fee and earnings ceilings equivalent to the rate times (x) games worked as follows:
Tier 1: - Rate of Pay = 25.00, Pay Type = Per Head, Earnings Ceiling = 2500.00 (or 100 heads x $25/heads)
Tier 2: - Rate of Pay = 27.50, Pay Type = Per Head, Earnings Ceiling = 8000.00 (or 100 heads x $25/head + 200 heads x $27.50/game)
Tier 3: - Rate of Pay = 30.00, Pay Type = Per Head, Earnings Ceiling = 999,999,999 (because $30/head is the maximum you will pay a Personal Trainer)
- Expand the Drop-down list to select the Pay Type for this rate and tier:
Hourly - The Staff Member will be paid the Rate of Pay by the hour worked. For Example: $25.00/hour.
Percent - The value in the Rate of Pay field is a percentage of the total fees collected for the function. For Example: This is an Personal Trainer Rate. The Rate of Pay = 25.00. The personal trainer will receive 25% of the class fees. If class fees = 1,000, then the personal trainer would be paid $250.00.
Per Head - The Staff Member will be paid the Rate of Pay for each person who registers for a training session. Generally speaking, this is an Personal Trainer Pay Type only. For Example: The Rate of Pay is 10.00. Twenty people register for the training session. The personal trainer will be paid $200.00.
- If you are adding tiered your rates, then enter the dollar value at which you will "cap" this tier. Upon reaching this limit, the system will change to the Rate of Pay for the next tier (i.e. the system will roll from Tier 1 to Tier 2 and from Tier 2 to Tier 3 and etc…).
If you are not adding tiers for your rates, OR if this is the final rate tier accept the default value.
Note: If opting to tier your rates, then the Earnings Ceiling must flow from Tier 1 to whatever your final Tier is, as shown in the example above, else the tiered system will not work. So, if you are tiering your rates, then the Earnings Ceiling for Tier 1 must always be lower than the Earnings Ceiling for Tier 2, and the Earnings Ceiling for Tier 2 must be lower than the Earnings Ceiling for Tier 3, etc.
- Click Save and you will return to the Rates tab on the Staff Update screen.
- Click the Trainer Links tab to continue to the Trainer Facility/Purpose Update screen where you can add or update Facility and Trainer Purpose Code Links. Trainer Links allow you to set up the "rooms" where your Trainer is available, the Trainer's Pay Rates, the Trainer's Fees and Rules, etc.
- The Trainer Facility/Purpose Links DataGrid lists the Facility Links currently available for this Personal Trainer, and enables you to add and change them. Depending on this Trainer's schedule you might need one or multiple Facility Links. If this Trainer works out of multiple rooms and locations, then you will want to create a separate Facility Link for each room and location needed.
- Click Add Trainer Link or the Change Trainer Link buttons to continue to the Trainer Facility/Purpose Update screen where you can add a new Facility Link.
- On the Core tab, enter the following:
- Click the Picklist icon to select the Facility where this Personal Trainer will be available. Linking a Facility ID to a Personal Trainer allows you to reserve that facility in RecTrac to ensure it doesn't get double-booked. Linking facilities to your Trainers also allows you to list Location information on receipts, Brochures, WebTrac and Household Calendars, etc….
- If this Trainer works out of multiple rooms and locations, then you will want to create a separate Facility Link for each room and location needed.
- Click the Picklist icon to select the applicable Trainer Purpose Code for this Trainer Link. Purpose Codes are used for search and booking parameters. Additionally, it is possible that Trainers may charge different rates (or be paid different rates) depending on the type of Training.
- Click the Picklist icon to select the applicable Time Block Code for this Trainer Link. The Personal Trainer Time Block Code you select determines the dates/times/time intervals that this Trainer will be available at this Facility.For ease of visual recognition, Time Block Codes can be set up to show when a Trainer is available and when a Trainer is NOT available.
- For Example: Your Personal Trainer is available at this Facility for 30-minutes time blocks between 12:00-4:00pm on Mondays, Wednesdays, and Fridays. You would set up a Time Block Code to show these times as "Allow," meaning the Trainer is available to be booked. Likewise, when creating your Time Block Code, you could add "Disallow" times for the days and times of the week when your trainer is NOT at this Facility and thus NOT available to be booked. When searching for a Personal Trainer, your staff and your patrons would have a clear visual of Available times vs. Unavailable times for this Trainer at this Facility.
- Enter a value for the Max Headcount of people who can reserve this Personal Trainer for a single session at this Facility.
- Optional. Under Miscellaneous Settings, click the Picklist icon to select the Waiver Code, Comment Code, and enter any Comment Text necessary. You can create Waiver Codes and Comment Codes specifically for the Personal Trainer Module.
- Under Pay Settings select the following:
- Click the Picklist icon to select the applicable Staff Pay Rate for this Trainer at this Facility. The Rate Table you select determines how and how much you will pay this Personal Trainer for sessions booked at this Facility.
- Rate Tables in the Picklist are those from the Rates Tab in Staff Update for this Staff Member that are set as a Type of "Trainer." If this Picklist is blank, then you do not have any Rate Tables linked to this Staff Member of a "Trainer" Type.
- Click the Picklist icon to select the applicable GL Code for this Trainer at this Facility. When you Post Trainer Pay, the posting will be recorded to the GL Code you select here.
- Click the Picklist icon to select the Facility where this Personal Trainer will be available. Linking a Facility ID to a Personal Trainer allows you to reserve that facility in RecTrac to ensure it doesn't get double-booked. Linking facilities to your Trainers also allows you to list Location information on receipts, Brochures, WebTrac and Household Calendars, etc….
- Click on the Fees tab and then set the Fees as appropriate.
- Click on the Rules tab and then set the Rules as appropriate.
- Click on the Questions tab and then enter any Questions as appropriate.
- Click Save to close the Staff Update screen.
Configuring a SuperGrid Profile for Personal Trainers
SuperGrids can be streamlined to meet your organization's needs. You choose the default filter parameters, which filtering options to display to your staff for refinement of their searches, and etc…. This enables your staff to quickly lookup Personal Trainers with an easy to use screen.
- In RecTrac, go to the Management Ribbon • System Management • User/Menu/Profile Management group • Profile Management. The Profile Management screen opens.
- Select the desired Household and then the SuperGrid screen opens.
- Click Add to open the Profile Add/Update Screen
- Enter a Profile Code and Description. For Example: You might use Personal Trainer SuperGrid.
- Expand the Drop-down list and then select SuperGrid for the Profile Type and Profile SubType.
- Click Create.
- The Profile Add/Update screen opens.
- Expand the Drop-down list and then select Personal Trainer for the Module.
- Click the Picklist icon and select the Household you wish to use as the "Model Household" when processing on the SuperGrid. Model Households are used to set default search and display parameters in RecTrac in order to increase speed. Keep in mind these are default values only and are used to load SuperGrid during processing functions. The household you select can be a bona-fide household in your database or a "dummy" household created specifically for this purpose. Selecting a bona-fide household will have no operational impact on it. Once a Model Household is selected, the system will base search and display parameters off the settings in various fields on that household based, such as (but not limited to) Category, Fee Code, etc…. For Example: if the household you select is linked to a Resident Fee Code, and you have search/display parameters based on Residency, the default parameters for the SuperGrid will be set for Residents. Keep in mind these are default values only and are used to load SuperGrid during processing functions.
In the steps that that follow, there is a quick discussion on customizing the SuperGrid. You can streamline the filter options available, remove and add options as appropriate. You can set the default values (i.e., range of times, days to display within the grid, etc….) to make the SuperGrid quick and easy to use for your staff.
- Expand the Default Values group. Use this area of the screen to pre-configure the Personal Trainer SuperGrid with the default search values you want your staff to use (Start/End Time, Number of Days to Display, etc…).
- Enter the number of minutes (i.e., 60) that a typical Personal Trainer session takes into the TimeBlock List (Min) field. The value you enter is the default reservation length used when your staff reserves Personal Trainers through the SuperGrid. Enter multiple values separated with semicolons when different lengths are available: 45;60;90;120. The first value in the list is the default value used, and additional values are selectable through a Drop-down list.
- Accept the default Days of the Week (5-Monday through Friday) that trainer reservations are allowed, or click the Combo Box icon and adjust as necessary. For Example: Personal Trainers might be available Monday through Saturday at your facility, so you MUST add Saturday through this step.
- Review the remaining fields in this section and adjust as appropriate. Use the "i" and "?" Help icons Help Icons on the upper-right hand corner of the screen for field definitions as needed.
- You can streamline the appearance of your Personal Trainer SuperGrid to make easy to use for your staff. Show options that are commonly set (i.e., desired day and time) and Hide occasionally used fields within the collapsed Additional Settings grouping (i.e., staff subtype).
- Controls to Show - Fields in the Selected List are intended to be the options frequently set by your staff when scheduling Personal Trainers. Review the Selected List. To remove items, drag and then drop them from the Selected List back to the Available List. To reorder items, drag and drop item them up and down within your Selected List.
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Controls to Hide - Fields in the Selected List are infrequently used by your staff and are therefore available in the collapsed Additional Settings group on the Personal Trainers SuperGrid. Review the Selected List. To remove items, drag and then drop them from the Selected List back to the Available List. To reorder items, drag and drop item them up and down within your Selected List.
- A total of 29 fields are available for inclusion as filter options above your SuperGrid, and many fields you may not wish to display. Below is the Vermont Systems-recommended set of filters to show/hide for Personal Trainers SuperGrid, begin with those and then add or remove additional filters as needed.
Recommended Controls to Show/Hide:
SHOW Selected Controls | HIDE Selected Controls |
1 - Profile Selection 2 - Start Date 3 - Number of Days 4 - Start Time 5 - End Time 6 - Filter 5 (Trainer Purpose) 7 - Auto Finish 8 - Use Fixed Blocks |
1 - Resource Selection 2 - Resource Blocks 3 - Days to Include 4 - Display View 5 - Time Blocks 6 - Rule Option |
Notes:
Use Fixed Time Blocks - An option that allows you to use the Trainer Links, Time Block System Codes (option Selected) or to use your default Event settings (option De-Selected) when making reservations on the SuperGrid. By default, this option is disabled.
Below are additional filter fields you might add based on your organization's needs:
Filter 1 is Facility Class which represents "what uses" or the "type of uses" a facility offers (i.e. classroom, gym, pool, …). See the Type field within Facility Update screen.
Filter 2 is Staff Category from the Category field within Staff Update screen and the values shown are user-defined. Essentially, Categories enable you to group together like staff members for filtering and reporting.
Filter 3 is Facility Location (i.e., the Cambridge Center, Miller Park, or O'Reilly Outdoor Pool).
Filter 4 is Staff Type and SubType from the Staff Update screen and the values shown are user-defined. Essentially, Types and SubTypes enable you to group together like staff members for filtering and reporting.
See Also: SuperGrid Controls for an explanation and examples of the various Control options available.
- Expand the SuperGrid Filters group.
- Enable Default to All for the field Trainer Purpose List (Filter 5). When the SuperGrid loads, all Trainer Purposes are included in the default view (i.e, staff can see personal trainers in nutrition, strength training, yoga, etc…).
- Click on the Combo Box icon for the field Trainer Purpose List (Filter 5)to specify the values your staff members are allowed to choose from the SuperGrid filter for Trainer Purpose.
If your SuperGrid is for the whole Personal Trainer Module, then your staff would want to pick a specific Trainer Purpose to do quick lookups. For Example: A patron calls and asks are any Nutrition personal trainers available tonight? Your staff would use the Trainer Purpose Combo Box to select Nutrition which filters their SuperGrid to just that specific purpose. To accomplish this, use the Combo Box to select each of the individual Trainer Purpose codes available. Exclude any Trainer Purposes you do NOT want available for selection by staff on the SuperGrid, if any.
When you select no (zero) values, your staff members cannot see or set this filter themselves. You might use this configuration when the SuperGrid is streamlined for just one department to select only one type of Personal Trainer. For Example: Your golf center has a Personal Trainer who is available to help patrons get that perfect swing. You have a Personal Trainer SuperGrid profile for the golf pro shop that enables selection of just the golf Personal Trainers (not park wide). You might have a number of other Personal Trainer SuperGrid Profiles for additional departments within your organization.
- Additional groups are available to set grid dimensions, colors, and labels and tooltips, which are also available for configuration. Use the "i" and "?" Help icons Help Icons on the upper-right hand corner of the screen for field definitions as needed.
- Click Save to return to the Profile Management screen.
Note: You MUST add this new Personal Trainers SuperGrid Profile to your Daily Processing Profile.
- Select your Daily Processing Profile and then click Change. The Profile Add/Update screen opens.
- Expand SuperGrid Profiles.
- Click the Combo box icon to add your new Personal Trainer SuperGrid profile to the Global Sales Screen SuperGrid Profiles field. Multiple Selection is allowed. A SuperGrid tab is available within Global Sales and your selection here determines which SuperGrids are available to your users.
- Click the Combo box icon to add your new Personal Trainer SuperGrid profile to the SuperGrid Screen SuperGrid Profiles field. Multiple Selection is allowed. Under the Processing Ribbon • SuperGrid Processing, users can open just the SuperGrid and then process transactions accordingly.
- Click Save to return to the Profile Management screen.
- Close the Profile Management screen.
Setting Static Parameters: Reserve Facility With PT Purchase?
The Personal Trainer Module has a module-wide setting that enables you to choose whether to book the facility when a Personal Training Session is sold. Booking the facility prevents double-booking of that facility and is enabled when Personal Trainer space might also be booked for other purposes. Disable this option when your trainers always have dedicated space (i.e., rooms 201 through 205 are personal trainer-only) or trainers always work in common areas that cannot be double-booked (i.e., strength training uses the free weights available to all in the open gym). As this is in Static Parameters, it is all-or-nothing for all training session.
- In RecTrac, go to the Processing Ribbon • SuperGrid Processing • User/Menu/Profile Management group • Profile Assignments.
- Click Static Parameters. The Profile Update screen opens.
- Expand the Misc Settings group.
- Expand the Drop-down list to select your Personal Trainer Facility Reservation option, if desired. Your setting in this field determines whether the system will make Facility Reservations when a Personal Trainer is booked.
- None - The system will not create any Facility Reservations during the booking of a Personal Trainer. As such, there will be no conflicts nor double-booking checks made in the event the same facility is reserved for another purpose.
- Reserve - Create New Reservations - The system will create a corresponding Facility Reservation when a Personal Trainer is booked. Additionally, the system will provide conflict and double-booking warnings in the event the same facility is reserved for another purpose.
- Click Save.
Processing
In this section you will reserve Personal Trainers using the SuperGrid, and process Personal Trainer Payments.
Reserving Personal Trainers with the SuperGrid
Through Global Sales, you use the SuperGrid to process Personal Trainer sessions. You MUST have a SuperGrid profile established for the Personal Trainer Module.
- In RecTrac, go to the Processing Ribbon • Global Sales. The Household Lookup screen opens.
The SuperGrid is also available through a dedicated menu option: Processing Ribbon • SuperGrid Processing and offers very similar capabilities to those described in this section. Use whichever is the most convenient for your organization.
Depending on configuration, you might go directly to the Global Sales screen or might go to the Household Lookup screen.
- Select the desired household and then the Global Sales screen opens to the Activity tab.
- Click the SuperGrid tab.
- Expand the Drop-down list and then select the Profile you created earlier in this document for Personal Trainers (i.e., Personal Trainers SuperGrid Profile).
- Accept the Start Date (today's date) or click the Calendar Icon to select an alternative date.
- (Optional.) Click the Combo Box icon to select the desired Trainer Purpose(s) filter. This enables your staff to view the SuperGrid filtered to just the Trainer Purpose the patron is requesting. For Example: You might select the Nutrition Trainer Purpose. The SuperGrid refreshes to include your filtering.
- Click on the desired day and time slot (i.e., Friday 02/22 between 6PM and 6PM). A green square fills the time block with your reservation.
- If you clicked in the wrong spot, hover over the green block. A move icon appears and you can now drag and drop the reservation into a different grid location.
- If you'd like to change the length of the reservation, you have two options. First, hover over the desired corner of the green block, a horizontal resize icon appears, click and stretch the reservation within the SuperGrid. Second, you can click on the reservation and edit the times more precisely on the Event Details screen that opens.
- To delete the reservation, click it and then click the Delete button on the Event Details screen.
- Select one or more Family Members.
- Click Add to Cart. A screen previews the names, phone numbers, headcount, and pictures of the members selected. You can also include other members who are not part of this household.
- Update the Phone and headcount for the selected members as needed.
- Click the Picklist icon for Phone/Member Lookup to include additional patrons in this Personal Trainer session including those from other households.
- Enter any Trainer Notes.
- Click Process to add this to your cart and return to the Global Sales program where you can add more to the cart before checking out.
- Click Process and Finish to add this to your cart and go directly to the Payment screen. Finish the transaction using your standard sales process.
Cancelling a Personal Trainer Reservation with the SuperGrid
Through Global Sales and the SuperGrid, you use cancel a Personal Trainer reservation. For Example: After purchase, Amy calls you to cancel her PT Session because she forgot that is also her book club night and she cannot possibly get across town in time. You follow the process described in this section. If Amy was to rescheduling for another night then you'll also follow the Reserving Personal Trainers with the SuperGrid section to process the new PT session. You can add both transactions to the cart (the cancellation and the new PT reservation) and process one receipt.
- In RecTrac, go to the Processing Ribbon • Global Sales. The Household Lookup screen opens.
The SuperGrid is also available through a dedicated menu option: Processing Ribbon • SuperGrid Processing and offers very similar capabilities to those described in this section. Use whichever is the most convenient for your organization.
Depending on configuration, you might go directly to the Global Sales screen or might go to the Household Lookup screen.
- Select the desired household and then the Global Sales screen opens to the Activity tab.
- Click the SuperGrid tab.
- Expand the Drop-down list and then select the Profile you created earlier in this document for Personal Trainers (i.e., Personal Trainers SuperGrid Profile).
- Expand the Drop-down list and then select the Start Date of the PT reservation that you wish to cancel.
- The household's Personal Trainer Session displays within the SuperGrid with white text within a blue background.
- Click the household's reservation and a screen opens with the patrons who reserved the PT session.
- Enable Cancel Slot: for each patron who is cancelling.
- Click Cancel Training Slots to add this to your cart (a negative amount due) and return to the Global Sales program where you can add more to the cart before checking out.
- Click Cancel Slots and Finish to add this to your cart (a negative amount due) and go directly to the Payment screen. Finish the transaction using your standard sales process.
- The PT reservation appears as black text on a green background with a status of Cancelled.
Paying Personal Trainers
The Personal Trainer Pay Processing program allows you calculate amounts owed to Personal Trainers for their services and process and track payroll within the system. The physical payment, however (i.e. the physical checks and/or direct deposit information), is NOT handled through RecTrac. That process is handled through your normal payroll procedures.
- In RecTrac, go to the Management Ribbon • Personal Trainer Management • Trainer Pay Processing. The Personal Trainer Pay Processing screen opens.
- You MUST have a separate run for each pay type you use. For Example: You run payroll at the end of every Season. Personal Trainer A gets paid a Per-Head Rate. Personal Trainer B gets paid an Hourly Rate. Personal Trainer C gets paid a Percent rate. When you run payroll for the Winter season, you will have to run Pre-Head Rate Payment Processing, Hourly Payment Processing and Percent Payment Processing in order to process payments for all three (3) Personal Trainers. Choose one of the following five (3) ways for this payroll processing run.
- Hourly Rate – Personal Trainers are paid "x" dollars per hour worked.
- Percent Rate – Personal Trainers are paid "x" percent of program enrollment revenue.
- Per Head Rate – Personal Trainers are paid "x" dollars per enrollee.
- Select a range of Personal Trainers to include in payment processing:
Click the Picklist Icon to select the Begin Trainer in the range.
Click the Calendar icon to select the Begin Date and End Date. All Personal Trainer sessions that fall within the range of dates entered here will be included in your payroll run. Select a range of Personal Trainer Purposes to include in payment processing:
Click the Picklist Icon to select the Begin Purpose in the range.
Click the Picklist Icon to select the End Purpose in the range.Click the Picklist Icon to select the End Trainer in the range.
- Click the Calendar icon to select the Pay Date that your Personal Trainer Payments are posted in the system.
As a general rule, the date you select should always be the date of the physical checks/direct deposits that your employees receive.
- Expand the Drop-down list to select your Pay Option.
- Percent - Personal Trainers are paid <x> percent of program enrollment revenue.
- Per Head Rate - Personal Trainers are paid <x> dollars per enrollee.
- Hourly Rate - Personal Trainers are paid <x> dollars per hour worked.
- Click the Picklist icon to select the Payment Code to which you wish to post Personal Trainer Pay.
Typically, the Payment Code you select here will be either a Journal type Payment Code or a Miscellaneous type Payment Code created specifically for tracking Personal Trainer Payments.
- Do NOT enable Post Pay at this time.
- Click Process. The Information screen opens, which enables you to choose your report viewing preference and initiate processing.
- Accept the defaults (Only Preview Report is enabled).
- Click Continue to continue processing. The program runs on the AppServer. The Notification Center will alert you when the process completes.
- Review the preview for accuracy.
- If the numbers look good, select the Post Pay option and re-run this program. Postings will be made to General Ledger and a second byproduct report will be printed with final numbers.
- If changes are needed, reset your parameters and re-run in Journal Mode. Repeat the process until the numbers look good.
- Repeat steps 2-13 for each additional Pay Option (hourly, percent, per-head) that you utilize.
Personal Trainer Reports
RecTrac provides two (2) Personal Trainer Report programs that produce six (6) standard reports.
The Trainer Reports program allow you to report on SADetail records of Staff Members in your Database who are set up as Personal Trainers. It includes:
- VSI - SA RecConnect - Enables you to generate emails, letters, and labels to the selected Personal Trainers.
- VSI - Trainer Bottom Line Report- Lists the selected Personal Trainers with a summary of fees charged and discounts applied, total paid to the trainer, your profit/loss, and any refunds given for a specified date range.
- VSI - Trainer Listing Report- Provides a basic listing of Personal Trainers used in the system.
- VSI - Trainer Pay History- Lists the pay journal for the selected Personal Trainers with item-by-item pay details and totals based on the specified date range.
The Trainer Reservation Reports program includes:
- VSI - PT RecConnect - Enables you to generate emails, letters, and labels to your Personal Trainers based on the criteria you specify: HHs/FMs, transactions, questions/answers, and etc….
- VSI - Trainer Reservation Report- Lists Personal Trainer Reservations based on the criteria you specify: HHs/FMs, transactions, questions/answers, and etc….
These report programs are run from the Reporting Ribbon • Report Listing • Personal Trainer group. Use the "i" and "?" Help icons Help Icons on the upper-right hand corner of the screen for field definitions, if needed.
Troubleshooting
The following lists some common questions raised during personal trainer pay processing and their possible solutions.
Personal Trainers Are Not Paid for Certain PT Sessions
Problem: A Session is NOT included in Personal Trainer Pay Processing Journal
Solution 1: Double-check that a fee is assigned to the Trainer Facility/Purpose Link. See step #20 of Create Personal Trainers.
Solution 2: Double-check the PT Session's End Date against the Date Range used in Personal Trainer Payment Processing. See step #5 of Running Personal Trainer Payments.
Solution 3: Double-check the Rate Type of the Rate Table is set to Trainer. See step #8 of Creating Personal Trainers.