Custom Fields

Custom fields allows you to;

• Create additional information fields for member data
• Create Member / staff labels
• Create Promotional links,
• Set Member cancellation reasons,
• Edit prospect funnel stages.

Custom Member Fields

These fields will be added to your members' profiles, allowing you to store and access more detailed information about your members.
You can add these fields to your online Sign-Up form, to gain required member information upon sign up

Create Custom Member Fields

• Go to Settings > Custom Fields

• Select the type of field you require;

  • Text Input - use to record general information, this field is not restricted
    

    

  • Dropdown Input - use when there are predetermined limited options only
    

    

  • Checkbox Input - use when there are only two outcomes; yes or no
    

    

  • Date Input - use when information must be in date format
    

    

• Save

Add Custom Member Fields to Online Sign-Up

Note that a range of sign-up fields already exist, but may not yet be enabled.

• Before creating additional fields, go to Settings > Advanced Configuration > Member Portal Configuration > Sign-Up
• Select Enable Online Sign-up and check through available options that can be enabled.
  

  

If custom fields are required;

• Create required custom field as above via Custom Fields
• Save
  • Note Input Name of custom field; eg Checkbox Field 1
  • Go Settings > Advanced Configuration > Member Portal Configuration > Sign-Up
  • Enable Online Sign-Up
    • Enable Custom Fields on Sign-Up
      • Select the custom field you wish to enable on Sign-Up Form, eg Checkbox Field 1
      • If response to this field is required, select Require Checkbox Field 1 (for example)

        

• Save

Labels

Labels are customizable colored digital tags that can be applied to prospects and members.
These labels can help gym staff quickly identify members within a designated group, either using the Find Member filter or via Find Member.
For example, a gym might use labels like “New Member”, “Pays in Person”, “Injury”, “Fitness Challenge Inquiry” to organize their member database and tailor communication and marketing efforts.

Labels can be created for any purpose, and can be added and removed from members manually or via Tasks.
Members with particular labels can be found via Find Member or via Find Member.

Create Label

• Go to Custom Fields
• Select or scroll down to Labels
  • Select Edit Labels
  • Select Add Label
    • Name Label; keep it short
    • Add Hover Text - this can be longer, describe purpose of this label. Text will display when hovering over label with mouse
    • Select label color

      

• Save

Apply Labels

There is no limit to the number of labels that can be attached to a member or prospect.

Manual

A label can be added manually by staff to any prospect or member.

• Go to Member Details Tab
  • Find Labels field under Details
  • Click on field to select label/s to apply to member
    

    

• Save

Automatically

Labels can be applied automatically when an event occurs in GymMaster using Tasks.

Promotions

Use Promotions as a source tracking feature in your inquiry and sign-up forms, enabling GymMaster to accurately record and report where your members coming from. Stay updated on where your members are learning about you, brand discovery methods, the channels that drive the highest conversion rates and the most effective marketing and advertising channels for generating inquiries and sign-ups.

Create Promotion

To create a Promotion Source, follow these steps;

• Go to Custom Fields > Promotions
• Select Add New Promotion
• Specify the sources such as Website, Facebook, Instagram, or Through a Friend
  • For more targeted tracking, utilize specific names like ‘Summer Promo Facebook’ or ‘Summer Promo TikTok’

    

• Save

Apply Promotions

Sign-Up Form

To set up a Promotion Source for your Sign-Up Form, follow these steps;

• Create required Promotion in Custom Fields

• Save

• Go to Advanced Configuration > Member Portal Configuration > Sign-Up > Enable Sign-Up > Request source/promotion on sign-up

  

  • Use your regular Sign-Up Form link on the platforms you utilize for promoting your gym
  • When prospects sign up through this link, they will be prompted to choose from the list of options created in Custom Fields > Promotions, indicating where they heard about your gym

• This source information will be recorded under Member Details > Source Promotion field and can be collated through Reports, providing valuable insights into the effectiveness of your promotions and the platforms driving the most sign-ups

Contact Us Form

To set up a Promotion Source for your Contact Us Form, follow these steps:

• Create required Promotion in Custom Fields
• Save
• After saving, refresh the screen, and then scroll back down to the Promotions section
  • You will now find a unique Contact Us Form link generated, linked to the Promotion. This link is intended for use on the platform related to your promotion, allowing potential members to express their interest
    

    

  • When a prospect clicks on the Contact Us Form link, GymMaster will automatically track the source of the link they followed
  • This source information will be recorded under Member Details > Source Promotion field and can be collated through Reports, providing valuable insights into the effectiveness of your promotions and the platforms driving the most inquiries

Manual

When signing member up manually;

• Go to Add Member > Member Details
  • Scroll down to Additional Details
  • Click on Source Promotion field
  • Choose from the list of options created in Custom Fields > Promotions, indicating where they heard about your gym
    

    

• Save

Prospect Funnel Stages

You have the flexibility to customize your Prospect Funnel Stages to align with your gym’s specific journey from prospect to membership.
Consider the different stages a prospect might go through at your gym, and adapt the funnel stages accordingly.
Each step that requires staff action should be included in the funnel.
As your staff interacts with prospects, they can progress them to subsequent stages for streamlined tracking and engagement.

• Create / Edit your Prospect Funnel under Custom Fields > Prospect Funnel Stages
  • Edit existing field, or Add New Prospect Funnel Stage
  • Use blue direction arrows to select the order of your stages
    • Funnel Stage placed at the top of list in Custom Fields will be your first stage, the entry stage for new prospects
      

      

• Save

For more details on how to set up and utilize your Prospect Funnel, go to Prospects.

Membership Cancel Reasons

It’s important to know the reasons why members cancel their membership with your gym. GymMaster makes it easy to gather and analyze cancellation reasons to identify areas for improvement, tailor their offerings to member needs, and enhance overall member retention.

The membership cancel reason options are created under Custom Fields > Membership Cancel Reasons.
When a member cancels their membership, whether online or in person, they will be prompted to select an option that best suits their reason for cancelling.

Options may cover the following areas;

• Cost concerns
• Membership contract concerns
• Time constraints
• Location inconvenience
• Loss of motivation
• Injury or health issues
• Unsatisfactory facilities or services
• Personal fitness goals met
• Change in fitness routine
• Social factors

Use GymMaster Reports to collate and analyze data.

Booking Cancel Reasons

It’s helpful to know the reasons why members cancel bookings with your gym.

Booking cancel reason options are created under Custom Fields > Booking Cancel Reasons.
When a member cancels their booking, whether online or in person, they will be prompted to select an option that best suits their reason for cancelling.

Options may cover the following areas;

• Schedule conflict
• Illness or health issue
• Travel or vacation
• Family emergency
• Personal reasons
• Poor communication
• Instructor dissatisfaction
• Unmet expectations
• Cost concerns
• No longer interested

Use GymMaster Reports to collate and analyze data.

Prospect Not Interested Reasons

It’s important to know the reasons why your prospects are choosing to not sign up for a membership with your gym. GymMaster makes it easy to gather and analyze cancellation reasons to identify areas for improvement, tailor their offerings to member needs, and enhance overall prospect conversion

The prospect not interested reason options are created under Custom Fields > Prospect Not Interested Reasons.
When a prospect indicates their reason for not becoming a member, staff can log their feedback on Member Details Page > Prospect Not Interested

Options may cover the following areas;

• Casual member
• Cost concerns
• Contract length
• Limited membership options
• Limited classes / services
• Lack of facilities
• Atmosphere
• Poor customer service
• Unsuitable hours
• Location inconvenience
• Injury or health issues
• Social factors

Use GymMaster Reports to collate and analyze data.

Glossary