INITIAL SET UP DECISIONS
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      3. INITIAL SET UP DECISIONS

      MULTI-CLUB CONFIGURATION OPTIONS

      This article helps to understand some of the configuration decisions required during the initial configuration of a business with multiple locations.

      In Fisikal there are many settings that are configured at the club level, for example the language of the club, the time zone, payment settings and taxes.
       
      Other settings are configured at the location level, such as the name of a club or branch, the opening hours, address, etc.
       
       
       
      So there is an important decision to be made at the start of the initial setup process to decide how the arrangement of clubs and locations is configured in your instance.
       
      If there is a fundamental difference between certain branches in your business then it may be necessary to use more than one club. For example:
      • Time zone
        • If your clubs or branches are in different time zones then they must be configured in separate Clubs in Fisikal.
      • Financial settings
        • If two locations use a different currency, then they must be in different Clubs
        • If receipts must contain a location specific piece of tax data (for example in some organisations each branch is its own tax entity) then they must be separate clubs in Fisikal.
        • This may be the situation if each location is a franchise for example and payments must go to different entity.
      • Gender
        • In some regions (in the Middle East in particular) it is necessary to split locations into Ladies and Gents locations in Fisikal to meet the business requirements, even though the real-life address is the same. Likewise there are occasionally requirements to ensure branding is gender specific.
        • It is not mandatory to do so however, it is possible to manage gendered locations in one club. There is a decision to be made based on all the requirements and considerations on which approach to use.

      Note: The option to have more than one Club is only available if you have your own instance. Customers in the shared Cutting Edge instance are restricted to a single Club.

      Here are the summary options, each one is described in detail below:

       

      One club, one location

      Every Club must have at least one Location. If this is your situation, then no problems, you do not need to read on.

      One club, multiple locations

      It is possible to have a single Club in Fisikal that has multiple locations.
      In this case the Club is really representing an 'organisation' and contains all the config that is shared amongst the locations.
      In most cases this is the most efficient way to structure the configuration.

      One club, multiple locations - benefits:

      • Reduced admin because all config and client data is shared. Staff can see all customers in all locations. Reports apply to the whole business.
      • Clients in one location can be prevented from making bookings in other locations (however this is a matter of config and so a mistake could allow it to be possible).
      • Staff get a complete picture of bookings in a location without having to log out and back in again.

      Considerations

      • It is possible to configure locations to appear totally separate from each other, but some cross-over is possible.
      • Content is shared so location specific imagery is not possible

      Multiple clubs, one per club setting

      In this scenario there is some fundamental difference between certain locations, for example time zone, currency, payment settings etc. This mandates that they must be separate Clubs in Fisikal.

      There is no real link between the two clubs apart from they share a domain name, and an instance Admin is able to spoof into all of them.

      If config is similar between the clubs then the best way to achieve this configuration is to create one club and set it all up, and then Clone it into another club.

      Benefits

      • Allows the difference between two locations to be configured.

      Considerations

      • Config typically must be duplicated between clubs and this is a manual task. Or can be cloned at least at the outset.
      • If you are integrating in the future, perhaps on your website, then it means there are copies of the integration required, as the website will need to access Fisikal with different users for each club.

      One club, multiple locations split on Gender

      In this scenario the configuration is the same as for a One club, multiple locations decision. The gender split between locations is based only on the name of the location.

      It is possible using the Memberships (aka Tiers) feature of Fisikal to limit clients to only seeing a subset of locations, and so Ladies can be limited to viewing ladies clubs and visa versa for men.

      Benefits:

      • Reduced admin because all config and client data is shared. Staff can see all customers in all locations. Reports apply to the whole business.
      • Ladies and Men can be prevented from making bookings in locations of the wrong gender (however this is a matter of config and so a mistake could allow it to be possible).
      • Staff get a complete picture of bookings in a location without having to log out and back in again.

      Considerations

      • There is a configured separation between genders, but some cross-over is possible.
      • Content is shared so gender specific imagery is not possible

       

      Two clubs, one per gender

       

       

      There are two clubs, one for ladies, and one for gents.

      The locations in each club represent the same physical locations, but with a gender applied. 

      Benefits

      This option is more popular in the Middle East because:

      • It guarantees that a lady cannot book a slot in a gents location and visa versa.
      • Users do not need to make any decisions based on the name of the location
      • Config can be different between the clubs, for example you can have an International Women's Day special deal that is only visible in the Ladies club.
      • Content can be managed so that ladies see female imagery and gents see male imagery
      • Users can be limited to only seeing one club; for example male trainers can be granted access to only see the Gents club. It is possible to allow some users to see both.

      Considerations

      • Config must be repeated in each club, for example all your products that are for sale must be replicated in both clubs. If there is a significant amount of this config then we usually propose creating one of the clubs, configuring it, and then cloning it and renaming where necessary so that the config at the start is the same. But from then on any changes need to be made in both.
      • If you are integrating in the future on your website then it means there are 2 copies of the integration required, as the website will need to access Fisikal with two different users.
      • Reporting tasks have to be done separately for each club.

       

      Summary

      There are lots of factors but fundamentally it is a choice between:
      • Administrative ease
      versus
      • Client ease of use

      Please talk to your Fisikal account manager to discuss.