This article guides you through the process of adding Notes to a Member.
The article is divided into the following ten topics:
Your Role must have the Manage member Permission.
Preset Roles that have this Permission are:
- Master Franchiser
- Branch Manager
You must have an Admin, Master Franchiser, Franchisee, Branch Manager or Receptionist Role within the Branch the Member "Belongs to".
Notes keep a date stamped log of all communication made with a Member.
The Notes panel displays:
- Staff notes
- Ad-hoc SMS correspondence - For more information on Ad-hoc SMS, click here
- Automated SMS correspondence - For more information on Automated SMS, click here
Notes are generated in three ways:
Staff notes are used to:
Manually record information related to the Member
- Manually record communication made with the Member
- Manually record billing arrangements made with the Member
- Provide reminders to Staff members of tasks to be performed for (or with) the Member
Note: Staff notes can contain text and emojis, but must not exceed the maximum of 2000 characters.
Multiple Staff notes can be added to a Member. Staff notes can be edited or removed.
Ad hoc SMS correspondence
Ad-hoc SMS messages (sent to a specific Member) are recorded to:
Alert Staff members when an SMS message has been sent to a Member
Note: Ad-hoc SMS messages display an Tag on the right-hand side and the name of the Staff member that sent the SMS message.
Ad-hoc SMS Notes are automatically added by Clubware, and can not be edited or removed.
Automated SMS correspondence
Automated SMS messages (sent to multiple Members) are recorded to:
Alert Staff members when correspondence has been sent to a Member
Note: Automated SMS messages display an Tag on the right-hand side and the name Gym as the sender.
Automated SMS Notes are automatically added by Clubware, and can not be edited or removed.
Notes are added at Branch level within the Branch the Member "Belongs to".
To add a Staff note at Branch level:
Navigate to Branch level (blue menu)
Select a Branch (optional)
Click on Members
Add a staff note
To add a Staff note to a Member:
Select the Member from the Member list
Scroll down to the Member Notes
Type your Note
Click Add Note
The Staff note will be displayed with the name of the Staff member that added the Note and a date-time stamp of when the Note was last modified: