Step-by-Step Software Conversion Guide

Hi there, valued Fit Body Boot Camp owner! Welcome to your step-by-step guide to transitioning your location off of ZenPlanner and on to ClubReady.

This system will make your location more profitable and easier to run.

Our new system is designed to cost you less than what you are likely paying today in software fees and to be an active source of new leads with built-in follow up automation, real time reporting and business intelligence.

We understand that making a software change like this can be stressful and confusing when the steps aren’t clearly laid out, and so we’ve created this step-by-step guide to cut down on the confusion by giving you clear guidance. We hope you find it helpful!

Throughout this step-by-step guide you will find written instructions with screenshots as well as how-to videos and audio instructions. If at any time during your conversion you would like one-on-one assistance from HQ please email your question to [email protected] or call us at 888-638-3222. Also feel free to reach out to a ClubReady conversion specialists by emailing [email protected] or texting or calling 1-667-200-3733.

Also, since we know you're wondering: You DO NOT need to pay the $200 fee to Zen Planner if you choose to follow our simple guide below for doing this export yourself.

Step 1: Getting Your ClubReady Account Started

Once you submit this form a ClubReady conversion specialist calls to discuss the conversion process and confirm your Conversion Day.

Complete the ClubReady site setup, training & setting up your merchant account with ClubReady Merchant Service department.

What happens the day BEFORE Conversion Day:

  • Stop processing information in Zen Planner.
  • Set firm time of when sales should no longer be added to Zen Planner (new sales can be added into ClubReady once billing gateways are setup)
  • Set firm time of when you will no longer process cancellations, freezes, or make any other adjustments in system (make note of adjustments & these can be applied to accounts in ClubReady) This will keep your data for the conversion current and maintain accuracy. If any adjustments are made they would need to be manually adjusted by the club in the ClubReady system after your data conversion is complete.

Step 2: ClubReady Onboarding

ClubReady onboarding will be completed in 3-4 weeks, and includes one-on-one support from ClubReady Onboarding and Conversion specialists, along with group training webinars with other FBBC Owners. Below is a breakdown of the process, along with links to a variety of trainings and resources!

Week 1:

Welcome Call: After you've submitted the signup form in Step 1, ClubReady will reach out to you with a Welcome Call link and basic questionnaire link. The welcome call is a 15 min call to book you in the Training Webinar, The 1st Setup Webinar, The 2nd Setup Webinar, and the conversion date. The questionnaire will gather general information about your location, such as pricing, class schedule, staff info, etc. which the ClubReady team will use to begin setting up your account.

If you are currently using PaySimple as your processor, please reach out to them at this time to request payment profile information. This data can take anywhere from 7-10 business days minimum.

Attend Training: Start with the ClubReady Foundations for Fit Body Boot Camp training. This is a 60min training webinar offered every Tuesday at 4pm EST/1pm PST. Foundations is a basic training on how to use ClubReady as a staff member. This is also a great session for your team members to attend to learn the basics of ClubReady. Click Here to Register!

1st Setup Webinar: Now that you have a handle on the basics, this next webinar will dive deeper into specific information, such as Staff, Class, Schedule, and Packages, which is needed for Setup. These webinars are offered daily, multiple times per day, and should be reserved for Franchise Owners. Click Here to Register!

Week 2:

2nd Setup Webinar: This webinar will dive deeper into specific information, such as Check In, Dashboards, and Presentations/Waivers. These webinars are offered daily, multiple times per day, and should be reserved for Franchise Owners. Click Here to Register!

Attend Weekly Q&A: These sessions are a round table of franchisees and staff who have attended setup and training, and may have further questions. They are offered every Friday at 11am EST/8am PST and can be a great resource to get your questions answered, and to hear questions from other franchisees as well! Click Here to Register!

Set Up Merchant Gateways: A member of the ClubReady Merchant Team will reach out to gather documentation necessary to enable your merchant processing. This should be done 1 week prior to your Conversion Day so be sure to get it scheduled!

Week 3:

Status Check: ClubReady Onboarding will check in with you about 1 week prior to your Conversion Date to ensure that you've attended the webinars and setup your merchant gateways. If your merchant gateways haven't been set up yet, they may work with you to reschedule your conversion.

Permissions Change: ClubReady will move both owners and any manager staff to "Conversion" Staff Types, with some limited privileges. This is a temporary change to ensure that setup is complete and no critical information can be changed before initial uploads are complete.

Conversion Week!

What happens the day BEFORE Conversion Day:

  • Stop processing information in Zen Planner.
  • Set firm time of when sales should no longer be added to Zen Planner (new sales can be added into ClubReady once billing gateways are setup)
  • Set firm time of when you will no longer process cancellations, freezes, or make any other adjustments in system (make note of adjustments & these can be applied to accounts in ClubReady) This will keep your data for the conversion current and maintain accuracy. If any adjustments are made they would need to be manually adjusted by the club in the ClubReady system after your data conversion is complete.

At the close of business on the day before your conversion day, once you have done all of the above, you'll pull the provided list of reports from Zenplanner and send them to ClubReady to begin the conversion process. Check Step 3 for more details on this process!

Step 3: (Day BEFORE Conversion Day) Exporting CSV files from your Zen Planner account

You DO NOT need to pay the $200 fee to Zen Planner if you choose to follow our simple guide below for doing this export yourself. It is a quick process that can be easily done on your own.

It’s important that you do this file export at the end of business day, the night before your Conversion Date. This will ensure that you get ALL of the data exported directly before your conversion. Once you download your files do not open them, move directly to step three by sending the files to ClubReady.

Important data to export:

  • People: Name, contact information, dob, gender, join date, expiration date, account status - active, inactive, prospect
    • Active only: member list
    • Family member relationships
    • Custom fields: Example – Fit Body Forever ID
  • Memberships & People (show Programs): Package name, recurring dues amount, next due date, remaining invoices to be paid (if under contract), auto-renew/evergreen status, frequency of billing monthly - every 14 days, every 7 days
    • Draft: Success details from the previous 30 days, include a list of each customer/charge if possible
    • Coming Due: Invoices coming due in the next 30 days, include a list of each customer/charge if possible
  • Memberships (show Bills): Past due balances or credit balances on account
    • Outstanding balances
  • Attendance: All previous records of attendance
  • Enrollments: Shows member and what program and class they are in, along with all other client data

Follow these Step-by-Step Instructions

Exporting Reports from Zen Planner

  1. Log into your Zen Planner Account
  2. On the left side of your screen, select the Dashboard tab then select +New Report.
  3. A pop up will show all the available reports to pull. Select Memberships.
  4. Remove ALL criteria that may be currently set up by clicking the red X. (See Screenshot Below)
  5. Refresh the report by clicking the Grey refresh button
  6. Once refreshed, select the Edit Report Settings on the top right hand side of the page.
  7. In the pop up window under columns, select every checkbox. (The checkboxes will change depending on the report you want, but on any report, we want to select every single check box). Then select Refresh Report at the bottom left of the pop-up. This will show you all available data for the current report.
    ***When exporting for the People (show programs) report, make sure the check box named Prospect Priority is uncheck or you will get an error***
  8. To download to excel, hover your mouse over the grey download button. Then select CSV.
  9. You now have the excel document downloaded to your computer. Make sure to save it. Repeat steps 1-8 for the following reports: Attendance, Classes, Memberships, Memberships (show bills), People, People (showing programs)
    ***When exporting for the People (show programs) report, make sure the check box named Prospect Priority is uncheck or you will get an error***
  10. Don’t open these files before sending to CR!

Step 4: (Day BEFORE Conversion Day) Sending Your Files To ClubReady - do this immediately after exporting

Provide your Zen Planner files to ClubReady for import into your new account by sending to [email protected] with your location name in the subject line of your email.

Note: Track cancellations, freezes, bookings, etc. that occur on conversion day to be added to ClubReady once conversion is complete.

What happens on Conversion Day:

  1. An initial review file and questions are presented to the POC. Be available for questions and review of conversion data in order for process to remain on track and maintain data accuracy.
  2. Provide final written approval to ClubReady to finalize your conversion.
  3. ClubReady begins uploading data into your ClubReady site.
  4. Post summary email is sent including reports generated in ClubReady outlining converted details.

Step 5: Completing Conversion

On the conversion date you will receive numerous emails from [email protected] regarding your data. The initial conversion timeline is 48 hours. Please be aware that this timeline is based around being able to go through ALL questions with you and having your full attention for reviewing the data.

Once the review files have been finalized with [email protected] and the club you will receive a FINAL review file and summary. This email will require the clubs final approval of data. *No data will be uploaded into ClubReady until Final Approval has been sent via email*

Initial uploads (Customers, EFT, Agreements, Sessions) will be completed within 48 hours. Additional information (attendance history, transaction history) will be completed within 10-15 business days of the initial upload.

Step 6: Collecting Client Payment Information in ClubReady

Since several different payment processors and gateways were used with Zen Planner, your options for this step vary depending on your particular configuration.

  1. If you used PaySimple you have the option of paying them a fee for all of your client payment information to be imported directly into your ClubReady account. Contact PaySimple at [email protected]. This would allow you to shut off Zen Planner completely at the time of turning on ClubReady, since credit card information would be seamlessly transferred into your new system.
  2. If you used a processor other than Pay Simple then it will require that you run dual systems during the few weeks while you recollected credit card information from your clients directly into ClubReady in order to not miss a single member payment.

Here’s how to run a dual system while collecting payment info:

  1. Shut off everything in Zen Planner except billing (no client online access, cancel class schedule in ZP, only use ClubReady for check-in, etc.).
  2. Use the pre-built “Please Update Your Payment Information” automation and post on FB that you are moving to an exciting new system with cool new features.
  3. Have the past due widget on your ClubReady dashboard and review it every day. When someone is past due in ClubReady, verify payment in Zen Planner, mark as "paid externally" in ClubReady, and call the client to update billing in ClubReady.
  4. Once you update billing in ClubReady, cancel the agreement in Zen Planner immediately so they don't get double billed.

We have built out a “Please Update Your Payment Information” content sequence in ClubReady to assist you in recollecting your client payment information. Once your members are loaded into ClubReady on conversion day we will bulk email all members a login link and unique ClubReady login information with directions on how to login and update their credit card information. This sequence will continue to contact your clients and to create tasks for your admin staff to call the client. Your ClubReady system will also alert your client and your staff that payment information is required when your client checks in at boot camp.

Step 7: Giving Your 30-Day Notice to Zen Planner

Once 80% of your clients have updated their credit card into ClubReady click this link to give your 30 day to Zen Planner. Please be aware that Zen Planner will try to get you to agree to a $200 file export fee on this cancellation request. You do NOT need to pay this, if you successfully exported your files as instructed in Step Two. Make sure to indicate that you do NOT want to continue on as a Zen Planner customer.

Zenplanner Cancellation Form

Step 8: Download Your Signed Client Agreements from Zen Planner

Zen Planner does not have the functionality for bulk download of signed agreements, so follow the steps below to manually download each of your signed client agreements in the 30-day period before your Zen Planner account is officially closed.

Follow these Step-by-Step Instructions

Downloading Agreements from Zen Planner

  1. Log into your Zen Planner Account
  2. On the left side of your screen, select the Dashboard tab then select +New Report.
  3. A pop up will show all the available reports to pull. Select Signature Documents.
  4. Remove ALL criteria that may be currently set up by clicking the red X. (See Screenshot Below)
  5. Refresh the report by clicking the Grey refresh button
  6. Once refreshed, select the Edit Report Settings on the top right hand side of the page.
  7. In the pop up window under columns, select every checkbox. Then select Refresh Report at the bottom left of the pop-up. This will show you all available data for the current report.
  8. To download the agreement, you select download for the respective file. You must do this for every single agreement.

Step 9: Upload Your Signed Client Agreements into ClubReady

Follow the step-by-step instructions below to import your signed client agreements into your ClubReady account. These are important documents to be stored within each client’s profile within ClubReady.

Follow these Step-by-Step Instructions

Uploading agreements to ClubReady

**If your dashboard looks different, switch your menu to Large Menu by clicking your profile picture and selecting Switch to large menu**

  1. Log into your ClubReady account.
  2. Select the Members Tab and select Lookup.
  3. Select the member you want under the members list
  4. Select All Detail
  5. Select General on the user profile, then select Upload Files
  6. Select Choose File, select the file, and click Upload

Step 10: Add Your Location to the FBBC App with Netpulse

Good news, you don’t have to take any action here! Through their integration, ClubReady will notify Netpulse when you’ve completed your conversion and are ready to have your members start interacting with the app.

Once you’re added, you will receive log in credentials to the Netpulse Admin panel. Through this panel, you can take the following actions:

  • Send push notifications to members and prospects.
  • View reports on your member’s actions, including referrals sent and redemptions.
  • Add Deals, such as in-house offers, or special offers with partnered local businesses.
  • Create check-in challenges (although we’re going to create standard monthly challenges so you don’t have to!).
  • Add information about your location to the “Extras” panel.

If at any point you have questions for the Netpulse team, you can reach them at [email protected]

Feature Previews

Watch the below videos to get a quick overview of some of the main features of the FBBC App!

Login Screen

Rewards

Refer a Friend

Location Operations

Quick Tips & FAQs

Once you are up and running in ClubReady, here are a few things that you’ll notice that are different than Zen Planner…

  • A client checks in on the kiosk using their phone number.
  • When a client books themselves into a session, the trainer still needs to log them off as a show/no-show. Easy to do, just different.
  • You can't search for members in the Prospect section, and you can't search for prospects in the Members section. Be aware that these are distinct buckets.
  • Right now there is no check-in block for unsigned documentation. If a sales rep completes a sale they need to make sure signatures are taken. You can do a search for unsigned documents, but nothing prevents them from checking in.
  • People who have never used a true point of sale system for cash drawer reconciliation need to know the difference between the "Full POS Terminal" and "Simple POS Terminal".
  • Everything is a lot easier to use and more robust in CR!

Frequently Asked Questions

A: Yes, each location will have an individual account. As a multi location owner you will have one login in which you access each of your individual location accounts, as well as access overall metrics for your entire organization.
A: You will have 1,030 free texts each month and then will pay 2 cents per text for any additional.
A: Any iOS or Android mobile device, and any Windows PC or Mac computer. The Netpulse app will also be available on both iOS and Android.
A: Yes, all ClubReady functions require internet access.
A: Yes, ClubReady can process both Credit Cards and ACH payments.
A: Please see the fee schedule below, or CLICK HERE to view the full Billing & Fee Summary for ClubReady:
A: Paysimple is a separate app that is integrated with ZenPlanner, and we would suggest our owners reaching out to Paysimple and Zenplanner at the same time to give a 30-day notice once they have ClubReady up and running. This will allow plenty of time for the transition and ensure there is no downtime.
A: Once you reach this step in the step-by-step conversion guide, which should be after your ClubReady conversion date.
A: Once you have your schedule set up in ClubReady, send an email to [email protected] and we will embed your new ClubReady schedule on your website within 1-2 business days.

A: We have worked with the development team at Fit Pro Newsletter to build a 2-way automatic sync of your contacts. Any contacts added to your FPN account will be automatically synced to ClubReady as leads, and any contacts added to ClubReady will be synced to FPN as contacts. Once you are ready to transition new leads into ClubReady, send an email to [email protected] so the FPN Support team can configure the connect.

In order to work correctly, this requires you to have a separate FPN account for each FBBC location. If you are running multiple locations through one account, the FPN team can help you split these into separate accounts at no extra cost.

A: Step 2 above will walk you through manually exporting all of the necessary files from your ZenPlanner account, so you do not need to request anything from ZenPlanner.
A: You will fill out an account set up form before your on-boarding call to supply ClubReady with the information needed to start your account. This will be provided to you after you sign up for ClubReady.
A: No, ClubReady is the payment processor.
A: Yes you will get a prorated refund. Starting in October, at the end of each month, we will be checking to make sure you are good to go with Qvinci, QuickBooks, and ClubReady. As long as you're on board with all three, the Fitpro team will issue you a prorated refund. The process will repeat at the end of November and December.
A: Before signing with ClubReady, we established a detailed list of development items and timelines that they will be following in order to make sure we have the most robust, functional system for your use. See the table below for details on these items:
Dev Item Description Target Delivery Date
5 Minute Booking Intervals Currently, Session times can only be booked in 15 minute intervals (5:00am, 5:30am, etc). We have worked out a temporary workaround for this with the ClubReady team, so you can implement your schedule now. But, we know that you need the flexibility to schedule your sessions accurately, so we made this Priority One! November 1, 2018
Post-Date Membership agreements We know how awesome you guys are at closing your LBO prospects on memberships! Since an LBO is a paid program, we want to make sure clients get the full value before they start billing for their membership. This item will allow membership packages to automatically stack, ensuring that a membership agreement won't start until an LBO is complete. January 1, 2019
Click Funnels Integration We know how big of a role Click Funnels plays in your marketing strategy, so we took this opportunity to make that process even better. With this integration, prospects who purchase your LBOs will be automatically added to ClubReady and tagged with their referral source. Their Credit Card information will also be stored, so that when they're ready to start their membership, you don't have to collect payment info again! January 1, 2019
Quickbooks Integration With the implementation of QuickBooks, we're working to ensure you have a full top down view of the health of your business at all times. This integration will allow Financial data to sync to your Quickbooks account automatically, so you don't have to worry about regularly importing/exporting that info. Q2 2019
Automate Netpulse Push Notifcations If you think texts have a good open rate, wait til you see the response to Push Notifications! With the Netpulse app, you will already be able to send out Push Notifications to your members and prospects. This Dev Item will allow those notifications to be scheduled and triggerd as part of your automated workflows. Q2 2019
Exact Time (Hrs:Min) on Workflow Automations We want to give you the most flexibility possible to determine how you communicate with your clients. This development item will allow items like texts, emails, staff tasks, or push notifications to be triggered at a certain time of day, or within a certain time period after a client takes an action (such as 1 hour after checkin). Q2 2019
Set Default Priority on Automated Tasks Right now, your staff has the ability to set the priority on their task lists, so with coaching, they'll know which items are high priority and need to happen first. With this dev item, you'll be able to set that priority in your automations, allowing you to make those judgement calls for your team. Q2 2019
Duplicate/Clone Automation Workflows Do you have an awesome 6 week challenge system that you use, but you want to make small changes for different challenges? With this dev item, you won't have to reinvent the wheel or overwrite any work, you can simply make a copy, update, and deploy. Q3 2019
Recurring Tasks We want you to be able to truly step away from your business and allow your team to run the show (that's the dream, right?) With this dev item, you'll be able to set up recurring tasks for all of your team members, to make sure that they vaccum every day, restock your pro-shop every week, or clean the equipment after each session! Q3 2019
MMS Why limit texts to just words? This dev item will allow you to send images through ClubReady SMS, so you can send digital birthday cards, coupons, or promotions to your prospects and members. Q4 2019
A: Not yet! Our priority has been builiding out ClubReady so we could start on-boarding new owners, and get you guys moved of off Zenplanner ASAP. As soon as the full conversion is underway, we will be devoting a huge amount of time and resources to updating your FBBC websites to make this an even more seamless experience, both for you and for your members. Here's a list of just a few of the things we'll be impementing:
  • Seamless Web Special Integration: Right now, web specials function the same as they did in ZP. You'll get the same email notification, and will manually add them to CR. What we're building will allow clients to be immediately added to your ClubReady account, allowing for immediate follow up, AND you'll have their credit card information on file so you can convert them to a member even easier!
  • Web Based Member Portal: This will be a fully branded log in area where your clients will be able to track their progress, see the status of their membership, and make changes to their CC information. It will work in tandem with Netpulse, giving members a fully-branded, immersive client experience.
  • Branded, Integrated Schedule: While the schedules embed and work perfectly right now, we have a vision for a fully customized interface which will fit in smoothly with the style of your site.
  • Integrated, Scalable Infrastructure: This is a bigger picture item, but one we want to share with you. As we grow, our web presence has to grow with us and continue to be fast, reliable, and easy to use. We'll be investing in upgrading our entire network, including a more broad integration with ClubReady. There are a lot of possibilities here and we're excited to work with you guys during this process!

Support

We are here to help. If at any time during your conversion you would like one-on-one assistance from HQ please submit your question below or call us at 888-638-3222. Also feel free to reach out to a ClubReady conversion specialists by emailing [email protected] or texting or calling 1-667-200-3733.

If at any point you have questions for the Netpulse team, you can reach them at [email protected]

Download the ClubReady Support Guide

Conversion Support Form

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