Table of Contents

TABLE OF CONTENTS..............................................................................................1

INTRODUCTION……………………………………………………………………...2

INSTALLING THE SOFTWARE……………………………………………………3

STARTING GYM ASSISTANT FOR THE FIRST TIME........................................5

ENTERING BUSINESS INFORMATION........................................8 ENTERING MEMBERSHIP TYPES.................................................9 ENTERING CREDIT CARD SETUP INFO......................................11

ADDING NEW MEMBERS.........................................................................................12

NEW MEMBER: PERSONAL INFORMATION...............................13 NEW MEMBER: MEMBERSHIP INFORMATION..........................14 NEW MEMBER: CREDIT CARD INFORMATION.........................15 NEW MEMBER: BANK DEBIT INFORMATION............................16 NEW MEMBER: EDITING INFORMATION....................................17

MODIFYING MEMBER INFORMATION.................................................................18

RENEWING A MEMBER....................................................................18 ATTACHING AN ALERT TO A MEMBER’S RECORD..................20 ATTACHING A NOTE TO A MEMBER’S RECORD.......................21

REPORTS .....................................................................................................................22

GENERIC REPORT - MEMBERSHIP LIST.......................................22 MEMBERSHIP SUMMARY................................................................24 VISITS DETAIL....................................................................................24

Introduction

Gym Assistant is a powerful, yet simple-to-use system which will help gym owners manage and keep track of their club members. Gym Assistant provides an easy-to-use solution for the small gym. These instructions assume that you're familiar with standard mouse techniques such as clicking and dragging and manipulating basic window controls (menus, buttons, etc.). The purpose of this manual is to help you install the Gym Assistant as well as: • Add new members • Modify members information • Keep track of members’ records • Generate reports • Access Members’ billing information

Installing the Software

1. This section will take you through the specific steps to install Gym assistant onto your computer using the installation CD-ROM.

1. Insert the Gym Assistant CD into the CD-ROM drive on your Computer. 2. Wait for 10 seconds and the Bio-Logic Software Installers window should appear. 3. If step 1.2 works skip to step 1.4. If step 1.2 does not work install the program manually by using the steps below: 1. Click on the start menu located on the bottom left of your screen. 2. Open My Computer 3. Right-click on the CD drive, called “Bio-Logic”. 4. Select AutoPlay from the menu (see Figure 1) Result after step 1.2 or 1.3.4: INSTALLERS WINDOW [pic] (Figure 1)

4. Once you have the Installers window displayed, click twice on the button called Install Gym Assistant.Result of step 1.4: (see Figure 2). GYM ASSISTANT SETUP WINDOW [pic](Figure 2)

5. Click the button labeled Next at the bottom of the screen, keep clicking on Next until the button on the bottom reads Finish, then click on it to complete the installation. (see Figure 3)

[pic](Figure 3)

6. Click the button labeled YES to launch the Gym Assistant. (see Figure 4)

The Launch Window [pic](Figure 4)

• You have completed the installation for the Gym Assistant. In the next section, you will start Gym Assistant for the first time.

Starting Gym Assistant for the first time
For this task you will need the Registration Information you received from Bi-Logic with the software.

In Windows XP:
2. Start Gym Assistant 2.1. Click the Start button. 2. Select All Programs 3. Locate Gym Assistant 1.5 and double click it, should be on the top of the All Programs menu.

3. The first time you run Gym Assistant 1.5 (and each time until you register the software), the Software Registration window will appear (see Figure 5).

SOFTWARE REGISTRATION WINDOW
[pic](Figure 5

3.1. When you have the Registration Information that came with the program on hand, then click the Register button to enter the information (see Figure 5). 3.2. If you click Later, you will have the option to enter the Registration Information the next time you start Gym Assistant. If you don’t register the program, you will only be able to enter 20 member records until you enter a valid registration code. 3.3. To register the program, go to the User Name space and write Your Name 3.4. Hit the TAB button on your keyboard. The cursor will move to the next space labeled Registration Code: Enter the Registration code. Both the User Name and Registration Code came with the software.

3.5. Then click OK. Be sure to type the User Name exactly as it appears on your Information sheet, including spaces and punctuation. The Registration Information window Figure 6 below then appears displaying your information. 3.6. Click Ok to Exit that screen.

REGISTRATION INFORMATION WINDOW
[pic](Figure 6)

4. The New Data window will appear after you are done with the registration. This window will help you with creating new data, import, and restore files. (see Figure 7).

NEW DATA WINDOW
[pic](Figure 7)

4.1. Click the New button to create a new empty data file. (The message “Please restart Gym Assistant after clicking OK” will appear. 4.2. Click OK, to start working with the program you will need to restart Gym Assistant. To restart: 4.2.1 Click the Start button. 4.2.2 Select All Programs 4.2.3 Locate Gym Assistant 1.5 and double click it. It should be on the top of the All Programs menu. Now you have completed the registration process, next is entering your business information.

Entering Business Information

5. Entering Business Information for the first time. This section will take you through the steps of adding your business information for the first time (see Figure 8).

BUSINESS INFORMATION WINDOW [pic](Figure 8)

1. Go to the Business Name space and write Your business Name 2. Hit the TAB button on your keyboard. The cursor will move to the next space labeled Address1: Enter first the number then the street name. 3. Hit the TAB button on your keyboard again: The cursor will move again to next space labeled City/State/Zip: Enter the city and state and zip code (example: North Brunswick/NJ/08902). 4. Hit the TAB button on your keyboard again: The cursor will take you to the space labeled Phone: Enter your business telephone number starting with the area code (example: 732-343-3453). 5. The last two spaces Merchant Acct Num: and Merchant Processor are optional so you can leave them blank if you don’t have or don’t need these numbers. 6. Click the OK: button to continue. Next, you will enter Membership Types Information.

Entering Membership Types

After entering your Business Information, the Membership Types window appears for you to enter the different membership types that you offer. You will see Figure 9

MEMBERSHIP TYPES WINDOW
[pic](Figure 9)

6. Now you will add your membership types. 6.1 Click on the Add button. Then you will see Figure 8.

EDITING MEMBERSHIP TYPE WINDOW [pic](Figure 8)

6.2 Type in a Name for the first membership type you offer, then press the TAB key three times to move to the Initiation Fee field. 6.3 Enter the initiation fee in dollars. This amount will be added to the first payment when the member first signs up. 6.4 Press the TAB key, and then enter the contract length. If you do not require a contract, then enter zero. 6.5 Enter the renewal fee for each Payment Option that you offer for this membership type. 6.6 Click the button labeled Ok to exit the membership types and move on to entering your credit card information section.

Entering Credit Card Setup Info

7. The Credit Card Setup window will appear when you exit the membership types setup (see Figure 9)

CREDIT CARD SETUP WINDOW
[pic](Figure 9)

7.1 Enter the credit-card types that you plan to accept (or delete any types that you do not accept). 7.2 Select a Processing Method to indicate the method by which you will be processing your EFTs. 7.3 Check the “Charge multiple months for delinquent members” box only if you want to debit members for past due balances. 7.4 Click OK to close the window and to get to the Member Check-In window (see Figure 10).

MEMBER CHECK-IN WINDOW
[pic](FIGURE 10)

* * Congratulations! At this point you are ready to begin entering member records.

Adding New Members

8. This section will help you add new members to the Gym Assistant. 8.1. Click on the Add New button in the Check-In/Browse window.

MEMBER CHECK-IN WINDOW
[pic] (Figure 11)

8.2. Gym Assistant automatically selects a unique membership number (which should be #1 for the first member) (see Figure 12).

NEW MEMBERSHIP #’s WINDOW [pic](Figure 12)

8.3. Click OK to accept this value or enter another membership number. Now you will enter the members personal information.

New Member: Personal Information

9. The New Member: Personal Info window will appear after you complete step 8.3 (see Figure 13)

NEW MEMBER PERSONAL INFO WINDOW
[pic](Figure 13)

9.1. Click the space for First, type in the member’s first name. 9.2. Hit the Tab button on your keyboard, cursor will move to the next space Last. Type in the member’s last name. 9.3. Hit the Tab button, cursor will move to Address1, enter the member’s street address. 9.4. Hit the Tab button, cursor will move to Address2, leave it blank. 9.5. Hit the Tab button, cursor will move to City/State/ZIP, and enter the city, state and zip code of the member’s information. 9.6. Hit the Tab button, cursor will move to Phone, enter the phone number of the member. 9.7. Hit the Tab button, cursor will move to Birth Date, enter the member’s data of birth. 9.8. Hit the Tab button, cursor will move to Sex, enter the member’s sex. 9.9. Hit the Tab button, cursor will move to Emergency info, enter the emergency contact information needed for the member. 9.10. Press the ENTER key or click the Next button to continue.

New Member: Membership Information

10. Now you will enter the membership information for the new member that you have added from step 9.10. (see Figure 14)

MEMBERSHIP INFORMATION WINDOW
[pic](Figure 14)

10.1. Select a Membership Type (e.g. "Student") from the Membership Type pull down menu. 10.2. Hit the Tab button and select a Payment Option (e.g. "1-Mo PrePay") from the Payment Type pull down menu. Notice that the Payment Option field automatically fills with the correct value for the selected Membership Type and Payment Option you selected. 10.3. Hit the Tab button, enter specific due date of the first payment by clicking on the small arrow to the right of the First Payment Due field or typing in a new date. 10.4. Hit the Tab button, enter specific contract length by selecting a value from the Contract Expires pull down menu or entering in a new value. 10.5. Hit the Tab button, enter specific beginning day for the contract (usually “Today”). 10.6. Hit the Tab button, enter specific Payment Method at Signup, which is the way in which the member is paying today. 10.7 Press the ENTER key or click the Next button to continue.

New Member: Credit Card Information

11. If you selected the Credit-Card payment option, then the Credit-Card Debit Info window will appear (see Figure 15).

MEMBER CREDIT-CARD INFORMATION WINDOW
[pic] (Figure 15)

11.1. Click on the space provided for the Cardholder Name, type in the cardholder full name. 11.2. Hit the Tab button, cursor will move to Card Type pull down menu chose from: (VISA, MC, AMEX, Discover) 11.3. Hit the Tab button, cursor will move to the space labeled Card Number, enter the credit cards number. 11.4. Hit the Tab button, cursor will move to the space labeled Card Exp, enter the expiration date of the credit card. 11.5. Press the Ok button to continue. Gym Assistant will ask if you want to print a Credit Card Authorization form for this member.

New Member: Bank Debit Information

12. If you had selected the Bank Debit payment option for this member, then the Credit-Card Debit Info window will appear (see Figure 16). If you submit your bank debit to the bank as an Electronic Funds Transfer (EFT) file, then only the Account Name, Routing # and Account # fields are required.

BANK DEBIT INFORMATION WINDOW
[pic](Figure 16)

12.1. Click on the space provided for the Account Name, enter the members name. 12.2. Hit the Tab button, cursor will move to the space for the Routing #, enter the members routing number. 12.3. Hit the Tab button, cursor will move to the space for the Account # , enter the members credit card account number. 12.4. Click Next to continue. Gym Assistant will ask if you want to print Bank Debit Authorization forms for this member.

New Member: Edit Information

13. The Edit Membership Info window will appear when you are done with step 12.4 (see Figure 17). It will show all the information that you have entered for that member.

EDIT MEMBERSHIP INFORMATION WINDOW
[pic](FIGURE 17)

13.1. Review the information, and then click the OK button to continue. 13.2. If you need to edit the grayed-out (disabled) items, then click the Admin button to enable them.

Modifying Member Information
This section will help you with modifying members’ information, and keeping it up to data.

Renewing A Member

14. This section will help you renew a member information. 14.1. The new member’s record is displayed Click on PAYMENT button in the Member Check-In window (see Figure 18).

MEMBER CHECK-IN WINDOW
[pic](Figure 18)

14.2. When you Click on PAYMENT button you should see figure 19.

MEMBERSHIP PAYMENT WINDOW [pic](Figure 19)

14.3. The member's current membership information will be shown, along with the amount that the member should pay. At the bottom of the window you will see the Payment Info section. There you can renew the information. (see Figure 19). 14.4. Select a new Membership Type or Payment Option from the pull down menus. 14.5. The Total Amount Due and Due Date will update automatically to reflect your current pricing structure. 14.6. If you MUST change the amount that the member will pay or the new Paid Until date, then click on the Modify button to edit the grayed-out values.

Attaching an Alert to a Member’s Record
An Alert is a message attached to a member's record that will cause an Alert dialog to popup when that member is checked-in. If the Show Alerts box is checked in the Check-In window, then the alert will pop up in front of the Check-In window and will remain until the alert is dismissed. If the Show Alerts box is NOT checked, then the alert will simply appear in the Check-In window when the member’s record is displayed.

15. This section will help with adding an Alert message for a member. 15.1. With a member displayed, click on the Alert button in the Check-In window (see Figure 20).

MEMBER CHECK-IN WINDOW
[pic](Figure 20)

15.2. A dialog appears for you to enter the alert text. The alert can be up to 64 characters. 15.3. To remove an existing alert, delete the alert text. 15.4. Click OK with finished and get back to the member check-in window.

The alert will pop up when the member is checked-in. At that time, you are given the choice to either Save the alert (so it will pop up again the next time this members is displayed) or Delete the alert.

Attaching a Note to a Member’s Record
A Note is a message attached to a member's record that appears in the Check-In window when a member’s record is displayed.

16. This section will help you with inserting a note to a member, that will be seen when the members record is retrieved.

16.1. With a member displayed, in the Check-In window. Click on the Note button (see Figure 21)

MEMBER CHECK-IN WINDOW
[pic](Figure 21)

16.2. A dialog appears for you to enter the note text. The note can be up to 64 characters. 16.3. To remove an existing note, delete the note text. 16.4. Click OK when finished to go back to the member check-in window.

Reports
Reports are there also as a record for the members as well as the gym owners.

Generic Report - Membership List

17. This section will help you generate reports of the membership list. This very flexible tool allows you to view and print the membership lists that you need. 17.1. Click on Generate Member Report from the drop down menu, it should should be the first one. The Generate Member Report window appears. (see Figure 22)

GENERATE MEMBER REPORT WINDOW
[pic](Figure 22)

17.2. Select the Member Types that you would like to display by selecting All or Selected from the Membership Types pull down menu. If you choose Selected, then the Member Types Selection dialog will appear: (see Figure 23) .

MEMBER TYPE WINDOW
[pic](Figure 23)

* By default, all membership types except INACTIVE are selected. 17.3. Select or unselect individual membership types by holding down the CTRL key and clicking on an item in the list. 17.4. Select all membership types by clicking the Select All button. 17.5. Unselect all membership types by clicking the Select None button. 17.6. After clicking OK, the selected membership types will appear in the Generate Member Report screen. 17.7. Select the Payment Options that you would like to display by selecting All or Selected from the Payment Types pull down menu. Select the desired payment types. 17.8. Select the Paid Until date (or range of dates) that you would like to display by selecting from the Paid Until pull down menu. 17.8.1. Select All to display all dates. 17.8.2. Select Before to display only those members due before a specific date. 17.8.3. Select Between to display only those members due between two specified dates. Note that text fields will appear for you to enter dates for the Before and Between selections. 17.9. Select the Contract Fulfilled date (or range of dates) that you would like to display by selecting from the Contract Fulfilled pull down menu. 17.9.1. Select All to display all dates. 17.9.2. Select Before to display only those members whose contracts expire before a specific date. 17.9.3. Select Between to display only those members whose contracts expire between two specified dates. Note that text fields will appear for you to enter dates for the Before and Between selections. 17.10. Select the Sort By field, where you can chose from the pull down menu if you want it by: (number, name, member type, payment option, due data, visit, contract data) 17.11. Click the Generate Report button to display the report.

* In the report, double-click on any item to view that member’s record.

Membership Summary

18. This section of the manual is of the Membership Summary reports, which display a table showing the number of members for each membership type. It also shows the number of inactive and overdue members. 18.1. Click on the Membership Summary from the Reports menu (see Figure 24)

MAIN SCREEN WINDOW [pic] Figure 24

Visits Detail

19. This part of the manual will help you generate the Visits Detail report, which lists all members that have visited the gym during a given period of time. 19.1. Select Visits Detail from the Reports menu 19.2. Now you will need to specify the time span for the report, and then click the View button to generate the report (see Figure 25).

SELECT DATE RANGE WINDOW [pic] Figure 25
-----------------------
Introduction

Installing Gym Assistant

Starting Gym Assistant

Adding New Members

Modifying Members Information

Reports