Portrait of a handsome man meditating in fitness gym

GladstoneOne 

An online club management system ideally suited for small, boutique and private clubs

Choose a Plan

BOOKINGS

Premium Edition
activities | classes | resources

MEMBERSHIP 

design | management | online 

FINANCE

payments | collections 

RECEPTION

enquiries| POS | access

SALES AND MARKETING

prospect | communicate | retain

REPORTING

people | finance | utilisation

CONFIGURATION

design | setup | optimise 

Bookings

This module facilitates activity bookings for club members as well as staff, PTs, rooms and courts - with comprehensive utilisation reporting.

Member Booking

Everything you need to manage member bookings; eliminate errors from manual or paper based systems to increase efficiency and profitability.
 
  • Book activities, classes and courses including groups and block bookings
  • Let your members book classes online and pay on account (cashless)
  • Send automatic text/email confirmations and reminders
  • Manage waiting lists, cancellations and no shows
  • Book crèche places with automatic compliance checks
  • A range of templates, rules and workflows to speed up booking processes

Manage PT & Instructor Schedules

Keep track of your PT's, instructors and staff to ensure everyone is in the right place at the right time.
 
  • Set up daily, weekly or monthly bookings of trainers and instructors
  • Print off class and course registers
  • Detailed reporting of trainer productivity

Facility Booking & Management

Manage spaces such as rooms, courts and studios; and keep track of equipment together with the ability to invoice and take payments 
 
  • Calendar views of daily and weekly schedules
  • Invoice and payment tracking with colour coded payment status

Customer Management

Track and visualise all member activity and service their needs for essential day-to-day customer relations including communications and reporting.

  • Cancel, amend, suspend, renew, or change an existing membership and link joint and family subscriptions
  • Use eligibility checks for age restriction and medical conditions with paperless documentation and PARQ 
  • Redeem promotions, discounts and referrals with integrated sales and marketing tools
  • Communicate with members to up-sell services and send confirmations and reminders by email and SMS text messaging
  • View calendar and activities with full contact history to create automatic alerts for next member visit
  • Capture ID photos and add directly to the membership record
  • Utilise a variety of membership card types, including RFID

Membership Design

Setup and configure membership packages together with workflows and automation to use within customer management tasks.

  • Design your packages with unlimited membership types
  • Define rules for access hours, membership periods and renewal policies
  • Configure payment and discount options; DD, cashless and POS
  • Setup entry and access controls

Member Self Service

Use a branded portal connected to your main website for online membership to give your customers self-service access to their account, view classes and make bookings.

  • With Professional Edition members can manage their personal profile
  • In Premium Edition members can also view, reserve and book classes, and view their transaction history

Reception

We understand the role of reception and membership management can be one of the same depending on the size of the your club.  The front of house solution provides your reception team with access to membership records as well as controlling the entry to your club and taking payments.
 

Handle front of house enquiries

  • Complete access to the member record to assist with enquiries
  • View all activities, resources and spaces to service enquiries
  • Provides notifications at check-in to alert on arrears or promotions
  • Sign-up walk-ins and link with the Prospecting tool
  • Take bookings with Premium Edition
Membership management
  • Track and visualise all member activity and service their needs for essential day-to-day customer relations including communications and reporting. 
Take payments
  • Supports unlimited number of tills to suit all club sizes
  • Sell and take payments for a variety of add-on's such as PT training packs, sundries, food items and towels
  • Supports multiple payment types including: cash, on account, credit card and vouchers
  • Facilitate cashless and member account top-up

Sales and Marketing

This powerful all encompassing module is specifically designed for the needs of the club operator to promote and grow its membership by converting leads to members and building ongoing relationships to facilitate retention as well as up-sell club products and services.

Sales Prospecting

  • Target the right customer with the right campaign to close sales faster, and utilise the simple paperless e-sign-up
  • Use templates to create compelling campaigns and ongoing communications, such as regular automated lead follow up
  • Report and track sales and marketing activities through the sales process
  • Use to-do lists and schedules for managing tours and other activities

Marketing and Communications

  • Create direct mail with fully featured word processor and bulk email generator 
  • Segment your customers into lists and run email or letter campaigns such as newsletters and promotions with support for text messaging
  • Work with your customer data to develop client referral and promotions
  • Built-in functions to maintain GDPR compliance and validate with post-code lookup
Increase Club Sales
  • Upgrade membership types from off-peak to peak time
  • Manage add-on sales such as towels, lockers, and personal training packages
  • Up-sell membership cards to RFID bands
  • Convert single class usage to package offerings
  • Promote classes, activities and other events
 

Configuration

The Configuration Manager is the heart of the system, providing powerful and flexible ways to deliver a solution that is bespoke to the needs of your club.  Choose from a variety of templates and system wizards throughout all the modules to automate and simplify day-to-day operations.

  • Define the membership types and booking processes 
  • Create powerful sales and marketing workflows and recurring customer communications for campaigns, renewals and member notifications 
  • Design the rules to automate payment and collection methods including membership subscriptions, DD, cashless and vouchers
  • Ensure compliance with GDPR and other legislative requirements, and apply security criteria and user permissions
  • Utilise a wide range of reports across for managing club performance
  • Configure and link the software to integrate with a variety of access control systems to support zonal access based on membership type

The initial installation and training gets the club up and running with GladstoneOne; create your configuration, and train staff to use the configuration manager to make changes to the system as your club grows.

Comprehensive Reporting

Reporting functionality is available across all modules to provide a holistic view of the KPIs that determine the success and performance of your club.
 

Build and understand reports for: sales, marketing and memberships; bookings and resources; and financial performance.

  • Easy to use built-in report functions and templates in all modules
  • Understand finance performance, including, revenue, cash-flow, debtors, DD payments, rejections and POS transactions
  • Better understand facility and resource utilisation to optimise classes, staffing and spaces
  • Understand your members’ performance to help support and improve their well-being and satisfaction
  • Report on member demographics to determine retention strategies
  • Learn how membership packages are performing as well as up-coming  renewals
  • Understand how your sales and marketing campaigns perform to determine the ideal prospecting strategy and sales effectiveness
  • Automatically schedule reports for daily, weekly or monthly consumption
  • Export to Excel for deeper insights as well as output to PDF for management reports
  • Bookings related reporting is available with Premium Edition

Payments and Collections

Accurate, on-time and reliable billing together with collections are mission critical to the day-to-day cash flow and ongoing survival of a club in these economic times.  
 
Managing Finance Easily
  • Strong reporting provides the club with a clear view of finances including revenue, debt, collections and POS transactions
  • Create start and end of day cash-up reports and manage refunds
  • Easily see member accounts at a glance; balance, charges, average monthly spend, with account summaries and statements
  • Allow the generation of charges and adjustments for multiple members at once 
  • Enable front desk payments at POS, and cashless accounts, for everyday purchases
  • Manage payment methods: cash, cheque, credit/debit card, invoices and standing orders
Collections Manager - manages every step in the DD collection process. It allows you to create submission files to create your customers initial DD instructions; it allows you to create payment files to take money from members’ bank accounts; and then allows you to download UK BACS, receipts and rejection files and process them so you have full visibility of any failed payments in the Membership Client.
 

Direct Debit Integration- this  service connects with 3rd Party Electronic Funds Transfer (EFT) and Direct Debit (DD) services to undertake the collection of membership subscriptions.

Compatible with 3rd party payment and collection services including: DFC, Harlands, L&Z BACS, BAWE UK BACS, SEPA (EU).

Review Plans to discover which edition is right for you.
 
Choose a Plan

Get started without the complications

We understand that not every club has dedicated resources on hand to configure, maintain and optimise the system.  Our range of managed services can ease the burden, anxieties and stress of staff turnover, as well as having skilled back-office staff on hand to maintain effective day-to-day club operations.

Configuration

The Configuration Service removes the burden for your staff to do the initial configuration and accelerates Go-Live, removing the need for your team to complete the initial setup.

Managed Service

With the monthly Managed Service we will manage the ongoing configuration of your system, allowing you to free staff to spend time with customers, as well as reducing the requirement to have one your staff as the ongoing systems expert.