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See which notifications Clovo sends your clients

Written by user on . Posted in Notifications & Reminders. No Comments on See which notifications Clovo sends your clients

Clovo will automatically keep your clients informed about changes to their plans, classes, bookings, and payments. This table shows all notifications that Clovo sends to your clients throughout their lifetime with your studio.

NotificationPushEmail
Booking remindersOptionalOptional
Booking cancellationsYesYes
Class cancellationsYesYes
Private Access GrantedYesYes
Membership CancellationYesYes
Plan ChangeYesYes
Billing Cycle Reset–Yes
Membership PauseYesYes
Paused Membership ResumeYesYes
Class Time ChangedYesYes
Payment RefundYesYes
Payment FailureYesYes
Direct Booking ConfirmationYesYes
Coming off waitlistYesYes
Waitlist offerYesYes

View sent notifications

You can view details about each notification that has been sent to a client in Clovo Studio by navigating to the Client Profile for the client you are interested in and then tapping the ‘Feed’ tab.

Change the billing date of a client’s membership

Written by user on . Posted in Payments. No Comments on Change the billing date of a client’s membership

You can change a client’s billing date for any membership by navigating to the client’s membership in Clovo Studio.

To change the client’s billing date

  1. While logged in to Clovo Studio navigate to the client’s membership
  2. Click the ‘Reset Billing Cycle’ button
  3. Choose a new date for the billing cycle to begin
  4. Review all details and click ‘Reset’

If you are resetting to a date before your client’s next billing date:

The client will be charged a prorated amount on that date and all future payments will occur relative to this new date according to the billing cycle of the membership.

If you are resetting to a date after your client’s current next billing date:

The client will still be charged on their next billing date and then charged a smaller prorated amount on the new billing cycle date. In this way, no revenue is lost for your studio due to the billing cycle change.

How to accept direct bookings and payments for classes without packs or memberships

Written by user on . Posted in Bookings, Payments. No Comments on How to accept direct bookings and payments for classes without packs or memberships

Did you know you can let your clients book and pay for classes without first being a member or buying a credit pack?

Clovo Direct Payments are a great option for offering an option to walk-ins to your studio, for offering popup classes, or holding one-off events. When enabled, your clients can book and pay in one step for Direct Payment enabled classes.

To enable Direct Payments, you simply toggle the ‘Direct Payment Enabled’ switch for each class you want to allow to be booked directly and set a price. From then on, any opening for that class type will be able to accept Direct Payments.

Types of Waitlist

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Waitlists are one of the most important elements of managing a fitness business. Empty spots in classes you operate is revenue you could’ve claimed and customer satisfaction you could have generated.

Clovo offers 3 different modes of waitlist to suit the style of your management and your community.

  1. Automatic
  2. Offer
  3. Manual

Note that each class can have a different waitlist mode selected. So you can choose to have some classes operate an automatic waitlist, with others set to offer or manual modes.

Automatic

This is the typical waitlist style that most are used to. When a class is full, the waitlist will be opened and all clients are able to add themselves to the waitlist instead.

When somebody cancels their place in the class, the waitlist processes and the first person who joined the waitlist is added to the class, so long as their pack or membership still has credit.

If they no longer have credit or they cancel the booking, the place is offered to the next person on the list after them, and so on.

This mode is great for studio staff because it is completely hands off, requiring no input from staff at all. However, a common issue with this kind of waitlist is no-shows. Bookings are often cancelled at the last possible moment, and then next person in the list might not cancel their booking in time if they no longer want the spot.

We recommend starting with this mode and then progressing to ‘Offer’ or ‘Manual’ depending on the evolution of your community and how hands-on your management style is.

Offer

First in, best dressed. The early bird gets the worm. Round robin. You could call this mode by any of these names, but we call it ‘offer’.

When a spot becomes available in a class, the class is first locked to bookings only by those on the waitlist, then each client on the waitlist is notified by email and push notification – the first to respond and place their booking gets the spot.

This waitlist type solves the issues of no-shows that can be seen with automatic waitlists because clients need to explicitly place their booking.

The trade-off compared to automatic is that some clients may feel the process is unfair if they joined the waitlist early but were unable to respond to the notification before another member who may have joined later.

Manual

This option is for those who want fine grained control over their classes and waitlists.

In this mode, when a spot becomes open in a class, the studio staff is notified that the waitlist needs processing. Studio staff will need to choose a client from the waitlist to add to the booking, with information about date/time of joining the waitlist and in what order compared to other clients available.

This is the most hands-on approach to waitlist management offering little automation.

Change the subdomain of your landing page

Written by user on . Posted in Landing Pages. No Comments on Change the subdomain of your landing page

The subdomain, i.e. the beefit in https://beefit.clovo.app, your prospective clients use to access your Clovo landing page can be changed at any time.

To change your subdomain:

  1. Login to Clovo Studio and navigate to Settings > Account
  2. Scroll down to the ‘Landing page’ heading
  3. Type in your new subdomain
  4. Save changes

Test your new subdomain in the browser and update any social media bios and email signatures!

Enable browser based bookings and payments with landing pages

Written by user on . Posted in Landing Pages. No Comments on Enable browser based bookings and payments with landing pages

Clovo landing pages are designed to ease the transition from web to booking app for client’s who may be coming in from external platforms such as social apps.

Every Clovo studio is given their own landing page accessible through their own subdomain on the clovo.app domain. This allows easy linking to your Clovo booking platform through platforms such as social networks, emails, and your website, giving potential clients a springboard from these platforms directly to purchasing a membership and making their first booking.

To enable your landing page

  1. Login to Clovo Studio with your staff account at https://studio.clovo.au
  2. From the sidebar navigation click into ‘Setup’ and then ‘Account’
  3. Under the ‘Landing Page’ heading enable landing pages and choose a subdomain
  4. Save changes and test your landing page by typing your subdomain followed by clovo.app into the address bar of your browser

Your landing page is available under the subdomain of clovo.app you chose, for example if your chosen subdomain was ‘beefit’ then your landing page is available at https://beefit.clovo.au

We recommend linking to your landing page from social biographies and your email signatures.

Understand the meaning of different plan statuses in Clovo Studio

Written by user on . Posted in Clovo Studio, Memberships. No Comments on Understand the meaning of different plan statuses in Clovo Studio

In Clovo, you create your service offering in the form of memberships, credit packs, and trials, each of which has an associated plan for determining important factors such as which and how many classes are included, how often the plan renews in the case of memberships, or how long until it expires in the case of credit packs and trials.

Throughout the lifetime of the service, it will pass through some number of statuses, starting in ‘Active’ and finally moving through to ‘Archived’.

These statuses are mostly self explanatory, but we elaborate on each below.

Status
Description
Applies to
ActiveThe membership, pack or trial is currently active and can be used by the client for booking.Memberships, Packs and Trials
PausedThe membership has been paused and cannot currently be used for booking.Memberships
CancellingThe membership has been cancelled and can be used for booking in accordance with the plan up until the end of the current period, at which point it will no longer renew.Memberships
CancelledThe membership has been cancelled and is no longer able to be used for booking.Memberships
ExpiredThe time given to use the pack has elapsed and it can no longer be used, regardless of whether or not there are unused credits available. Pack expiries can be extended at any time, even post purchase.Packs
Trial ExpiredThe trial has expired and can no longer be used by the client.Trials
Fully RedeemedAll credits on the pack have been used. The client must purchase a new pack to book.Packs
External PaymentThe pack or plan is active, but has been purchased outside of Clovo.Memberships and Packs
ArchivedThe service has been archived for studio administration purposes and can no longer be seen on client apps. Memberships, Packs and Trials

There are some additional statuses displayed in Clovo Studio that are not associated with a specific plan.

Status
Description
No ServicesDisplayed when the client has not made any purchases and therefore has no booking mechanism within Clovo.
Private MembershipThe client has been given access to a private membership but has not yet purchased.

Accessing your Clovo ‘studio code’ needed for certain integrations

Written by user on . Posted in Integrations. No Comments on Accessing your Clovo ‘studio code’ needed for certain integrations

The Clovo Studio Code is a short 4 character alphanumeric string that is used for integrating your Clovo instance with external services under your control such as your website.

To access your Clovo Studio Code

  1. Login to Clovo Studio as a studio admin
  2. Expand the ‘Settings’ menu
  3. Click ‘Integrations’
  4. Your studio code is displayed under the ‘Clovo Studio Code’ integration
  5. Copy your code for use in your integrations.

In most cases, Clovo integrates directly with 3rd parties using official integration channels. The Clovo Studio Code is mostly used for integrations where there is no 3rd party to integrate with, such as self-hosted websites.

Deleting a client from your studio

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No matter how well you run your studio and how much your clients love what you do for them, the day will come when they move on and you will want to remove them from Clovo so they no longer receive notifications or reminders.

Clovo makes this easy to handle in a way that is safe and easy to understand.

To delete a client as a Studio Owner:

  1. Login to Clovo studio
  2. Find the client you want to delete using the search bar or by browsing for them on the ‘Clients’ screen
  3. You will see a section called ‘The Danger Zone’ – under this heading, there’s a delete button to remove your client.

At this point your client will be moved to the ‘Archived’ section. They can no longer login or use their memberships at this point but are still saved in the system for an additional 7 days that serves as a grace period for accidental deletions or change of mind. Following the 7 days the client will be deleted from the Clovo system entirely and permanently.

Delete Instantly

If your client has not made any purchases they may be eligible for instant deletion. The ‘Instant Delete’ option will show in the heading of the user’s profile under the ‘Archived Clients’ tab on the Users screen when eligible.