Many studio owners like to double check attendance by checking clients in who are present at their clients. Checking a client in gives you a record of who or who wasn’t present in person, in addition to the booking.
There are multiple ways to check clients in with Clovo. You can use your phone, iPad, or desktop to accomplish the task, depending on your management style.
Checking in on phone
This is likely the most convenient option for managing check-ins. You can use the Clovo app to manage your attendance on the fly.
The following assumes that you are already logged in to the Clovo app using your owner or staff account.
From the ‘Our Studio’ tab, tap the ‘Manage’ button that appears under your studio logo when logged in as an owner or staff.
You’ll get an overview or your day, with all today’s classes listed. Below each class is a list of clients who’ve booked in for that class.
To the right of client’s name is a ‘Check-in’ button.
Simply tap check-in to check the client in. Did it by accident? Tap again to undo.
Checking in on iPad
If you prefer to use an iPad in the management of your day to day operations of your studio, you can follow the same steps above – with the only difference being that you tap into the ‘Manage’ tab.
Checking in on Desktop
You can also choose to check your clients in using Clovo on the desktop. This is a great option for any studio with a front of house or reception area.
Assuming you’ve already logged in to Clovo studio, you simply navigate to the class you want to check-in a client to, find their name, then click the ‘Check-in’ button.
You can undo check-ins by tapping the undo button.
Have you found yourself wishing you could put one or more of your packs or plans ahead of others in the Clovo app and landing pages? Well, you can and it’s super simple to do.
Pinning Packs, Plans and Trials
Just like you’re probably used to on Instagram and other apps, Clovo lets you ‘pin’ plans, packs and trials so they appear ahead of others.
When in Clovo Dashboard on the desktop, go to Plans, Packs or Trials, then from the main listing screen toggle the pin icon to the far right of the row for the plan you want to pin.
You can pin multiple items and the last pinned item will go to the start of the row.
Special Offers
If you’re looking to give your product even more attention as in the case of a special offer, you are able to mark packs as being a special offer by toggling the ‘Special Offer’ switch to on.
Marking a pack as a special offer will bring it to the top of the screen in the Clovo apps as well as landing pages. It will also give it a larger card and a ‘Special Offer’ badge to draw attention.
Did you know that the Clovo app also runs on iPad? Just download Clovo from the App Store onto your iPad and get an iPadOS optimised experience with more space to spread out and manage your studio.
The Admin Tab
Clovo on iPad introduces the ‘Admin’ tab. This only shows when logged in as a studio owner or staff member with admin privileges. This is the same experience as available on the iPhone optimised for iPad.
Clients can use the iPad too
Your studio is now on the iPad. When clients download the Clovo app to their iPad device, they get the same experience as on their iPhone, but optimised for iPadOS.
This brings your studio more places and gives your clients more freedom to book and manage their experience with your studio in whatever way suits them.
Did you know your existing clients can be your biggest source of new clients?
Many studios want to offer referral programs to incentivise their existing clients to bring their friends and colleagues to their studio.
Clovo allows you to easily setup a fully hands-off automated referral program that will allow your clients to refer their friends from within the Clovo app.
Referrals will automatically email the new referral, apply benefits you configure to their account upon sign-up, and optionally credit your existing client for the referral either upon joining or upon the referred client spending a minimum amount at your studio.
How to setup your referral program
In Clovo Dashboard, simply go to Setup > Refer a friend. Toggle the refer a friend program to on and fill in your referral benefits.
Note that the refer a friend switch must be toggled on for the refer a friend program to show in client apps. If you have not enabled the refer a friend program, there will be no mention of a referral program in your client apps.
How to see referrals
You will receive notifications of referrals so long as you have not toggled off that notification type within Notification Preferences.
Referrals are also visible under Operations > Referrals. Which will show the history of all referrals ever made by your clients, including whether the referral was accepted, and which benefits have been applied.
Change what notifications I receive about Referrals
We take notifications seriously in Clovo and allow you to tune as far in or out of notifications as your role in your studio allows. You can customise what notifications you as a studio owner or studio staff member receive about referrals. We recommend at least one staff in your studio keep these notifications enabled.
All notifications are enabled by default.
How your clients can refer their friends
Your clients can easily refer their friends from the client app by tapping on the Account Menu from the ‘You’ tab (this is the 3 dots on iOS or the Person icon in Android).
Your clients only need to enter their friends email address and tap refer. We’ll take it from there.
Note that the refer a friend button and user interface does not show for studios who have their referral program toggled off.
Refer a friend from the Account Menu on iOS
Refer a friend screen on iOS
Refer a friend from the Account Menu on Android
Refer a friend screen on Android
How is monetary credit added to an account
When you choose to reward your referred client or the referring client with monetary credit, it is applied to their Stripe account in the form of a credit balance which is then automatically applied to their next purchase.
Existing (Referring) Clients
For existing clients, their next purchase will likely be the renewal of an existing membership. In this case, the credit will be applied and their next renewal will only be for any outstanding amount exceeding the bonus credit.
New (Referred) Clients
For new clients, this amount will be deducted from their first purchase. The discounted amount will be displayed on the payment screen as the client is completing their purchase.
Credit Balance vs. Cash Balance
If you choose to reward your referring or referred clients with a monetary credit, it’s important to note that the amount is credited to the client’s Stripe account as a ‘Credit Balance’. You do not need to pay this money in, but the money can be spent like cash with your studio. Note that as it is a Credit Balance and not a Cash Balance, the client cannot cash out their monetary reward. However if you were to refund the credit, it would then convert to a cash balance and could be withdrawn by the client.
How packs are added to an account
If you choose to reward your new client with a credit pack for signing up, it will be added to their account instantly upon sign-up. They will not have to add the pack manually. Your new client will be able to use the pack to book immediately.
Minimum Spend
If you set a minimum spend amount on your referral program it means that the referring client will only get their benefits applied once their referral spends that amount with your studio. This is a once off hurdle, with benefits being applied only once following the minimum spend.
Have you ever wanted to get an important message out to your clients quickly? Announcements in Clovo allow you to send a short message by email and push to your entire client base.
If the message isn’t for everybody, you can select which clients get the announcement.
Additionally you can make announcements only to members booked in specific openings or active customers of specific packs and plans.
How to send an announcement to all clients
To send an announcement, you can go to Operations > Announcements from Clovo on the desktop.
Enter a title and message body for your message. Keep it short, announcements are suitable for short blasts of information to your clients.
Click Continue.
A draft of your announcement will show with an overview of what will be sent. If you’re happy with it, click the send button and your announcement will be sent immediately.
Sending announcements to select clients
Follow the steps above, but click on clients you want to remove from the announcement. By default, all clients will be selected – simply click each client you wish to remove. Clients with a tick will be notified, clients without a tick will not.
Sending announcements to clients booked in an opening
Navigate to the opening in Clovo Desktop, use the Announcement button. The send announcement screen will be presented with only the clients currently booked in this opening.
Sending announcements to customers of a membership plan
In Clovo Desktop, go to Plans under the Products sidebar navigation item. Scroll down to the active subscribers section at the bottom of the screen. Click the Announcement button. The send announcement screen will be presented with only the clients who have an active subscription to this membership plan.
Perfect if you’re planning price changes or restructuring plans.
How are announcements sent?
Because we can’t guarantee all clients will recieve a push notification, announcements are always sent by both email and push notification.
Do I need to make an announcement when cancelling a class?
No, Clovo will automatically notify all clients booked in that class of the cancellation as well as processing refunds appropriately.
What if I want to share a lot of information?
Announcements are designed for short timely snippets of information delivered at the right moment. Although there is no hard limit on message sizes when making an announcement, we recommend keeping the content short and to the point.
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.
Notification
Push
Email
Booking reminders
Optional
Optional
Booking cancellations
Yes
Yes
Class cancellations
Yes
Yes
Private Access Granted
Yes
Yes
Membership Cancellation
Yes
Yes
Plan Change
Yes
Yes
Billing Cycle Reset
–
Yes
Membership Pause
Yes
Yes
Paused Membership Resume
Yes
Yes
Class Time Changed
Yes
Yes
Payment Refund
Yes
Yes
Payment Failure
Yes
Yes
Direct Booking Confirmation
Yes
Yes
Coming off waitlist
Yes
Yes
Waitlist offer
Yes
Yes
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.
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, first go to that client’s profile by either searching for their name or other details in the search bar, or by browsing for that client in the Clovo dashboard.
From the client profile
Click the Reset Billing Cycle button
Choose a new date for the billing cycle to begin
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.
Most fitness businesses offer their services in the form of either memberships with recurring payments or credit packs with a number of allowed visits.
But there may be cases you want to sell a single class directly. Clovo now gives your business this capability with Direct Purchase.
Direct purchases 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 purchase enabled classes.
To enable direct purchases, you simply toggle the Direct Payment switch for each class you want to allow to be booked directly, a price field will then appear for you to set the amount you want to charge for that class.
When to enable Direct Purchase
When you want to offer walk-ins an easy way to pay that also seamlessly introduces them to your booking and payment apps, increasing the likelihood they’ll become repeat customers.
For popups or events
When not to enable Direct Purchase
If you don’t like the idea of a new client being able to purchase and attend a one-off without becoming a member in the traditional sense
Enable or disable at any time
If you’ve already created your classes, you can still add Direct Purchase by editing the class and toggling the Direct Purchase switch and entering a price.
You can also disable Direct Purchase at any time by editing the class and toggling Direct Purchase to off.
Clovo makes it super easy to add your live schedule and product listings to your website. If your website is powered by WordPress, then we make it even easier with the Clovo WordPress Plugin.
