7 Ways to Master Operational Efficiency During the Pandemic (& Get More Time Back for Teaching)

You want to focus on teaching.  

Your passion.  

The reason you opened your martial arts school or fitness gym in the first place.  

But it keeps happening. Again. And again.  

Scheduling. Billing. Marketing. Lead follow-up. They take you off course. Out of the classroom. Off the mat. Away from doing what you love.  

But you can’t neglect them. These tasks must be taken care of. You must take care of business to keep the business going. 

Fortunately, like a superhero that swoops in to save the day, there are tools that can save you from tons of time-draining admin work — and get your school or gym running like clockwork

1. Add aOnline Class Schedule to Your Website & Member App

Having real-time, online class schedule hosted on your website and available through your member app gives your members everything they need on one screen in one place. This translates into less administrative tasks and phone time for you, along with convenience and a better experience for your members.  

Plus, because the schedule is online and dynamic — not static — when you need to make updates to your class schedule, doing so doesn’t require tons of time on your part to get the word out 

When using a software like Member Manager softwareschedule changes are automatically reflected on your school or gym’s website — and in the member mobile app — as soon as you make them. 

That means your members always have the most current info on classes, dates, times, and instructors at their fingertips — and can easily book their spot in class through the app and through your website. It’s easy for you. Simple for members. 

2. ActivatClass Capacity to Manage Class Limits

In this pandemic world, you’re running more classes than ever. On top of that, you need to cap classes at a certain set number based on room size to ensure proper physical distancing. Activating class capacity management ensures you don’t exceed the allowed number of spots in class.  

When setting up a class on the schedule in software like Member Manager software, you simply fill in the number of spots available for the class and that info automatically shows on your online class schedule on your website and in the member app. When a member registers for class, the number of spots left updates automatically in real-time.  

Using software takes care of class capacity management for you, so you don’t have to track it manually, and you can rest easy knowing you’re adhering to COVID-19 class capacity requirements. 

3. Enable Waitlisting to Keep Classes Filled

Automated waitlisting is great because it helps to ensure open spots in class get filled.  

In Member Manager software, when setting up a class, you have the option for automatic waitlisting. As with class capacity, you simply enter the capacity allowed to be waitlisted into the “Waitlist Capacity” field. 

If a class reaches maximum capacity, members will be shown the option to be added to a waitlist. If a scheduled member cancels their class registration, the software will automatically email everyone on the waitlist to inform them that a spot in class is available on a first-come, first-served basis.

4. Add Automated Text Messaging to Your Marketing Mix

Did you know that text messages have a whopping 97% read rate within 15 minutes of delivery? And over 50% of text campaigns generate a positive return on investment, when combined with email and social media? 

Sending text messages to your members is the perfect companion tool to your email marketing and social media efforts to help strengthen communication and connection with members.  

With Member Manager software, you can send mass text messages to students, members, and leads. Popular uses for text messaging include lead follow-up, exclusive member offers, renewal reminders, and new program notices. 

5. Automate your lead follow-up

You know that fortune lies in the follow-up, but still, you can’t sit by the computer monitoring leads every second. You’ve got classes to teach.  

That’s where automated lead follow-up comes in. With Member Manager software, as soon as a lead enters the software, a workflow is activated. Leads automatically receive follow-up text messages, email communications, or a mix of both set at pre-determined times by you. 

The follow-up is immediate and moves the lead toward a trial or intro class. 

What about getting lead info into the software in the first placeMember Manager software comes with online lead forms that integrate with your website — saving you from entering leads by hand.

6. Give members an app  

An effortless way to keep your members engaged and communication strong is through a member app. The MemberAssist mobile app comes with retention-building tools like in-app notifications for exclusive offers and events, social media integration, and photo galleries.  

On the administrative side, getting the latest class info to members is a cinch. As soon as you make a schedule update in the software, the updated schedule is reflected in the member app where members can easily book a spot in class through their phone.  

Bonus benefitCheck-in is quick, clean, and contactless with the member app. Members scan a barcode on their phone upon check-in. This contactless check-in eliminates the hand-to-hand exchange of membership cards and key tags. 

7. Put a billing team in your corner

If billing and invoicing in-house isn’t working, and is taking up tons of your time, consider outsourcing your payment recovery efforts to a team of managed billing professionals. By outsourcing, you give yourself and your staff more time to focus on your business and its members, all while enjoying a healthier bottom line. (On average, schools and gyms recover up to 15% more revenue and experience significantly lower delinquency rates with Member Solutions billing team in place.)

A statistic you cannot ignore

We crunched the numbers and found that Member Manager software’s automation saves businesses an average of 10 HOURS A WEEK! That’s like gaining a part-time staff member. 

Imagine how much smoother your school or gym would run with these tools in place. How much more relaxed and at ease you’d feel. How excited you’d be about your business and your newfound time to teach more classes and train more students and members. 

If you’re not using Member Manager software, it’s certainly worth taking a quick peek. Grab a 30-minute session with one of our Client Success Managers. We’ll gladly walk you through the software and show you exactly how it’ll add hours back in your day and help your business run more efficiently.  

[Webinar] Getting Back to In-Person Training & Filling Classes Effortlessly

If the COVID-19 crisis has taught us anything, it’s this:

The businesses that determinedly adapt to new ways of operating are the businesses that will advance successfully through a pandemic or whatever comes their way.

In other words, now is the time.

As you begin to resume in-person training, or plan for your studio’s reopening, it’s time to make the shift — to adapt to new ways of operating in order to thrive in today’s environment and successfully comply with physical distancing regulations.

Join our webinar — Thursday, June 18 at 1 pm ET — to learn the essentials of member management that work for martial arts and fitness studios — and, get insider tips and tools that’ll get your classes filled and your business running like clockwork.

In this webinar, you’ll learn how to:

  • Eliminate the passing of paper with all-online registration and waivers for new member sign-ups
  • Instantly respond to leads (and keep them engaged and interested) through done-for-you templates and automated emails
  • Manage class capacities, waitlists, and schedule changes with ease, while supporting your new COVID-19 physical distancing protocol
  • Enable contactless check-in, pre-registration, and notifications through a member app to maximize engagement, satisfaction, and loyalty

    If you can’t attend the webinar, register anyway. We’ll send you an on-demand link, so you can check it out anytime.

    Register here. We look forward to seeing you!



We’re here for you

 

Need 1:1 guidance? Book a 30-minute session with your Client Success Manager.

For more tools, templates, strategy guides, and resources to drive member engagement and business growth amid COVID-19, visit our Business Resource Page. Be sure to bookmark the page, too; we’ll continue adding resources as they become available.

In this together

Event Registration Software on Laptop Tablet and Phone

Now’s the time to leverage the member management tools we can put at your fingertips!

To help you out, we’re offering Member Manager software for a full 30 days for just $1. Grab a 1:1 session with your Client Success Manager here to review software and member app options. 

Managing Martial Arts Classes: 3 Tools to Support Your New Coronavirus Safety Measures

If you’re getting ready to resume in-person training, your head is likely spinning with questions like:

How will I maintain smaller class sizes?

How will I make the process as simple as possible for members to register for classes?

How will I eliminate the hand-to-hand exchange of membership cards and key tags during check-in?

Here we cover 3 tools within our software and app that take the headache out of class management and, at the same time, support the implementation of new coronavirus safety measures you put in place at your facility.

1. Class Capacity

Setting class capacity helps you:

  • Cap classes at a certain set number based on room size
  • Allow access to the class on a first-come, first-served basis

How to Set Class Capacities in Member Manager Software

To add a class to your facility’s schedule is extremely easy. Simply click on the time slot on the schedule that you want the class to begin on, such as 6 pm.  

Within each class screen, you can set details: such as class capacity, waitlist capacity, and instructor.

Enter your maximum class capacity for the class into the “Class Capacity” field. The spots available will be included on your website’s class schedule automatically.

When someone registers for a class online, the number of spots left will update in real-time. 

2. Waitlists

Activating waitlists helps you:

  • Ensure classes are filled
  • Track the demand for specific classes
  • Better manage your class schedule and offerings

How to Activate Waitlists in Member Manager Software

The class screen within Member Manager software also includes automatic waitlist functionality. Simply enter the capacity allowed to be waitlisted into the “Waitlist Capacity” field.

If a class reaches maximum capacity, members will be shown the option to be added to a waitlist. If a scheduled member cancels their class registration, the software will automatically email the member on the waitlist to inform them that a spot has opened and provide a link to register for the class.

3. Contactless Check-In

Enabling contactless check-in helps you:

  • Eliminate the hand-to-hand exchange of membership cards and key tags
  • Make the check-in process quicker, more efficient, and sanitary

How to Enable Contactless Check-In through the MemberAssist App

Though only one part of the MemberAssist App, the electronic Member ID is an extremely convenient and popular function among our users. An electronic barcode that is stored within the member app on your member’s phone acts as your member’s virtual membership card.

Members simply click on the barcode tile to access their electronic barcode, scan the barcode when entering your facility, and their check-in is complete. All the check-in information syncs with the Member Manager software database.

With the app, members can also:

  • Access your class schedule and book classes directly from the app
  • Update their social media status based upon a class booking
  • Receive “push notifications” to be immediately updated on schedule changes, facility news, class availability, and promotions
  • Add classes booked directly to their smartphone calendar



We’re here for you


If you have questions regarding managing class size or enabling contactless check-in through our app, feel free to reach out to your Client Success Manager at any time.

Need 1:1 guidance? Book a 30-minute session with your Client Success Manager.

For more tools, templates, strategy guides, and resources to drive member engagement and business growth amid COVID-19, visit our Business Resource Page. Be sure to bookmark the page, too; we’ll continue adding resources as they become available.

In this together

Event Registration Software on Laptop Tablet and PhoneGetting ready to resume in-person training? Need to take registrations online to limit your class size?

Now’s the time to leverage the member management tools we can put at your fingertips!

To help you out, we’re offering Member Manager software for a full 30 days for just $1. Grab a 1:1 session with your Client Success Manager here to review software and member app options.