This article will guide you through adding, viewing, and editing notes for members, customers, and prospects in ClubReady. Notes allow staff to document important client interactions, billing changes, scheduling updates, and more in one centralized location.
Content:
- Before You Begin
- Viewing Notes
- Editing Notes
- Adding Notes
- Cross Club Notes
- Frequently Asked Questions
Before You Begin
Make sure you have the following before getting started:
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Permissions required:
- Customer Management: General - Can Add Client Note
- Customer Management: General - Can View Client Notes
- Customer Management: General - Can Edit Notes They Posted Themselves
- Customer Management: General - Can Edit Notes Posted by Other Staff Members
Viewing Notes
Navigate to All Detail > Customer Notes. Notes are listed in reverse chronological order with the most recent notes displayed first. Each note includes the date and time, the staff member who added it, and the type of change involved such as billing, booking, cancellation, and more.
Note: Notes highlighted in green are system notes generated automatically by ClubReady.
Use the Categories Filter and Date Filter to narrow down your results. Available categories include General, Fitness, Billing, Payment Profile, Scheduling, and Sales.
Notes can also be viewed from the Client Summary Page by clicking the Notes tab.
Editing Notes
Locate the note you wish to update and click the edit pencil next to it. Type your changes into the note box and click Update Note to save.
Adding Notes
Select a Note Type from the first dropdown menu and indicate whether there was any contact involved with the member using the second dropdown. Type your note into the text box and click Add to save.
Cross Club Notes
Notes categorized as Fitness Related can be viewed across clubs. A warning will display when this note type is selected to remind staff that the note will be visible outside of their club location.
Fitness Related notes can be added from two locations:
Option 1 — Member's Profile Navigate to Client Account > Notes > Add Notes > Select a Note Type > Fitness Related.
Option 2 — Booking Details Navigate to Bookings > Day List / Grid View / Classes, click on the Booking ID, then select the Notes tab.
Frequently Asked Questions
Q: Can a client view notes added to their account?
A: No. Client notes are internal only and can only be viewed by club staff with the appropriate permissions.
Q: How can I create a new note category?
A: Note categories are pre-configured based on the most common note types used in the industry. If no category directly matches your needs, use the most applicable category and contact method, and include additional detail in the note text itself.
Q: Do agreement notes also appear under Customer Notes?
A: Yes. Customer Notes include any notes added under an agreement. In addition to the standard date, time, and added-by details, notes connected to an agreement will also display the related Agreement ID.