Your role
Front desk
You check members in, sign them up with the waiver, sell passes and packs, take membership payments and book classes, on your own till shift. Refunds, ending freezes and cancelling without notice need a manager.
At the front desk you are the first person a member meets. Kila describes the role as “Checks members in, signs them up with the waiver, sells passes and packs, takes renewals and books classes. Refunds and freezes beyond the plan go to approval.”
When you sign in
Link to this section: When you sign inKila opens your home page with the gym’s cards: Check-ins today (1), with who was Refused at the door and why, Classes today and how full they are, the Renewals due and failed (2), the Members not seen lately and Personal training by trainer; commissions. Front desk (3), in your menu under Gym, is where you check members in.
Your day
Link to this section: Your day- Open your shift on your till, counting the float, so the money you take is counted at the end: Open a shift.
- Check members in as they arrive: Check a member in.
- Sign up new members, with the waiver and the health questionnaire: Sign up a new member.
- Sell day passes and visit packs: Sell a day pass or visit pack.
- Take membership payments. A suspended membership opens again once it is paid up: Take a membership payment.
- Book members onto classes: Book a member onto a class.
- Freeze or cancel a membership when a member asks: Freeze a membership and Cancel a membership.
- Close your shift: count the drawer: Close a shift.
What you can do
Link to this section: What you can do- Check members in by card, member number or phone.
- Sign members up, with the waiver, the health questionnaire and their photo, and join them to a plan.
- Sell day passes, visit packs and personal training packages, and sell at the till.
- Take payments for memberships.
- Freeze a membership within the plan’s days, and cancel one with its notice.
- Book members onto classes and cancel their bookings.
- Give a discount on the till, up to your limit, and start a refund.
Everything the role is allowed to do
- General
- View dashboard
- Point of sale
- Sell at the till; View sales; Create quotations; Apply discounts; Start refunds and returns; Open and close own shift; Sell gift vouchers and check their balance; Open bills and add orders on tables and tabs (no till shift needed); See the kitchen and bar screens; Move kitchen tickets (cooking, ready, done) and print them; Book, change, seat and cancel table reservations; Take entry charges at the door and keep the headcount; Send an M-Pesa prompt for a bill at the table; Start and release card holds on bills (pre-authorisation)
- Catalog
- View products and services; Suggest prices for products below the minimum margin
- Stock
- View stock
- Customers
- View customers; Create and edit customers
- Services
- View services and bookings; Book and manage appointments
- Credit
- Record repayments
- Money
- Record cash deposited from the till to M-Pesa or the bank after trading (own branch)
- Branch operations
- Complete opening, closing and log checklists and report issues
- Warranty
- Look up warranties and take in warranty claims
- Fitness
- Check members in at the desk and book them onto classes; Sign members up, record waivers, cards, photos and plan members, assign lockers
What needs a manager
Link to this section: What needs a managerYour approval limits. Above them, someone with a higher limit, such as the gym manager, approves:
| Approval limit | Up to |
|---|---|
| Refunds | KES 0.00 |
| Discounts | 5% |
| Stock adjustments | KES 0.00 |
| Credit agreements | KES 0.00 |
Needs a manager
- Every refund. Your refund limit is KES 0.00, so a refund you start waits for approval, as a cashier’s does: see Cashier.
- Ending a freeze early or lifting a suspension. These are the gym manager’s.
- Cancelling without notice. Only someone who manages services, such as the gym manager, ticks Cancel now (a manager’s decision).
When you tap End the freeze or Lift the suspension on a member’s page, Kila says:
Common questions
Link to this section: Common questionsA member wants a longer freeze than the plan allows. Can a manager approve it? No: Kila refuses it, for the gym manager too, and gives the days left, such as “Monthly membership can be frozen for 60 days a year; 0 are used this year, so 60 are left.” The plan’s freeze days are the gym manager’s to change.
A member’s card does not scan. What do I do? Check them in by member number or phone: tap Member number or Phone on the front desk.
A member is refused for an unpaid bill. Can I let them in? Not while the membership is suspended. Take the payment first: Take a membership payment.
Can I read a member’s health answers? No. You record the questionnaire when a member signs up; only those given the right, such as the gym manager and the trainers, can open the answers.
- Gyms and studios: everything a gym needs, day by day.
- Gym manager: what the manager decides.
- Membership consultant: signing up new members.