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Your role
Gym manager
You run the gym. The plans and prices, the timetable, freezes and cancellations, the trainers, doors and lockers, the shifts to confirm and the reports are yours.
As gym manager you run your gym: Kila describes the role as “Runs the gym: plans and prices, the timetable, trainer, freezes and refunds, doors and lockers, and the reports.” You decide what the front desk cannot: ending a freeze, lifting a suspension, cancelling at once.
When you sign in
Link to this section: When you sign inKila opens your home page with the gym’s cards: who checked in today and who was refused, today’s classes, the Renewals due and failed (1), the members not seen lately, the Revenue this month by plan (2), and what waits for you, such as Closed shifts to confirm. Your menu’s Gym section has Gym set-up (3).
Your day
Link to this section: Your day- Watch the door and the renewals on your home page. Renewals that failed are listed under Failed or overdue. Members who pay at the desk: Take a membership payment.
- Freezes and cancellations, including the ones only a manager makes: End the freeze and Cancel now (a manager’s decision). See Freeze a membership and Cancel a membership.
- The timetable. On Gym › Classes and timetable, Timetable and classes lists the weekly classes. Add a weekly class asks for the Class, the Day, when it Starts, the Trainer, the Room and the Places: “Classes are made for the weeks ahead.” New class adds a kind of class.
- Shifts. Shifts that closed short or over beyond the tolerance wait for you on Sales › Shifts: see How shifts and cash-ups work.
- Retention. Gym › Retention shows the members not seen lately, the renewals that failed and the churn.
What you can do
Link to this section: What you can do- Everything the front desk does: check members in, sign them up, sell passes and packs, take payments and book classes.
- End a freeze early, lift a suspension, and cancel a membership at once.
- Set the plans, prices, grace days, freezes and notice on Gym › Memberships and renewals, under Plans and Settings.
- Run the timetable: add and change weekly classes and kinds of class.
- Mark class attendance, record fitness assessments and read members’ health answers.
- Set up lockers and door devices on Gym › Gym set-up.
- Review closed shifts at your gym.
Everything the role is allowed to do
- General
- View dashboard; Approve or reject requests
- Point of sale
- Sell at the till; View sales; Create quotations; Apply discounts; Override prices; Start refunds and returns; Approve refunds; Void sales; Correct the payment method on a completed sale, and approve such corrections; Open and close own shift; Review shifts and variances; Approve till devices; Open the cash drawer without a sale; Sell gift vouchers and check their balance; Give free vouchers, and void, reissue or extend vouchers (and approve these); 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; Move other staff’s bills and hand them over at shift change; Book, change, seat and cancel table reservations; Switch menu items off for the day (86) and set how many are left; 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
- Keep recipe cards and plate costs, and record kitchen and bar waste; View products and services; Suggest prices for products below the minimum margin
- Stock
- View stock; Create stock adjustments; Approve stock adjustments; Request transfers; Dispatch transfers; Receive transfers; Count stock; Approve and post stock counts; Break down carcasses into cuts; Open bottles into tots
- Purchasing
- View purchasing; Create requisitions; Receive goods
- Customers
- View customers; Create and edit customers
- Services
- View services and bookings; Manage services and resources; Book and manage appointments; Create job cards; Assign job cards
- Credit
- View credit and agreements; Record repayments; Keep the cheque register: record, bank, clear and bounce customers’ cheques
- Finance
- View payments; View the fixed asset register and its custodians; Submit expenses
- Cash
- View cash: tills, safes, money on its way to the bank and the daily cash report; Receive drops into the safe, count the safe and pay cash out of it; Prepare banking: cash to the bank with a deposit slip; Approve float top-ups and petty cash from the safe
- Money
- Record cash deposited from the till to M-Pesa or the bank after trading (own branch)
- Reports
- View reports
- Delivery
- View deliveries; Assign and dispatch deliveries; Book parcels at the counter: quote, take payment, print waybills and labels; Scan parcels in and out at a depot and build and receive manifests; Count riders’ cash on delivery in and prepare remittances to merchants; Keep the fleet: vehicles, their papers and status; Plan trucks’ trips, check their loads, issue gate passes, send them out and count them back in; Settle drivers’ trips: count the cash, cheques and signed notes they hand in; Take payment on delivery: cash, M-Pesa and cheques, for the order or on the customer’s account
- Staff
- View staff records, attendance and leave; Record attendance for others and approve manual clock-ins; Record and approve leave
- Branch operations
- View checklists, audits, issues and the branch scorecard; Complete opening, closing and log checklists and report issues; Assign, date, verify and cancel branch issues
- Compliance
- View the compliance calendar and its documents
- Warranty
- Look up warranties and take in warranty claims; Decide warranty claims: send to the supplier, record the outcome, accept claims out of warranty
- Field sales
- View vans, van days, visits and rep performance; Set up vans, reps’ routes and targets; Load vans and count them back in; Reconcile van days: cash, M-Pesa and differences
- Distribution
- View principals, trade schemes, claims and secondary sales; Approve or reject outlets added on the road; Take in market returns from outlets on the road, on delivery or at the depot; Receive and inspect market returns, credit outlets and dispose of damaged goods; Record empties and crates out and back, and container deposits
- Fitness
- Check members in at the desk and book them onto classes; Sign members up, record waivers, cards, photos and plan members, assign lockers; Set up classes and the timetable, cancel classes, waive late cancellations; Mark class attendance and record fitness assessments; Read members’ health questionnaire answers and record a doctor’s clearance (every view is logged); Set up door and turnstile devices and 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 owner, approves:
| Approval limit | Up to |
|---|---|
| Refunds | KES 20,000.00 |
| Discounts | 15% |
| Stock adjustments | KES 20,000.00 |
| Credit agreements | KES 100,000.00 |
| Purchase orders | KES 0.00 |
| Expenses | KES 20,000.00 |
Needs a manager
The waiver’s text, the rules at the door and in classes, and the member numbers are the owner’s, under Gym › Gym set-up. A gym manager sees them; the owner changes them.
Common questions
Link to this section: Common questionsWhy can the front desk not end a freeze? Ending a freeze early or lifting a suspension needs someone who manages services. At the front desk Kila says:
Can I cancel a membership today? Yes. Tick Cancel now (a manager’s decision) when you cancel it: it ends at once, and “Open bills stay owed.”
Where do I change a plan’s price or its freezes? On Gym › Memberships and renewals, open Plans and tap Edit on the plan. The days a year a member may freeze and the notice to cancel are there too.
- Gyms and studios: everything a gym needs, day by day.
- Front desk: what the desk does on its own.
- Take attendance at a class: the classes’ lists.