Configuration/ settings on Sessy - Sport & Fitness Management Software

General settings

Mon, 01 Jan 0001 00:00:00 +0000

License

The status of your license is shown as “Active” or “Not active”. The latter is shown if you haven’t purchased a license yet, or if something is wrong with your payment details.

Purchase license

If you haven’t purchased a license yet, click on the “Pencil” icon to open the license details dialog. The dialog contains the Sessy pricing information.

👉

Before purchasing your license, make sure your test data has been removed. The option to remove test data is only available in Trial mode.

Payment collection

Mon, 01 Jan 0001 00:00:00 +0000

Payment collection

Your payment collection method determines the way you collect payments for subscriptions, single session purchases and shop items from your members. Sessy has two options available, each described in more detail below.

👉

Make sure you choose your payment method and complete the setup before accepting members. Switching between payment methods with active member subscriptions is possible but it is better to avoid it, since it can take some effort and has some impact on your members.

App branding

Mon, 01 Jan 0001 00:00:00 +0000

Logo

Your logo is always visible in the member app and the backend. Make sure the logo looks great in both. Typically a png image works best. Sometimes image scaling of large images results in suboptimal quality. Try uploading an image with a lower resolution to see if that resolves the issue.

Upload your logo:

Go to “General settings” on the “Settings” page
Click on the “Pencil” icon next to the logo
Select the logo image file with the explorer window
Click “Open”

The following image formats are supported: JPEG, PNG, GIF, Animated GIF, WebP, Animated WebP, BMP, and WBMP. Typically PNG is well suited for a high quality logo with a small storage size. Minimizing storage size reduces the loading time of the image, so avoid using an unnecessarily large/ detailed logo.

Member/ employee import

Mon, 01 Jan 0001 00:00:00 +0000

Member import introduction

With the import functionality you can create member(s), for example to migrate members from your existing app by importing the user details. User accounts will be created, including subscription details (if needed).

The members will not automatically receive a notification. This way you can prepare the migration, check if users have been created correctly, and send a communication when you are ready for the members to start using the app.

Session types

Mon, 01 Jan 0001 00:00:00 +0000

Session types introduction

For each session that is scheduled a session type needs to selected. Members will be able to see the session type and color in their app, so they can easily find the session they are interested in.

Session types can also be used to limit access to sessions (session types can be included/ excluded) in a subscription, see Subscription settings for more details →.

Add/ change session type

Options in the Session types section on the “Settings” page:

Locations/ calendars

Mon, 01 Jan 0001 00:00:00 +0000

Calendar/ location introduction

A session is always scheduled in a location/ calendar (or a ‘schedule’). If you define multiple locations/ calendars, members will be able to select a location/ calendar to find the sessions of their interest more easily.

Typically a location/ calendar coincides with the schedule of a location (e.g. if you have multiple physical locations where sessions are organized simultaneously) or of an employee (e.g. to book personal training sessions with a specific personal trainer).

Subscription types

Mon, 01 Jan 0001 00:00:00 +0000

Subscription types introduction

What kind of subscriptions do you want to offer to your customers? Sessy supports recurring and non-recurring subscriptions. Click on the plus icon to add a subscription, or click on an existing subscription to edit or remove it. In the pop-up screen you can specify:

Name: Add a short name that is easy to recognize (e.g. 3x per week)
Description: Give a full description of what is included in the subscription and what is not, this will be shown the user when subscribing
Recurring: Whether the subscription is recurring or not. Recurring subscriptions are billed every month, while a non-recurring subscription is paid only once
Visible: Indicate if the subscription should be visible to your customers. You can use this setting to have certain subscription types that can only be assigned by employees (e.g. for instance to create a subscription type specifically for employees)
Experience required: Whether experience is required for the subscription type (see more details below)
Yearly: Whether you want to allow members to pay per year, typically for a discounted price (recurring subscriptions only). Note: The subscription will automatically end after the year and members will need to purchase a new subscription after that
Cost: In case of a recurring subscription this is the monthly subscription cost. For a non-recurring subscription this is the total cost
Cost per year: The cost of the subscription per year (only applicable if “yearly” is enabled)
Tax rate: Select the tax rate (or rates) that apply
Validity in days after purchase: For non-recurring subscriptions, specify the number of days the credits should be valid (after this any remaining credits will be removed). Leave the field empty if credits should be valid indefinitely
Session limit: In case of a recurring subscription enter the max number of sessions a member can attend in a week. In case of a non-recurring subscription enter the total number of sessions included in the subscription
Session limit period: In case of a recurring subscription enter whether the session credits should renew every week or every month
Session types: Select the session types that should be included in/ excluded from the subscription. Members will be able to see excluded session types if these are scheduled in a calendar they have access to but they won’t be able to register for them (unless they can pay for the session separately, see more details for single session purchases under the section Calendar of this support site)
Schedules: Select the calendars should be in-/ excluded from the subscription. Excluded calendars will not be visible to members in their app (they can only select from a list of included subscriptions)

Add/ change subscription type

Options in the subscription types section on the “Settings” page:

Roles

Mon, 01 Jan 0001 00:00:00 +0000

Roles introduction

A role is assigned to each user account. Depending on the role assigned, different types of access and actions are allowed in the system. Sessy distinguishes between three different roles: Members, Employees, and Admins.

The roles section on the “Settings” page lists all accounts with an elevated role (Employee/ Admin).

Member role

The default role assigned to all people that subscribe to your business. Members can use the Member app, can access your business information (e.g. scheduled sessions) and can use the functionality of the Member app (e.g. register for sessions that are included in their subscription). They do not have access to the Backend app.

Notification settings

Mon, 01 Jan 0001 00:00:00 +0000

Notifications introduction

The employee responsible for a member can receive notifications about key occurrences (e.g. a birthday or long absence). These notifications are shown in two locations:

Dashboard: In the personalized dashboard, each employee is presented with a list of all notifications for all members that are assigned to him/ her
Member overview: The member overview will always show the notifications for the selected member (regardless of which employee opens the member overview)

👉

Notifications can help your employees build meaningful relationships with your members.

Shop items

Mon, 01 Jan 0001 00:00:00 +0000

Shop items introduction

Shop items are products/ services that members can purchase, typically on-site (e.g. drinks, supplements, snacks, merchandise), but it can be used for almost any purchase that is not ‘session related’.

An employee can add the purchase to a member on the “Member overview” page. This will add the purchase to your revenue and, depending on your payment collection method to the next payment cycle automatically (in case of Stripe payments without consumables activated every purchase needs to be paid through Stripe checkout).

Member tags

Mon, 01 Jan 0001 00:00:00 +0000

Member tags introduction

Tags can be attached to members to notify the employee assigned to the member and the employee responsible for a session that the member will attend.

The main idea of tags is that employees are informed about certain personal situations of members and can act accordingly during the session for a more personal treatment. For example:

Congratulate a member with the whole group on their Birthday
Adjust a workout for a person with an injury
Ask why a member was absent for a relatively long period (vacation or something else?)
Etc.

Tags are visible to employees in a number of ways:

Member checklists

Mon, 01 Jan 0001 00:00:00 +0000

Checklists introduction

Checklists can be attached to a member (for example when a new member joins), ensuring a certain collection of actions is completed. The status of the checklist is visible on the dashboard of the employee responsible for the member. Custom checklists are also assigned to a member from the dashboard page.

New member checklist

A “New member” checklist is defined by default. This checklist is automatically assigned to each new member when they join (a first time subscriber). Of course you can define what actions should be executed be executed as part of the onboarding process.

Access devices (QR)

Mon, 01 Jan 0001 00:00:00 +0000

What this section is for

Use Settings -> Access devices (QR) to register and manage the scanners or gates that are allowed to validate member entrance QR codes.

Each scanner gets a unique deviceId and deviceKey. Only active devices with valid credentials can validate access tokens.

Supported scanning solutions

Sessy supports scanning solutions that can perform an HTTPS POST request to the validation endpoint.

Supported today

Scanner apps or custom scanner software on phone/tablet/computer
QR-capable gate/turnstile controllers with HTTP(S) integration
Middleware or automation platforms that can call an HTTP endpoint

Required capabilities

Your solution must be able to:

Data storage & retention (TTL)

Mon, 01 Jan 0001 00:00:00 +0000

What this page covers

This page describes the current technical storage and retention behavior in Sessy, based on backend cleanup functions and upload validation rules.

ℹ️

These are system behaviors, not per-box settings you can configure in the UI.

Sessions: storage model and TTL

On creation, each session document gets _meta.ttl set to 3 years. During cleanup, session documents older than 3 years are removed.