With prospect management, member sign-up, automatic fee collection, and much more all in one place, Orbit is the complete club management system. Take a look at just a few of the benefits you could experience by choosing Orbit for your business today.
Sales and Marketing
Key Data Collection
Use mandatory and advisory fields in Orbit to make sure you collect all the information you want about any contact or company at the right time. When adding a prospect you will want to have email address, contact numbers and objectives. Then let Orbit drive the collection of pictures and more details about their benefits package, contract periods and payment methods when converting them to a member.
Clean, complete data is the lifeblood of an efficient sales operation and mandatory data will help you stay in control of every opportunity.
Data Validation
Collecting accurate address and bank account information can be time consuming and might get in the way of a smooth sales operation. However, leaving this information incomplete or making data entry mistakes costs time and money and could lose you valuable customers.
Orbit makes sure that you get the right information, in the right format first time using the in-built data capitalisation feature and leveraging address lookup integration with postcode validation software Quick Address™. Bank account information has full validation to prevent erroneous data being submitted.
Club-specific Information
Tailor Orbit to meet your business needs by choosing which standard information is important to your business and ignoring those bits you don't want to collect to. Then increase the power of your sales effort by adding extra information that you can use to segment your prospects and members in ways that work for your business.
Simply define a new Tag Group and then add values that can be attributed to contacts to highlight their interests, achievements, objectives or anything that will help you target your activity and communications.
Process and Workflows
Use Orbit's simple workflow to help drive your sales process from prospecting to conversion and to manage ongoing interaction and communication throughout the life of each membership.
Managing a consistent high quality process for every stage of the customer journey improves conversion and retention rates, manages costs and pricing policies and presents a strong brand for your business.
Prospect Conversion
Having a single database for all contacts means Orbit gives you a seamless conversion process saving administration time and opening opportunities to manage trial memberships and promotions in one place.
As your relationship with a prospect develops the information you gather grows and when it's time to convert them to a member Orbit makes sure that you never lose any of the valuable information you have attached to their record.
Membership Management
Member Benefits
Define individual access rights, admission times and rate discounts and bundle them together to make a selection of membership packages. Let Orbit use the benefits attached to each member to determine the best price to charge them and make sure no one gets into your club when they should not.
With a good selection of benefits you can offer a package to suit every customer; maximising sales and retention or you can add 'top up' benefits to create additional revenue.
Payment Plans
Some members like to make a full commitment to their membership fees in advance; others prefer to pay in monthly instalments. Of course it would be great to offer a choice but you don’t want to get overloaded with the administration or risk not getting paid. Simple; let Orbit take the strain.
With separate joining fees, pro-rata calculation and integrated ePOS for cash and credit card payments and electronic Direct Debit collections and debt management Orbit lets you simply manage the best of all worlds.
Contract Period
Record separate contract periods for individual members to maximise your sales closure rate and improve control of your retention and renewal program. With the Contract Period recorded in Orbit you can automate the renewal process and can manage the conversation with a lapsed member in full confidence.
In Orbit you can also use the contract or commitment period to offer more pricing options. For example maybe members signing up for two years get a reduced monthly fee on the typical one year agreement.
Flexible Memberships
By combining benefits, payment plans, contract periods and other price influencers Orbit lets you quickly build a package to suit every member without having to administer multiple membership products. This flexible approach to managing the membership sale increases your sales potential without making your business or system complex.
Simply walk new members through a range of choices and Orbit will build the right package for them and modify the options for existing members to fine tune their package and drive more value for our business.
Control Price and Access
With the most appropriate membership package in place Orbit makes sure that each member pays the right membership fees whenever it is due using the agreed payment method. Every time the member visits your club Orbit checks their credentials, current status and benefits to control access and determine the right charges to make.
In the event that a member has a flagged status or any overdue fees Orbit will warn you as they check in so you can affect any changes to their privileges and discounts.
Complete Member Profile
Orbit is a complete Club Management System keeping a record of every visit, booking and sale every member has ever made with your business. Orbit knows which members have not paid their dues, which are booked onto next week's classes and who has a birthday coming up.
By holding all our members' details in a single place you can tie up every sale to every member and start to build a detailed profile of the value pockets in your business. And with detailed member analysis and integrated SMS, email and member notes at your finger tips, Orbit helps you unlock that value at the right time.
Communications
Query Builder
Use the powerful Orbit query builder to segment your member base and target those individuals that meet your own specific criteria. Perhaps you want to target members who have not visited recently or those with a class coming up. Maybe you want to let all the members who took part in a trial session that a new class program has been scheduled.
Whatever the criteria you choose, simply select the appropriate data model, highlight the information you want to search on and insert the values you want to select. Every member that falls into the criteria set will then receive the communication of your choice.
Emails, Letters, Texts
After using the query builder to segment your members and select the target audience use Orbit to design and distribute mail-merged letters, emails and SMS messages from your desktop.
Save time and money by designed emails and letters in using Microsoft® Word with full colour logos and messages and print or distribute them automatically using Microsoft® Exchange or your hotmail account. For text messages directly from Orbit set up a TextAnywhere account and start sending messages to mobile phones in seconds.
Notes and Messages
Attaching notes and messages to a member is very powerful way of notifying your staff and members when you need to talk. Perhaps a member has left something at the club, or maybe you are promoting a new class to members with a particular interest or visit profile.
Orbit also checks notes and messages when members check in and you can choose to configure the entry monitor to display messages for information or even prevent members from getting past barriers before speaking to a member of staff to clear the note.
Linked to each member
Every letter, email, text message or note that you send or attach to a member is linked directly to their record in Orbit to make sure that you always have a history of your communications with them.
Keeping all this information in the same place as the member’s visit, sales and payment details means you do not waste time putting together the big picture from multiple systems which saves time and money and provides a top class service.
To Do List
As well as prompting your staff with member notes, Orbit helps further by enabling you to build a staff focused to do list. Always available on the user’s home page, the to do list can be used to display member messages that need to be auctioned, or simply to direct the user to perform key tasks.
Use to do lists to make sure all sales calls and member follow ups are delivered on time to increase conversion. Save time managing everyday activities such as cleaning schedules and class rotas with time based messages that appear when required and are auctioned and cleared but always stored for an audit of activity.
Access Control and Security
Member Checks
To make sure that members you need to speak to are highlighted, while still allowing others quick access into your club, Orbit allows you to run a series of checks against a member at check in.
Only members with the credentials you have configured for your business should gain free access so Orbit checks member status, card number, benefits, unpaid sales and notes before deciding whether an individual can enter. You can even set a time threshold for when a card can be presented a second time (Pass Back).
Entry Monitor
As each member swipes their card at check in, Orbit creates a history of the members who have swiped, when and where. The entry monitor displays the picture of every member that has swiped their card today along easily identifiable icons for unpaid sales, inactive cards, notes, expired membership and more.
As well as the history log, the details of each individual member can be displayed as a pop or full screen as their card is swiped at the front desk, in the sales office or in the gym.
Barrier Control
By connecting Orbit to a turnstile, door lock or some other barrier you can automate the control of access to your club to another level. If you want to give paid up members a fast-track entry point you can let them use their membership card to control the power to electronic locking mechanisms.
Orbit will support the control of multiple barriers so that you can add security to different regions within the same building and permit access based upon the benefits a member holds. Typical solutions include, club entry turnstiles, gym door swipes and access to specific changing rooms.
Payments and Finance
BACS Collections
Membership fees are most likely the lifeblood of your club so making sure that you get all your money on time and managing the options for non-payers is critical to keep your business healthy.
Choose from either complete in house BACS management or two-way integration to leading club Direct Debit service providers to make sure you get all you membership dues on time. Both solutions provide electronic mandate set up (AUDDIS), submissions (EFT), changes (ADDACS) and rejections (ARUDD) so that you spend time with members whilst Orbit controls your income and member rights.
Integrated Credit Card
As well as incorporating a fully functioning ePOS solution that integrates seamlessly with a printer to issue receipts and a cash drawer to eliminate the need for a till, Orbit also lets you take credit and debit card payments in a single transaction.
Connect a secure chip and PIN unit to your Orbit computer to complete your sale without having to introduce a separate PDQ unit and close the loop on all transactions in a single audit trial.
Automatic Price Control
Price management is fully incorporated across every Orbit transaction your members make to make sure that they are always charged the right fee. The amount a member pays for their monthly subscriptions, weekly classes, retail products and even food and beverages is calculated every time by the same rule set.
This reliable and consistent solution means you get better control around your income, your staff do not have the worry of decision-making and members are kept happy.
Link members to sales
Every time you create a sale or record a payment in Orbit automatically links the transaction with the individual member or company associated with the sale.
Understanding the yield for individuals and membership segments enables you to identify pockets or value and weakness in your business. Knowing who spends extra and on what means helps you to develop higher return products and helps you target the most valuable clients.
Full Audit Trail
Orbit builds a complete detailed audit trail of every sale raised and every payment taken. Keeping all transactions in one place means you only have to look once to find the answer to any question about a membership, booking or product transaction.
Analyse all of your business income by products, cost centres and members in one place saving time and money and over time report on key financial metrics to track and manage your business changes.
Point of Sale
Replace Old Tills
As well as recording all payments directly against the account of the paying member the powerful Orbit ePOS automatically issues sales receipts and securely triggers an integrated cash drawer directly from your computer.
With full product look up, bar code scanning and a touchscreen option Orbit is a fully integrated till; you can reduce the equipment on your front desk, shop and cafe and keep a single audit trail for all the sales made throughout your business.
Link Multiple Tills
Choose how Orbit ePOS works in your business by creating as many till screens as you need. Using an intuitive grid design you can choose individual button sizes, colours, labels and actions.
Maybe your operation just needs a simple till with buttons that sell individual products or display drop down product lists. Perhaps you could benefit from having multiple tills with buttons that link backward and forward to show drinks, food, racquets, benefits or any combination you need.
Specialist Tills
Why not extend the use of Orbit across other areas of your business and keep all your sales data in one place. As a fully functioning till with unlimited product tills, a detailed audit trail and integrated receipts, cash handling and credit card payments Orbit is the ideal club-wide ePOS solution.
Create specialist till interfaces for the bar with linking sheets for soft drinks, beers & lagers, spirits and snacks or build a list of product look up buttons for t-shirts or swimwear in retail till.
Automatic Price Control
Orbit’s price management is fully incorporated into the integrated ePOS with all charges determined according to the member’s benefits. Add a discount benefit for food and beverage to a member and Orbit will calculate the appropriate price reduction when that member next visits the cafe or bar.
By automatically calculating the price for every sale Orbit reduces staff training and mistakes helps you keep control of your sales points. Orbit ePOS is the single point of collection for all membership, bookings and sales product; acting as a shopping basket for the member.
Yield per Member
When a member pays their joining fee through ePOS, they get a receipt and Orbit records the details against the member’s record. If they book a fitness test, step class or personal training session the same thing happens.
In fact all sales, including products purchased through the front desk, bar and shop are all stored against the member so you can build up a detailed profile of the yield and potential future value for each member.
Booking and Resource Management
Design your own Space
Use Orbit to design electronic booking sheets for all your resources including studios, courts, classes, treatment rooms, inductions and personal training. Display daily and weekly diary sheets and jump ahead as far as you like with the booking calendar.
With controls on what activities can be booked where and which staff can read and update the booking sheets, Orbit helps you to control your valuable resources.
Bookings by Member
As with every other transaction in Orbit, bookings link to a member or their guests and raise a sale for the appropriate charges. Start at a booking sheet and attach the member or jump to make a booking from the member’s launchpad or home page.
Build up a history of bookings made by each member to create future marketing campaigns and drive SMS and email messages to confirm attendance and increase occupancy.
Automatic Price Control
Orbit’s price management is fully incorporated into your Orbit booking sheets with all charges determined according to the member’s benefits. Add a discount benefit for Spin Classes to a member and Orbit will calculate the appropriate price reduction when that member books.
By automatically calculating the price for every booking and leaving debts open until they have been paid, Orbit prevents staff mistakes and keeps a tighter rein on your income.
Capacity Control
Maximising the sale of space in your studios and classes is key to providing service to your members and driving value for you business. Equally staying within safe occupancy limits is essential to minimise risk to both.
Use Orbit bookings to control the number of participants to all your sessions with an easily visible headcount countdown so staff and members can always see what space is left.
Multiple computers
Orbit is designed to work on single computers or across a network used by many people at the same time. Add more value to your business by connecting two or more computers so they can both add bookings into the same sheets simultaneously without clashes.
If two members try to book into the last induction space at the same time it’s first come first serve; simple as that. The unlucky user will see a refreshed availability as the screen refreshes and will be able to choose the next free slot.
Management Information and Reports
Query Builder
The Orbit report query builder lets you choose what parts of your Orbit system you want to interrogate. The carefully crafted data model simplifies the extensive Orbit database to make it easy for you to create your own criteria for any report.
Choose to include or exclude data based on the fields and values you want to select from Contacts, Memberships, Sales, Payments, Attendance, Bookings and Communications. Then store the criteria for future use and connect to multiple reporting outputs.
Field Chooser
The Orbit database is very comprehensive and holds vast amounts of data about your members and your business. The data models simplify the structure to make the complex work of data analysis easier and the Field Chooser gives you the ultimate option of what information to display.
Simply work through the available data fields on any report output and choose which to include and which to drop from your report. At any time you can bring back an individual piece of information or restore the default data set with a single mouse click.
Tables and Charts
Every report you produce within Orbit will automatically display your results in a grid and a choice of a simple bar, pie or line chart. Change the chart layout and expand or summarise the grid with the press of a single button.
If you want to view your report from another dimension simple rearrange and sort the fields in the grid or drag a field to the summary shelf to group the data and redraw your charts.
View, Print and Export
With the criteria for your report set and the required fields organised in the right sequence and grouped as you want them you can display the finished product on screen. Add headings and footer comments to make sure that you top and tail your report before hitting the print button.
For further data analysis, manipulation and calculation choose the one-click export option and send your data grid, complete with all sub-total groups, directly to Microsoft® Excel.