Managing gym bookings

Go to ‘Joining Form Entries’:

If they say ‘Yes’ they have had an induction:

If the paper PAR-Q exists:

Fill in the next 3 columns from it – ‘Date PAR-Q completed?’, ‘Induction date’, ‘Inducted by who?’
If the date the PAR-Q was completed is less than 11 months ago, go to ‘Add someone as a Gym Member’

If they say they have had an induction but you can’t find a paper PAR-Q:

Put ‘No’ in ‘PAR-Q exists?’ (Note: some were shredded when we did the GDPR audit)
Email them the link to the PAR-Q form, and say we need them to fill it in
When they have filled it in, check with a Gym Instructor whether they need an induction or not. If they are known, it might not be necessary.

If they say ‘No’ they have not had an induction OR a gym instructor says they need an induction:

Book an induction with a gym instructor
When it has been done, fill in the next 3 columns on the gym record – ‘Date PAR-Q completed?’, ‘Induction date’, ‘Inducted by who?’
Go to the next column – ‘Add someone as a Gym Member’

Go to ‘Add Membership’

Select the new gym member from the list or search for them
Click on ‘Add a plan’
Choose ‘Gym Membership’ from the drop-down menu (or ‘Volunteer Gym Membership)
Change the ‘Expires’ date on the memberhsip plan to the ‘Date PAR-Q completed?’ on the ‘Joining the gym record’
Save the new memberhship

Add extra details:

On the left hand side, under the ‘Members Details’ there is a box called ‘Profile Fields’. Click on ‘Edit profile fields’.
Go to ‘PAR-Q Entries’ and select the person you are adding (or use the information on the ‘Joining the gym record’ if they haven’t done an online PAR-Q)
Fill in the boxes from the PAR-Q, or new information about an induction that has happened recently.
If they have been approved by a Gym Instructor, as they are known to have come recently and are competent, put ‘Historic’ in ‘Induction date’ and ‘Approved by (name of Gym Instructor)’ in ‘Inducted by who?’
Tick ‘Add gym membership’ on the ‘Joining the gym record’

Send a note to the new gym member, saying they are now a member:

On the membership page, ‘Add note’ to the ‘Membership Notes’ box
Something like: Hi ***, you are now a member of Penistone Leisure Centre gym, so you should be able to book sessions or gym passes. if you have any problems, please email us at gym@penistoneleisurecentre.org.uk.
Tick ‘Notify Member’ so they get an email. If you don’t tick the box, it’s just a note for yourself. It’s best to contact members from here rather than on email, as you have a record here of the conversation.
Click the ‘Add Note’ button
Tick ‘Note sent to confirm?’ on the ‘Joining the gym record’

Notes to help centre users book gym sessions

You must be a Gym member in order to book in for gym sessions. This is so that we can ensure we have an up-to date PAR-Q for you.

First time:

Join the gym: Go to our website- www.penistoneleisurecentre.org.uk and click on the Gym page.
Click ‘Join the Gym’ (it’s Free- this is not signing you up for any monthly payments or anything!)
Tick to say whether you have had a gym induction or not and click ‘Book now’. It will add ‘Join the Gym’ to your basket which you then need to check-out (basket tab is top right of screen).
Check out – even though it’s free: Fill in your details on the ‘check out’ page and click submit. Remember which email address you used, as these are the login details you will need to use each time.
If you’ve been to our gym before: If you have had an induction with us before, you will get an email asking you to complete a PAR-Q (Physical Activity Readiness Questionnaire) online. This is because they need renewing each year and most of our paper copies are too old now.
If you haven’t been to our gym before: A gym instructor will arrange an induction for you, and complete a PAR-Q with you when you arrive.
Gym membership: After your induction and PAR-Q have been completed, you will be granted gym membership. Please note this can take a day or two.

To book once you are a member and have submitted a PAR-Q:

Log in to your account by clicking the Login button next to the search bar. If you have forgotten your password, click on the ‘Lost your password?’ link
Book your session / pass: Go to the Gym page of the website and scroll down. Choose what you would like to book for- Daily, weekly or monthly pass for the Main Gym or Cardio Room.
It will bring up available dates/times to book. Select which you would like, agree to the covid terms and conditions and ‘book now’
You will then be able to check-out to complete your booking. Payments are taken using paypal via the website, but you do not have to have a Paypal account to use this. You can check out by entering your credit/debit card details.
Weekly/monthly passes: Please note that these run from Mondays (for the weekly pass) or the first day of the month (for the monthly pass), so you can’t book a weekly or monthly pass part way through the week or month. Eg if you would like to book a monthly pass for January, you can book it any time in December or until 1^st January. It will become unavailable to book from 2^nd January.
Please book all sessions, even free ones: Note that once you’ve bought a weekly or monthly pass, this makes all your sessions for the week or month free. But you still need to book the sessions so we know you’re coming and the gym doesn’t get overcrowded.