The Rewards Program allows clubs to incentivise member engagement by awarding points for activities such as gym visits, personal training, prospect referrals, and class attendance. Members can accumulate points and redeem rewards once achievement levels are reached.
Navigate to:
Administrator → Rewards
The very first time you click the Rewards tile you will receive a welcome message explaining how the Rewards Program works.
Create a New Rewards Program
Click Add New to create a new rewards program.
A Program Administrator must be nominated.
To change the administrator later, the current administrator must log into the program and assign a new administrator.
Configure Program Rewards
Once created, you can configure the entire rewards program from the Configure Program Rewards screen.
Program Section
In the Program section you can configure:
- Program Name
Enter the name of the rewards program. - Status
Toggle the program Active or Inactive. - Program Administrator
Select the staff member responsible for administering the program.
Participating Clubs
If your database contains multiple clubs or departments, you can choose which locations participate in the rewards program.
Toggle each participating club ON or OFF as required.
Points Allocation
The Points Allocation section allows you to configure how many points members receive for different activities.
You can allocate points for:
- Gym Visits
- Personal Training
- Prospect Referrals
- Individual Classes
Class Points Allocation
Every class in your timetable will display in the Classes section.
For each class you can configure:
- Class Name
- Class Status
- Points Per Class
Enter the number of points members should receive when marked as attended.
Classes with 0 points allocated will not generate reward points.
Reward points are only generated once attendance has been marked as Attended.
Cancelled or No Show bookings will not generate reward points.
Reward Levels
Scroll to the bottom of the page to configure the reward levels and redemption milestones.
This example shows three reward levels:
- Bronze
- Silver
- Gold
For each level you can configure:
- Level Name
- Points Required
- Reward Description
- Reward Icon
- Active Status
Examples may include:
- Club Towel
- Club Drink Bottle
- Club Hoodie
Example
Add Additional Reward Levels
Click Add Level to create additional reward tiers as required.
You can create unlimited reward levels.
Upload Reward Icons
Each reward level allows you to upload a custom icon.
Click the Change button beside the Icon column to upload your image.
Activate or Deactivate Reward Levels
Each reward level contains its own Active toggle.
Inactive reward levels will not be available for redemption and cannot be reconfigured and made active.
Save the Program
Once all points allocations and reward levels have been configured:
- Ensure the program status is set to Active
- Click Save
Members will immediately begin accumulating reward points once activities are attended and processed.
If you are not ready to launch the program, leave the status as Inactive and activate it later.
Viewing Member Reward Points
To view an individual member’s rewards activity:
Navigate to:
Members → Search Member → Details → Rewards
The Rewards tab displays:
- Program Name
- Reward Level Achieved
- Current Points Balance
- Reward Available
- Redemption Status
Member App Rewards View
Members can view their rewards progress directly from the Clubfit App.
Navigate to:
App → Membership Tile → Rewards
Within the app members will be able to view:
- Current reward points balance
- Reward levels achieved
As members accumulate points through visits, classes, PT sessions, and referrals, their progress will update automatically within the app once attendance has been marked as Attended.
Members must belong to an active Rewards Program and a participating club to view rewards in the app.
Redeeming Rewards
When a member is eligible for a reward:
- Click Redeem Now
- Confirm the redemption when prompted
The redemption status will then update automatically.
Redeeming a reward updates the redemption status only. Physical inventory management is handled outside the Rewards module.
Rewards Reports
Navigate to:
Reports → General → Rewards
There are two reporting tabs available.
Rewards Report
The Rewards Report allows you to:
- Filter by date range
- View reward activity
- Use Group Email functions
- Use Group SMS functions
Toggle the By Date button to enable date filtering.
Bulk Reward Redemption
Within the Rewards Report you are able to redeem rewards for multiple members directly from the report screen.
This is useful when processing reward collections or completing multiple redemptions at once.
To bulk redeem rewards:
Navigate to:
Reports → General → Rewards
- Filter the report as required
- Select the applicable members
- Process the redemption action from the report screen
Leave the Is Redeemed toggle OFF if the reward has not yet physically been collected or issued to the member.
Once the reward has been provided to the member, the redemption status can then be updated accordingly.
Current Points Report
The Current Points tab displays current member point balances by program.
You can:
- Filter by Rewards Program Name
- View current member balances
- Run multiple rewards programs concurrently
Points Awarded Report
The Points Awarded tab provides a detailed breakdown of all reward points that have been accumulated by members.
Navigate to:
Reports → Rewards → Points Awarded
Use the available filters to refine the report results.
Available Filters
- By Date
Toggle ON to filter by a specific date range. - Date Range
Select the From and To dates for the report. - Reward Level
Filter members by their achieved reward level.
Click View Report to generate the results.
Common Questions
Why are members not receiving reward points?
Check the following:
- The Rewards Program status is Active
- The member belongs to a participating club
- Attendance has been marked as Attended
- Points have been allocated to the activity/class
- The reward level is active
Can multiple reward programs run at the same time?
Yes. Multiple Rewards Programs can run concurrently.
Can I deactivate a rewards program?
Yes. Change the Program Status to Inactive and Save.
Can I upload my own reward icons?
Yes. Custom icons can be uploaded for every reward level.
Can I change the Program Administrator?
Yes, however only the currently nominated administrator can assign a new administrator.
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