Preparing for EOFY 2022

From reporting on performance to counting stock and updating pricing, there’s plenty your fitness business needs to do to prepare for end of financial year. The key to making it run smoothly is knowing exactly what you need to do in your leisure centre software to make it a breeze.

To make things easier for you, we’ve some helpful tips on how to perform some of these tasks in Envibe and Centaman leisure software systems. These tips will help save you time and help you get up to speed on what needs to be done in your software system.

Update your prices

With a new financial year means it’s time to update your pricing. You may need to increase your prices as well to keep in check with inflation and rising operating costs, or price reductions if you’re carrying too much stock or the pricing you’ve set for a product or service is too high.

Updating your prices with Envibe

Envibe makes end of year price adjustments simple since staff can schedule changes ahead of time or update multiple prices at once.

Memberships or casual sessions can be updated individually, with changes taking place on pre-set dates, or staff can export a list of products and associated prices so that they can change a large number at once before importing them back into the Envibe system.

For facilities that carry a lot of retail, the ability to export and then re-import products in bulk is particularly important. On-site stores often stock many products, all with prices that need updating regularly. Having the flexibility to import new pricing into the system in one batch can save hours of staff time and make life simpler.

Otherwise, prices can be updated manually and individually if need be.

You can also use the Debit Fee Wizard in Debit Management to update any direct debit fee increases for memberships and courses – such as a learn to swim course.

Updating your prices with Centaman

Centaman enables you to update your prices ahead of time and schedule them to change over on your chosen date, such as July 1st.

When it comes to price changes, the easiest thing to do is ask your reception team to work through a list of price changes and manually update them in the system. This can be done gradually during quiet periods in your facility.

If you’re looking for an easier way to update the prices and fees in Bookings or Memberships, you can copy and paste the desired price change rule across your resources and membership types. Your Booking Management system also gives you the ability to control price change via the date as well as bulk copy existing charges.

Stocktake

Doing a stocktake at the end of the financial year is an important but time-consuming task for many businesses in the leisure industry. In the past this has often been done using pen and paper, and then manually entered into a stock management system.

Both Envibe and Centaman offer what most other leisure software programs offer in regards to stocktaking. We like to keep things simple! All you need to do is export your stocktake to excel, update the quantities and import the Excel spreadsheet back into your leisure software.

If you need help with performing a manual stocktake with Centaman’s leisure centre software, click here to view this helpful stocktake guide.

Accounting and auditing prep in Envibe

Envibe makes it easy to generate graphical reports showing year on year financials and performance data for accounting, auditing, and analysis purposes. It can also generate many other reports, including ‘utilisation reports’ that which group fitness classes are best attended and which spaces in a facility are most often booked.

Envibe makes it easy to view crucial end of year reports including stocktakes, balance sheets, profit reports, and membership reports so you can efficiently report at EOFY time. Here are some of our suggested reports to view in Envibe:

  • Stock Level Report which shows your total stock value
  • Sales Profit for a reflection of all stock sold over the year
  • Aged Debtors for a comprehensive list of outstanding account balances
  • Unspent Voucher which shows the current liability of vouchers
  • Admission Count which shows the total admissions for the year
  • Sales Level & Override Audit a report of discounts and sales overrides that happened at the POS level
  • Membership Signup which shows the total number of active members

Envibe also has the ability to provide bespoke scheduled reporting which is created in Data Explorer. These reports can be delivered to direct to your inbox for end of financial year.

Clean your data in Centaman

Now is the perfect time to tidy up your data and system. Go ahead and delete any buttons in your Point of Sale that you no longer need. These could be discontinued membership types or stock items. Removing these unnecessary buttons from your Point of Sale will help your staff give your customers a much quicker and more pleasant member experience.
Keep members up-to-date with email and sms in Envibe
Envibe’s trigger messaging functionality allows staff to create pre-set messages that are ready to go when they are ‘triggered’ by an event such as a new member joining or a member’s impending membership renewal date. Setting up automated email or SMS messaging for your members can improve communication and enhance the customer experience. It can also save staff time.

This trigger messaging functionality comes in handy at year’s end, both for sales campaigns and providing general information to members.

For example, an email or SMS can be set up ahead of time to notify members of a price change and scheduled to send on the date when the price change takes effect, or beforehand to give members prior notice.

Likewise, trigger messaging alerting people of a sale or promotion on an item that is overstocked can set up to trigger on a specific date or when a condition is met (e.g. on or just before a member’s birthday).

To learn more about preparing for EOFY in Envibe, click here.

To learn more about preparing for EOFY in Centaman, click here.