Facility & Sessions Management

Retention Manager is a highly capable sales and billing management system for facilities (or people) who offer time-based memberships and/or scheduled, billable services. Retention Manager will help you store and track information about both sales prospects and existing members or clients so that you can efficiently organize your sales efforts and your ongoing (recurring) billings. The system is particularly good for tracking participants as they "use up" their billable sessions or approach their expiration date but it is a great solution for anyone looking to organize their sales and management efforts.

In contrast with the legion of facility management products on the market that offer a "halfway" solution for accounting, Retention Manager is tightly integrated with Intuit's market-leading "QuickBooks" accounting software. As you enter financial transactions into Retention Manager, we'll intelligently extract information about the memberships, services and billable sessions that "go with" the invoice items and then export the transactions directly to QuickBooks. We also manage "recurring" transactions to ensure that your business continues to run smoothly with a minimum of effort.

---

Billable Time Tracking

If you offer personalized services that are billed by the hour, you know how much work goes into managing appointments and billing. You have to track how many sessions each client has purchased, how many have been used, and how much is due the staff who have performed these services. While this is not difficult work, it is often tedious, time-consuming and error-prone. If you offer more than one kind of session type things are even worse! Indeed, you may find that your entire service program simply stops growing because the management burden becomes too great.

Break Down Barriers to Growth

Retention Manager was built to eliminate the obstacles to your growth and make program management streamlined and efficient. First, Retention Manager provides a complete appointment scheduling system. It makes appointment scheduling and completion fast and efficient. However, appointment scheduling is just the beginning. Retention Manager "counts down" sessions as they are used, reminds you when a client needs to purchase more sessions, tracks the payment due to staff members, and even provides a variety of innovative staff effectiveness reports so you can get a handle on your business! On the accounting/billing end, the system will track sessions purchased, paid-for, pending, completed, and cancelled. You get a complete view of your entire personal training business with a system optimized for multi-session scheduling and billing!

Key Features and Benefits

• Multi-Trainer Scheduling keeps your entire personal training program on track. View appointments by week for one trainer or by day for all of your trainers at once. Schedule many appointments at once with our "Recurring Appointment" function.
• Take charge of Session Assignment: Retention Manager can be configured to prevent trainers from scheduling sessions for clients that have not paid for them (the software can also be configured to permit sessions before payment is made).
• Complete Invoicing/Billing system ensures that your business stays as healthy as your clients. Retention Manager invoices and receipts also help ensure that you project a professional image.
• Retention Manager's Business Management reports help you track all aspects of your business:
  • Trainer Schedules
  • "Call to Confirm" report: a check list of clients to be trained tomorrow
  • The "Opportunity Sheet" helps you close sales opportunities by showing you how many sessions are left for clients being trained today
  • "Staff Retention" report shows you how effective each trainer is in retaining clients month-to-month
  • "Staff Payroll" shows you the sessions your trainers have completed and what they are owed
  • "Client Training Card" lists all of the sessions purchased and used by a client
  • "Total Session Sales" and "Sessions Profitability" reports help you see the big picture for your business.
• Track and manage Cancelled Sessions - with or without a charge
• Declare customized Sales Items to automate your session invoices and payments
• Complete Time Management features help you see exactly how your staff spends its time (Meetings, Breaks, etc.).