Desktop Club Management Software

The Twin Oaks Desktop club management software is Windows based and fully network compliant to work in almost any environment that needs member data management and/or electronic billing. Its capability to interface with many peripheral devices & door control systems, shows its extensive flexibility to meet the needs of this ever changing industry.

Our desktop software also has the capabilty to access power online features. For more information click here >>

Front Desk Check In
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  • Members and guests can check in even when front-desk computer is being used
  • Color-coded member screen alerts when member intervention is required; improves retention
  • Easy keytag check-in that includes picture display of members and prospects
  • Quick insert of new members allows immediate "Member" feel and the reading of credit card information
  • Family view and multi-person check in
  • See Emergency Information and that day's appointments
File Maintenance
health, fitness club software>
  • Safe, secure PCI-DSS compliant storage of all billing information
  • Track member referrals and all log notes
  • Manage staff security and usage rights
  • Track corporate and group memberships
  • See archive and prospect databases
  • Manage locker controls
  • Track survey results
  • Customizable fields
  • Control all data entry
Accounts Receivable
health, fitness club software>
  • Complete accounts receivable management to track revenue
  • QuickBooks® interface for easy exports
  • View your processing schedule, billing journals, club billing statements, problem reports — all online
  • See past A/R history
  • Print statements and generate invoices when needed
  • Bill for Corporate Group accounts
  • Locker billing
  • Automatic renewals
  • See Current Sales Analysis reports
  • Ability for corrections and offsetting transactions
  • Perform Month End Closing and Balance Aging procedures
EFT
  • Safe, secure PCI-DSS compliant
  • Project cash flow – daily
  • Utilize all billing methods, multiple billing days, biweekly options
  • See past journals to do comparisons of variances
  • Account Updater to capture new credit card information
  • Easily process maintenance and annual billing files
  • Automatically pull in returns and collections payments
  • Upload billing/dues files automatically
  • Problem EFT report to see errors and make corrections
Business Reports
  • Comprehensive marketing, tracking, sales, revenue and usage reports by menu choice
  • Payroll management with time clock module, commission and personal training reports
  • Quick club profile shows synopsis of the business
  • See personal training results, gift certificate tracking, and more
  • Account for deferred revenue and liability
  • Project renewals, returns, and future billing
Returns Management
  • Download member returns and declines automatically and update member records immediately
  • View Returns Online, and see return reasons and details
  • Members can pay delinquent dues online, clear up their account, and edit billing information
  • Easily download billing, change information, and collections payments
  • Automatically creates and includes applicable service charges
  • Service provided at no charge to the club
  • Includes follow up phone calls and multiple letters with return envelopes
Advanced Contracts
  • Includes electronic signature capture
  • Quick reference to all documents
  • Decrease printing/ink costs and improves human intervention
  • Eliminate design costs and reduce storage fees of all documents
  • Increase security and go green
  • Capable of scanning all past paperwork, medical waivers
  • Option to read in license information
  • Customizable fields for revenue or interest tracking
  • Contract email Capability
24/7/365 Door Access
  • Allows members access any time they need to come to the club
  • Keeps the club secure 24/7/365
  • Ties into software to control door/entry access based on valid membership
  • Increase customer base; decrease payroll
  • Track all usage and print report with picture (optional)
Touchscreen POS
  • Integrated POS module with inventory tracking, session tracking and touch-screen capabilities.
  • Easy to use, highest degree of accuracy
  • Integrated card processing using PC Charge© or IPCharge©
  • House charging, gift certificates
  • Punch card tracking
  • Time clock access
  • Up to 10,000 products and services
Event Management
  • Customizable interface with controllable settings for cancellation rules, class size, etc.
  • Allows for member enrollment in single or multi visit classes
  • Members can pay for bookings charges online or at club
  • Waiting list management and email reminders for class renewal, dates, participation.
  • Re-enroll participants for the following session quickly and easily.
Contact Manager
  • Track member and prospect interests then create mailing templates, labels and blast e-mails for marketing
  • Guest register with integrated lead-and prospect-management functions
  • Track marketing sources, book appointments, tours and guest usage
  • See a visual schedule of appointments
  • Integrated with Bring a Buddy marketing tool
  • Trace one week or other promotional passes and coupons
  • Online Sales Dashboard and goal management
Mail Merge and Email Blasts
  • Communicate with members and prospects via email
  • Create billing and collections letters
  • Manage surveys
  • Renewal letters, notices and emails
  • Low usage notifications
  • Send welcome letters and emails to new members
  • Holidays, hours or staff changes
  • Create customized, personal letters and notes
  • Additional reports for Bookings, appointments and Interests Management
Inventory
  • Determine Cost of Goods Sold
  • Track all incoming and outgoing merchandise
  • Manage all purchases and adjustments
  • See margin, cost history and associated reports
  • Keep vendor information
  • Various reports
Utilities and Data Management
  • Do global member rate changes
  • Archive cancelled and expired members
  • Edit or purge usage records
  • Update staff assignments
  • Perform other unique tasks
Time Clock and Payroll Control
  • Keep employee records
  • Department and individual reports of hours
  • Ties to barcode check in/out
  • Generate easy-to-use reports
  • Weekly, Bi Weekly, Monthly information
  • Manage overtime
Report Wizard
  • Ad-hoc report creator for additional queries and functionality to suit your club's needs
  • Create customizable reports and save templates for future use
  • Exportable to pdf and csv files
Online Capabilities

Expand your revenue earning opportunities to the web by enrolling in Twin Oaks online services. There are may features that will help drive business to your door - at anytime, from anywhere.

Member Portal
  • Join online and add family members
  • Purchase Personal Training, Tanning or class Packages
  • Pay balance due and renew or upgrade membership and pay online
  • Buy gift certificates
  • Book a birthday party, reserve a meeting room, etc.
  • Update Billing and address information
  • See and print usage information for insurance purposes
Club Portal
  • Get management reports online, anytime, anywhere you have Internet access
  • Club results available on the Internet
  • See up-to-the-minute daily results and statistics
  • Project billing revenue and cash flow
  • View your processing schedule, billing journals, club billing statements, problem reports — all online
  • Make last-minute billing changes and edit transactions
  • Members can provide updated billing information — online
  • Manage all online joining offers, setup and see results statistics
Daily Overview
  • POS transaction tracking
  • Front desk check-ins
  • New/cancelled/total members
  • Estimated dues added/lost/total
  • EFT trends
  • New prospects added
Member File Maintenance
  • Convert prospects to members
  • Update member credit card and account information
  • Freeze/cancel manage memberships
Reports
  • Billing, A/R
  • Management, Retention/Usage
  • Marketing, Sales
  • Timeclock
  • Club data synchronized to see up-to-date information from anywhere
  • MobiLink™ Synchronization to enable data sharing at multiple locations
Online Booking
  • Members and trainers can view and book appointments online — allows scheduling even when your club is closed
  • Trainers can edit their schedules online any time
  • Trainer and member get email/PDA notifications
  • Members can buy PT, tanning, massages and other services*
  • Easy access link from your Web site
  • Customizable user interface and booking rules
  • Easy navigation; color-coded scheduler
Online Joining
  • Low/no stress environment
  • Customizable promotions and offers
  • Increase number of new members by 10-15%, per month
  • Help members help themselves
  • Safe, secure, and integrated with Twin Oaks Club Management software
  • Member renewals
  • Members can pay online*, or in the club
  • Linked from your Web site, automatically
  • See Immediate Return on Investment
Online Shopping Cart
  • Gift certificate sales*
  • Non-Members can buy PT, tanning, massages and other services


* For Clubs with an E-Commerce Account