How to offer third-party membership benefits (Wellpass, Urban Sports Club, Hansefit and similar)

Corporate fitness providers such as EGYM Wellpass, Urban Sports Club, Hansefit (now Epassi) and Wellhub give their members access to many partner clubs through one app. Playtomic has no direct integration with these providers yet. In Playtomic Manager, you offer their members their rate with a Benefit. This article explains how to set it up and what to expect.

How it works

• You sign the partnership agreement directly with the provider. Playtomic is not part of it.
• Players book and pay through Playtomic. Their Benefit gives them the member price.
• Players check in at your club with the provider's app, usually with a QR code.
• The provider pays your club only for valid check-ins, not for bookings.
• Providers don't send you a list of members. Members register with you once.

Note: Playtomic is in contact with providers to find a more automated solution. Until then, use Benefits as described below.

Before you start

• Benefits and Wallets are available from the Professional plan.
• Check your agreement with the provider. Set your prices to match what you agreed.
• In Playtomic Manager, the old "user categories" are now called Benefits.

How to set up the Benefit

1. Go to Rewards & Offers, open the Benefits tab and click Add new benefit.
2. Enter the Benefit name, for example "EGYM Wellpass", and a description. Click Next.
3. Leave Add benefit price switched off. If you switch it on, you create a Membership Benefit that you sell to players.
4. Turn on Set a booking privilege if you want special limits for these members, such as Booking ahead (days). This step is optional.
5. Keep Players can pay the full booking with their benefit switched off. This way, the Benefit covers only the member's own place, and the other players pay their own share.
6. In Pricing rules, choose Simple pricing for one price or discount, or Advanced pricing for different rules by court, day or time. You can't change it later.
7. Set the member price, select the courts it covers and save.

For all the options, see How to create and edit a Benefit assigned by the club.

How to add your members

A player only gets the member price when the Benefit is on their profile at your club. The player must already be registered as a customer in your Playtomic Manager. Check their provider membership before you add them.

One player at a time, from the Benefit

1. Go to Rewards & Offers > Benefits and open the Benefit.
2. Click Members, then Add new member.
3. Search for the player and add them. You can change their expiry date.

One player at a time, from the player profile

1. Go to Customers and open the player's profile.
2. Open the Benefits tab and assign the Benefit.

Many players at once

Use a CSV import. See How to import users and benefits into Playtomic Manager.

Note: Use the same email the player has in their Playtomic account. If the email is different, the player won't get the Benefit.

What to know before you offer it

• Bookings covered: the Benefit applies only to private bookings and open matches.
• Only the member's own place: the Benefit covers the member's own place. Other players in the booking pay their own share. This works only if you keep Players can pay the full booking with their benefit switched off. If you switch it on, the member can pay the whole booking with the Benefit, including places for players who aren't members and shouldn't get the rate.
• No monthly limit: the Benefit applies to every eligible booking. You can't limit it to, for example, one free booking per month. Visits above the provider's quota also get the member price, and you won't be paid for them.
• Booking limits apply to the whole club: settings like Booking ahead (days) apply to all courts and sports, not only the courts in the price rule. A limit of one booking per day also blocks a second booking at the normal price.
• One Benefit per player: a player can have only one Benefit at a time. If you get an error when you assign it, remove the player's current Benefit first.
• Check-in is the provider's: if a member books but doesn't check in, you give the discount and the provider doesn't pay you.
• Cancellations: if a member cancels with the provider, you remove them from the Benefit yourself.

How to check that the provider pays you

Playtomic doesn't send reports to providers. The booking list doesn't show which bookings used a Benefit, so you match it with your customer list. If the provider shows fewer check-ins than the bookings you have in Playtomic, you can submit the missing ones.

1. Go to Bookings, filter by Service date for the previous month, click the three dots in the upper-right corner and select Export bookings. See Booking List Menu.
2. Go to Customers, click the arrow next to the new customer button and select Export list of Customers in CSV. The list shows each player's Benefit. See How to export a user list.
3. Match both lists by name or email. The bookings of players who have your Benefit are the ones to compare with the provider's check-ins.

Note: You can only export the bookings of the last 3 months. Export them every month.

Note: Some players use Apple's "Hide my email". Their address ends in @privaterelay.appleid.com, and the provider may not be able to match it.

Alternative: Club Wallet

Instead of a discount at booking, some clubs credit the player's Club Wallet after the provider validates the check-in. The player pays the normal price first. See Club Wallets: setup and configuration.

Troubleshooting

A member doesn't get the member price. Check that the Benefit is on their profile and hasn't expired. Check that the price rule has a price for that day, time and court. Check that the email matches their Playtomic account. See Benefits issues in bookings: troubleshooting guide.

Members can book too far ahead. Lower Booking ahead (days) in the Benefit rules. It applies to all courts.

You need the other pricing type. Create a new Benefit with the other pricing type and move the members to it.

FAQ

Does Playtomic have an integration with Wellpass, Urban Sports Club, Hansefit or Wellhub? Not yet. For now, clubs use Benefits.

Does the provider pay me for the booking? No. The provider pays only for valid check-ins in its own app.

Does the provider send me a list of its members? No. Providers don't send lists of members. Members register with your club once, and you add them to the Benefit yourself.

Can I limit the Benefit to one free booking per month? No. The Benefit applies to every eligible booking.

Can a member pay for the whole booking with the Benefit? Only if you switch on Players can pay the full booking with their benefit. We recommend keeping it switched off, so that players who aren't members don't get the member price.

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