How To Send Group Emails To Your Gymnastics Club Membership & Check Delivery

Sending group emails with gymnastics club manager

Does this sound familiar? You need to send out an important communication to your gymnastics club membership, via email. But, all your member email details are stored on a separate spreadsheet meaning you not only need to locate the most up to date list but also copy and paste all email addresses over to your email service.

Worse still, your current email service isn’t set up to send to hundreds of email addresses all at once. You may also have concerns over the reliability of delivery and worry that your messages may end up in the recipient’s spam folder.

The upshot is you end up copying and pasting not just email addresses, but because you need to send the email out in batches, you have to copy and paste the message too. And let’s not even mention trying to personalise every email to each member.

Setting up email communications like this is super time consuming and we are betting it’s a task you (or your administrator) dread.

With Gymnastics Club Manager you can create and send emails directly from your membership database. As the video below will show you, with our software we make it really easy, and quick, to select your recipient list (choose everyone or just specific groups/classes), create your message, add personalisation with a simple mail merge tag and send.  And if some of your members do not have an email address, you can simply print your message as a letter and post it to them instead.

The title of this post also mentions checking delivery of your emails.

How many of your members tell you they didn’t receive an email from you? How can you check if all your messages were sent, if they were opened or landed in a spam folder? With our software, we will show you how many emails were delivered, how many were opened, as well as those that bounced back or contained an invalid email address. Just watch the video below to see this in action.

Sending out club wide communications needn’t be a task to dread. Ditch the copy-paste, spreadsheet-sorting tedium and switch to Gymnastics Club Manager. Not only can we make communicating with your members a breeze, but we can help you better manage your member information, collect and reconcile class fees and make registration quick and easy for new members.

Why not book a free consultation and let us show you more?

How To Hit The Right Tone & Engage With Your Gymnastics Club Followers

Part 3 of Facebook Gymnastic Club Series

In this last part of our Facebook for Gymnastics Clubs Series, we take a look at the importance of getting the tone right with your posts, and we offer up some key tips to help you engage better with your page followers.

If you’ve missed the first two parts of this series you can catch with Part #1: Setting Up Your Gymnastics Club Facebook Page here and Part #2: Creating Content For Your Gymnastics Club Facebook Page here.

Getting The Tone Right

People don’t want to talk to an organisation or an anonymous entity that they have no connection with. Instead, they want to talk to people and they want to talk to you. How are you going to ensure you get the tone right?

You may find that there are a number of people who manage your Facebook page. It’s important to introduce them to your fans so that there is a greater level of interaction. The clubs that let the moderators interact directly with the fans get the greatest number of new fans and levels of engagement.

Therefore you could have a custom made tab which introduces the team behind the Facebook page. Display their avatar and a short description of them so they both feel valued and people know more about who they’re talking with. (If you want someone to create a tab for you and you’re not sure, go to peopleperhour.com).

Additionally, after each Facebook post, it might be a good idea for the person posting to leave a dash followed by their first name. This is far more likely to create user interaction and responses than a post solely by the club alone.

Whenever you’re talking to people, it’s important that you talk to them using their first names. In normal, everyday conversation, it’s rare that you address someone with a first name and surname.

To ensure you get the tone right, respond to what people are asking for, and make sure that you meet that need. Facebook is all about good conversations, and the tone that you post will either foster or hinder this.

Be More Engaging

It’s one thing to create your own quality content for your Facebook page so your fans share and comment on them, but it’s equally important to create a context to encourage your fans to post their own content. For example, following on from an event that your club holds, wouldn’t it be great if your fans were to post photographs of that event? Well, most of the time it would be (#badhairday).

The more that your Facebook page can become a destination for ideas and content to be exchanged without you being an over-protective gatekeeper, the greater the level of engagement with your fans. It then becomes a community for them.

To give this a chance to develop you want to create space for “super fans” to emerge. Super Fans are those who are highly motivated to engage with the community, post regular content and comments and to foster a sense of responsibility for your community.  Your immediate goal is to identify 100 people who love what your gymnastics club does and wishes to talk about it with others.

Once people are posting content it’s important to engage regularly with it. There’s nothing worse than someone spending the time and energy to start a conversation and for others in the room to ignore them. Especially in the early stages, don’t let a comment go unanswered. People connect with other people, so when the page feels like a safe space to be listened to and affirmed, people are far more likely to return and respond. The Super Fans will naturally help plug the gap as your club’s presence on Facebook grows and some will want to become moderators.

If you don’t initially ask people to do anything, they won’t. Give strong motivation and clear Call To Actions. One example of this would be asking people to “Like if you agree” with a statement you make. You can also try running competitions that people need to enter by submitting their own content or provide polls for people to respond to.

Creating an environment where people want to spend time interacting with you, your club and their community takes intentional listening, planning and implementation. But as you engage your content and interactions around meeting your customers needs, you’ll find your community will grow.

Naturally, as you create a community, some will leave unhelpful comments. If you find yourself in a situation where people are leaving negative posts, it’s appropriate to delete those and helpful to send that person a message to explain why it has been deleted.

Facebook is still the biggest and most popular social media platform in the world. Individuals, businesses, clubs and organisations alike, are all finding it the place to connect and engage with their target audience, friends, members….

Regular posts, interesting content and quick engagement can all contribute to raising your gymnastics club’s profile, reputation and numbers!

We hope you have enjoyed this series and have found it both insightful and useful. As you get started with Facebook, make sure you ‘Like’ our page and download our free Facebook eBook for more help with Facebook Pages.  

Video Intro: How To Request Payment For Class Fees

Request payment for class fees with Gymnastics Club Manager

One of the best features of Gymnastics Club Manager is the ability to authorise, request and collect payments easily online – the software does all the work for you, no more collecting cash and coins before class starts.

Gymnastics Club Manager offers numerous ways to collect payment for the classes you run, as well as offering a choice of ways for members to pay. Of course, collecting fees begins with requesting payment. In the video below we walk you through how to setup your software to request payment for class fees, including sending out a request to multiple members, to individual members and applying discounts, e.g. a sibling discount. We’ll also show you how to schedule requests and set up the auto-renew feature.

If you find you are spending more time on club administration and member management, than you are coaching gymnastics, then Gymnastics Club Manager can help. Our software was created to help you better manage your members and admin.

With more than 100 tools and features, we can help you streamline your membership process, take the headache out of fee collections and ensure your member information is always up to date.

Book a free consultation here to see all the features our software has to offer and discover how you can change the way you manage your club admin – forever.

Creating Content For Your Gymnastics Club Facebook Page

gymnastics club Facebook content

Welcome to the second part of our series on using Facebook for your gymnastics club. If you missed part 1 you can catch up here. In this latest instalment we take a look at creating a sustainable content strategy, the types of content you can post, where to find inspiration, and lastly how to make publishing to your page easy.

Define Your Gymnastics Club Goal

Before you dive into your content strategy, take a step back and ask what the overall goal of your club is? What are the priorities? Are you looking to increase the number of members that you have? Are you looking to increase the level of engagement with your members? Are you looking to foster community? Are you looking for additional income streams? Are you looking to educate and inform? Are you looking to entertain and inspire your community? It’s also really important to align your content strategy with the overall goals of your club.

If you aren’t sure what content people wish to receive, you could consider creating a questionnaire using SurveyMonkey or Gymnastics Club Manager, and entice people with a free prize draw on completion. This questionnaire will help you to drill down and identify the core important issues for your customers and create relevant content to meet that need.

What Do You Want From Your Facebook Page?

Once you’ve identified the goal of your club, the next question to ask is: What are the goals for your Facebook page? What are you trying to achieve from it? The content needs to be relevant to your audience. It’s not enough for it to be a piece of content that you find interesting.

There are many different types of content that you can use:

  1. Videos
  2. Photos
  3. Links to blog posts, ebooks and whitepapers
  4. Questionnaires
  5. Polls
  6. Prize giveaways

But one of the golden rules of content is it needs to inform and inspire your audience. You want them to be entertained and educated. With Facebook, as with all other social media channels, it’s very easy to assess the success of a piece of content based on how many ‘likes’ or ‘comments’ it gets.

Try to get away from what you want to create and allow your audience to shape your content strategy. After all, you want results more than you want to create content you like.

Automating and Publishing Content

Many people are put off engaging in their Facebook account, because of the sheer amount of time it takes them to source and post relevant content, without a certainty of the return they’ll get from all this time spent.

It’s a shame that they give up at this hurdle.

This is why it’s really important to understand what your initial goals are and what would result in those goals being met. Whether it’s engagement, or new leads into your sales pipeline, having clarity on those goals will enable you to be able to measure your results and analyse the results.

Either way, it’s important to find a good way to automate your content publishing and curation to save you precious time.

Using sites like Feedly (an RSS reader), you can identify suitable sources such as blogs and websites with great content to share around your community’s needs. Once this content is gathered, HootSuite or Buffer are great tools to automate the publication of this content.

Feedly offers this integration to post through Buffer or Hootsuite with one click. This will prevent you needing to add content each day, but instead, you can schedule the content to be published once a week or even once a month.

This won’t take away your need to directly interact with those who are in the community, but it will ensure you have a steady stream of good content being published onto Facebook. Both of these platforms can also post content to Twitter and other social channels too.

As with all social media strategies, it is essential that you have a good content strategy, and whilst it’s one thing to curate and share other people’s content, to have greater influence you need to create your own content centred around your gymnastics club.

Spend some time thinking what your audience would want to read, share and what would make their lives easier. Ask them. Assess which content gets the best reaction. As Content is King, create the quality pieces of content that will serve your followers.

You may be concerned that you don’t have someone within your team who can write, create videos, podcasts or other content and if this is the case then hire in a freelancer. A good place to find those would be peopleperhour.com. Feel free to ask us for recommendations.

Create a content calendar and schedule this content creation in advance. You want to have a ‘content bank’ that you can draw upon. And remember once you have this content for one platform, it’s likely you’ll be able to tweak and reuse it on others.

Here at Gymnastics Club Manager, we are dedicated to helping you grow your club online, increase your membership, and provide you with the tools you need to help improve your engagement. We’re truly vested in the success of your club, providing you with resources and content that supports you to reach your goals.

Look out for part 3 in this series, coming soon. In the meantime, make sure you ‘Like’ our page and download our free Facebook eBook for more help with Facebook Pages.  

Using Gymnastics Club Software To Collect Fees Based On The Number Of Hours or Sessions A Gymnast Attends

Using Gymnastics Club Software To Collect Hourly Fees

In our previous videos, we showed you how to set up fee collections on a monthly class basis or by term or blocks of weeks. But if your gymnastics club charges based on the number of hours or sessions your gymnast attends a week, rolled up into a monthly fee, what then?

In our latest video, we show how this can be setup using our gymnastics club software. The video below will walk you through setting up payment tables and categories, creating classes and adding other options such as class size and moving people to a waiting list if their preferred class is full.

In case you missed our first video on setting up waiting lists, you can view it here.

We know that managing a gymnastics club can often seem like it’s all administration and very little coaching. This is why Gymnastics Club Manager was created to help you simplify the membership process, make fee collections easier and more manageable, and ensure member information is always up to date.

Why not book a FREE CONSULTATION to see all the features our software has to offer and discover how you can change the way you manage your club admin – forever.

 

How to Setup Classes to Collect Fees by Term or Blocks of Weeks

collect fees

Collecting in your club fees needs to be done seamlessly and efficiently, not just for your benefit, but for the parents of your members too. Here at Gymnastics Club Manager we have looked carefully at how our customers operate and the ways in which they prefer to collect member dues.

Not every club collects fees in the same way or to the same schedule, which is why we have designed our club management software to give you the flexibility to collect fees in different ways.

In the video below we show you how to setup the system to collect member fees on a term basis or by blocks of weeks. Part of this process involves setting up your classes – we do this for you as part of our free setup service when you join us.

Take a few minutes to watch the video where we will walk you through how classes are set up, how to set up the system to collect fees and other features you may find useful.

Managing your gymnastics club shouldn’t be focused more on the administration than the coaching. Gymnastics Club Manager was created to help you better manage the admin side of your club, by streamlining the membership process, making fee collections easier and more manageable, and ensuring member information is always up to date.

Take our free video tour to see all the features our software has to offer and discover how you can change the way you manage your club admin – forever.

Image source: Business Profit Illustration Designed By Freepik

Setting Up Your Gymnastics Club Facebook Page

gymnastics club

Facebook has grown dramatically over the last few years. You don’t need us to tell you that story; Hollywood has already done so in the film The Social Network. Facebook is huge, mammoth huge, well-over-a-billion-people huge, growing from the dorm room of a university student to the rooms of grandparents globally.

We all know this means a lot for us, and chances are you’re reading this because you know there’s more that you could do to ensure that you get the most out of your Facebook activity for your organisation.

Facebook dominates the social media strategy of any organisation, and rightly so. Some argue that because Facebook attracts people who are looking to spend time socialising, having fun, playing games and watching videos that it’s not a suitable place for businesses. Others counteract that by stating that because of the very fact that so many people are on Facebook, it’s essential to go where your customers and potential customers are. What do you think?

There are always rumours of Facebook’s demise. Initially, it was the lack of advertising presence on mobile. More currently it’s the growth of apps like WhatsApp and Snapchat. After Facebook developed into a publicly owned company, the share price dramatically dropped. Since then, and at current date of publication of this, the share price has risen in an ongoing manner and continues to rise. The truth is Facebook is not only innovative but also ruthless in the way that it will copy the features of many other popular sites and apps (if they are unable to buy these companies). We think it’s not going anywhere soon, and the time invested in it is not time wasted.

If you want a book to read more of the history and background around Facebook check out “The Facebook Effect” by David Kirkpatrick.

Here at Gymnastics Club Manager, we think, out of all the social platforms, that this is the community that our customers need to centre most of their marketing energies. Unlike search engine automation or Google AdWords, where you’re trying to reach one person, whenever you reach one person effectively on Facebook (and they share this message or like a page) you’re also reaching their, on average, 140 contacts.

We know it’s essential for you to maximise your membership and your levels of engagement, and Facebook enables you to do both of these. This eBook will give you the initial tools and approaches to get going.

Once you have identified your niche, this is the perfect platform for you to gain engagement, traction and grow your membership base. But first it’s about growing your fan base on Facebook and before we go any further, let’s look at 5 simple steps to effectively and strategically set up your Facebook page.

5 Steps Towards Setting Up Your Facebook Page

Without stating the obvious, the Facebook page for your organisation is different from your personal page as an individual. A personal page requires someone to click “Add Friend’ to be able to see the content that’s shared on that person’s profile.

With a Facebook page, the content is visible and you can post on the page without being ‘A Friend’. You’re simply encouraging people to ‘Like’ the page so that your content comes up in their feed. (Incidentally, you can always moderate other people’s posts and disable the ability for people to leave posts if you want).

  1. When you’re setting up your Facebook page, the first important thing to consider is your name. The page name can be up to 70 characters and it’s normal to put in the name that people refer to when describing your club. Ask the question: ‘What would they put in the search engine to find us?’
  1. Choose which category you want your Facebook Page to be listed in. Go to facebook.com/pages/create. Some people get daunted or anxious because they’re not quite sure how to classify their business or organisation. For most of our customers, it’s likely you will be a Company, Organisation, or Community Group. Choose one of these categories, but don’t worry too much about this. Making a decision on which category you’re in will not determine whether your Facebook page is successful or not.
  1. Create a profile image. This might otherwise be referred to as an avatar. There are a few important guidelines to consider when choosing the right image for your avatar. The dimensions should be correct. They should be 180 x 180 pixels. This is the optimal size. It’s important to carefully choose the image that you will use for your avatar, as this will be the image that many see whenever you post on Facebook. Having words is not a good idea. Having your logo predominantly with words added to it can be a great idea.
  1. It’s also important to create a good cover image. This can take a number of different forms. The optimal size of the cover image would be 851 x 315 pixels. There’s no set rule as to what you should show in your cover image, but here are 8 potential ideas that you might wish to implement at some point:
  • Highlight what your club does, showing photographs of the activities e.g. different types of classes for different age groups, squads etc.
  • Use the cover image to promote an event. You might include the date, location, and event title. A strong image encourages people to attend the image.
  • Highlight your members. These can be members of your club or they could be fan page members.
  • Have a fan of the week or month, showing a photograph of them and a congratulatory message to them. This could be run in line with an offline campaign e.g. (the person responsible for referring most new friends as members this month).
  • Highlight a page/product/service that you want to draw attention to.
  • Highlight a free eBook that people can download from the link provided.
  • Highlight your location e.g. a gymnastics club, in Kent, pinning the precise location so that people at a glance know where you’re based.
  • Highlight your team or those who work for the club.
  1. Whenever you upload a new cover photo it’s important that your status update is visible, as this is free news. Include your website link in the text of the status update, so that people are able to click through to your site, which could be a specific page you’re wishing to drive traffic to.

There are a number of websites where you can hire a graphic designer to create a Facebook cover image or avatar for you. One of these would be peopleperhour.com. Look for ‘Facebook Profile’ under Hourlies.

5 Quick Page Setting Changes

Here are 5 quick changes you can make to your page settings that will be helpful:

  1. When you’re working on your Facebook page, and you want to make edits privately, you can hide the page whilst you do so. Go to: Edit page > Settings >Page visibility > Edit and check the box that says “Unpublish page”.
  1. To add your URL of your website to the About box, click: Edit page > Page info and change it there.
  1. To change your page name click: Edit page > Page info >Name and change it there. This is easy to do if you have less than 200 fans, but if you have more than 200 fans you need to request the change.
  1. To change the page’s custom URL, e.g. facebook.com/paysubsonline. Go to: Edit page > Page info > Facebook Web Address> Edit. Be aware that you can only make this change once. This is good to do if you want an easy address to put on your email footers or leaflets e.g. facebook.com/GymnasticsClubManager/ or @GymnasticsClubManager.
  1. It’s always essential to allow people to post on your timeline as this is how you get engagement. To do that, go to Edit page > Settings > Post visibility > Edit, and then adjust the menu to  “Allow posts by others on my page timeline”. In this page click the box to “Add a box to the top of your page so that others can see the posts”.

Facebook is an incredibly effective tool for getting your message out, and we hope that this article will give you some additional pointers to support you as you grow your presence there.

Here at Gymnastics Club Manager, we are committed to helping you grow your presence online, increase your numbers and give you the tools to improve your engagement. We’re interested in the success of your club. Therefore we will be providing you with resources and content that supports you to reach that goal.

Look out for parts 2 & 3 in this series, coming soon. In the meantime, make sure you ‘Like’ our page and download our free Facebook eBook for more help with Facebook Pages.

Image: Social Media Like Icon Designed by Freepik

How To Set Up Gymnastics Club Manager To Collect Monthly Class Fees

managing a gymnastics club

It goes without saying collecting fees is an integral part of managing a gymnastics club. If you are doing this monthly and collecting fees by standing order, cash, cheque or bank transfer the chances are you’re spending far more time reconciling payments (and making trips to the bank) than you need to. 

Gymnastics Club Manager offers a robust solution to end the recurring nightmare of monthly payments. Through our system you can set up monthly fees, to be collected and reconciled automatically from your members.

And because everything is held securely in the cloud, you no longer need to worry about incorrect entries, lost or missing payments.

Setting up your system to collect monthly payments is simple, as the video below explains. As part of our free system setup service, we will do this for you.

Take a few minutes to watch the video below, where we will walk you through the setup process.

Managing a gymnastics club should be all about the coaching and not the administration associated with it. Gymnastics Club Manager was created to help you achieve this, by streamlining the membership process, making fee collections easier and more manageable, and ensuring member information is always up to date.

Take our free video tour to see all the features our software has to offer and discover how you can change the way you manage your club admin – forever.

Developing Your Gymnastics Club Twitter Content Strategy

In this, part #3 of our Twitter series, we will look at creating your content strategy and 5 tools to help you manage your efforts on Twitter. If you missed the previous two parts, you can read Part #1 here and Part #2 here.

As with all social media strategies, it is essential that you have a good content strategy, and whilst it’s one thing to curate and share other people’s content, to have greater influence you need to create your own content.

Creating Your Content Strategy

Spend some time thinking what your audience would want to read, share and what would make their lives easier. Then create some content pieces to help them with that. It may be a time investment, but it’s fundamental for you to serve your followers.

You may be concerned that you don’t have someone within your team who can write, create videos, podcasts or other content and if this is the case then hire in a freelancer. A good place to find those would be peopleperhour.com

Create a calendar of content that you wish to create and watch to see the reaction you get. Set up a spreadsheet to record dates, titles, the message you want to send out, any links, images and of course hashtags. Alongside each message you can record the number of reactions it receives – likes, retweets, DM’s, replies etc.

Tweak the content accordingly based on the reaction you get from your gymnastics club followers and others. You want to make sure that what you create is what your users want and need. If you’re not sure, use SurveyMonkey to ask your followers and gymnastics club members what’s important to them.

5 Twitter Tools

  1. Hootsuite.com

This is a great tool to respond to Tweets, auto schedule the publication of Tweets and manage your community. You can have your Hootsuite account set up in teams, so specific people are able to manage individual Twitter accounts, with differing responsibility levels.

  1. Tweetdeck.com

Tweetdeck was originally a separate tool built independently of Twitter. Twitter than acquired it. It gives you the ability to have separate columns for multiple lists, mentions, hashtags or people that you may want to track. You can also follow Facebook mentions. 

It can run as software on your computer/ iPad so that in the background a message or notification pops up and then disappear after a few seconds. This gives you the chance to respond to it or not without being distracted from what you’re doing. This is great if you’re wanting to track your club’s name, but you don’t want to be watching or constantly checking Twitter.com for this.

  1. Buffer

For scheduling the publication of Tweets, Buffer enables you to set the times that you want a Tweet to be sent. It also works with Facebook, LinkedIn, and Google+ so as a publication tool it’s ideal.

You can choose whether you share the same content on all the platforms or on individual ones, space out how frequently the messages are sent and analyse the best times to send tweets based on your past tweets. And most importantly you can keep your Buffer full of great content that people want to read.

  1. Flipboard

If you’re looking for good content to share, use Flipboard or Feedly. These give you the ability to find stories that will be relevant to your niche and therefore the interest of your followers. With both of these tools, you can automatically add this content into your Buffer Queue.

  1. ManageFlitter

There are lots of tools to attract and manage increasing your following count. For some time companies were selling software that enabled you to set up automated commands so that it followed and unfollowed people en masse.

In 2013 Twitter clamped down on this, to prevent spammers. If you want to find quicker ways to increase your follower account, without resorting to buying followers, Manage Flitter enables you to search out people based on their own follower count, interests, and location. You need to click on each individual person to follow them, but you can pay Manageflitter to do this remotely for you.

Finally, enjoy Twitter. Twitter is a great tool and way to reach people you’d never normally be able to reach. It’s a way to have your finger on what is important to people. And it’s a great way to raise the profile of your gymnastics club.

We hope you’ve found this series of articles helpful, why not download our free Twitter eBook.

If you have any further questions or comments, or simply want to reach out and say hello, tweet us – @GymnasticsMGR.

How Do You Manage Your Gymnastics Club Waiting Lists?

58727016 – multitasking stressed business woman in office work place. vector illustration

There’s a lot to cope with when managing a gymnastics club, and keeping your member numbers healthy is probably your top priority. Adding to your talent pool can be done in a number of different ways, but the humble ‘waiting list’ will no doubt be your first port of call when space becomes available.

While you may consider your waiting list to be just that – a list, Gymnastics Club Manager offers you 3 ways to manage your list, ensuring you fill spaces in a way that best suits your club.

We have recently released 3 videos to help you navigate our waiting list tools. So let’s take a look …

Manage Your Waiting List By Age Group

Sorting your list by age group will allow you to approve the right children for the right sessions according to their age. Check out the video below to see how this works and how easy it is for you to find and approve new members for different age groups, as space becomes available.

Manage Your Waiting List By Class

You can allow people to register according to the class they prefer to attend. Our software allows you to show all available sessions on the online registration form. When a class is full the session will show ‘waiting list’ against it. Watch the video below to see this in action.

 

Manage Your Waiting List By Location

If your gymnastics club operates from different locations you can set up your registration form to display all your locations, as well as the classes run at each. This allows new registrants to select not only the class/age group they want but also their preferred location.

 

Managing waiting lists can be a headache without a robust administrative system in place. Imagine trying to sort through emails, voicemails, DM’s, spreadsheets, databases and other data files to bring in new members, to the right classes and locations? If this is you now then it is time for a change!

Gymnastics Club Manager makes it easy for you to not only add and move people to and from waiting lists but also makes it easier for new registrants to see what classes are available and where waiting lists exist.

Image Designed By Freepik