Build a better Website

We have a couple projects we are working on, however, getting our website registration and scheduling software figured out is our first priority. We have a somewhat unique business and we are looking to automate a few things we currently do manually. We are using Mindbody as our merchant account processor and our clients have to login to their website and sign up for the “events”/ “classes” that we create. We also just put a lot of athletes in group manually. Almost all of our sessions are monthly. We have athletes sign up for 2-day, 3-day, or 4-day/week monthly groups. Most of of our athletes just roll right into the next month, some take time off for other sports or move to less frequent days of training during their sports. We also have 1 hour and 90 minute sessions that effect these prices as well. We also have discounts we provide to our professional and College athletes. We have some teams that come in, individual athletes, schools, and a few athletes we just provide programs too. We offer a variety of services, however, right now we do not have a good system to guide users to the respective service they are looking for or the group they should be registering in. I think all we need is a streamline process for registration that takes the athlete/client through a filtering process: If they are an individual, school, or team, Sex, Age, How many years they having been training with us (less than 1, 1 to 2 years and over 2 years), If it is less than one year if they have any other training experience, the sports they play, how many days/week they want to train. I will create a more detailed flowchart for this. We also really want to eliminate the use of cheques in our business as it leads to us having massive receivables dealing with high school athletes. Therefore, we want to make the registration process mandatory to have a credit card or bank account on file. We also receive direct deposit from some athletes and the school board. Therefore, we will need to have an option to input this in the software as well. However, we would also like parents to be able to choose when the money comes out of their account. We would like to give the option of payment plans if possible. Right now we honestly mostly just use MindBody’s merchant account software and manually bill all the credit cards we have on file. Ideally we are looking to create a system in which we can send out an e-mail 10 days before the months end to ask the athlete if they are returning, and if they are okay staying at the same time. Then ask them when the next month they would like to be billed within the first 2 weeks of the next month and have that money come out of their account/credit card automatically. This should all be able to be done through Mindbody, however, we are open to any merchant account processing option at this time you feel is best. We also need to be able to send out invoices automatically when credit cards do not go through to notify athletes that they still owe with the option to pay with a link on the e-mail. This is what we will need to do basically with the system: § Generate and send recurring invoices § Charge credit cards and bank accounts automatically for monthly memberships and team fees. § Follow up with customers about late payments and failed credit card charges emailed to parents and the kids § 24/7 customer access to account history, invoices & payments § Customized branding and text on our website § Automatic credit card payment processing § We need to have good API ability to link different options to our website § We are also developing a software that has all our athlete programming on it (read below) § Be able to Produce CRA compatible receipts, with our GST number, the parents name, the child’s name, the child’s date of birth and the phrase: “This is eligible for the children’s fitness tax credit” Therefore, we need the profile analytics for our athletes to include: Required: Base Profile: -Athlete Name: -Birthdate -Sex -Email: -Parents Email -Phone Number -Address (optional, will be needed for supplement delivery) -Parent/Guardian Phone Number -Waiver Form (facility) -Waiver Form (wholegym) -Par Q form -Parents Electronic Signature (sent by text so parents can just sign on their phone for athletes under 18) -Subscription Type -Subscription Start date/end date -Payment Type -Account Number -Billing date -Training Facility/Gym We are also interested in developing a software that has our athletes profiles and their programs on file that they can input all of their weights into. This is a secondary need, however, I wanted to mention it as ideally I would like this system to be able to integrate with the software we are having developed. There will be a separate charge for the training fees at our gym and the Whole-gym monthly fees (the software). The idea I had to monetize Whole-gym is that we offer the programing and nutrition platform all for a low monthly fee and that each user from every gym buys a monthly membership and we give 50% of that back to the gym. This will encourage the gym to use the software and it can create perpetual income as the membership will continue for the athlete to still be able to use the programs after they are done at the gym. This will create continual income for Wholegym and the Gym using the product to off set the merchant account costs. I can get into this side of things in much more detail at another time. We would also love for our waiver, liability forms and par q to be automated.. We need the parent signature for athletes under 18 (I think it can be an electronic signature). If the athlete is above 18, we can just have the waiver form online and part of the registration process. The only way the gym owner/coach needs to know about the forms, is if the athlete puts a “yes” for any of the par q questions. This needs to be mandatory to fill out in order to register. We just need to have these par q and waiver forms online and signed/approved by the parent. We also have a large amount of schools that come in and currently we barely get any compliance with our waiver forms, if the teachers could be able to send out an e-mail with a link to register all of the students in their class and include their parents e-mails, maybe we can get those sent out and checked off by the parents. Then we could get a list of kids that have the waiver signed and those that do not for each class? There is a service out there called [login to view URL] that would be what we are trying to build. (Maybe the parent or athlete can then just sign the waiver form right on their phone with their finger?, we can also have ipads set up at the front of our gym) I know there are a lot of things here, however, if you are willing to take on this challenge we would be very appreciative!! I can also be available to break down our exact groups and payment structure so we can build our registration process perfectly for our gym. Please let me know your thoughts, or if you need any more information to provide a more accurate quote)