Setting up your Virtuagym system

Welcome to the E-learning course, "Setting up your Virtuagym demo portal." In this course, you will get insight into the different components of the Virtuagym Professional solution. This portal mimics a real client portal, so it's exactly the same as how our clients experience it.

The course will show you different aspects of the system and explain how to fill in your test portal the correct way. This is important because you will use your portal to demonstrate the system to all prospects (and clients) and hopefully, to sell the system to as many professionals as possible.

Every section of the system will be explained through the use of content and webinars.

Good luck & #WODO (World-Domination)!

0.5. Installing your shortcuts


Let's start by setting up shortcuts in your portal. This way you can navigate faster through the Virtuagym system. This is easy to use for your demos or webinars. 

Adding shortcuts

Time to start adding your shortcuts!

Let's add them in the right sequence for our demonstrations. 

To add shortcuts, you first need to switch to the Professional view.

Once you've switched to the Professional view, you can click on your name and you'll be redirected to the "explore more apps" section. Here you'll see an overview of all the sections within the system. Click on the button "add to menu" to add these sections as shortcuts. You can add the following sections:

  • Schedule
  • Business Settings
  • Dashboard
  • Clients and Staff
  • Financial
  • Visitors Registration
  • Point of Sale
  • Coach
  • Workouts
  • Mealplans

Adding shortcuts pt. 2

Now that you have added all the shortcuts, it is time to organize them. Click on the "square" next to your name to show your shortcuts.

You can easily drag the icons into the upper bar and use these icons as shortcuts, to navigate through the system. 


Make sure you add the icons in this sequence for your demos.

From right to left:

  • Business Settings
  • Point of Sale
  • Financial
  • Clients and Staff
  • Coach App
  • Workouts
  • Mealplans
  • Schedule
  • Community

1. Business settings


In this part of our E-learning course, we will focus on how to set up your Business Settings - the most important settings in the portal. The Business Settings will be used by business owners to set up their coaching protocols and membership management settings.

Let's start with a short video about the Business Settings within Virtuagym.


Setting up the business settings: General

Now that you know how to find the Business Settings, it is time to start filling in the different sections. In the general section of the Business Settings, you will fill in the business information and opening hours.

  • Business Info: shows the general information about the business. Clients can state their contact details, website and VAT number. The contact details will be shown on the login page of Virtuagym and in the mobile apps.

    TO DO:
    You can use the company name: I am Fit. Choose a popular place/street from the country you are responsible for. Make sure to fill in all the other required steps within the business info.
    For the website, fill in:
  • Opening Hours:  The opening hours will be shown on the login page of the Virtuagym system and on the mobile apps. 

    TO DO:
    For your opening hours use the following: 
    • Weekdays: 8 am to 11 pm
    • Weekends: 9 am to 6 pm
  • Portal Design: When a new client starts using Virtuagym Professional, our support team will design the online system and the mobile apps. After that, clients can change their own design in the business settings. 

    TO DO:
    Time to set up your portal design. To go to the right design folder, click here. Upload the pictures the same way as shown below. 
    • Company color: #1579aa
    • Background login screen: upload a picture you want.

Setting up the business settings: Coaching & Mobile apps

Time to continue setting up the Business Settings.

  • Portal content: In this section, the business owner can determine what access clients will have within Virtuagym. 
    • Can clients also have access to groups outside of the company?
    • Do all the clients automatically receive a PRO membership?
    • Can clients access training programs on their own or only training programs the coaches assign to them?
    • The business owner can also decide to hide certain apps from the clients. For instance, if the business owner doesn't want to let clients use the nutrition component yet, he/she can hide this app.

      TO DO:
      Take a look through the different settings available for clients.

      Tick the following boxes:
      • Only show Club Groups by default
      • Only show Club Challenges by default
      • Clients can create workout plans

  • Email templates: in this component, the business owner can edit the emails that Virtuagym will send at certain times (i.e. inviting clients to the portal, confirming a booking, etc). 
    • Which emails will be sent to new clients and staff members.
    • What messages will be sent out when an activity in the schedule is edited/cancelled.
    • What email will clients receive when they need to proceed with online payment.

      TO DO:
      Look through the different available templates. You don't have to change anything.
  • Client settings: Here the business owner can select what services clients can see on their own profile. Are clients allowed to see their:
    • Credits
    • Active memberships
    • Purchased Point of Sale products
    • Bookings made in the Schedule
    • Invoice history

      TO DO:
      Make sure that all the boxes below "my services" are checked.

      Furthermore, you can change the privacy settings for your clients. Can everyone see the names of the clients? What about their coaching details?

      An important part of the Client Settings is focused on the email settings. When should Virtuagym send an email to the client? It is a good thing to make sure that you don't spam your clients.

      TO DO: 
      Take a look at the different client settings available. You don't have to change anything. Remember that you will also receive the emails from Virtuagym, so it is a good idea to familiarize yourselves with the options.
    • Progress tracker: In this tab, the business owner can select all of the values that should be available for tracking for each new client. If the business has certain measurements they always take, they should set those as default.

      TO DO:
      Make the following settings default:
      • Weight
      • Body Mass Index
      • Heart rate in rest & after activity
      • Fat-free mass - total
  • Marketing: In the marketing section, the business owner can create Promotional Banners, that link through to another web page. The banners will be shown in the Club Community and in the mobile apps. This is a perfect way to promote partners, add-ons for clients or even discount promotions.

    TO DO:
    Add 3 marketing banners and make use of this promotional banner-folder. Link the banners to:

You will also want to fill in the reasons for subscription and unsubscription. Here you can fill in the options of why a client decided to either join or leave the business.

  • Fill in Subscription Reasons:
  • Referral
  • Discount offer
  • Website promotion
    Fill in Unsubscription Reasons:
  • Too expensive
  • Found another business
  • Lost motivation
  • Mobile apps: available for iOS and Android, the apps are an important component of the mobile solution. These allow the clients to:
    • View their training programs with 3D animations
    • Keep track of their nutrition advice
    • Visit the community and receive the latest updates
    • Book classes and other sessions in the schedule

        TO DO:

  • Click here to go to the folder for the app design.
  • Accents & buttons: #ed212c
  • Navigation bar light: #1579aa
  • Navigation bar dark: #1579aa


  • Schedule settings: the business owner can create one or more schedules for clients to book into sessions. In the Schedule Settings, you can determine when emails will be sent to clients and how the schedules are displayed.


Add 4 different locations for your schedule: Studio 1, Studio 2, Studio 3 & Spinning Studio.

Add 2 different schedules and go through the different settings:

  • Personal training
  • Group classes

Now, it is time to create a custom schedule event. You can either use this section to create an event to be used in the schedule or to create a custom exercise for a training program.

Click on "Add". 

  • Name: Small group training
  • Visible for: Who can see this custom exercise? Only me, all the employees or also all the members.
    Everyone in my club
  • Category: In which training category does this event fit.
    Movement prep
  • Equipment: Which equipment needs to be used for this event?
    Leave open
  • Primary muscle group: Which primary muscle group is used with this exercise?
  • Secondary muscle group: Which secondary muscle group is used with this exercise?
  • Advanced options: Here you can fill in more details about the exercises in terms of weight used or duration of the exercise. 
  • Type: Is this a time- or repetition based exercise? Repetition based exercises can''t be added to the schedule.
    Time based.
  • Can be added in schedule: Yes.
  • MET: The MET value indicates the intensity of the exercise. Regular walking is equal to MET 3.0 while rope jumping equals MET 10.5. Determine the MET value with every custom exercise, so the amount of burned Kcal will show up correctly.
    MET 15.5
  • Has distance: Important when you create a running exercise for example.
  • Youtube link: Here you can integrate a Youtube link, where you can show the proper use of an exercise or an introduction in the schedule event. 
    Use this Youtube link:
  • Icon: Which icon will be shown in the activity calender of the client?
    Select the biceps.
    Click on "save activity"

Setting up the business settings: Memberships

Time to set up the Membership management settings

  • Financial info: This is where the business owner can fill in his payment details and define the income categories. 
    The system automatically creates invoices and those invoices need to have an explaination text on it. 

        TO DO:

  • ​Fill in information on the fields account holder & account name.
  • BIC Code (EU countries): RABONLTAM333
  • Default VAT: fill in the VAT % that is standard in your country 
  • Income categories: make an extra income category: Food & drinks
  • SEPA Creditor ID (EU countries): NL00ZZZ12345678000

  • Payments: In the tab payments, the business owner can link outside payment providers as PayPal, Mollie and Optimal payments to Virtuagym. By doing so, the business owner can receive credit card payments or iDeal (NL) payments using Virtuagym. This connection also closes the invoice as soon as the payment has been received.

    TO DO:
    Activate PayPal & Mollie (EU countries) and fill in "test" as merchant account & API Key.

  • Services: Services has effect on the different types of credits that can be used in the membership management system. A credit can be used to book a class within the schedule or to complete the check-in process. In this section the business owner will determine which types of credits he/she wants to use. The credits won't have any value yet, this will happen either in the Point of Sale or in the memberships.

    TO DO:

    Make different services with minimum credits amount on 0 & deduct period immediately:
    • Personal training
    • Group classes
    • Entrance


Take a look at the video, to find out more about the use of the Point of Sale system: 


  • Point of sale: the point of sale system is used to easily sell product or credit packages to clients. Employees can open the POS system, select the product/package they want to sell and select the payment method. This allowes them to also sell products via online payments or direct debit.

    TO DO:

    Add different products in the POS system. Make sure to upload a picture (click here) with each product you add and to create different POS groups:
    • Personal training 
    • Retail

When you want to add credits to a POS product, click on advanced options.

Add the following products in the POS:

  • Personal training
    • 1 X personal training (1 Personal training credit)
    • 5 X personal training (5 personal training credits)
    • 10 X personal training (10 personal training credits)

  • ​Retail
    • Protein shakes
    • Coke/water
    • Coffee
    • Kettlebells
    • Sandwiches


Take a look at the video, to find out more about the use of memberships: 


  • Memberships: the section memberships allowes you to create different memberships. In this section the business owner will set up the structure of the memberships:
    • Initial contract period
    • Pro rato (broken month. If you join on the 15th of the month, only half of the monthly fee will be charged. Your contract will then start on the 1st of the next month).
    • Priviliges with each membership (assigning credits to the membership)
    • Monthly or total fee 
    • Payment method
    • Discounts 


Add the following memberships:

  • 12 month Full membership:
    • Group: Full membership
    • 12 month initial contract
    • Pro-rata checked on
    • Auto renewal on
    • Prolongation period 1 month and 7 days before contracts runs out
    • Entrance credits unlimited + Group class credits unlimited
    • Price: 60,- per month
    • Income category: memberships
    • Default payment method: direct debit
    • VAT of your country
    • Billing cycle: monthly
    • One-time fee: 10,-
    • Next step: add discount: 20% student discount
  • 3 month Full membership
    • Group: Full membership
    • 3 month initial contract
    • Pro-rata checked on
    • Auto renewal on
    • Prolongation period 1 month and 7 days before contracts runs out
    • Entrance credits unlimited + Group class credits unlimited
    • Price: 85,- per month
    • Income category: memberships
    • Default payment method: direct debit
    • VAT of your country
    • Billing cycle: monthly
    • One-time fee: 20,-
    • Next step: add discount: 20% student discount
  • Monthly membership:
    • Group: Fitness membership
    • 1 month initial contract
    • Pro-rata checked on
    • Auto renewal on
    • Prolongation period 1 month and 7 days before contracts runs out
    • Entrance credits unlimited
    • Price: 40,- per month
    • Income category: memberships
    • Default payment method: direct debit
    • VAT of your country
    • Billing cycle: monthly
    • One-time fee: 25,-
    • Next step: add discount: 20% student discount
  • Personal training membership
    • ​Group: personal training membership
    • 3 month initial contract
    • Pro-rata checked on
    • Auto renewal on
    • Prolongation period 1 month and 1 day before contracts runs out
    • Personal training credits: 2 credits, valid: 4 weeks, renew: 2 credits, per period: 1 week
    • Price: 500,- per month
    • Income category: Personal training
    • Default payment method: Online payments (PayPal, Mollie, Optimal payments)
    • VAT of your country
    • Billing cycle: monthly


2. Personal profile

Adjusting your own personal profile

Every client added into the Virtuagym system will receive a personal profile. The client can use this personal profile to:

  • communicate and follow other clients
  • store their training results
  • Upload progress pictures
  • view their challenges and rewards

A coach can use the client profile to coach and follow the client on exercise, nutrition and progress level. This will be further explained in this e-learning course in the tab "5. coach".


3. Club community


Welcome to the Club Community. This is the landing page for clients and staff members, after logging in. The club community can be seen as the central communication platform for members. 
When creating a new post, clients will automatically receive an email notification and visit the community online or through the mobile apps.

The Club Community can further be used for creating group challenges and for specific member communication by creating different groups. 

Lets start with a short video about the Club Community:


Homepage Club community

The homepage of the Club Community is where everyone is redirected to after login in. A lot of our existing clients use this page as their digital notice-board, to keep their clients updated about any changes about their business. 
As you can see the marketing banners that you created are visible in the Community as well. 

First we will start with editing your group information. Here you can edit the design of the main page of the community and select if members can post messages or read-only:

Edit your group information. Think of an interesting group description and upload a nice group image and backround header. 
Take a look at the different settings for the mainpage of the community.

Create a poll, focused on the groupschedule, if there are enough different sessions available.

Time to create a few posts in the main group of the Community.

Create 3 posts in the mainpage of the Community. Make a post, with text and pictures about:

  • Personal training
  • Group classes
  • Virtuagym. Make sure this is the last post you upload. Instead of using a picture, click here to upload the Virtuagym promotion trailer.

Leaderboard & Club challenges

Let's get started with the leaderboard.
Every time clients complete workouts, earn badges and use the nutrition component, they receive Fitness Points. The leaderboard automatically ranks clients based on the amount of earned Fitness Points. What a lot of Professional clients do is reward the top 3 clients each month with a reward.

Next section: Club challenges.
A lot of our clients create club challenges where clients can either work together to one common goal or compete against each other to see who comes out on top. Club challenges are a good way to stimulate member interaction and engagement. 

Create 1 club challenge.

  1. Weekly burpees challenges
    Performance: repetitions, burpees
    Everyone can win by completing the challenge
    1000 reps
    Create an interesting name and reward


Groups are used to differentiate clients and to specify the information outflow. For instance, clients who are not interested in Healthy nutrition won't receive any updates regarding that topic. 
Groups are used to create and stimulate engagement or used as collective coaching tool. The healthy nutrition group can be used to update all the clients with for instance a healthy week recipe or tips on high-protein diet. A huge timesaver for a lot of business owners.
Create 3 groups in your community.
  1. Nutrition:
    Add some content to this group (click here for the pictures):

    "These Raw Vegan Banana Hemp Seed Sushi Slices are going to be one of the easiest snacks you’ll probably ever make.
    A simple banana, peanut butter (or your favorite nut butter) and hemp seeds.
    You can make them in a matter of minutes and they provide lots of nutrition and energy in a bite-sized snack.
    I used organic peanut butter, but you could also just use your favorite nut butter.
    We eat so many hemp seeds that I buy the Nutiva brand in bulk in a 3 pound bag.
    I keep what we use on a daily basis in a glass mason jar with a BPA-free lid and store the rest in the freezer.
    Hemps seeds are really amazing. They contain 11 g of raw vegan protein, 25% DV of zinc, 50% DV of magnesium, 50% DV of phosphorus and 15% DV of iron. I add them to smoothies, raw desserts and try to sprinkle them on whatever I can, especially salads."

    "New! Use the Nutrition app to log your nutrition intake anywhere and make it even easier to change your lifestyle! Virtuagym Food"

  2. Staff member group:
    Create a group called staff members. Once inside the group, click on the button edit group information and make it a private group.

  3. Mobile apps:
    Create a group to showcase the mobile apps of Virtuagym. In this group you can upload multiple screenshots made in your own mobile app. This is very useful for your demonstrations.
    Furthermore you can upload this video, so you can show clients the user experience to your prospects:
  4. Chit chat / member lounge:
    This group needs to be filled with posts from your clients. Clients can talk about:
  •  Who will join a group session
  • Looking for a workout buddy
  • Joining a challenge

This way your prospects can see the added value of having member groups. 

4. Clients & Staff overview


The client & Staff overview holds all the active and inactive clients of your business. In this overview you can:

  • Add new clients
  • Assign memberships to clients
  • Assign coaches to the clients
  • Add staff members and assign them with the right priveliges.
  • Use the general- and class dashboard to find out about your member increase and the occupancy of your group classes.

For a business owner this is one of the most important apps to run their business with.
To get an impression of the client & staff overview, watch the following video:



Client overview

In the client overview you can see all your active clients. They are initially ranked on when they were last seen online. Furthermore you'll have an overview of:

  • Whether or not a client has a PRO membership activated
  • Who coaches the client.
  • Since when the client is a member of your business and since when he has an active client profile

Furthermore the status filter can be used to get an overview of specific members:

  • Members with or without a coaching profile
  • Members with a specific membership
  • Members with a membership ending on (a specific date)
  • Inactive members

A business without clients isn't a business to last. Time to add some members of your own. You do this by clicking on ''Add new client'' and fill out some details. 

When you add a fictive client/staff member, always use the email address:
virtuagymtest+{firstname & some random numbers}

Like this: [email protected]

The more original, the better :)

You can click here for the folder with client photo's.

Active a PRO-membership for your client. Click on the button "activate" and on save. Once the PRO-membership has been activated, you can also determine the end date.

Repeat this process until everyone of your clients has a picture and a PRO membership.

Logging in as clients

When you're showing the system to prospects, it looks strange if none of the clients have been online. Time to log in as all of your clients, to make the systeem look as realistic as possible. 

When a client didn't activate his profile yet, the business owner has 2 choices:

  • He can send a client an invitation email to activate his profile at home
  • He can activate the client manually, where the client has to pick a password on the spot.

You are going to manually activate all of the clients to bring your portal a bit to life. 

When you click on activate manually, a pop-up will appear, telling you that the client needs to be present when activating manually. You can tick a box that says don't appear anymore. Don't tick this box, else you will get an error with the next manual activation.
Pick the password "virtuagym" for the client and proceed.
Enter the client's height and weight.

Continue doing so until a couple of the clients in your portal have an active profile. 

After that, it is time to bring the Club Community to life. 
Log in as 2 clients, by using their email address and password. Once logged in as 1 client start with:

  • liking and commenting on the mainpage of the community
  • liking and commenting posts in the groups.
  • Follow yourself and a few other members (see below)

To follow other members of the club, go to the tab "members". Click on one of the members to go to their profile. When at a member profile, follow them and give them a thumbs up.


A business obviously needs staff members as well. In the clients and staff overview, you can start with adding staff members.

When you add a fictive client/staff member, always use the email address:
virtuagymtest+{firstname & some random numbers}

Like this: [email protected]

The more original, the better :)
When you are at the staff overview, click on add new employee. Add 3 different staff members to your system (2 coaches). Don't forget to upload a picture and to check the different privileges you can assign to your staff members. 

Once the staff members are added to your system, activate their profile.

Take a look at the 3 dashboads within the client and staff overview.

5. Coach


The app coach is used by all the coaches of the business. The benefit of using the coach app is that only the clients you are responsible for will appear in the coach over. The privilege coach doesn´t allow the staff members to get into the client & staff overview. So the coach app is also a great way to deny coaches access to the client data, such as memberships etc.

Let's start with a short introduction into the coach app.


Client coaching

Before exploring the coach app, you first need to assign yourself as a coach to a client.

Go to the client & staff overview and select a client. Under the tab coaching, you can assign one or multiple coaches to this client. Assign yourself as a coach and click on save.
Once you assigned yourself as a coach, the black coaching bar will appear and you will receive a coaching overview. 

Instead of starting the coaching process here, we will first search for the coach app. 

As you can see, only your assigned client will appear in the coach app. In one overview a coach can see:

  • What kind of training program the client is using and when this program expires
  • Since when the client is a member of the business
  • When the client was last online. A very important tool to make sure clients are not slacking off and losing their motivation.

Select your client to open the coach overview

The notes section allows you to store notes on the client's profile, visible for other employees. A lot of business owners/coaches use this to store health check data like injuries and workout history of the client.

Setting up a challenge

Let's start with creating a new challenge for the client. Body composition: weight
Personal challenge
Until goal has been reached
Lose: 5 kg

You will be redirected to the private profile of your client and you can see that the challenge is added.
The client can now view this challenge as well. 

Progress tracking

In the progress tracker you can store the body metric values of your clients. A lot of business owners use this section to store monthly measurement data for clients. 
The more measurements you have, the better the progress graph will show the accomplishments of your clients.

Update the weight for your clients. Make it look like he already lost 1 kg with his training.
Click on save values and click on your client's name to return to his profile. 

As you can see, his challenge is already completed for 20%. This automatic update is a good way to motivate your clients.

Training plans

When you open the training plans, you will see a list of different training plans appearing. With the dropdown menu "Type", you can see:

  • Standard plans: these are (150) training plans created by Virtuagym. A lot of business owners decide to hide these training plans for their members (done in the business settings - portal content).
  • Club plans: Club plans are training plans created by coaches from the business, saved visual for all the members. This is a great tool to provide clients with pre-saved training plans and saves a lot of time. 
  • Plans created by me: here you will find an overview of all the training plans you created as a coach and save visual only for yourself. A coach can easily make a few adjustments and save it as a new plan. Again, a timesaving way of coaching.
  • Plans used by me: here you can find all the plans that are currently used by you. This means the plans that are assigned on your activity calender.

Create a club plan and assign this to your client. For the I am Fit logo for training plans, click here.

  1. Plan name: I am Fit Strength beginner
  2. Description: This is a training program for beginners, for 2 days a week. This plan is focused on building strength and condition.
  3. Tags: Strength, condition, beginner
  4. Difficulty level: beginner
  5. Repeat: 5x
  6. Main goal: power
  7. Days per week: 2
  8. PRO only: off
  9. Add trainingdays
  10. Add exercises

Once you clicked on the + button, you can use the different filters to find exercises for the training plan.

  • Name: search for the exercises by name. Example: bench press, latt pull down.
  • Body parts: only show exercises for back, legs
  • Muscle groups: filter more specifically on calves, quads instead only on leg exercises
  • Exercise type: searching for specific movements focused on strength, condition, plyometrics
  • Level: searching for exercises categorised from novice to expert
  • Exercise list: showing the Virtuagym exercises or your custom made exercises
  • Equipment: filtering on equipment. No equipment for home exercises to kettlebell, battle ropes and fitness machines.
  • Primary joint: focused on movements made by specific joints: shoulder, elbow, knee
  • Motion: linked to the primary joint. Focused on the moves that joint can make. Example: elbow- flexion, extention.


Add the following exercises into the trainingprogram:

Day 1:

  • Elliptical trainer
  • Seated leg curl
  • Seated chest press
  • Lat pulldown
  • Shoulder press machine
  • Abdominal crunch machine
  • Treadmill

Day 2:

  • Elliptical trainer
  • Seated leg press
  • Row
  • Seated leg extension
  • Bench press
  • Treadmill

Once the program is completed, it is time to save the program. There are 3 options for saving a plan:

  1. Visible for everyone: saving the training plan as a club plan
  2. Visible for employees: saving the training plan for coaches. They can see and alter this plan.
  3. Visible for only myself: the plan is only visible for you as coach and for the client(s) you assign it to

Save the training plan visible for everyone of my club and take a look at the different print templates available.

Add the program to the activity calender of the client. Select 2 trainingdays and click on ok.

Activity calender

Once you assign the training program, you automatically transfer to the activity calender of the client.
The client can use the activity calender to keep track of individual activities like: cycling, running etc. and to add workouts for himself. 
The coach can also use the activity calender of the client to determine the workouts for the client. 

A lot of business owners and coaches use the activity calender to push the clients to workout. Not only in the fitness, but also at home or outside. 

Right now you are on the activity calender of your client. The workout you assigned is ready for the client on the online system as well as on the mobile app. 

As a trainer you can alter the amount of sets and repetitions. And the weights that need to be used. 
Furthermore you see 4 different tabs:

  • Progress: A client can mark exercises as done. This means he completed the exercises and the progress is automatically saved on their profile. The system will automatically generate a progress graph. 
  • History: Every time the client completes an exercise, his workout will be saved. In the history you can see when the client completed the exercise and the details regarding weights and repetitions. 
  • Instructions: Here the client can see the default instructions from Virtuagym and the notes you left as a trainer, when creating the training program. This will be visual on the print-out, the online system and the mobile apps. 
  • Details: In the tab details you can find additional information about the exercise, such as muscle groups and the equipment required to complete the exercise.


Fill in the times, repetitions and weight your client needs to use with the different exercises. Also check out the 3D animations from each exercise. Once everything is filled in, select all the exercises and check them as done. 

Once the exercises have been checked as done, you can see the estimated amount of burned Kilo calories will start to show. This is just an estimation, based on the times, repetions and weight used by the clients. This amount will be specified for each client in the nutrition advice. 


Click on the tab "Exercise History". Here you can find the monthly or weekly workout information of your client. An easy way for the coach and the client to evaluate on a weekly or monthly base.

Last up, the workout player. This is a way for clients to workout with the system motivating them. When you click on the button "workout player", you can select one of the preset workouts of Virtuagym. 
Once a workout is selected, the workout player will start to play. With a timer, count-down voice and motivational speeches clients will be motivated to complete their workout.


Activate the workout you created for the client in the workout player. To do so, go back to the activity calender and click on "play workout". 

Last but not least, the social sharing buttons. A client has the option to share his workouts on Facebook and Twitter and make promotion for the business. The logo, colours and website will be shown on Facebook and Twitter. 
We believe this is a great tool for business owner to promote their business and generate more leads.


Share the workout of your client on your personal Facebook page. 
When you click the button "Share on FB" you can select that it is only visible for you. 
Post the workout on Facebook and visit your Facebook page. 
Open the post by clicking on the name of the Company (I am Fit)

Save this page as a bookmark, so you can show this to your prospects during the demo's.


Last in the coaching module, the nutrition advice. In this component the coach can create a nutrition advice focused on calory and macro nutrient (carbs, proteins, fats) intake. Once the advice is set up, the client will have access to the online nutrition log. In the nutrition log the client can keep track of his nutrition intake, in the online system and the mobile app. The system will provide visual feedback for the client.
A coach can access the nutrition log of the client at every moment to provide feedback or suggestions.


Create a nutrition advice for your client. First walk through the 5 steps for setting up an advice:

  1. Personal data: Here you can see the client's data regarding age, heigt and weight.
    This is already filled in, so proceed to the next step.
  2. Lifestyle info: More information about the amount of sleep a client gets a night, his job and how active the client is in his free time. This is important to know to calculate the burnrate in rest.
    Average hours of sleep: 7
    Kind of job: office job, 5 days a week, 8 hours a day
    Free time: not very active
  3. Personal goal: What is the goal of the client (losing-, gaining- or maintaining weight) and when should this goal be achieved. 
    If you already created a weight related challenge for the client, then this goal will be copied here.
    Main goal: losing weight, 5 kg.
    Timeline: 20 weeks
  4. Nutrient plan: Here the coach will determine the different percentages of macro nutrients the client needs to consume each day. There are a couple of standard options that are created by Virtuagym in cooperation with the University of Applied Science in Amsterdam, education: Dietetics. 
    Coaches also have the option to create a custom plan, where they can fill in the % of macro nutrients themselves.

    You can select the option "custom" and use the following selection of macro's:
    Carbs: 30%
    Proteins: 35%
    Fats: 35%
  5. Complete: the nutrition advice is created for the client and a summary will be displayed. The burnrate in rest is calculated by the different calculations.
    The calorie need for upkeep is the amount of calories required to maintain the current weight.
    The daily calorie advice is the amount of calories needed to reach the goal in the specified time.

The nutrition plan is created and now the client can keep track of his nutrition (if he/she has a PRO membership). You can now keep track of the nutrition of your client.

The first thing you see is an overview. The daily calorie advice and the amount of calories burned with doing exercises.Here you can see what this client specifically burned with the completed exercises for that day and adjust the daily advice for the client.

Add products to the dairy of your client. Search for the following products in the database:

  • Banana: Per Banana (125 gr.) for breakfast
  • Big Mac: Item (219 gr.) for breakfast

The bars are filled up and this way the client can continue to use the nutrition component.

As a coach you can also save meals, visual for your clients. We advice to save the meals under their business name, so the client can find those suggested meals easier. 


Create a healthy meal for your client. Add the following products at "Snacks":

  • Lettuce, green leaf, raw  1x (Cup shredded, 36 gr.)
  • Tomatoes, red, ripe etc. 2x (wedge 1/4 of 31 gr.)
  • Tuna Lite - Smoked 1x (small can 85 gr.)
  • Nuts, almonds 1x (OZ 28 gr.)

Once the products have been added, click on the box next to "Snacks" and click on the option "save as meal."
Name: I am Fit tuna salad
Description: an easy and healthy salad as snack or lunch
Make sure to tick the box: visible for members and staff from my club.

Be aware that you also need to create the same meal in your native language for in your demo's. 

6. Clients & Staff - memberships & invoices

Assigning a membership

We already covered a part over the Client & Staff overview, but now we're going to focus more on the membership management side. 
In the client & staff overview a business owner can assign a membership to a client, in order to receive payments and keep track of the invoices. 

Time to set up a client with an active membership.


Go to the client & staff overview and open a client profile. Go to the tab "Products" and click on assign membership.

  • Membership: For which membership did the member apply.
    Select the 12 month membership
  • Start date: Is the member going to start directly or in the future
    Leave the startdate on today
  • Payment method: Which payment method will be used to pay the membership (direct debit, PayPal, cash).
    Set the payment method on direct debit (PayPal for the US).
  • Bill to: who is going to pay for the membership; the member himself or perhaps a company
    Leave the bill to on the client's name.
  • Employee: who sold the membership to this client. Good to know for the business owner if there are any incorrections in the income.

    Click on Advanced
  • Notes: An area to leave notes when something changes regarding payments, to inform other employees and the business owner.
    Leave a test note
  • One-time payment: the one-time payment that was set up in the business settings. This can be charges as admin. fee or a deposit for a membership card.
    Leave the one-time payment on the amount shown.
  • Pay from: When is the client paying for his membership. This can be changed when there is a discount.
    Leave the pay from date on the membership start date.
  • Pro rata: the amount the client has to pay from the day he starts until the end of the month. This can be altered if necessary.
    Leave the Pro-rata on the given amount.
  • %: A discount can be assigned here if the membership has a discount linked such as a 20% student discount. This can be added in the business settings.
    Leave the settings on no discount.

All the settings can be checked at the contract overview.  Furthermore you can see that 2 invoices will be created. 1 will be available immediately, for the one-time payment and pro-rata. The second invoice will be created for next month, showing the total monthly fee.
Click on "save contract"

Assign 3 other clients with memberships.

Adjusting a membership

Every business owner has to deal with members changing or cancelling a membership. In this section we'll cover the changes that can be made once a member has a membership.


Go back to the client who just received a membership. Go to the tab "products". You can see the client has one active membership. click on the membership to go to the "contract overview"

In the contract overview the payment method for this client can be changed or a discount can be added.
In the contract overview you can select the tab "options" to see a drop-down menu.
  • View membership: View the details of the assigned membership.
  • Generate new invoice: create the invoice for the next period, if the client wants to pay for the next period. This invoice will be visible in this overview and in your financial overview.
  • Pay complete membership: this button creates all the invoices of the contract length of the membership and combines these in one complete invoice. 
  • Suspend contract: Pausing the current contract. If the contract is suspended, the client won't receive credits and can't use the check-in. The discount for the suspension will be added on the next invoice that is created once the suspension has been activated.
    When a contract is suspended, an employee must enter: start- and end date suspension, the reason and is the client needs to pay to suspend the contract.
  • Cancel contract: This button cancels the contract after the initial contract term has been ended. If the initial contract is already ended, the contract will be cancelled in the next period (month, quarter)
  • Stop contract: This button stops the contract directly. No invoices will be made and the contract will be stopped once clicked. This should only be used with urgent matters.

If you click on the invoices, the financial overview will be opened and the invoice can be paid. This will be done later.


  1. Suspend a membership of a client.
  2. Stop the contract of another member.


On a client profile at the tab "Invoices"the business owner can see all the invoices linked to one client and even create a custom invoice for that client.

Go to a client that has an active membership and go to the tab "invoices". Here you can see the 2 invoices that have been created by assigning a membership.
Create a new invoice for this client, for renting a towel and gloves, paid by PayPal (US+EU) or Mollie (NL).

Click on "create invoice". You will automatically be redirected to the financial overview.
You can ignore this for now and go back to the client & staff overview.


The last tab on the client & staff overview is Files. This section can be used to upload files (PDF, pictures) on the back-end profile of the client. Obviously this is only accessable for employees, not for clients.

A lot of business owners use this to store files like: signed contracts or health checks. 
A business owner can store 512 MB for free. More is possible, but the business owner will be charged for that.

7. Point of Sale


The point of sale system can be used to sell products or packages to a client. This can be paid directly by cash or card. The business owner can also choose to create an outstanding invoice and let the client pay via online payments.
When a package with credits is sold to a client, this will automatically be added on his profile in the client & staff overview.

First a short introduction video about the point of sale:


Selling products

Time to start selling products and packages to your clients.
First open the point of sale system.

Sell a few products to a client by cash:
First select a couple of products: water, protein shake etc. On the left side you'll see the products and the total amount. Click on "Total" to go to the payment. 
You can select the member who completes the purchase. In this case you can leave it open.
Enter the amount of cash received and click on "OK" and "complete transaction". 

Sell a package to a client by outstanding invoice:
Select a package for personal training (10x)
Click on "Total"
Search for a member
Click on the 3 circles and select banktransfer.
An outstanding invoice is created.
Click on "Close"

Go to your Client & Staff overview and search for the client you just sold the package to.
Go to the tab "Products" to see that the credits from the package have been added to his profile. 

8. Financial overview


In the financial overview the business owner can find all the information about the financial status of the business and keep track of the payments.
The invoices can be sent to the clients, a SEPA direct debit fill can be created and the business owner can find information about his sales, taxes and cashflow. 

The financial overview is a key app when it comes to membership management.

Let's start with a short introduction video:



When you open the financial overview, the first tab that is opened is "invoices". In this tab you'll find all the invoices of this month, regardless if the invoices are paid or still outstanding. 
Here you will also see the invoices created by the point of sale system or by assigning memberships. You will also notice a different between invoices with a Date, or invoices without date that say ''proforma''. Pro Forma invoices are concepts that are not yet been sent to the client. When you send, export or print the invoice, the invoice will become definite and will get an invoice date. 


Open the invoice you created through the point of sale for 10 personal training credits.

When the invoice is opened, you will see a lot of information about this specific payment for the client. In the top right corner you see the button options:

  • Print: Allows you to print the invoice for the client. 
    Click on print to see a preview of the invoice on hardcopy
  • Email: email this invoice to the email address of the client.
  • Email with payment link: email the invoice together with a payment link, so the client can directly pay the invoice. Once the payment is completed, the invoice will automatically be marked as paid.
    Email this invoice with a payment link to: [email protected] and to yourself.
  • Edit: This allows you to make changes in the invoice. This can be about the text in the invoice or the amount charged to the client. 
  • Credit this invoice: It can always happen that a mistake is made regarding invoices. In this case you can credit the invoice, so that it won't be added up on your revenue stream. The benefit of crediting the invoice is that you can always search back for an old invoice. 
  • Delete: This deletes the invoice out of your financial overview. Beware it's only possible to delete Pro Forma (conceptual) invoices. Once the invoice has a date, the only option is to credit it. 


Mark the invoice as paid by selecting the payment method "Bank transfer".
Go back to all the invoices.
You can use the filters on the top to easily search for all the outstanding, pending or paid invoices of the month. 
The filter below will be used to search for invoices with a specific payment method. This is specified either in a membership or by selling a point of sale product to a client. 
The filter that says this month can be used to search for invoices either in the past or the future. 
The button "Options" allows you to:

  • Collectively mark invoices as outstanding, pending or paid. This can only be done after selecting multiple invoices.
  • (EU) Create a SEPA direct debit file. This XML file can be sent to the bank and the bank complete a direct debit. 
  • Download the invoices in Excel or CSV template, for your own administration
  • Collectively email the invoices to the email addresses of the clients, from the client & staff overview. You can choose to email the invoices with or without payment link.

SEPA (EU only)


Only for EU employees. US reps can skip this part

Create a SEPA file (EU). Select the tab "outstanding" and "direct debit". Select all the invoices, click on "Options" and "download as SEPA".

The SEPA file still needs to be checked. 
When prepping the SEPA file, you need to complete 3 steps:

  1. Check SEPA download: Here you can see the total amount of payments and the total amount of the batch. You can also see when the FIRST and recurring (RCUR) will be processed by the bank.

    Below you'll see the invoices, along with the SEPA type (FRST) or (RCUR). Everytime a new client is added into the SEPA file, the SEPA type automatically says FRST. As soon as that batch is processed, the next time the type is set to RCUR.
  2. Download SEPA file: Here you can download the XML file that needs to be uploaded to the bank. Click on download to proceed.
  3. Send SEPA to bank: The file is ready and as soon as the file is sent to the bank, they will start with the direct debit. Complete the process.

As soon as you received the file from the bank (if you actually own a business) you can process the results of the direct debit. 
Open the tab "created downloads" and click on "process results". 
When processing the results you need to select all the invoices where the payment failed. Select the reason why the payment failed and continue to the next step.
In the overview you will see what will happen with the invoices that have been marked as failed. These will go back to the tab "outstanding". The rest of the invoices will be marked as "paid".
Click on "complete" to finish.


The different reporting options allow the business owner to have a clear overview of the income, taxes and expected results.


Take a look at the different reports in the financial overview.

The sales report shows the total expected income over a specific period. So the total income is shown, together with the invoices that are still outstanding. 
You can filter on payment method or on the income categories, specified in the business settings.
With the "Options" button you can download the Sales income in either an Excel of CSV file. This can be used for administration.

Here you can find the amount of tax you received over a specific period. You can filter on the amount of tax, if you entered different VAT percentages in the business settings. Also your tax results can be exported to Excel or CSV
Cash flow:
In the cash flow report you can see the amount of money you already received within a specific period. Also the payment method used by the client will be shown.

9. Schedule


The schedule is used by a lot of business owners to let clients book their own appointments, online or through the mobile app. The business owner sets up the availability of the classes, set the perimeters in terms of maximum amount of clients and times. Then clients can book themselves for the session.

The business owner can also link the membership management to the schedule, by linking credits to an activity.
Example: clients can book their own personal training sessions, but to do so they need to have at least 1 personal training credit. This credit will be deducted when the booking is done. 
As you already know, the client will receive his credits either by their membership or by their point of sale package.

On one hand a time-saving way of scheduling appointments, but on the other hand controlling that everyone who books a session completed his payment.

Let's start with an introduction video of the schedule:

Setting up the group classes schedule

Time to set up your own online schedules.
Let's start with setting up your group classes schedule first. 


Open your group classes schedule.
Let's start with adding bookable activities on Monday.

Activity: which activity will be added to the schedule.
Instructor: Who is responsible for this activity. When you select a staff member, the session will automatically appear in the tab "my schedule" for that staff member.
Select one of your employees.
Max. participants: 20
Enable online booking: Yes
Date and time: the start date of this activity.
time: 09 am to 10 am
Location: studio 1
Recurrency: is this a weekly or daily returning activity
Recurs every 1 week on: Monday, Thursday, Saturday
Bookable in advance: how long in advance can clients book a class
1 month
Is cancellable (free of charge) till: when clients cancel their class within the limit, they will receive their credit back.
30 min. before the event starts
Note to employee: Do employees need to be remindered of something?
Event costs: Do clients need to pay with a credit when booking this activity.
Leave open.
Description: A short explaination of the session.
Relax and start your day Zen

Click on "Add"The first activity is added to the schedule. We're going to add a few more a little faster.

Make sure that every activity has a location filled in (described with each session) and an instructor added to each activity. If no instructor is assigned with an activity, you can just select one of your employees. With some of the activities, you need to add yourself as an instructor. This will be marked though. 


  • 12 pm -1 pm: Zumba, 15 participants, studio 1, weekly recurring Monday, Thursday, Friday, Sunday, 1 month in advance, 30 min before start, no costs, description: Latin-dance in shape
  • 4 pm - 5 pm: BodyPump, 20 participants, studio 1, week recurring Mon, Tue, Thurs, Sun, 1 month in advance, 30 min before start, no costs, description: Get your barbell and join in. Add yourself as instructor
  • 7 pm - 8 pm: BodyCombat, 15 participants, studio 1, week recurring Mon, Wed, Fri, 1 month in advance, 30 min before start, no costs, description: Awesome up tempo lesson with music and martial arts. 


  • 8.30 am -9.30 am: BodyVive, 10 participants, studio 1, weekly recurring Tue, Thurs, 1 month in advance, 30 min before start, no costs, description: Low intensity session, wake up with us. 
  • 11 am - 12 pm: Piloxing, 10 participants, studio 1, weekly recurring Tue, Fri, Sun, 1 month in advance, 30 min before start, no costs, description: Pilates vs. Boxing.
  • 8 pm - 9 pm: Spinning, 15 participants, spinning studio, weekly recurring Tue, Thurs, 1 week in advance, 1 hour before start, no costs, description: Paddle up. Add yourself as instructor


  • 9 am - 10 am: Aerobics - medium intensity, 15 participants, studio 1, weekly recurring Wed, Sun, 1 month in advance, 30 min before start, no costs, description: Stretching and relaxing
  • 2pm - 3 pm: XCO, 12 participants, studio 1, weekly recurring Wed, Sat, Sun, 1 month in advance, 30 min before start, no costs, description: New workout, join now
  • 3pm - 4 pm: Insanity, 15 participants, studio 1, weekly recurring Wed, Sat, 1 month in advance, 30 min before start, no costs, description:  Simply insane. Add yourself as instructor
  • 8 pm - 9 pm: Judo, 20 participants, studio 1, weekly recurring Wed,1 month in advance, 30 min before start, no costs, description: body pump


  • 2pm - 3 pm: Core Fit, 15 participants, studio 1, weekly recurring Wed, 1 month in advance, 30 min before start, no costs

The rest of the Group Classes schedule is already filled in, due to the reccurency. 

Setting up the personal training schedule

The personal training schedule will be a little easier to set up. 

  • Create a new event called "personal training "
     Instructor: select one of your staff members, 1 participants, 9 am - 10 am, personal training studio, recurrency daily (every day)
    1 week in advance, 6 hours before event starts, Event cost 1 personal training credit
  • Create a personal training event with the same settings like before for the times:
    1 pm - 2pm, 3 pm - 4 pm, 5 pm - 6 pm.
  • Create a personal training event with a recurrency every weekday at the time 8 pm - 9 pm.
  • Create a new event called "small group training". Instructor: select one of your staff members, 4 participants, 10 am - 11 am, personal training studio, recurrency daily (every day), 1 week in advance, 4 hours before event start, event cost 1 personal training credit.
  • Create a small group training event with a recurrency every weekday at the time 6 pm - 7 pm.

Booking clients in the schedule

Now both schedules are set up, it is time to experience the booking system. 

First we will start to book as an employee.


Open the group classes schedule and select the Yoga activity from Monday morning.

The "book now" button allows you to book this class for yourself. This means you will reserve a spot for youself. As an employee you can also:

  • Add guests: Adding people who are no member of your club. This can be for a trial for instance. 
    Add yourself as a guest: First- & last name, email:  {your name}, note: test booking
  • Add member: This opens a pick-list, where you can search for members within your club. 
    Book a member for the Yoga session. 

When you booked a client, you will be redirected to the tab "participants".

Here you have an overview of all the participants of the event. You can print this overview for instructors, so they can bring this to their event. 
If the event already took place, you can confirm the presence of this event. Simply select which clients were present at the event and confirm.

Do you understand the use of the schedule

  • Yes
  • No

10. Tasks


Tasks are very useful for assigning to-do's to your employees.

Within Virtuagym you can schedule taks for your employees, linked to members and times. Just an easy way to make sure everything will be done.

Here a short introduction video about tasks in Virtuagym:


Creating tasks

When you open the app "Tasks", you can start with creating a new one. Always click on "show details" to add more information to a task. 
  • Task: What kind of task are you creating?
    Schedule new appointment
  • Category: in what category does the task belong?
  • Description: Leave a detailled description for your employees, so he knows exactly what to do.
    Schedule a meeting with {member name} for the evaluation of his training program and nutrition advice.
  • Find a member: Link the task to a member.
  • Assign to employee: Create a new task for your employee.
    For yourself
  • Date + times: assign the task for a specific date/time

Once the task is created, it will appear in the task overview. The filters can be used to see if all the tasks will be completed on the stated dates/times. 
Also the coach filter is a great way to see if everyone is completing their to-do's.



The tab "downloads" links through to a "public share" Google Drive folder. 
In this folder business owners can find manuals and marketing material. 

The marketing material can be used for in-club or website promotion.


Take a look at the marketing material available for our clients. 

13. Webshop


The Webshop is one the functionalities that have been added based on the feedback from existing and potential clients. The huge demand of this functionality has been led to a great new tool that has 
multiple advantages for both new and existing members:
1. New clients can sign up instantly.
2. Existing clients can purchase credits, products or services at their convenience. 

In the next part you can check the Video on how to set up a webshop.

Setting up your Webshop

Instruction Video:  Online Web Shop 

Setting up an online shop

1.Go to Business Settings

  • Find the Online Shop under Membership and Billing

  • Fill in the required Information

  • Terms and Condition can be added under Business Info when choosing the Advance Option

  • Shop Email Address: This Email address will be used to receive confirmation with every purchase made on the online shop

To do

  • Add the following categories:1. Products 2. Memberships 3. Personal Training 4. Online Coaching

  • Select your preferred payment method 

  • Add Products to your categories e.g membership types, retail products, food and drinks. Need help or tips? Ask one of your great colleagues to give you a hand.Make sure to put the products in multiple languages!

  • After adding all products, check your shop main link: This will be what your clients will see and what you will be selling at the Online Shop

Note: To view the webshop, you do not have to be a client as of yet. New clients will create their account during purchase of the new product. 

Make sure to test your webshop on look and feel so it looks professional during demonstrations. 

14. Custom Home Screen


The Custom Home Screen (CHS) is a very powerful part of our product because it enables clients to personalize the Virtuagym app on the inside. 

When we present the system and during the presentation, we always show the use of the Virtuagym app and Coach app. Creating value is the goal so your own Custom Home Screen should be good looking and representative.

The CHS can have 4,6 or 9 tiles. Your own Custom Home Screen will have 9 (3x3).

Creating your Custom Home Screen

Now let's create your Custom Home Screen

Good thing to know is that we can copy an existing CHS to your portal. Client Success had the rights to do this with their admin account, you will need their help before you can make adjustments.


Send one of the Client Success consultants an e-mail asking them to enable your Custom Home Screen. You can use this e-mail template to send: CHS E-mail

Once this has been done, you will see that the CHS template has been added to your settings.

Go to your Business Settings > Mobile Apps > Other Configurations

Select “Advanced”. 
The following screen will appear:

Normally, you should have 9 tiles. The only thing you need to do is to change the names of the tiles and add the names in the right languages.

Opening hours
My Progress
Activity Calendar


You can check the app on your phone and see if they work. Also test the app with the ARC Welder app on the computer that you will use during demonstrations.



In case the above has not worked, below you can find the steps to adjust each tile with information on how to add the correct links (and where to find them)

Select Language, Tile Name (Exercise, Calendar, My gym etc.), visibility and color of the tile.

Upload the icon associated to the tile’s functionality. Please note that IOS and Android support different kind of files.

Download the Custom icons on your computer. Go to this folder.

Now, it’s time to add the links thanks to which the tile will be connected to the right functionality. In this case, these are the same for both IOS and Android. You can find these in the "CHS Tiles Overview"spreadsheet or use this link. Once uploaded the right links and icons, click on “Save”.

Repeat this process with all the tiles you need to add.

Click on ‘Save’.