March 2, 2017

Administrative Assistant

    • Payroll:
      • On the first
        • zenplanner > payroll > 1st personal trainer
          • Run the report for 1st thru the 15th for each different trainer for both individual and couples sessions
          • Run the report for 1st thru the 15th for the dietitian
            • Nutrimetric Consult
            • Couples Nutrimetric Consult
            • Initial Assessment
            • E-Coaching
          • Add each person’s monthly benefit bonus (1/2 of it)
          • Log own hours from phone app
          • Run quick ictraining report and payment for Joy (going away)
        • Bank of america online – itemize their payroll on their paycheck by filling in the columns
      • On the 15th
        • zenplanner > payroll > 15th personal trainer
          • Run the report for 16th thru the end of month for each different trainer for both individual and couples sessions
          • zenplanner > setup > payroll reports > change pay period to 15th- EOM and use the dollar amount
          • Add diet recording bonus from the client change report
          • Mileage re-imbursement (gotta stop)
    • Reporting
      • 5 Million Ways
      • Client Compliance Update
      • Client Change Report
      • Team KPI’s
      • Marketing Report
    • Daily Processing Checkup
    • Client Onboarding
      • Notice service contract in email
      • Adjust start date and payment dates
      • Change email address back to theirs (sometimes kesley does)
      • Confirm autopay and autorenew is on
      • Setup renewing invoices in quickbooks
      • Receive their first payment in quickbooks
      • Program start and end dates into autoresponder
      • Properly tag in autoresponder
      • Change prospect status in zenplanner
      • invite to facebook community
      • owner re-invites people
      • 90 day phone call
    • Client Renewals
      • Fix auto-renew (!)
      • Make sure invoice and payment dates are correct (can we link quickbooks and paysimple)
      • update autoresponder
      • Delete kelsey as sales rep so her commissions don’t continue forever
    • Client Upgrades/Downgrades
      • change membership in zenplanner
      • update quickbooks
      • update autoresponder
    • Client Payments
      • run zen report
      • see who paid
      • receive in quickbooks
      • run failed payments report
        • personal followup email the next day
        • call 2 days later if no response to email
      • run unpaid bills report
        • run the payment
        • correct any date issues /autopay
    • Client Closeouts
      • Auto pay is off
      • Autoresponder tag update
      • Setting up “tough to say goodbye” autoresponder sequence / survey
    • Prospecting Help
      • Mon-Fri: ThumbTack Initial communication and quoting
      • Thumbtack followup email with blog attachment
      • Random Massive Prospect outreach
    • Trainer process:
      • To calculate base trainer pay:  ictraining > reports > payroll > location summary > take picture of location summary data > then print that picture
      • Then, to calculate bonuses to add to base pay,  goto > reports >services performed > associate summary >
        • greater than 47 sessions = entitlement to travel bonus level 1 (11-20 session average per week) = additional $3 per session
        • greater than 91 sessions = entitlement to travel bonus level 2 (21-30 session average per week) = additional $4 per session
        • greater than 134 sessions = entitlement to travel bonus level 3 (11-20 session average per week) = additional $5 per session
      • Add bonus calculations to base pay on “location summary data” report and write pay totals on paper
    • Nutrimetric Consultant pay
      • To calculate base trainer pay:  ictraining > reports > payroll > location summary > take picture of location summary data > then print that picture
      • dropbox > client profiles > “client monthly data” > FindLife40 > and print report
      • count # first month clients (more than 5 reviews) that do LESS than 75% diet logging, and write down number on “client monthly data” paper
      • Then count the number of month 2 and beyond clients that log OVER 50% of their days, and write down number on “client monthly data” paper
      • SUBTRACT $50 for ever new client that logs LESS than 75% of days, and ADD $50 for every existing client that logs MORE than 50% of days
      • Add that number, or subtract if it’s negative, to the nutrimetric consultants total on the “location summary data” report
      • Login to elect wellness bank of america account > run payroll > continue to other website > payday > contractors > select the pay date > check off all contractors to be paid > enter totals on payment column > note in memo commissions amount, and bonus amount
      • For Nutrimetric Consultant, list service $xxx, sales $xxx, travel $xxx, and compliance $xxx