How can we help?

Search for answers to your questions by entering keywords in the search bar, or click through the categories of the knowledge base below.

ASF <> Club OS Integration



Clubs using ASF and Club OS use ASF for member management, including membership sales and billing, and event management, including scheduling and check in. Club OS is used for lead management, follow-ups with prospects and members, and for email and text marketing campaigns.

Download this diagram at the bottom of this article


The ASF integration with Club OS uses both Club OS's and ASF's REST APIs. Most changes will be pushed from the system that the changes were made into the partner system, all in real time.

Currently, there are two different functionality sets being used by ASF clubs: ASF (default) and ASF Legacy. Legacy is no longer supported and this documentation will NOT apply to any Legacy information. Be sure to contact your ASF Account Manager to discuss upgrading to the newest applications if you are still using Legacy functionality.

Entity Created In Updated In When
Prospects Club OS Club OS Instant
  • Guest Passes
ASF ASF Instant
  • Notes
Both N/A Instant
Members ASF ASF Instant
  • Notes
Both N/A Instant
Employees ASF ASF Instant
  • Employee's Club OS Username
ASF Club OS Instant
  • Employee's Club OS Password
Club OS Club OS Instant
  • Employee's ASF Username and Password
ASF ASF Instant
Membership Agreement Purchases ASF ASF Instant
  • Cancellations
ASF ASF Tuesdays
  • Pending Cancellations
ASF ASF Nightly
  • Freezes/Suspensions
ASF ASF Nightly
  • Delinquent Payments
ASF ASF Tuesdays
  • Collections
ASF ASF Tuesdays
Recurring Services Purchases ASF ASF Instant
  • PT Orientation
ASF ASF Instant
  • Session Bucket Payments
ASF ASF Nightly
  • Session Balances
ASF ASF Nightly




Integration Details

This section will walk you through:

  • Each major data type and where it should be created/modified
  • How and when it syncs between ABC and Club OS
  • What determines if data is added or updated
  • Any additional requirements
  • How the data is used in Club OS
  • Common issues and troubleshooting

Prospects | Members | Employees


Prospect accounts in Club OS are used to maintain accurate records of contact information, calendar events, and follow-up status. Email and text marketing campaigns from Club OS are also used for targeting prospects.

  • Prospects should be created in Club OS, and they will then be pushed to ASF
    • Prospects can enter Club OS through the digital guest waiver, web lead forms, manual entry, or other marketing or membership integrations
    • Regardless of their mode of entry, as long as they enter Club OS without an ASF external system ID, they will be pushed to ASF
    • Prospects created in ASF will be pushed to Club OS, however this is not our recommended workflow
  • Lead Capture page on ASF Online Join
    • If a Club is using the lead capture feature as part of their online join process, the prospect will be created in both ASF and Club OS at the same time. 
    • If the prospect ultimately does not purchase a membership they will be marked as a Lost Join in Club OS to allow the Sales team to follow up with them accordingly. 
      • If the prospect opts into SMS on the form, any SMS opt in verbiage that was present on the lead capture form will be added to the notes of the user to document their opt in
      • The marketing source of the prospect will reflect the final page of the online sale process that they made it to
  • New prospect accounts will also be automatically opted in to email communications through Club OS. This will only use the Buyer's contact information, not the information for any of the cardholders. Prospects can always opt themselves out of email communications by using the links provided in the emails they receive.

Guest Passes

  • Prospects can be granted access to a club before buying a membership agreement by adding a guest-pass. Guest passes should be added in ASF to ensure that the prospect is issued a barcode. In ASF, a guest pass is represented using the prospect expiration date in the prospect’s profile.
    • When a guest pass is added for a prospect, ASF will sync the guest pass to Club OS immediately, moving the prospect into an active guest status
  • Guest passes can provide either a number of visits to the club or a number of days of unlimited visits. 
    • Guest passes for a number of days - When a guest pass is issued for a period of time (e.g. 7 day guest pass), the expiration date in ASF should reflect the end date of the pass. This end date will also be shown in Club OS.
    • Guest passes for a number of visits - When a guest pass is provided that only allows a specified number of visits, the location employee should set the expiration date of the guest pass to 1 year from the issued date or however long prospects have to use their visits. 
  • When a guest pass expires or the last visit is used, ASF will send an update to Club OS. If the guest pass was limited based on a number of visits, the guest pass end date will be the date the last visit was consumed. At this point, if the prospect has still not joined the club, they will be reflected in Club OS as an expired guest.

Prospect Notes

  • Notes can be added to prospect accounts in both Club OS and ASF
  • When a note is added in either system, it can be found in the partner system seconds later
    • Notes added in ASF by System Admins (internal ASF users) will NOT be sent to Club OS
    • Notes added in ASF that are designated as Service Notes via the toggle will NOT be sent to Club OS



New Membership Agreements

  • Members should be created or converted in ASF, not Club OS
    • If Members are converted from Prospect accounts in Club OS, their status will not update in ASF
  • ASF sends members and their agreements to Club OS immediately after they are created. Once a member is created or a prospect is converted, the membership agreement will be visible in Club OS on the member's club services page
    • Club OS will automatically convert an existing Prospect or Member if it locates a new membership agreement for an account with a matching unique ID
    • Historical membership agreements that are active will also be added to Club OS
      • Inactive history agreements may be sent to Club OS as part of the historical membership agreement data included with an active account
    • Accounts with the current contract status of Cancelled or Returned, or accounts that are Paid in Full AND have expired, will NOT be sent to Club OS
  • ​​Club OS will create a new Member account if it receives a member profile from ASF  that it cannot match to an existing Prospect in Club OS. Note that these accounts may show up on some reports as new leads. (**This is not the recommended workflow, since it may create duplicates or other discrepancies. It is best practice to avoid creating new profiles in ASF. Instead, make sure Prospects are always created in Club OS to ensure a correct sync.**)
  • During the initial integration, all current membership types will be brought into Club OS. As new membership types are added, those will be synced with Club OS as well.
    • If desired, membership types can be set to "ignored" in Club OS. This means that Club OS will not add new Members or convert existing Prospects with that membership type, and they will not show up as membership purchases on KPIs and reporting. Those users will always have a Prospect status in Club OS even if they show up as members in ASF
    • ASF members are limited to one active membership agreement at a time. Club OS looks for an ID and sign date to determine what should be considered the current agreement. If we do not have an agreement matching the ID and sign date we receive, we create a new agreement in Club OS that will be considered the active agreement
  • If other agreements besides the current membership exist for a member in ASF, they may appear in Club OS but will show as inactive.
  • New member accounts will also be automatically opted in to email communications through Club OS. This will only use the Buyer's contact information, not the information for any of the cardholders. Members can always opt themselves out of email communications by using the links provided in the emails they receive.
  • If you are using the Set minimum cardholder age to send to Club OS Member Client Preference (see this article for details), then any secondary cardholders added to the membership during sign-up that are at or above the age set will be synced with Club OS as normal. Underage cardholders can be synced at a later time by using the Force Sync button found in Member Management, or if the account is Renewed/Replaced and the cardholder is at or above the set age.

Agreement Changes

  • When a member cancels their agreement, they'll first be put in a Pending Cancel status in ASF. The cancellation date and the date the cancellation was requested by the member will be collected by ASF. The cancellation date will be used by ASF, but the date the member initiated the cancellation will be passed to Club OS and the member will enter into the ‘Member - Pending Cancel’ status, if enabled)
  • When a member fails to make a payment on their member dues and is past due, their account will be marked as Delinquent in Club OS. This will take effect after the next nightly sync. Once the member pays their past due payments and are brought current in ASF, their status will also be updated in Club OS during the nightly sync
    • Members will only be set to Delinquent if their membership dues are past due. Accounts will be sent to Club OS as delinquent with past membership dues and any outstanding add-on amounts
    • If membership dues are NOT past due, then the account will not be sent as delinquent even if there are outstanding add-ons and past due add-on amounts
  • When an agreement is returned in ASF, that agreement should enter the Collections status in Club OS.
  • Freezes or Suspensions can be entered manually in My Club Business. Freezes can be future dated or initiated at the time of entry. When a member is frozen, they will be moved into the ‘Member - Freeze’ status in Club OS, if enabled.


  • Secondary Memberships: Many billing systems allow agreements to have one person paying for the membership, and "secondary" members or cardholders that can also use the membership, but are not paying for it. The most common use case is a family where the parent pays and their kids can use the facility. The buyer's contact information will appear on the Club OS account.

Member Notes

  • Notes can be added in both Club OS and ASF. Notes added in ASF will appear on the Buyer's Club OS user profile. Any secondary cardholders will not receive notes on their Club OS user profiles
  • When a note is added in either system, it can be found in the partner system seconds later, with some exceptions.
    • Notes added in ASF by internal ASF users will not be sent to Club OS
    • Notes added in ASF that are designated as Service Notes via the toggle will not be sent to Club OS



Employee accounts in Club OS are used to assign follow-ups for Members and Prospects. They are also used to create employee availability and assign Event Owners in the calendar.

  • Employees are synced from ASF to Club OS. Employees should be created and updated in ASF, not Club OS 
    • For users who need access to Club OS, be sure to enable the Club OS - Can Access permission in the User/Role Settings. This should be done for each user who makes sales or performs follow-ups in Club OS. This will trigger two functions:
      • First, the user will be created in Club OS
      • Second, the user's log-in account will be created. The default username will be: [asf-username]@[club-ID]
    • Provided the New Account system notification email is set up in Club OS, the newly created user should receive an email with their sign-in credentials and a link to log in to Club OS
  • If a member or prospect in ASF is not attributed to a specific salesperson or trainer it will be sent to Club OS with an entry of '-1' for 'System' in place of the salesperson or trainer ID. These unassigned members and prospects will be assigned to the default member sales follow up person that is configured for the location.

Employee Reporting

  • For locations using the new ASF Member Enrollment functionality, memberships sold are typically tied back to a specific salesperson. The employee's sales will be synced to Club OS and will be included in membership reports:
    • Sales Activity Reports
    • Memberships Sold Report
    • Guest Log Report
    • New Prospect Report
  • For locations using contract entry, memberships sold are not tied back to a salesperson. When these memberships enter Club OS, they are assigned to the default member sales person configured at the location. Because of this, reports that provide information about employee sales metrics may be misleading. If you are still using contract entry and are interested in switching to Member Enrollment, please contact your Account Manager.


  • Once an employee profile has been created in Club OS, no further updates will be made to the profile via the integration. If demographic/contact information is changed in My Club Business it will need to be manually updated in Club OS as needed


Update Section

Calendar Events

In most ASF-integrated clubs, ASF is used to manage day-to-day scheduling. For clubs that have PT Follow-Up enabled, certain calendar events are synced to Club OS to determine follow-up status and PT opportunity status. The events that should be synced with Club OS should be configured in ASF. 

Training Events (PT) and Orientation Events (ORT/FA/FC)

  • Should be created and updated in ASF, not Club OS
    • If an event is created in Club OS, it will not sync to ASF
  • Club OS will only add a new calendar event if it can find both the Owner of the event as well as the attending Member of the event
  • Training events and Orientation events will only sync to Club OS if the Event Type has the Club OS setting set to the desired event type (Personal Training or Orientation/Fitness Consultation). Once configured all events within the event type will be added to Club OS with the designated type. 


Other Event Types (Appointments, Meetings, etc)

  • Should be created and updated in Club OS, not ASF
    • If an event is created in Club OS, it will not sync to ASF


PT Follow-Up and Opportunity Data

Club OS makes updates to PT Follow-up and PT Opportunity status after receiving certain types of event and sales data from ASF.

  • A Member's Follow-Up status in Club OS will be updated based on whether they have booked/attended an Orientation Event
  • Point of Sale Transactions or Agreements that indicate a PT purchase can change a Member's Follow-Up status to "PT Active"
  • If a Member has an active Agreement and their Session Balance in ASF falls below a certain threshold, their Follow-Up status in Club OS will change to "PT Opportunity"
  • In order for Scheduler Bucket items to be sent to Club OS as PT Sessions, the Send to Club OS option within Item Setting should be set to True
    • Once configured, when a new personal training recurring service, i.e. an add-on, is purchased in ASF, the recurring service information is sent to Club OS if the following are true:
      • The inventory item used to create the add-on has the Send to Club OS setting in Items Settings set to Yes/True
      • The add-on bills on a recurring frequency. This includes the following scenarios where recurring services are created:
        • Legacy Add-on that drops sessions with a frequency of Recurring or PIF
        • Non-Legacy Add-on that drops sessions with a frequency of One Time, Recurring, or PIF
        • Membership Dues that drop sessions (Sessions Per Payment)
  • Session Balances
    • Each time a payment is made associated with an add-on made from an inventory item with the Send to Club OS setting turned on, the payment associated with the POS purchase or recurring payment will be synced with Club OS along with any sessions that dropped with the payment. This includes the following:
      • Add-ons that drop sessions with a frequency of One TimeRecurring, or PIF
      • POS purchases of session packs
    • No club payments will be sent for memberships that drop sessions as part of dues (Sessions Per Payment)
    • The available sessions will be calculated in Club OS based on the data sent on the Club Payment records. It is calculated as follows: Available = Quantity purchased - Pending, Completed, or Expired


Download the diagram using the link below

Was this article helpful?
0 out of 0 found this helpful


Powered by Zendesk