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🧐 What is TotalPass and How Does It Benefit You?
TotalPass is a company that offers a corporate benefit focused on the physical well-being of employees, among other things. It provides access to more than 4,500 gyms and studios throughout Mexico and Brazil.
Integrating TotalPass with Fitune is an excellent way to centralize the management of bookings and memberships for clients coming through TotalPass. This way, you can automatically sync schedules and closely track the revenue generated.
Additionally, this connection allows you to maximize exposure to a broader base of active users, attracting more clients to your studio and enhancing your sales and profit opportunities.
🔹 Step-by-Step Guide
Let's start with a quick guide on how to connect the integration if you DO NOT have schedules previously created in TotalPass.
1️⃣ Verify the Requirements
Ensure that you have an admin account in TotalPass and an active payment plan in Fitune.
2️⃣ Access Your Settings from Fitune
In Fitune, from the menu, go to 'Settings,' select 'Integrations,' and click 'Connect' in the TotalPass integration section.
Only the Account Owner in Fitune has access to the Integrations page within Fitune.
3️⃣ Get Your API Key from TotalPass
Log in to your TotalPass admin account, go to 'Integrations' in the menu, and click on the 'New Integrations' tab. Then, click the 'New Configuration' button, select the location you want to connect, and choose 'Fitune' as a partner. Finally, copy the API Key corresponding to that location. This is your key to connecting Fitune with TotalPass!
Only the Account Owner in TotalPass has access to the Integrations page in TotalPass. If you do not see this page, contact the studio owner to complete this step.
4️⃣ Add the TotalPass API Key in Fitune
In Fitune, go to the 'Integrations' section and find the TotalPass option. Paste the API Key you obtained for the corresponding location and save the changes. You are ready to connect!
Ensure you paste the key in the correct location — especially if you have studios in multiple locations.
5️⃣ Set Up Your Classes in Fitune
In Fitune, go to your 'Calendar,' select the first schedule you want to sync with TotalPass, and edit it. On that page, scroll down to find the 'TotalPass Settings' section and enable the 'List in TotalPass' option. Then, set the maximum number of slots you want for TotalPass and select the TotalPass Plan that clients need to book that schedule. Finally, save your changes.
If they are recurring schedules, you can apply the changes to 'This and future occasions.'
Repeat this step #5 for the schedules you want to display in the TotalPass app.
6️⃣ Sync the Schedules
Once the classes are configured in Fitune, the schedules will appear in the TotalPass app and in the calendar of your TotalPass admin account. Ready for your clients to book through the app!
7️⃣ Manage Bookings
Bookings made through TotalPass will appear in each class schedule in Fitune. Additionally, you'll see the TotalPass logo for clients who booked through the TotalPass app — no need to keep checking your TotalPass account to know who's coming!
8️⃣ Adjust Capacity
If at any point you need to modify the TotalPass slots for a specific schedule (or for the entire recurrence), you can easily do so from Fitune by editing the "TotalPass Settings" within the schedule. The changes will be instantly reflected in TotalPass.
9️⃣ TotalPass Bookings and Check-ins
Your clients will need to check in through their TotalPass app, and Fitune will automatically validate the check-in. Everything is synced seamlessly!
This would be the guide in case you already have schedules configured in TotalPass.
1️⃣ Verify the Requirements
Ensure that you have an admin account in TotalPass and an active payment plan in Fitune.
2️⃣ Access Your Settings from Fitune
In Fitune, from the menu, go to 'Settings,' select 'Integrations,' and click 'Connect' in the TotalPass integration section.
Only the Account Owner in Fitune has access to the Integrations page within Fitune.
3️⃣ Get Your API Key from TotalPass
Log in to your TotalPass admin account, go to 'Integrations' in the menu, and click on the 'New Integrations' tab. Then, click the 'New Configuration' button, select the location you want to connect, and choose 'Fitune' as a partner. Finally, copy the API Key corresponding to that location. This is your key to connecting Fitune with TotalPass!
Only the Account Owner in TotalPass has access to the Integrations page in TotalPass. If you do not see this page, contact the studio owner to complete this step.
4️⃣ Add the TotalPass API Key in Fitune
In Fitune, go to the 'Integrations' section and find the TotalPass option. Paste the API Key you obtained for the corresponding location and save the changes. You are ready to connect!
Ensure you paste the key in the correct location — especially if you have studios in multiple locations.
5️⃣ Set Up Your Classes in Fitune
In Fitune, go to your 'Calendar,' select the first schedule you want to sync with TotalPass, and edit it. On that page, scroll down to find the 'TotalPass Settings' section and enable the 'List in TotalPass' option. Then, set the maximum number of slots you want for TotalPass and select the TotalPass Plan that clients need to book that schedule. Finally, save your changes.
If they are recurring schedules, you can apply the changes to 'This and future occasions.'
Repeat this step #5 for the schedules you want to display in the TotalPass app.
Each schedule you activate from Fitune for TotalPass will create a new one in the TotalPass calendar and app. Don’t worry, in the next step, we will adjust the slots to avoid overbooking.
Schedules coming from Fitune will appear in blue in the TotalPass calendar with an 'ERP' label. TotalPass schedules may be pink, purple, or mint.
6️⃣ Adjust the Capacity in TotalPass and Fitune Schedules
Since you already have schedules set up in TotalPass before the integration, it is crucial to reduce the spots in schedules that already have reservations outside the integration (the pink, purple, or mint ones). This will prevent you from receiving more bookings than you can accommodate.
For example, if a TotalPass schedule has 10 spots and you already have 2 bookings made in TotalPass before the integration, reduce the spots to 2 in the TotalPass schedule and save the change. This will make that schedule, outside the integration, appear full in the app and prevent new bookings from being made.
Then, go to the corresponding schedule in Fitune and adjust the spots for TotalPass. For instance, that schedule in Fitune likely has 10 spots as well, and since you already have 2 spots reserved outside the integration, reduce it to 8 in Fitune. This way, the maximum possible reservations for TotalPass will not exceed 10 spots.
This step only applies to schedules created directly in the TotalPass calendar that had reservations before connecting with Fitune.
7️⃣ Delete Manually Created Schedules in TotalPass Without Reservations
If the schedules previously created in TotalPass have no reservations, you can cancel them.
Once canceled, you will only see the blue schedules labeled "ERP" that come from Fitune. And that’s all for the configuration!
8️⃣ Adjust the Capacity as Needed
If you need to modify the TotalPass spots for a specific schedule (or for the entire recurrence), you can easily do so in Fitune by editing the "TotalPass Settings" within the schedule. The changes will instantly reflect in TotalPass.
9️⃣ Managing TotalPass Reservations
Bookings made through TotalPass will appear in each class schedule in Fitune. Additionally, you'll see the TotalPass logo for clients who booked through the TotalPass app — no need to keep checking your TotalPass account to know who's coming!
1️⃣0️⃣ TotalPass Reservations and Check-ins
Your clients will need to check-in through their TotalPass app, and Fitune will validate this check-in automatically. Everything is synchronized without complications!
🎥 Video Tutorial:
⚠️ Important Notes
The API Key you copy from TotalPass must be pasted exactly as it appears, without removing any symbols or numbers. This key is 36 characters long.
The fields "Location" and "TotalPass Plan" cannot be modified after saving your changes. Therefore, it is crucial to ensure you select the correct options before saving the changes.
Temporary Limitation: Once a schedule is enabled to be shown in any integration (TotalPass or WH), deactivating the integration requires contacting support through the assistance chat.
❓ Frequently Asked Questions:
1️⃣ Is it mandatory to select a TotalPass Plan?
Yes, the TotalPass Plan field becomes mandatory if the TotalPass visibility option is activated. Typically, you will only have one option available in this field.
2️⃣ Can I change the "Location" and "TotalPass Plan" fields after saving?
No, the "Location" and "TotalPass Plan" fields cannot be modified once saved.
Ensure you select the correct options before saving the changes.
3️⃣ What happens if I disconnect a location from the integration?
If you disconnect a location while schedules are active or have reservations:
The schedules will be removed from TotalPass (visibility disabled, without the TP logo or settings).
All future reservations from TotalPass will be canceled.
4️⃣ Can I cancel a TotalPass reservation from the admin account in Fitune?
Yes, providers can cancel TotalPass reservations from the admin account in Fitune. Additionally, the reservation history and cancellation details will be reflected in the booking report.
5️⃣ How does check-in work for TotalPass reservations?
Providers cannot mark attendance ("check-in") or reschedule TotalPass reservations from the Fitune admin account. The client must check in through their app for the check-in to be registered.
To ensure the check-in is reflected in the corresponding reservation, it must be done within a range of 30 minutes before or after the class start time. For example, if your class is at 7:00 AM, the check-in must be validated between 6:30 AM to 7:30 AM.
From the Kiosk check-in, the client also cannot check-in – it must always be done from their account in the app. The Kiosk will only show whether the check-in has been completed or not.
6️⃣ Can my clients see TotalPass reservations beyond a week in the TotalPass app?
No, your clients can only view and book schedules up to 1 week in advance from the TotalPass app. Even if the schedules are configured for more than a week in Fitune, they will only see a maximum of 1 week.
7️⃣ Can I cancel a TotalPass reservation through the Fitune app?
Yes, you can cancel a TotalPass reservation from the admin account in Fitune. The cancellation will be tracked in the reservation information, detailing when the cancellation occurred and who performed it.
8️⃣ Can I apply the cancellation or no-show policy to my TotalPass reservations?
No, Fitune’s cancellation or no-show policy does not apply to TotalPass reservations. When signing your contract with them, you likely agreed on the policy directly with them.
However, in Fitune, cancellations will be marked as "Late Cancellation" if they occur outside the permitted period in your Fitune settings. And remember, Fitune does not apply penalties to TotalPass reservations.
9️⃣ What happens to reservations if a client cancels from the TP app?
If the client cancels a reservation from the TotalPass app, the cancellation will be recorded in Fitune under the reservation history and will appear in the class report as "Canceled by the client/contact."