TotalPass is a corporate wellness platform that provides employees with access to more than 4,500 gyms and studios across Mexico and Brazil.
Integrating TotalPass with Fitune is a great way to centralize bookings and membership management for clients coming from TotalPass. This allows you to automatically sync schedules and keep track of the revenue generated.
Additionally, this integration helps expose your studio to a broader audience of active users, attracting more clients and increasing your sales opportunities.
If you don’t have a TotalPass account yet, submit your request first. ⬅️
If you already have an account, follow the steps below.
Step-by-Step Guide #1
How to connect the integration if you DO NOT have schedules configured inside TotalPass
1️⃣ Verify the Requirements
1️⃣ Verify the Requirements
Make sure you have an administrator account in TotalPass and an active paid plan in Fitune.
2️⃣ Access Your Settings from Fitune
2️⃣ Access Your Settings from Fitune
In Fitune, from the menu, go to “Settings”, select “Integrations,” and click on “Connect” in the TotalPass integration.
Only the Owner of the Fitune account has access to the Integrations page within Fitune.
3️⃣ Get Your API Key from TotalPass
3️⃣ Get Your API Key from TotalPass
Log into your TotalPass administrator account, from the menu go to “Integrations”, and click on the “New integrations” tab.
Then, click on the “New configurations” button, select the location you want to connect and choose “Fitune” as the partner. Finally, copy the API Key corresponding to that location. This is your key to connect Fitune with TotalPass!
Only the Owner of the TotalPass account has access to the Integrations page within TotalPass. If you do not see this page, contact the studio Owner so they can complete this step.
4️⃣ Add the TotalPass API Key in Fitune
4️⃣ Add the TotalPass API Key in Fitune
In Fitune, go to the “Integrations” section and look for the TotalPass option. Paste the API Key you obtained for the corresponding location and save the changes. Ready to connect!
Make sure to paste the Key in the correct location - especially if you have studios in multiple locations.
5️⃣ Set Up Your Classes in Fitune
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 until you see the “TotalPass Settings” section, and enable the “List on TotalPass” option.
Then, enable the maximum number of spots you want for TotalPass, and select the TotalPass Plan clients need in order to book that schedule. Finally, save your changes.
If these are recurring schedules, you can apply the changes to “This and future occurrences.”
Follow this Step #5 for all schedules you want to display in the TotalPass app. Keep this in mind if you add new schedules.
Once the classes are configured from Fitune, the schedules will appear in the TotalPass app and in your TotalPass admin account calendar. Ready for your clients to book through their app!
🎥 Video Tutorial
Step-by-Step Guide #2
How to connect the integration if you ALREADY HAVE schedules configured inside TotalPass
1️⃣ Verify the requirements
1️⃣ Verify the requirements
Make sure you have an administrator account in TotalPass and an active paid plan in Fitune.
2️⃣ Get your TotalPass API Key
2️⃣ Get your TotalPass API Key
Log into your TotalPass administrator account, from the menu go to “Integrations”, and click on the “New integrations” tab. Then, click on the “New configurations” button, select the location you want to connect and choose “Fitune” as the partner. Finally, copy the API Key corresponding to the location. This is your key to connect Fitune with TotalPass!
Only the Owner of the TotalPass account has access to the Integrations page within TotalPass. If you do not see this page, contact the studio Owner so they can complete this step.
3️⃣ Add the TotalPass API Key in Fitune
3️⃣ Add the TotalPass API Key in Fitune
In Fitune, go to the “Integrations” section and look for the TotalPass option. Paste the API Key you obtained for the corresponding location and save the changes. Ready to connect!
Make sure to paste the Key in the correct location - especially if you have studios in multiple locations.
4️⃣ Configure your classes in Fitune
4️⃣ Configure 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 until you see the “TotalPass Settings” section, and enable the “List on TotalPass” option. Then, enable the maximum number of spots you want for TotalPass, and select the TotalPass Plan clients need in order to book that schedule. Finally, save your changes.
If these are recurring schedules, you can apply the changes to “This and future occurrences.”
Follow this Step #5 for the schedules you want to display in the TotalPass app.
⚠️ Every 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 capacity to avoid overbooking.
⚠️ Schedules coming from Fitune appear in blue in the TotalPass calendar with an “ERP” label. TotalPass schedules may appear in pink, purple, or mint and do not have this label.
5️⃣ Adjust the capacity in TotalPass and Fitune schedules
5️⃣ Adjust the capacity in TotalPass and Fitune schedules
Since you already have classes scheduled in TotalPass before the integration, it is crucial that you reduce the spots in schedules that already have bookings outside of the integration (the pink, purple, or mint ones). This will prevent you from receiving more bookings than you can handle.
For example, if in a TotalPass schedule you have 10 spots and 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 of the integration, appear full in the app and prevent new clients from booking it.
Then, go to the corresponding schedule in Fitune and modify the TotalPass spots. For example, that schedule in Fitune probably also has 10 spots and since you already have 2 spots booked outside of the integration, reduce them to 8 in Fitune. This way, the maximum possible bookings for TotalPass will not exceed 10 spots.
This step only applies to schedules created directly in the TotalPass calendar that had bookings before connecting with Fitune.
5️⃣ Delete manually created schedules in TotalPass without bookings
5️⃣ Delete manually created schedules in TotalPass without bookings
If the schedules previously created in TotalPass do not have bookings, you can cancel them.
Once cancelled, you will only see the blue schedules with the “ERP” label coming from Fitune. And that’s it for the setup!
🎥 Video Tutorial
Booking Management & Administrative Control
✅ Manage bookings
Bookings made through TotalPass will appear in each Fitune class schedule. Additionally, you will see the TotalPass logo for clients who booked through the TotalPass app. No need to constantly check your TotalPass account to know who is attending!
✅ Adjust capacity whenever necessary
If at any point you need to modify the TotalPass spots for a specific schedule (or for the entire recurrence), you can easily do so from Fitune by editing the “TotalPass Settings” within the schedule. Changes will be instantly reflected in TotalPass.
✅ TotalPass bookings and check-ins
Your clients must check in through their TotalPass app, and Fitune will automatically validate the check-in. Everything syncs automatically!
Important Notes
● The API Key you copy from TotalPass must be copied exactly as it appears, without removing symbols or numbers. This key contains 36 characters.
● The Location and TotalPass Plan fields cannot be modified after saving your changes. Therefore, it is crucial to make sure you select the correct options before saving changes.
⚠️ WARNING
Important: The order of disconnecting and changing the API Key is critical.
If you need to disconnect or change the API Key because TotalPass provided you with a new one or in any other scenario, follow these steps:
✅ Correct step:
Disconnect the API Key from the Fitune admin first.
Then, change or regenerate the API Key from TotalPass and reconnect the correct one in Fitune.
❌ Incorrect step:
Change or delete the API Key first from TotalPass — without disconnecting it beforehand in Fitune, as this may cause connection errors.