Correctly running the Start-of-Day process is vital to coming back online

21-May-2020 16:33:59

At 5.15 PM on Friday 20th March 2020, the Prime Minister Boris Johnson announced that all gyms and leisure centres must close their doors that evening, and not reopen until further notice. With passing time we opened, closed, opened and closed, again! Whilst we are still awaiting news of when we may be allowed to reopen again, have you wondered what's happened to your database and what must you do with the Start-of-Day process when it comes to re-opening?

Throughout 2020 we prepared guidance and support information for our customers to assist them with reopening (and reclosing) which many of you used and noted just how beneficial it was.

Using a Gladstone system, check-out our re-opening toolkit

Pre lockdown/lift-off/lockdown, your LMS database will have been running 'Start of Day' (fondly known as SoD) whenever the first person on shift logs in.  This process keeps your database ticking over and in the main is barely noticeable. It extends your classes by a day each time, checks for subscriptions that need to renew and looks to see which have expired. For every day this isn’t run, the processes will be backing up.

So, what can you do now to ensure you’re ahead and enabling the system to perform these functions whilst you have time to manage them, and before your members are looking to make the swift return we all hope they will?   

Time to wake up for a beautiful woman sleeping

Whether outdoor spaces, golf, tennis, swimming or indoor spaces. The first person on shift dons their PPE and logs onto the system:-  

  • Whilst we don’t yet know when it’s going to happen – IT WILL – and it will have been many days since SoD was run, so your process is going to take longer than normal to execute. There is a lot of catching up to do! 
  • It has also been a number of months since you may have completed a Direct Debit run – so those subscriptions will also need to catch up.   
  • In addition, your could have annual subscriptions that have expired. Again the system will need to process these and where relevant remove them from member accounts (based on the Expired Subs Retention Period).  
  • Oh and let’s not forget any debts that are accrued as part of the above processes which are now sitting on your member accounts, possibly denying them access when they swipe their cards. 
  • In normal circumstances this is exactly what you need from your system! However you’re likely to want to handle them a little differently at the moment.  

So, what can you do now to ensure you’re ahead and enabling the system to perform these functions whilst you have time to manage them, and before your members are looking to make the swift return we all hope they will?   

Step 1

DON’T log in – at least not just yet. The minute you do, any annual subscriptions with an ‘Expired Subs Retention Period’ of anything other than 0 are going to expire, and remove themselves from the member accounts. In order to stop this happening please log a case with the subject “Expired Subs Retention set to 0” and we will connect in and set all your expired subs retention period to 0. When we’ve done this we will confirm it’s done and then you can move to step 2.  

Step 2

Once Step #1 is done you can NOW log in. It will likely take longer than normal to complete the processbut if you complete before you reopen, it will ensure no delays with logging in on that first day.  

Step 3

It is a good idea to decide how you wish to manage subscriptions to ensure that they’re up to date. This could include completing any required EFT runs, taking into consideration the impact it may have on your financial reporting. If your subscriptions are currently frozen, you will need to consider unfreezing these (using Enmasse in reverse). 

Step 4

Once you’ve got your Direct Debit members sorted, it’s time to address your annual subscriptions. Have you decided what you are planning to do with these? We know some are choosing to extend the end date to cover the closed period, whereas others are planning to offer various discounts to those who renew instead. Either way, you will need to update the system to reflect your operational decision to ensure a seamless experience for your members, with any  discounts for subscriptions ready to sell as and when the time comes.  

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A New Dawn, the ultimate guide for your LMS to support reopening

All the above (possibly with the exception of Step 1) can be executed in-house and up front to ensure you’re ready to hit the ground running from a system perspective when you can reopen.

Our Covid-19 reopening toolkit can help to provide you with hints, tips and information on how to carry out these tasks. 

As always, we would be happy to support you and your team, should you need some help with getting these tasks started, reach out to your Account Manager to find out more. 


Would you like us to run SOD on your behalf? No need to ‘remember to do it’ or to have a valuable member of staff simply logging in each day. If so – log a case with the Subject Line of “Please run my SOD” and we’ll run it for you on a weekly basis until the government announcement comes that you can reopen.

This gives you the peace of mind that when you reopen, your system will have less than 7 days of SOD to catch up on the day you are able to reopen and resume running it yourselves.

Can your bridge the chasm between home workouts and in-club classes?

Our early release of  'MoveAnywhere' a live stream service enables operators to deliver live stream instructor led classes to their community and membership.  The home workout revolution has changed consumer fitness habits forever.  In this new world MoveAnywhere will help operators to bridge the chasm with blended workouts that appeal to those returning to club, whilst satisfying those that have enjoyed the flexibility of home workouts.


Move_3 cards of live stream classes

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