Discounts and Promotions
Why this matters
Discounts are where gyms quietly lose money. Someone at the front desk remembers the student rate is "about twenty percent". They work it out in their head, round it down to be nice, and write a figure in the book. Do that thirty times a month and you have no idea what you actually charged, or why the till is short.
Kazafit lets you set the discount up once — "Student", 20 percent — and then apply it with one click when you raise an invoice. Kazafit works out the shilling figure from the package price. The number you quote the member is the number on the invoice, and the number on the invoice is the number you bank.
It also ends the "is that offer still running?" problem. Each discount has an Active or Disabled badge you tap to flip. Switch January Special off on the 1st of February and it disappears from the invoice screen. Nobody can hand it out by mistake. You have not deleted it, so you can switch it back on next January.
One habit worth starting: put the discount name in the memo when you raise the invoice. Kazafit saves the percentage onto the invoice, but it does not show that figure back to you afterwards — there is no discount column on the invoice list, the printed receipt shows only the final amount, and reopening an invoice reads "No Discount" even when one was applied. The memo box is the one place a discount stays visible, so treat it as your paper trail.
What you can do
- Create a named percentage discount — give it a name like "Student" or "New Year 20%" and a percentage off. The name is how staff will recognise it in the dropdown, so name it the way you'd say it out loud.
- Switch a discount on or off in one tap — every row shows a green Active or red Disabled badge. Tapping it flips the discount instantly. Only Active discounts appear on the invoice screen.
- Apply a discount when you raise an invoice — pick it from the discount list and the total drops to the new price on screen, before you save anything. The member sees a clean figure, not scribbled arithmetic.
- Edit or delete a discount — change the name or the percentage at any time. Deleting asks you to confirm first ("Delete this discount?" — "This cannot be undone.").
- Keep a paper trail in the memo — Kazafit saves the percentage onto the invoice but does not display it anywhere afterwards, so type the discount name into the memo box if you want the discount on the record.
How to get started
Before you start: you need at least one package with a price set up, because a discount is a percentage off a package price. See Your Packages and Prices.
- Sign in as the gym owner. The Discounts screen is on the owner account only.
- In the left menu, under Owner Settings, click All Discounts. The page is titled Discount Manager.
- Click Create New Discount.
- Fill in Discount Name (for example, Student) and Discount Percentage (%) (for example, 20). Ignore the Enabled tick box — a new discount always saves switched on, whatever you do with it, and you can switch it off in a moment.
- Click Save Discount. You'll see "Discount created." and the discount appears in the list with a green Active badge.
- Now raise an invoice. Go to Invoice Report in the left menu and click Generate Invoice.
- Search for the member. The shortest package is already selected for you with its full price filled in, so change it if that is not the one you want. Then choose your discount from the discount dropdown — it reads like "Student (20% off)" — and the total drops to the discounted figure straight away.
- Set the payment status, add a memo if you want, and save.
To pause a discount later, go back to All Discounts and tap its Active badge. It turns red and reads Disabled, and it disappears from the invoice dropdown.
Good to know
Nothing happens automatically. Someone has to choose the discount on the invoice screen every single time. Kazafit will not spot that a member is a student and apply the discount for them.
Percentages only. There is no fixed-shilling discount — you cannot set up "5,000 TZS off". There are also no start or end dates and nothing expires by itself. When an offer ends, you switch it off yourself.
No rules about who gets it. You cannot tie a discount to a particular package or a particular member. Anyone raising an invoice can put any Active discount on it.
The percentage must be between 1 and 100. Two discounts in your gym also cannot share the same name. If you break either rule the form just says "Could not save the discount. Please try again." — it will not tell you which rule you broke, so check the number and the name against your existing discounts before you save.
A new discount always saves switched on — even if you untick the Enabled box in the create form. If you want it switched off to begin with, save it first, then tap the Active badge. Unticking the box does work when you are editing an existing discount.
The search box on the Discount Manager screen does not filter the list. You can type in it, but the rows do not narrow. Use the Show 5 / 10 / 20 / 50 control and the page numbers at the bottom to find older discounts.
Once you pick a discount on an invoice, you cannot go back to "no discount" from the dropdown. If you picked one by mistake, close the form and start the invoice again.
You cannot change the discount on an invoice that already exists. When you edit an existing invoice the dropdown is locked.
Discounts work on invoices only. The subscription screen has no discount picker, so a membership sale or renewal recorded there cannot carry one.
Owner only for setup. Creating, editing and deleting discounts sits on the owner account. Your staff apply existing discounts when they raise invoices.
The Discounts tile on your dashboard is a count of invoices that had a discount on them. It is not the number of discounts you are running, and it is not the money you gave away.