Company Profile Configuration Guide (Advanced Setup)

Overview

The Company Profile section is the foundation of your Xoda setup. It contains the key business settings that control how your gym or studio operates, including business information, payment processing, facilities, services, lead management, forms, terms and conditions, and website integrations.

This guide provides a detailed explanation of each available setting and how it affects your business operations.

Before You Start

Before configuring your company profile, ensure you have:

• Your Xoda login credentials.
• Business contact details.
• Company logo and branding assets.
• Payment provider credentials (if applicable).
• Details of your facilities, services, and business policies.

Business Profile Settings

Navigate to:

Settings → Profile

This section contains your core business information.

Business Information

The following fields should be completed accurately:

Field	Description
Gym logo	Appears throughout the platform, member app, and emails.
Business name	Your company or gym name.
Email address	Primary business contact email.
Phone number	Business contact number.
Country	Your operating country.
State/Region	Business location state or region.
Address	Street address.
Suburb/City	Business suburb or city.
Postal or ZIP code.	Postal or ZIP code.

Future Booking Limit

Determines how far into the future members can make bookings.

Example

If set to 30 days, members may only book classes and services occurring within the next 30 days.

This setting helps:

• Control availability
• Prevent excessive future bookings
• Manage scheduling capacity

Activate Pack on Submission

Controls when purchased pack credits become available.

Enabled

Pack credits become available immediately after payment submission.

Disabled

Pack credits become available only after payment has been successfully processed and confirmed.

This setting is commonly used when businesses want to prevent access before payment settlement.

Registration Links

Xoda automatically generates registration links that can be shared with prospective customers.

Lead Registration Link

Allows prospective customers to register as leads.

Common uses:

• Website lead capture forms
• Social media campaigns
• QR codes
• Marketing emails

Member Registration Link

Allows new customers to register directly as members.

Common uses:

• Website signup pages
• Membership promotions
• Online onboarding

Click the copy icon to share either link.

Payment Configuration

Navigate to:

Settings → Profile → Payment

This section contains your core business information.

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Payment Provider

Select your preferred payment provider:

• Ezypay
• Ezidebit
• Paychoice

The selected provider will manage recurring billing and payment processing.

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Supported Payment Methods

Staff Web Portal

Staff can typically add:

• Bank Accounts
• Credit Cards

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Member Registration

For Ezypay integrations, members can add a credit card during registration.

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Failed Payment Notifications

Automatically notify members when payments fail.

Available Reminder Intervals

• 1 Day
• 2 Days
• 3 Days
• 1 Week
• 2 Weeks
• 1 Month

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Repeat Until Paid

When enabled, reminders continue until the failed payment has been resolved.
This helps reduce overdue payments and manual follow-up.

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Invoice Settings

Customize the appearance and details shown on invoices.

To edit:

1. Click the Edit icon.
2. Update invoice details
3. Click Update.

Changes apply to future invoices.

Facilities Configuration

Navigate to:

Settings → Profile → Facilities

Facilities define the physical or virtual spaces available within your business.

☰   View step-by-step guide  →

Services Configuration

Navigate to:

Settings → Profile → Services

Services define what members can book through Xoda.

☰   View step-by-step guide  →

Terms & Conditions Management

Navigate to:

Settings → Profile → T&Cs

Use this section to create and manage legal agreements presented to members.

☰   View step-by-step guide  →

Forms Configuration

Navigate to:

Settings → Profile → Forms

Forms can be used throughout the member lifecycle.

☰   View step-by-step guide  →

Website Widget Configuration

Available on Premium and Ultimate plans.

Navigate to:

Settings → Profile → Forms

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Booking Widget

The booking widget allows members to:

• Purchase memberships
• Purchase packs
• Book classes
• Register online

Copy the embed code and add it to your website.

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Widget Branding

Customize:

• Primary Colour
• Background Colour
• Theme Selection (Light/Dark)

This allows the widget to match your website branding.

Additional Lead Source Options

Configure the How Did You Hear About Us? options shown during registration to improve marketing attribution and reporting.

✅ Result: Your Company Profile is now fully configured and ready to support:

• Member registrations
• Lead capture
• Payment processing
• Facility management
• Service scheduling
• Forms and agreements
• Online bookings
• Business reporting

With these settings in place, your Xoda account is ready for day-to-day operations and member management.

🌿  BEST PRACTICES

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	Upload a professional business logo.
	Review booking limits regularly.
	Configure failed payment reminders.
	Assign trainers to all active services.
	Keep lead stages aligned with your sales process.
	Review Terms & Conditions periodically.
	Test registration links before publishing