Add a direct-debit membership (in-house)

Overview

This article guides you through the process of adding a Direct-debit Term/Ongoing membership to a Member. The article is divided into the following eight topics:

Prerequisites
   Role
   Scope
Use case
Navigation
   Branch level
Add a direct-debit membership
   Set up a direct debit request (DDR)

 

Prerequisites

Role

Your Role must have the Manage membership Permission.

 

Scope

You must have a Role within the Member's Branch.

 

For more information on Roles, click here.
For more information on Permissions, click here.

 

Use case

Adding a Direct-debit Term/Ongoing membership removes the or  Tags from a Member.

Memberships derive from a Membership plan (a template for each Membership).
Direct-debit Term/Ongoing memberships enable you to:

• Take regular Payments for the Membership

• Record the Membership start and end date

• Record the Billing company's Billing reference number

• Suspend the Membership

 

Navigation

Memberships are added at Branch level:

 

Branch level

To add a Membership:
Navigate to Branch level (dark coloured menu)
Select a Branch (optional)

Click on Members

 

Add a direct-debit membership

To add a Direct-debit Membership to a Member:

 

Select a Member or Prospect from the Member list

Note: In cases where one person is paying for another (i.e. adult paying for a partner or their children), you will add each person as a separate Member, and a separate Membership for each of them. The person paying for the Memberships enters their details at the payment process of each Membership.

 

Click Add in the Membership panel (top right-hand side)

 

Alternatively:

Click Memberships (top menu)

Click Add a membership

 

Select a Membership (required)

Note: The listed Memberships derive from the Membership plans created at Organisation level.
For more information on Membership plans, click here.

Select a Payment Frequency

Note: Payment Frequencies are created on Payment Options and are dependent on your billing provider. Please speak to your billing provider for more advice.
For more information on Payment Options, click here.

 

Select a Payment option (required)

Term payment options (end when the Membership End date is reached) display

Ongoing payment options (have a Minimum-term but end on request only) display and

Note: The listed Payment options derive from the Membership plan. Only Payment options made available for the Branch within the same country as the Member are displayed.
For more information on Membership plans, click here.

The selected Payment option is displayed below the drop-down box:

If you make a mistake, click X to the right of the Payment option, to remove it from your selection

 

Select Membership start date (defaults to today's date)

Note: The Payment options Term and Membership start date are used to automatically calculate the Membership end date (the Membership end date cannot be manually set).

The Membership start date will affect any Partial payment, if your billing company has set day billing, as it changes how many days there are before the next Billing cycle date.

 

Either enter the date manually or use the calendar icon to select a date via the calendar:

• Use the Left and right arrows to scroll back or forward a month
• Click the desired date, or click Today to select today's date.
• To select another year, use the drop down on the right of the month to select the year.  

 

Edit the Joining fee (optional)

The Joining fee is automatically populated from the selected Payment option.
It can be optionally edited:

 

Edit the Access card fee (optional)

The Access card fee is automatically populated from the selected Payment option.
It can be optionally edited:

 

Edit the Partial payment (optional)

The Partial payment field is automatically populated by calculating the pro-rata price between the Membership start date and the next Billing cycle date.
It can be optionally edited:

In the above example, the Partial payment of $2.00 is calculated as so:

Fortnightly payment (14 days) is $14.00
Next Billing cycle date is in 2 days

$14 / 14 days = $1.00 per day
$1.00 per day x 2 days = $2.00

Note: Billing can not commence on a Billing cycle date. Therefore (in the example above) if a Member signed up on the Billing cycle date, the Partial payment would be calculated with the next Billing cycle date in 14 days ($14). 

Please check with your billing provider if set billing days apply.

 

Select what to include in first DD payment (optional)
A check box enables you to charge fees immediately (default) or include them in the first direct debit payment:

 

Example 1 - No checkbox selected (default)

The member pays:

Upfront payment		First direct debit payment
$ 99.00 Joining fee $ 25.00 Access card fee $ 2.00 Partial payment		$ 14.00 First direct debit payment
$126.00 Total		$14Total

 

Example 2 - Some fees paid in the first direct debit

The member pays:

Upfront payment		First direct debit payment
$ 99.00 Joining fee		$ 25.00 Access card fee $ 2.00 Partial payment $ 14.00 First direct debit payment
$ 99.00 Total		$41.00 Total

 

Click Add

 

Take Upfront payment from Member (optional)

Select Cash for cash transactions only

Select EFTPOS for EFTPOS, debit card or credit card payments

Note: Ensure the Upfront payment has been taken before proceeding i.e. cash has been handed over or card transaction has completed (was not declined).

Click Paid

The Membership panel will display :

Within the Membership tab, a new Membership will display :

 

Set up a Direct debit request (DDR)

When you select a Payment option that displays the  Tag, you are requesting a direct debit payment from the Member. The Member must complete a Direct debit request (DDR) to complete the Membership sign-up process.

Follow the instructions below to set up a Direct debit request (DDR)

 

Set up a direct debit request (DDR)

The Payment setup page is a four-step process that gives a Billing company the information they require to set up a direct debit agreement with the Member (such as bank or credit card details, name, address and contact details of both the Member and the person paying for the Membership). This is called a Direct debit request (DDR).

Note: The Payment setup page must be completed by the Member before midnight the day the Membership was created, otherwise, the sign-up process will need to be repeated from the beginning.

If the Member does not complete the Direct debit request (DDR) by midnight, the Membership will be removed from the Membership panel:

Within the Membership tab, the Membership will display  and be placed into the Member's Membership history:

 

To launch the Payment setup page for the Member to complete:

		Click Memberships (top menu)
		Select the  Membership
		At the top of the Membership details page, a QR code and link is displayed: The QR code can be scanned by either the gym's tablet or the Member's mobile phone to present the Payment setup page for this Membership. The tablet or mobile phone can then be used by the Member to complete the four-step Direct debit request (DDR) process. Alternatively, click on the link to display the Payment setup page on your own computer or click Copy link and paste this in an email or social media message sent to the Member For more information on the Payment setup page, click here.
		Once the Member completes the Payment setup page the Member will have access to the gym if they have been provided with an Access card. Note: The following steps do not apply to all Billing companies. Please confirm with your Billing company if the Direct debit request (DDR) is immediately accepted. The Membership panel will display : The Billing account status will display DDR Pending Note: The Membership will remain in this state until the Billing company has approved the Direct debit request (DDR)
		If for any reason, the Member's Direct debit request (DDR) is declined, the Member's access to the gym will be revoked. The Membership panel will display : The Billing account status will display DDR Rejected The Member will need to sign-up for the Membership again.