Articles in this section

Payment setup page

Xplor Clubware
  • Updated

Overview

The following instructions are completed by the 18+ Member paying for the Membership.
The article is divided into the following nine topics:

Use case
Navigation
   Branch level
Launch the payment setup page
   Step one - membership summary
   Step two - personal details
      Member details
      Billing details
   Step three - payment details

 

Use case

Once a Membership has been added to a Member, the Member must complete a Payment setup page to finalise the onboarding process.

The Payment setup page enables the Member to apply for automatic payments via a Direct debit request (DDR) with the Billing company. All direct debit Memberships purchased (online and in-house) must submit this form to complete the Membership sign-up process.

 

Navigation

The Payment setup page is launched at Branch level:

 

Branch level

To launch a Membership Payment setup page:
Navigate to Branch level (dark coloured menu)
Select a Branch (optional)

Switch_Branch__boxed_.png
Click on Members

Branch_View__Members_.png

 

Launch the payment setup page

To launch a Membership Payment setup page:

  1.png

Select a Member that has a Membership In progress

Andrew_Armstrong__member_select___1_.png
 
  2.png

Click Memberships (top menu)

Memberships__select_.png
 
  3.png

Select the In_Progress.png Membership

Membership__in_progress_select_.png
 
  4.png

At the top of the Membership details page, a QR code and link is displayed:

Payment_setup_link.png

 

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.

QR_code_frame__mobile_and_tablet_.png

 

Alternatively, click on the link to display the Payment setup page on your own computer

Payment_setup_link__select_.png

 

or click Copy link and paste it into an email or social media message to send to the Member

Payment_setup_link__copy_link_.png

Note: Once a Payment setup page has been completed, it can not be amended. To correct any incorrect details submitted, you will need to cancel the Direct-debit request (DDR) with the Billing company, then re-add the Membership to the Member and complete a new Payment setup page.

If you attempt to re-enter the Payment setup page of a Membership after it has already been completed, you will receive the following message:

Sign-up_already_completed__error_.png

If you attempt to enter another Direct-debit Membership (therefore create another Direct-debit request) for the same Member while an existing Direct-debit request is still being approved by the Billing company, you will receive the following message:

DDR_already_submitted.png
 

Step one - membership summary

Step_1.png

 
 1.png

The Member should review the Membership summary to ensure the contract details are correct:

Step_1_-_Membership_summary__paid_in_branch_.png

The Member should confirm:

  • they are purchasing the correct Membership

  • the Membership start date matches when they want to start entering the gym

  • the Membership end date matches when they want to stop entering the gym

  • the Term is the correct amount of time they are wanting to purchase

  • all up-front Payments they made are marked with the Paid_in_branch.png Tag

  • they are aware of when and how much their first Payment will be

  • they are aware of when the promotion period runs (if applicable)
 
  2.png

Click Next

next.png

Note: At any stage of the process, the Member can go back a step by clicking the back arrow  Back_Arrow__small_.png

Step two - personal details

Step_2.png

Member details

The Member details collect who will be using the Membership (required)

If the Member is signing up in-house (in the gym), this information will be auto-completed. They will not be able to edit the First name, Last name, or Country fields.

If the Member is signing up online, this information will need to be manually entered by the Member. This information will be used to create their Member details within Clubware. They will not be able to edit the Country field.

 
 1.png

The Member should review their First name and Last name to ensure the contract details are correct

Step_2_-_Member_details.png

Note: If the name is incorrect, the gym Staff member should close the Payment setup page, correct the Member's name in the Member profile screen, then scan the QR code again to re-launch the Payment setup page.
 
  2.png

Enter First name (required)

First_name.png

Note: This field is not editable when adding a Membership in-house, as the details are derived from the Member's profile.
 
  3.png

Enter Last name (required)

Last_name.png

Note: This field is not editable when adding a Membership in-house, as the details are derived from the Member's profile.
 
  4.png

Enter Date of birth (required)

Date_of_birth.png

 

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

Date_of_birth__select_.png

 
 
  5.png

Select Gender (required)

Gender.png
 
  6.png

Enter Email (required)

Email.png
 
  7.png

The phone number Country determines the phone number format required:

Phone_country.png

Note: The phone number Country field is not editable, as it is derived from the Membership plan.
 
  8.png

Enter Phone number (required)

Phone_number.png

New Zealand: Number must begin with zero
Australia: Number must begin with zero and be 10 digits long
India: Number must be 10 digits long
Singapore: Number must be 8 digits long
 
  9.png

The address Country determines the address format required:

Address_country.png

Note: The address Country field is not editable, as it is derived from the Membership plan.
 
  10.png

Enter Address (required)

Each country has a different address format:

Address__All_.png

New Zealand (required fields)
Address 1
Suburb
City
Postcode

Australia (required fields)
Address 1
Suburb
State
Postcode

India (required fields)
Address 1
Locality
City
PIN Code

Singapore (required fields)
Address 1
Town
Postcode
 
  11.png

Enter the Full name of your Emergency contact (required)

Emergency_contact__Full_name_.png
 
  12.png

Select the Country the Emergency contact resides (required)

Country.png
 
  13.png

Enter the Phone number of the Emergency contact (required)

Phone_number.png
 

Billing details

The Billing details collect who will be paying for the Membership (required)

The required fields are auto-populated from the Member details by default. These can be overwritten unless you tick Same as Member details

Step_2_-_Same_as_member_details.png

Billing details must always contain details of the 18+ person paying for the Membership.
e.g If an adult is signing up a minor or wants to pay for their partner, the paying adult's details should be placed in the Billing details.

  1.png

If the person paying for the Membership is the same person using the Membership, click Same as member details, otherwise enter the Billing details as instructed below:

Step_2_-_Billing_details.png
 
  2.png

Enter First name (required)

First_name.png
 
  3.png

Enter Last name (required)

Last_name.png
 
  4.png

Enter Date of birth (required)

Date_of_birth.png

 

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

Date_of_birth__select_.png

 
 
  5.png

Enter Email (required)

Email.png
 
  6.png

Enter Drivers license number (optional)

Drivers_license_number.png
 
  7.png

The Billing address Country determines the address format required:

Country.png

Note: The Billing address Country field is not editable, as it is derived from the Membership plan.
 
  8.png

Enter Billing address (required)

Each country has a different address format:

Address__All_.png

New Zealand (required fields)
Address 1
Suburb
City
Postcode

Australia (required fields)
Address 1
Suburb
State
Postcode

India (required fields)
Address 1
Locality
City
PIN Code

Singapore (required fields)
Address 1
Town
Postcode
 
  9.png

The phone number Country determines the phone number format required:

Phone_country.png

Note: The phone number Country field is not editable, as it is derived from the Membership plan.
 
  10.png

Enter Phone number (required)

Phone_number.png

New Zealand: Number must begin with zero
Australia: Number must begin with zero
India: Number must be 10 digits long
Singapore: Number must be 8 digits long
 
  11.png

Click Next

next.png

Note: At any stage of the process, the Member can go back a step by clicking the back arrow  Back_Arrow__small_.png

Step three - payment details

Step_3.png

 
 1.png

The Member must provide their Credit card or Bank account details to use for payment:

Credit_Card.png

Note: The accepted credit cards (e.g. Visa, Mastercard, Amex) are set per Branch and can be altered by contacting your Billing company.

BankAccount.png

Note: The bank account name must not exceed 32 characters.

You must confirm that you have authority over the bank account or credit card:

BankAccount_2.png

Note: The Pay button is disabled until both the bank account/credit card authority is confirmed and the Terms & Conditions are accepted.
 
  2.png

You must accept the Terms & Conditions (required)

Click on the Terms and conditions link:

TandCs__select_.png

The Terms & Conditions are displayed:

TandCs_panel__unconfirmed_.png

Scroll to the bottom of the Terms & Conditions panel and select the tickbox confirming you have read and agreed to the Terms & Conditions:

Step_3_-_Tick.png

Below is a final declaration panel:

Final_Declaration.png

Scroll to the bottom of the Final declaration panel and select the tickbox confirming you warrant, declare and acknowledge all areas of the Payment setup page

Step_3_-_Tick__Agree_.png

Note: The Accept button is disabled until you click on the tickbox to confirm you have read and agreed to the Terms & Conditions.

Click Accept

Accept_button.png

The Terms & Conditions will now appear green:

TandCs__agreed_.png
 
  3.png

The Member is provided with a breakdown of their First payment which includes:

  • a Partial payment (pro-rata) if they sign-up on or before the next Billing cycle date
  • the Recurring payment that is included in the first payment
  • any Joining fees or Access card fees

First_payment.png
 
  4.png

The Member is shown what Recurring payments to expect each Billing cycle along with what day the Billing cycle is, how frequent it occurs, and when the next Recurring payment will be deducted:

Recurring_payment.png
 
  5.png

Click Pay

Pay.png

Note: At any stage of the process, the Member can go back a step by clicking the back arrow  Back_Arrow__small_.png
 
Was this article helpful?
0 out of 0 found this helpful
Return to top

Related articles