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Add a visit pass payment option

Xplor Clubware
  • Updated

Overview

This article guides you through the process of adding a Payment option for a Fixed-term membership or an Ongoing membership.
The article is divided into the following nine topics:

Prerequisites
   Role
   Scope
   Rules
Use case
Navigation
   Organisation level
Add a payment option
   Publish a payment option 

Prerequisites

Role

Your Role must have the "Manage membership plan" or the "View membership plan" Permission to access the Payment options within each Membership plan.

Your Role must have the "Manage payment option" Permission to add Payment options.

 

Scope

To add a Payment option, you must have one of the above Roles within all of the Branches the Payment option will be "Available for sale" in. i.e. If you want to create a Payment option that will be "Available for sale" in Branch A, B and C, but you only have a Role in Branch A and B, you will only be able to add Payment options that are "Available for sale" in Branch A and B.

 

Rules

If you have the correct Permissions to modify a Payment option there are some rules to note:

Payment options that display the Draft.png Tag:

  • can be modified
  • can be Archived
  • are not "Available for sale" until Published

Payment options that display the Published.png Tag:

  • can be modified
  • can be duplicated
  • can be Archived
  • are "Available for sale" until Archived

Payment options that display the Archived.png Tag:

  • cannot be modified
  • can be duplicated
  • are not "Available for sale"
  • cannot be re-published
 

For more information on Roles, click here.
For more information on Permissions, click here.
For more information about Membership plans, click here.

 

Use case

Each Membership plan has at least one Payment option associated with it.
Payment options determine how Members will pay for a Membership.
Multiple Payment options can be created for each Membership plan.
This enables you to:

  • set different Membership prices per Branch or Branch group
  • restrict the sale of Memberships per Branch or Branch group
  • provide various payment methods for a Membership
    (e.g. Direct debit, Paid-in-full, Promotions or Free trials)

Payment options are where you set:

  • the Term (length) of the Membership
  • the Start date for the Membership
  • whether the Membership is Ongoing after the Term is up
  • the price of the Membership
  • the promotion price (e.g. First two weeks free)
  • the Joining fee
  • the Access card fee
  • the Suspension fee
  • the Branch(es) or Branch group(s) the Membership will be "Available for sale" in
  • when the Membership can be sold
 

Navigation

Payment options are added at Organisation level:

Organisation level

To add a Payment option:
Navigate to Organisation level (grey menu)
Click on Management

Membership_plans.png

Select Membership plans

Membership_plans__select_.png

All Membership plans that are "Available for" Branches within your Role's Scope are listed:

Membership_plan__list_.png

 

Add a payment option

To add a Payment option:

 
 1

Enter a Payment option name (optional)

Payment_option_name.png

Note: The Payment option name must not exceed 50 characters.

The Payment option name enables you to add a name to your Payment option (such as the promotion name).
 
  2

Enter a Payment option description (optional)

Description__visit_pass_.png

Note: The Payment option description must not exceed 200 characters.

The Payment option description enables you to customize the description of the Payment option.

If no Payment option description is entered, the default description will be displayed.
The default Payment option description dynamically changes as you edit the Term, Payment, Promotion payment, Join fee, and Access card fee fields:

Description__dynamic_visit_pass_.png
 
  3

Set the Validity period (required)

The Validity period sets when the Visit pass will expire (whether fully used or not)

Enter a number in the first box, and select Day(s), Week(s), Month(s), or Year(s) in the drop-down box

Validity_period.png

e.g. For a 6-month gym Membership, enter 6 in the first box, then select Month(s) in the drop-down box

Validity_period__6_months_.png

Note: Although 52 weeks or 12 months is equivalent to 1 year, 365 days is not necessarily 1 year due to leap years. 4 weeks is not necessarily 1 month due to the roman calendar variations.
 
  4

Enter the Membership start date (optional)

Although a Member may purchase the Membership prior to this date, they will not be able to use the Membership until this date.

Membership_start_date.png

 

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

Membership_start_date__select_.png

Use the up and down arrows to scroll up or down a month

Month__previous_.png Month__next_.png

Click the desired date, or click Today to select today's date

Day__spaced_.png Day__today_.png

To select another month, click the down arrow next to the month/year

Month.png Month__select_.png

To select another year, use the scroll bar on the right to select the year, then a month, then a day

Year__scroll_.png Month__select_.png
 
  5

Add notes (optional)

Notes.png

Note: These notes appear within the Payment option screen and can be used to advise Staff members when to apply this Payment option. Members will not see these notes.
 
  6

Set the Payment amount (required)

Payment_amount.png

The Payment amount is the cost of the Visit pass

Note: Add the numerical value only e.g. 5 for five dollars, or 5.50 for five dollars and fifty cents.
 
  7

Enter a Joining fee (optional)

Join_fee.png

A Joining fee is a one-off charge to the Member when they first join the gym

Note: Add the numerical value only e.g. 5 for five dollars, or 5.50 for five dollars and fifty cents.
 
  8

Enter Access card fee (optional)

Access_card_fee.png

An Access card fee is a one-off charge to the Member for their Membership Access card

Note: Add the numerical value only e.g. 5 for five dollars, or 5.50 for five dollars and fifty cents.
 
  9

Select which Branch(es) or Branch group(s) the Payment option will be "Available for sale" in (required)

Available_for_sale_in.png

Note: You are only offered Branches within the Country selected for the Membership plan. e.g. If a Membership plan is created with Australia selected for the Country, only Australian Branches will be displayed in this drop-down box.

At least one Branch must be selected.
You may select multiple Branches or Branch group(s).
The Branch(es) and/or Branch group(s) you select are displayed below the drop-down box:

Availabile_for_sale_in__branches_.png

Branches are displayed in blue St_Kilda.png
Branch groups are displayed in green Melbourne_city_branches.png

To remove a Branch from your selection, click X to the right of the Branch or Branch group

St_Kilda__select_.png Melbourne_city_branches__select_.png

Note: If you want to set a different price for a Membership in each Branch, you would create multiple Payment options (with the differing prices) for the Membership plan, then assign each Branch (using this drop-down box) within the appropriately priced Payment option.
 
  10

Set the Start date for sale (optional)
Prior to this date, the Membership plan will not be visible to Staff members, therefore they will not be able to apply this Membership to a Member

Set a date only if you want to create a Membership that will be available for sale after a specific date in the future

Start_date_for_sale.png

 

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

Start_date_for_sale__select_.png

Use the up and down arrows to scroll up or down a month

 

Month__previous_.png Month__next_.png

Click the desired date, or click Today to select today's date

Day__spaced_.png Day__today_.png

To select another month, click the down arrow next to the month/year

Month.png Month__select_.png

To select another year, use the scroll bar on the right to select the year, then a month, then a day

Year__scroll_.png Month__select_.png
 
  11

Set the End date for sale (optional)
After this date, the Membership plan will not be visible to Staff members, therefore they will not be able to apply this Membership to a Member

Set a date only if you want to create a Membership that will not be available for sale after a specific date in the future

End_date_for_sale.png

 

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

End_date_for_sale__select_.png

Use the up and down arrows to scroll up or down a month

 

Month__previous_.png Month__next_.png

Click the desired date, or click Today to select today's date

Day__spaced_.png Day__today_.png

To select another month, click the down arrow next to the month/year

Month.png Month__select_.png

To select another year, use the scroll bar on the right to select the year, then a month, then a day

Year__scroll_.png Month__select_.png
 
  12

Click Create

Create.png
 

Publish a payment option

When you first create a Payment option, it will display the Draft.png Tag
Payment option can not be used until they display the Published.png Tag

To publish a Payment option:

 
 1

Select the Membership plan that contains the Payment option you want to publish

Membership_plan__select_605_visit_pass_.png
 
 

2

Click on the three vertical dots Menu.png (on the right-hand side of each Payment option)

Payment_option__select_kebab_draft_visit_pass_.png
 
  3

Select Publish

Payment_option__select_publish_visit_pass_.png
 
  4

The Payment option will display a Tag showing it is Published and ready to use

Payment_option__published_visit_pass_.png
 

Once you have created an initial Payment option, you can add additional Payment options to the Membership plan.

 
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