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How to set up Automatic Booking Generation?

Updated

Introduction

Automatic booking generation allows you to simplify the recurring payment process. Thanks to this feature, you don't have to manually generate recurring payment booking every time, when you need to charge money from credit card, or bank account.

  • This article will show you how to set up generation of recurring payments automatically. After configuring this feature, recurring bookings will be generated in the background, so you would not have to generate them manually, each time.
  • This article will be helpful to PG Champion, Club Manager, Finance & Accounting, Administrator and Club Owner. 

Before you start 

At least one e-payment provider and several background processing tasks have to be configured before you will be able to use Automatic Booking Generation. Please contact the Perfect Gym Support Team and ask for the system configuration review.

Automatic Booking Generation is visible only for employees, who have been granted respective system permission: Administrator -> The automatic generation. If you don't see this position in the PGM menu, check the Employee Permissions tab and verify your authorization. 

Instruction 

How to set up Automatic Booking Generation?

1. Go to the PGM -> Finances -> Electronic Payments -> Automatic Bookings Generation (PGM). 

2. You can add two types of bookings:

  • One-time booking definition - use this, if you want to generate one-time booking set for the future.
  • Recurring booking definition - use this, if you want to generate bookings periodically. 

In this article we are going to review only Recurring booking definition. One-time definitions are simplification of Recurring booking.

3. To add Recurring booking definition, click on the Add recurring definition button. A pop-up windo will show up.

4. Fill in all compulsory fields:

  • Name - information field - this field won't be visible for your clients. Type here a description of your recurring booking - it will be helpful if you want to create few definitions, i.e. Credit Card - First recurring payment in a month. 
  • Provider - Credit Card or Direct Debit provider - select one from the list.
  • Clubs - tick all clubs you want to generate bookings in.
  • Start date - this is a date when first of booking will be generated, i.e. 01.10.2021.
  • End date - you can define end date, if you want to stop generate bookings after some time. Leave this field empty if you want generate bookings indefinitely.
  • Time period - choose a recurring period occurrence, i.e. by selecting 14 days, the system will generate bookings every two weeks. 

By default you will have possibility to select several options like: day, week or month - you can contact the Perfect Gym Support Team if you need other options. If you have chosen i.e. a month, your bookings will be generated monthly, following the chosen Start date.

  • Balance date - this is a date for first booking occurrence. You may want to generate bookings with future date - i.e. you want to generate bookings at last day of month but use member balances for first day of following month - in this case your Start date can be set to 31.03.2021, and Balance date - 01.04.2021.

Balance date will be increased with selected Time period for future bookings.

5. Second part of the pop-up window: Additional parameters contains fields which are the same as in the manual booking generation process. You may find the description here. 

6. Click on the Save button to confirm. Your booking definition will be added and it will be displayed on the list. 

7. Contact the support team using the chat function in the get support module, and ask them to enable EPay.ProcessNewBookings.AutomaticBookingsGenerationTask task in Task Management 

Mind you will still have to accept Generated Bookings. If you want to learn how to automatically accept Generated Bookings, read this article. 

Hints

You can click on the Show details button to see the booking definitions which will be generated in future. The system shows five future occurrences and all bookings which have already been generated in the past. You can edit or cancel every future definition, or you can cancel the entire recurring definition.

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