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How to create Recurring Contracts Mass Freeze?

Updated

Introduction

This article shows steps, which clubs may take when forced to close temporarily. You will learn how to put all recurring contracts on mass freeze.

We do not recommend using your current freezes. Please create some new freezes for this specific purpose.

Be aware, that upfront contracts will need different configuration in the system. Go to this article to learn how to Mass Freeze Upfront Contracts.

If you are interested in freezing membership of one member only, go to this article. To mass unfreeze contracts, go to this article.

Instruction

We recommend to test your freeze set up first on one account before running mass freezes on all members accounts.

How to create Recurring Contracts Mass Freeze?

STEP 1

1. Go to the PGM -> Sale -> Memberships -> Freeze Type

2. Click on the Add freeze type button to create a new Direct debit freeze type.

3. Select the below parameters:

  • Name - Create a unique name for this freeze, i.e. Forced Closure - Direct Debit.

Please, keep a copy of the Freeze Type name, it will be used later.

  • Fee Mode - Select Free of charge as the Fee Mode.
  • Payment Plans - Select All Current and future payment plans.
  • Scope - Select Day.

Freeze period may vary from one day to several dozens.

  • Clubs - Tick the All current and future clubs checkbox.
  • Availability - Tick the Always available checkbox.
  • Combined with freeze types - Ensure that existing freezes on members' accounts can be combined with the new freeze. Select them in the Combined freeze types list.
  • Visibility - Due to the complexity of the process, we recommend that you tick Only for chosen roles and select the roles allowed to perform this action (i.e. Superadmin, Manager, Admin, etc.).
    • If you leave Only for chosen roles unticked, the freeze will be allowed to be entered by all club employees, regardless of role.
  • Only for chosen sources - Select Pgm. This will limit adding freezes action only to the PGM system. You will not be able to add freezes neither on POSweb, nor on Client Portal.
  • Settings - Decide, if you want to move the commitment end date. If so, tick Move end & commitment date of contract by the length of freeze duration and Allow freeze during prorata period - this is used only for new contracts.

Remember that you can select other options, which are in line with your club policy.

4. Click on the Save button.

STEP 2

How to generate the List of Contracts you want to Mass Freeze?

You will need some basic Excel Skills to do this.

1. Go to the PGM -> Reports -> All

2. Select Members from the list.

3. In the search box, enter All Contracts.

4. Click on the All Contracts.

5. Select these settings:

  • Club - from the drop-down list, select which club you want to use in the report. You can select All clubs.
  • Since - Select the date range.

For this purpose, select a really long date range, i.e. the start date could be counted from the day when you started using Perfect Gym system minus couple of months.

  • Until - Select the current date.
  • For - Select Created Date. This field is when the record was created in the Perfect Gym system.
  • Contract Type - Select Contract.
  • Status - Select Current, Frozen, Not Started.

3. Click on XLS to continue.

The system may fail to run Mass Freeze of Contracts that have been already Frozen. Therefore, in case you see any errors in the Mass Changes Report informing on an active Freeze on Contracts, you need to check such cases manually and create a new Report with correct dates. In this case, generate the Freeze report. To do it, follow the instructions below.

STEP 3

How to generate the List of already Frozen Contracts?

1. Go to the PGM -> Reports -> All

2. Select Members from the list.

3. In the search box, enter Freeze.

4. Click on the Freeze.

5. Select these settings:

  • Club - In the drop-down list, select which club you want to use in the report. You can select All clubs.
  • Date - Select the mass freeze end date.
  • Freeze Status - Select All.

5. Click XLS to continue.

STEP 4

How to prepare the XLS File with Mass Freeze?

You will need some basic Excel Skills to do this.

1. In the All Contracts report that you have generated, you will need to have the following two fields – UserNumber (Column C) and Payment plan type (Column K).

STEP 5

Automation Centre

If you are using Automation Centre to send out freeze notifications, please ensure you have the correct Automation rules set up with the right message content to be send to the club members, or you can pause the rule all together.

For the User freeze is ending, we would recommend pausing this until further notice. Also, you can use the Newsletter function to let people know your facility is reopening.

STEP 6

How to download Mass Changes Template?

1. Go to the PGM-> Settings-> Support Tools

2. Select Migration from the menu.

3. Click on the Download template file button.

4. Select Mass Changes Template.

STEP 7

How to create the List of Contracts you want to Mass Freeze?

1. In the downloaded Excel file, leave only these columns:

2. Fill in the columns with the following data:

  • Column A - IsUpdate - set the value to 1 - this will mean contract update.
  • Column B - UserNumber will be copied from the lists created in Reports.
  • Column C - FreezeType - this is the name of the freeze you are creating, i.e . “Forced Closure - Direct Debit”. This name has to be identical to the one created at the beginning of this process.

In case of any discrepancies, running mass freeze will not be possible.

  • Column D / E - FreezeStartDate / FreezeEndDate - the end date will mean specifically the day when the freeze ends, i.e. by giving the date 15.10.2020 the contract will be unfrozen on 16.10.2020.
  • Column F - FreezeReason – select such freeze reasons that are available for your club.

The FreezeReason needs to be available in the PGM system. You can create a new FreezeReason in the PGM->Settings-> Freeze Reason.

If you use the PGM system in languages other to English, at this point, please change the PGM language into English, as most of the freeze reasons have been entered into the system under their English names.

3. This is the example of the correct mass changes file:

STEP 8

How to upload and validate the document?

1. Go to the PGM -> Setting -> Support Tools

2. Click on the Migration button.

3. Click Choose the file or Drag it here and select the document created in STEP 7 of this instruction.

4. Click on the Upload button.

The document will be visible in the list of Migration files at the bottom of the page.

5. Click on the Validate File button and select Validate Mass Changes option from the list.

6. Click on the Refresh icon to monitor the progress of the validation process.

7. After validation, download the report to verify if everything is ok.

If row 1 is highlighted in Green like below, then the file has no issues, if there is RED on the column, then you are missing data. Use the comments box on Excel to find out what is incorrect on the file. If it’s wrong, go to your original file. Fix up the error, then re-upload the file, this will update the existing file. Verify again until you get the Green heading.

8. Click on the three dots icon and select the Run Mass Changes option from the list.

9. Click YES to confirm your choice.

10. Click on the Refresh icon to monitor the progress of mass changes process.

There may be several errors regarding individual users during the process. You can download the report after process, and see what error is that. For example: "User has not any contract freeze already". In this case, set the view of some users profiles and check if the freeze disappeared.

The whole process may take several minutes up to few hours, depending on the data load to be changed. If the value in the Migration Progress column will not be changing, refresh the page. In case of any doubts, or issues, please contact the Perfect Gym Support Team by use of the Get Support tool.

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