Introduction
Additional Payment Plans can be either of the Upfront or Monthly Recurring type. To work properly, they require a member to already have a valid active Main contract. Additional payment plans are useful in scenarios where a member pays an additional charge in order to gain access to additional premium classes, facilities, or club services. A fixed-length additional payment plan can also be used for additionals, like towel service, water refill or private locker.
- This article will help you understand the logic of the Additional Payment Plan configuration. Based on it, you will be able to set up your own Additional Payment Plans according to your business preferences.
- This article will be helpful to PG Champion, Club Manager, Sales Manager, Administrator and Club Owner.
Before you start
Read the following article and familiarise with the Payment Plan definition.
Instruction
How to set up Additional Payment Plan?
1. Go to the PGM -> Sale -> Membership -> Payment Plans.
2. Click on the Add new payment plan button.
3. On the right side, tick the checkbox Additional payment plan to make the Additional Payment Plan work.
4. Fill in all the information about this Payment Plan according to your needs:
New payment plan
- Name - enter the name of your Payment Plan.
- Fiscal name - if the name visible on the receipt should be different to the name of the contract, add such name in this field.
- Start date / End date - enter the dates the Payment Plan should be available for purchase. This is optional, see the info box below!
- Fiscal name - if you want the name of the Payment Plan to be different on a receipt, enter the Fiscal name.
- Active - tick this checkbox if you want your Payment Plan to become available for purchase.
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Plan type - select the Plan type from predefined options. In case of Additional Payment Plan, we recommend to select:
- No contract - most commonly used when creating Payment Plans with no commitment, i.e. One-day Pass, additional services.
Fees
Decide if the amounts should be counted nett or gross. The tax percentage will be respectively added or reduced to the amount entered in given fields.
- Membership fee - add the amount that the club member should pay for 1 Payment Interval.
- Administration fee / Joining fee - decide if you want to charge additional one-time payment during member registration process.
- Penalty for unpaid installment - decide if you want to charge your members in case of delays in their Contract payments.
- Penalty charged after (days) - decide after how many days the you want to charge you members with the penalty.
- Freeze available - decide if you want to give the possibility of freezing Contracts to your members.
We recommend to make this option available. This can be convenient in case of any future change within your business Payment Plan policy.
- Deposit value - decide if you want your member to pay a fixed deposit amount during registration. This amount can be easily returned to the member.
- Allowable debit - decide if you want to allow your members to enter the club on debt. Enter the allowable amount.
Remember, that the amount must start with "-".
Payment methods
Decide which online payment method you want to make available for your club members. You can select more than one payment method.
Make sure your club has a payment provider properly configured, so that your members are able to use chosen method.
Paid at the reception - mind, this payment method is not the same as making POSweb payments, which are available anytime!
Periods
- Payment interval - decide which type of Payment Plan you want to create and select the period from the predefined list.
If you select Payment Interval, i.e. 3 months, the Membership fee will be charged every 3 months until the End date of the Contract.
- Commitment period - decide how long the Commitment period should be.
I.e. if you select 12 months, then a member will be obliged to pay for the Contract for at least 12 months.
- Minimum cancellation period after commitment date - decide how long the Minimum cancellation period should be.
If you select 1 month, you will allow a member to terminate the Contract minimum 1 month before the expected End of the Contract. I.e. when a member wants the Contract to end on 31 December, he/she has to inform the club no longer than on 30 November.
Settings
We recommend to use the following settings. Mind that your business needs may differ from the below recommendations.
- First payment on sign up date - tick this checkbox to charge your member with fees (Administration and Joining Fee and Prorata) on the sign up date.
- Contract end prorata - this option will calculate the overpayment in case of changing the Contract end date. The amount will be calculated based on the number of remaining days.
- Synchronization with main contract - tick this checkbox to synchronize the Additional Payment Plan with the Main Payment Plan (of whichever type).
The Additional and Main Payment Plans will share the following:
- If Main Contract goes on freeze, or cancels, then Additional Contract will also freeze or cancel.
- If Main Contract is on debt, access rules and other features on system affected by debt will also affect the Additional Contract.
- If you want to synchronize Additional and Main Contract, make sure the payment dates are exactly the same.
It is important, as the payment dates will not be automatically synchronized by the system. We recommend using prorata option, as all payment dates will start on the 1st day of a given month.
- Agreement template - select the given agreement template.
- Template of rules - select the given Terms and Conditions template.
Visibility
Decide if you want to limit this Payment Plan visibility to given employee roles in your club. Otherwise, skip this step.
Early termination fee
If you decide to add an Early termination fee to the Additional Payment Plan, below you will find the example of the configuration.
- Is early termination fee charged - tick this checkbox to make this option available.
- Dynamic fee part - select Remaining.
- Fee calculation - select Percentage.
- Value - enter 10.
In this case, the member who wants to end the contract before the Commitment period, will be obliged to pay 10% of the remaining value of the Contract.
Initial payment for online registration requirement
- Initial payment is required during online registration - tick this checkbox to charge your members with the initial payment during online registration.
Assigned clubs
Decide in which club the Payment Plan will be available for purchase.
Access rules
Select the relevant Access rule for this Payment Plan.
If the Additional Payment Plan should give the possibility to enter different cub zone than the zone selected on the Main Payment Plan, choose only this Access rule which should correspond to the Additional Payment Plan. In this case, club member will be able to enter both zones - the one connected with the Main Payment Plan and the other connected with the Additional Payment Plan.
Available for
Decide in which modules this Payment Plan will be available for purchase.
4. Click on the Insert button to add this Payment Plan.
Note: For an additional Payment Plan to be visible for purchase, it needs to be available in a main payment plan. More information about making an additional payment plan available with a main payment plan can be found here.