Setting up direct debit payment plan for Courses – PerfectGym

Introduction

This guide is designed to give you the settings for all course related payment plans for regular direct debits.

Before you start

With all Payment plans, this is the template for all contracts attached to it. If you modify a price, this will be reflected on all contracts attached to the payment plan, causing members to be in debt or in credit. So please be careful. If you are planning to increase member pricing, please follow the relevant guides.

Courses is an additionally paid module, please contact sales if you wish to use this module.

Instruction

1. Go to PGM->Sale->Memberships ->Payment Plans

To save on time, it is easier to copy from a previous payment plan rather than creating a new one from scratch.

2. Find the payment plan Template - Direct Debit Courses – Fortnightly or find a similar plan you wish to copy (even current payment plans). This guide will show you all settings you require.

Change the name of the payment plan (note, the payment plan name has to be a unique name).

Scroll down to the bottom of the page

Press Insert as new to copy the payment plan name.

On the new payment plan you just copied, press the Edit button to the left of the payment plan.

Listed below is a detailed area of each area and what settings you may wish to use, and should not use.

In the template provided, most settings are already selected and do not need to be modifed.

Header

Start Date / End Date - Start and end date of when the payment plan is available to be sold.

Minimum Age / Maximum age - To restrict age in enrollment, please use Age limits within Groups and Class Types.

Active - Set to allow the payment plan to be sold or hidden from view. Does not have any effect on members with active contracts from this payment plan.

Plan type - This must be set as Course – Failure to do so will not allow you to choose it in PGM->Classes->Enrollment Rules.

Additional payment plan - This is ticked by default.

Fees

Fees: Leave as Gross for all Australia and New Zealand Customers as price will include tax. The % drop down box next to each value is the tax charged.

Membership Fee: If you are charging a cost per class, this needs to be set at $0.00 as PGM->Classes->Enrollment Rules covers the cost, however if you are doing a cost per interval (eg. Cost per fortnight) then the pricing needs to be set here.

Joining Fee: If you charge a joining fee, this will be charged at sign up date of the contract.

Deposit value: Not used in this variant of the payment plan

Administration Fee: If you charge an admin fee, this will be charged at sign up date of the contract.

Freeze available: The cost on freeze is the charge per interval (requires set up on PGM->Sale->Freeze Type), Tick box allows this payment plan to be frozen.

Allowable Debit: This is for all cashless debit sales in POS, what limit the club member has before it will block them from any further sales. Cashless debit is a system where they can buy a product, put the amount on their balance and it will be charged in the next debit. If you do not want to use this feature ensure it set at a super low amount (ie. -0.01)

Penalty for unpaid installment: Not used in this variant of the payment plan

Penalty charged after (days): Not used in this variant of the payment plan

Payment Methods

Credit Card: Ability to pay the contract using a credit card via the direct debit system

Direct Debit: Ability to pay the contract using a bank account via the direct debit system

Paid at reception: Used for upfront contracts, to pay at reception at POS, or online.

Invoice: Used in combination with the corporate module.

Money Transfer: Not compatible with the groups/course module.

Periods

Payment interval - This is your payment interval, how often your membership fee is charged.

Commitment Period - This is the minimum length of the contract, rules such as early termination fee may be triggered if a cancellation of the contract happens within this period.

Minimum cancellation period - Not used in Courses

Maximum cancellation period - Not used in Courses

Minimum cancellation period after commitment date - Not used in Courses

Settings

In the settings area, only use the following settings for courses

Payment interval occurs on contract start day (no pro rata) - This needs to be ticked if you want the billing date start on the contract start date (This is known as daily billing). If you have a fixed billing date. Example: every second Thursday. Then this should not be ticked.

It is not recommended to use daily billing options with courses.

Payment interval occurs on contract selected day - This needs to be ticked if you have a fixed billing date system. Example: every second Thursday. If you have a daily billing system, then this should not be ticked.

Contract end prorate -This will calculate a pro-rata fee when the contract is ended outside of the billing system, else they will be charged the full membership fee. Note, this will only apply if your enrollment rules are based on cost per interval, and the pricing structure is located in this payment plan.

Template of rules: This is where you add your Terms and Conditions information to. This will be attached to the membership agreement. This will need to be uploaded prior to creating.

Visibility

This will only show the payment plans to the selected employees. This is useful for discounted rates.

Early Termination Fee

If you charge an early termination fee, then tick this part and fill out the required information.

Dynamic fee part

None – Fixed amount
Remaining – Charge a percentage or fixed value of the remaining intervals in the commitment period.
Past – Charge a percentage or fixed value of the intervals which were done in the commitment period.
Lower of two – Charge a percentage or fixed value based on the lowest value of the remaining or past calculations (as above).
Value – Value of the calculation needed for Remaining/Past/Lower of two
Fixed fee part – Fixed amount value.

Initial payment for online registration requirement / contract payment due date settings

Please leave blank for all direct debit plans. The use of these settings may cause issues with the due dates of payments.

Limit Product Sale / Relations

Please leave blank for all direct debit plans, not used within the course module.

Assigned Clubs

If you have multiple clubs, you can set your payment plans to only be visible at certain locations only.

Access Rules

Access Rules: You can select how the member can get access to the club. Settings for this is in PGM->Sale->Access Rules.

Membership Add on: You can select membership add on for this payment plan. This could be an additional class pack not covered by the Course Enrollment Rules. All are set up in PGM->Sale->Membership Add on

Note: These need to be set prior to selling the payment plan.

Available for

Only tick Web - PerfectGym (this website). Enrollment rules is used to determine where the payment option is used.

Listed below is a reference to the different sites.

Web: This is the PGM site - https://YOUR-SITE-NAME.perfectgym.com.au/Pgm/
Client Portal 2: This is the client portal site, for external use - https://YOUR-SITE-NAME.perfectgym.com.au/clientportal2/
Reception Tablet: This is the client portal site, for internal use - https://YOUR-SITE-NAME.perfectgym.com.au/clientportal2/?mode=tablet
Kiosk: This is the client portal site, for the Kiosk only (only available if you have a kiosk on site) - https://YOUR-SITE-NAME.perfectgym.com.au/clientportal2/?mode=kiosk
POSWeb: This is the Point of Sale, only used for Upfront Contracts only - https://YOUR-SITE-NAME.perfectgym.com.au/posweb (note: requires additional software, windows based only)
API: If you are using an API for online joining, ensure this is ticked.

Payment Plan’s Upgrades

Not used within Courses

Name and description for clients