Introduction
Listed below is the current process for mass freezes due to lockdowns for Australian and New Zealand clients.
This guide will cover the following processes:
- What to do when a lockdown is announced for members with contracts.
- This guide also covers course module where the cost is per interval. For cost per class please batch cancel classes at the end of lockdown.
- What to do with members with visit passes.
- To extend the date of main contracts, please see the guide here.
- To extend the dates of additional contracts/course paid by interval, you will need to re-create new freeze using this guide.
Before you start
- The set up of these freezes can be found here. We have pre-configured two freeze types to use "Forced Closure - Direct Debit" and "Forced Closure - Upfront". The set up guide will display how these freezes work.
- If a member is already on freeze for part of the lockdown period, the freeze process will only create a new freeze for the days not on freeze and will not modify an existing freeze.
- A freeze will cover the whole day only, no partial days allowed.
- A freeze will cancel all class, facility and personal training bookings within the freeze period. (Both new freezes and modifications of freezes)
- It is recommended to turn off automation centre rules that could trigger during a mass freeze, please follow the relevant guide here.
- For billing generation, If you are manually generating the billings per payment interval, you will not need to run them again.
- For automatic generation of billings, please follow the guides listed below to turn them off.
If you are automatically generation billings, it is recommended to turn this off while there is a lockdown in place until the lockdown period has finished. To do this please follow the guide here.
Instruction
Contracts to be frozen – Lockdown announced
This process is for main contracts of a member and any additional contract the member has that is not synced to the main contract.
Go to PGM->Reports->All.
Find the reports named "Lockdown" in the search bar and select the report Lockdown freezes (new).
For course contracts with payment on interval date, please use the Lockdown freezes (courses) report.
This will load up the report you can download for support tools.
Club - Select if this will be for all clubs, or individual clubs.
From - First date of the freeze.
To - Last day of freeze before the club member can go into the club on the following day.
Press XLSX to download the report.
Open up the XLSX file, as you will need to review this file before uploading the file.
This file has many fields, please ensure you do not modify any of the headers as this may cause issues with the upload.
- IsUpdate - This is a required field for support tools, this will update an existing contract. (1 = Yes)
- UserNumber- This is a required field for support tools, this is the User number of the club member.
- ContractId - This is a required field for support tools, the unique id of the contract connected to the club member.
- FreezeType - This is a required field for support tools, the name of the freeze type set in PGM -> Sale -> Memberships -> Freeze Types. This is automatically selected based on the payment plan type settings. If you wish to use a different freeze type, please change the name here.
- FreezeStartDate - This is a required field for support tools, the freeze start date, set as YYYY-MM-DD. If a member is already on freeze for part of the lockdown period, the date will be adjusted here.
- FreezeEndDate - This is a required field for support tools, the freeze end date, set as YYYY-MM-DD. If a member is already on freeze for part of the lockdown period, the date will be adjusted here.
- FreezeReason - This is a required field for support tools, The freeze reason set on the system. Default is "Coronavirus"
- IsFreezeUpdate - This is a required field for support tools, This will determine if an existing freeze needs to be updated (0 = No - will create a new freeze)
- zz - blank - Any columns after this is not looked at by the support tools as it will not pick up any columns with ZZ in the front of the column name, these fields here are for information purposes only.
- zz - Club name - Club name where the contract is located at.
- zz - Club member name - Club member full name.
- zz - Contract start date - Start date of the contract.
- zz - Contract end date - End date of the contract.
- zz - Payment plan type - Type of payment plan. If the payment plan type is "Upfront" this will change the freeze type to "Forced Closure - Upfront".
- zz - Payment plan name - Name of the payment plan
- zz - Is additional contract - If the contract is a secondary/additional contract.
- zz - FreezeType Name - If member is on freeze for part of the lockdown period, it will display the current freeze type name here.
- zz - Current freeze start date - This will display the start date of the current freeze during lockdown period.
- zz - Current freeze end date - This will display the end date of the current freeze during lockdown period.
-
zz - Comment - Some messages may appear depending on conditions, please ensure you look at these messages before uploading.
- This payment plan needs to have freeze available prior to running mass freeze - Support tools will prevent the freeze from uploading as the payment plan cannot be frozen, please go to PGM->Sale->Payment Plan, find the payment plan and tick "Freeze available" on the payment plan. Alternate you can delete the row on the XLSX file so the member does not freeze.
- Another freeze to be manually created before the start of this freeze, this freeze will cover the remainder of the mass freeze - After uploading all freezes, go back to these members as another freeze may need to be created as they have a freeze starting and ending during the lockdown period.
- Check freeze type pre-selected, as this may be an upfront contract set up incorrect. Payment plan type must be -Upfront- or -Paid in full- - This message will come up due to an incorrect configuration of the upfront plans as its not using the "Upfront" payment plan type. You can manually change the freeze type to suit the payment plan. To change the payment plan type on a plan, please contact support using Get Support.
If you wish to only have selected members go on freeze, delete the rows on this XLSX document.
Once you are satisfied with what is shown on here, go to PGM->Settings->Support Tools.
Go into the Migration tab and upload the file by dragging it across from your desktop or searching for it by pressing Choose a file.
After uploading the file, you will need to validate this file. Press Validate file then select Validate Mass Changes.
The file validator will ensure that the column names are correct and the minimum required columns are in the file. The standard extension report download will have these columns.
After validation is done, press Download report to view the results of the validation.
If the header is all green as pictured below, the mass change can proceed.
If the report comes out with some errors like the picture below, then you will need to fix up these errors. Use the comment field to display what the error is, then repeat the process by uploading the file and validating the file. If you are going to re-use this file, please remove the qty of errors in the header row eg. FreezeType(13) -> FreezeType.
If unsure please contact support using Get Support module by raising a case and attach the document you wish to upload to the case.
When the file is validated, you may be able to proceed with running the mass changes. Press the three dots to the right of Validate file and press Run mass changes.
The task will run in the background, press refresh/reload on your browser to see how much this process is complete.
The system will say "Processing done" when complete.
If there are any errors (shown below) press Download report and find the members who have an error with the processing task.
Please look at each members profile that caused an error here, the processing comment will display what the error is.
You may need to manually create/change freeze on their profile.
Visit passes with expiry dates
At the end of lockdown, please submit a new case using the Get support module.
Perfect Gym Manager – Core -> Members Management -> POS Transactions
- What date is the first date of lockdown?
- What date is the last day of the lockdown?
- What date is the first day back in the facilities?
What we will do is run a program which will extend all expiry dates of all products by the number of days the club member could not access the facilities. The end dates we will extend only include those where the end date is after the first date of lockdown.
We will only do this at the end of the lockdown.