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How to add Mass Contract Discounts?

Updated

Introduction

In this article, you will learn how to add discounts to multiple Contracts in the fastest possible way. In this process, a Discount lowering the Contract price for a chosen month will be added. This could be useful i.e. when you want to create a special offer and while marketing campaigns.

The whole process has been divided into 3 steps:

  1. Generating a list of members who should receive the discount - STEP 1. 
  2. Downloading the template file for mass changes and preparing it for filling in with required data - STEP 2. 
  3. Validating the file and running mass changes - STEP 3. 

You will need some basic Excel Skills to do this.

  • This article will show you how to add Mass Contract Discount. 
  • This article will be helpful to PG Champion, Administrator, Marketing and Sales Manager, Club Manager and Club Owner. 

Before you start 

You have to be familiar with the article on how Contract Discounts work. See here for more information. 

To add discounts to multiple contracts, you need these two processes to be done:

  • User numbers of members who should receive a discount. 
  • Created Contract Discount in the PGM. 

Instruction

How to add Mass Contract Discounts?

STEP 1

How to generate a list of members who should receive the discount?

1. Generate All member's report. Go to the PGM -> REPORTS -> ALL and select All members report.

2. Set the scope of members that will be visible in the report and download the report:

  • Club - choose the club to which members are assigned to.
  • Contract status - select current, because we are adding discounts.
  • Press XLSX to generate and download the report.

3.  Acquire user numbers.

  • Copy Column B in which User Number can be found.

 

STEP 2

How to download the template file for mass changes and prepare it for filling in with required data?

You will need some basic Excel Skills to do this.

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

2. Select Migration -> Download Template File -> Mass Changes Template and download the file.

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

4. Fill in the columns with the following data:

  • Column A - IsUpdate - set the value to 1 - this will mean contract update.
  • Column B - UserNumber paste this value from All members report.
  • Column C - Payment Plan - type in exactly the same name of the payment plan as it is in PGM.
  • Column D - Contract Discount - type in exactly the same name of the contract discount that you want to apply as it is in PGM.
  • Column E - ContractDiscountAdditionalValue - Filled in case of more complex discounts.

Example: To create a discount with Chosen interval scope for a fixed amount in this field you have to enter the number of the starting of the affected interval.(for the third interval type in 3. etc)

  • Column F - ContractDisountAdditionalValue2 -  Filled in case of more complex discounts.

Example: To create a discount with Chosen interval scope for a fixed amount in this field you have to enter the number of the  ending of the affected interval.(for the third interval type in 3.etc)

  • Column G - ContractDiscountAdditionalDate - set the date that's related to discount. In case of a discount for one chosen month type in the month that should be cheaper. Format: DD.MM.YYYY

All other columns have to be deleted!

The filled file should look like on this screen - Month chosen by user lowered by amount: 

5. After filling in the file, click Upload.

STEP 3 

How to validate the file and run mass changes?

1. Click on Validate File to ensure the correctness of the data entered. Next, click on Validate Mass Changes. This will cause file validation and its copy download. 

Refresh the page, if you will not get the message that the file has been successfully validated having clicked on the Validate mass changes button. 

2. Make sure all data is correct. 

  • If verse 1 has been marked in green, as below, it means that the file is correct. 
  • If one of the columns is marked in red, it means that some data is missing. There are comments added in the incorrect value fields. Check the correctness of the date format, or the discount (name) and the payment plan (name).
  • If the columns are marked in red, go to the original file, correct the wrong value and upload the file again. This will cause update to the existing file. 
  • Validate the file again until you get the file marked in green.

2. To run the mass discount process, press  ●●●

3. Click on Run Mass Changes.

The whole process may take from 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 PerfectGym Support Team by use of the Get Support tool.

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