Introduction
Listed below is the standard set up of the freeze type "Forced Closure" and how they are used on the system.
The reports for Lockdown will refer to the following three freeze types - "Forced Closure - Direct Debit", "Forced Closure - Upfront' and "Forced Closure - Courses", This guide will explain the set up as well as the use of these freeze types. You do not have to use these freeze types, if you wish to use a different freeze type when doing a mass freeze, change the freeze name in the report.
Before you start
You will need access to the Freeze Type, this is found in PGM->Clubs->Employee Permissions. Search for "Freeze Types"
Freeze Types
To access Freeze types, go to PGM->Sale->Memberships->Freeze Types.
Forced Closure - Direct Debit
This freeze type is used for all direct debit/recurring memberships (excluding courses).
The settings for this freeze type is pictured below:
Name - "Forced Closure - Direct Debit".
This is the default freeze type used in the lockdown reports to upload freeze types. If you wish to change the name of this, you will need to manually edit the report data in column "FreezeName" when you do the upload in support tools.
Fees
Fee Mode - Set as "Free of charge".
Limits
Scope - Set as "Day".
Availability
Payment plans - Set as "All current and future payment plans".
Clubs - Set as "All current and future clubs".
Always available - Toggle this on, or toggle it off and enter a date range for when the freeze can be used.
Visibility
Combined freeze types - Select all previous freeze types here that are used for direct debit plans. This will allow the "Forced Closure - Direct Debit" freeze type to be used when another freeze type has been used in the past on the same contract and will cause an error if a freeze type not listed here is used previously.
Only for chosen roles - Ticking this box will restrict who can use this freeze type, it is recommended to have this selected for "Administrator" role or similar role who will be doing the mass freeze process. Leaving this box unticked will allow anyone to use this freeze type.
Only for chosen sources - Tick "Web - PerfectGym (this website)" as the only source. This freeze type should only be used in PGM.
Settings
Settings - Tick "Move contract end and commitment date" and "Allow freeze during prorata period" only.
If the minimum commitment period has not been reached, this will extend the minimum commitment period by the number of days the contract is on freeze.
If the contract has an end date, this will extend the end date of the contract by the number of days the contract is on freeze.
In the examples above, the end date of the contract was extended by 4 days as the contract has an end date, however since the minimum commitment period has already passed, this was not extended.
Forced Closure - Upfront
This freeze type is used for all upfront contracts (also known as PIF, paid in full, lump sum) where there is a single membership fee charged for the entire contract.
The settings for this freeze type is pictured below:
Name - "Forced Closure - Upfront".
This is the default freeze type used in the lockdown reports to upload freeze types. If you wish to change the name of this, you will need to manually edit the report data in column "FreezeName" when you do the upload in support tools.
Fees
Fee Mode - Set as "Free of charge".
Limits
Scope - Set as "Day".
Availability
Payment plans - Set as "All current and future payment plans".
Clubs - Set as "All current and future clubs".
Always available - Toggle this on, or toggle it off and enter a date range for when the freeze can be used.
Visibility
Combined freeze types - Select all previous freeze types here that are used for direct debit plans. This will allow the "Forced Closure - Direct Debit" freeze type to be used when another freeze type has been used in the past on the same contract and will cause an error if a freeze type not listed here is used previously.
Only for chosen roles - Ticking this box will restrict who can use this freeze type, it is recommended to have this selected for "Administrator" role or similar role who will be doing the mass freeze process. Leaving this box unticked will allow anyone to use this freeze type.
Only for chosen sources - Tick "Web - PerfectGym (this website)" as the only source. This freeze type should only be used in PGM.
Settings
Settings - Tick "Move contract end and commitment date" and "Move contract recurring payment date" only.
The freeze type used will prevent additional charges from being added, while extending the contract end date.
In the examples above, the contract has been frozen for 4 days, the end date and commitment date has also been extended by the number of days on freeze.
Forced Closure - Course
This freeze type is used for all courses, however where the cost is per interval (membership fee on payment plan is used, and no additional charge selected in enrollment rule).
The settings for this freeze type is pictured below:
Name - "Forced Closure - Course".
This is the default freeze type used in the lockdown reports to upload freeze types. If you wish to change the name of this, you will need to manually edit the report data in column "FreezeName" when you do the upload in support tools.
Fees
Fee Mode - Set as "Free of charge".
Limits
Scope - Set as "Day".
Availability
Payment plans - Set as "All current and future payment plans".
Clubs - Set as "All current and future clubs".
Always available - Toggle this on, or toggle it off and enter a date range for when the freeze can be used.
Visibility
Combined freeze types - Select all previous freeze types here that are used for direct debit plans. This will allow the "Forced Closure - Direct Debit" freeze type to be used when another freeze type has been used in the past on the same contract and will cause an error if a freeze type not listed here is used previously.
Only for chosen roles - Ticking this box will restrict who can use this freeze type, it is recommended to have this selected for "Administrator" role or similar role who will be doing the mass freeze process. Leaving this box unticked will allow anyone to use this freeze type.
Only for chosen sources - Tick "Web - PerfectGym (this website)" as the only source. This freeze type should only be used in PGM.
Settings
Settings - Do not tick anything in this area.
The freeze type "Forced Closure - Course" will freeze similar to how "Forced Closure - Direct Debit", however this will also cancel lessons in the freeze period.
Hints
If the freeze type is not visible or cannot be used within the payment plan, check the settings in PGM->Sale->Payment Plans. If the tick box next to "Freeze Available" is unticked, this will not allow any freeze to be used on this payment plan.