Introduction
This guide will take you through the process of enrolling a club member into a group/course.
Before you start
You must have access to the course module, please contact sales for more information.
Instruction
To create a new enrollment for a club member, or a child of a club member. Go to the class in PGM->Classes->Timetable.
If the club member already exists in PerfectGym, please search for the member in the search bar.
After finding the member on the drop down list, press Enroll or transfer. The next stage in enrolling member to group will be selecting the enrollment rules.
If the new enrollment does not have a club member profile on PerfectGym, press Add member and enroll to group.
Add member and enroll into group
A new screen will appear to enter in the club member details.
To register a child, select the tick box next to Register as a child.
This will bring in two additional options:
Pick parent account - If the parent already has an account on PerfectGym (Guest or Contract), you can search for the account here.
Add parent account - By pressing Add parent account this will bring up a new account creation screen to create the parent account (as a guest account)
Add parent account
A new pop up window will be displayed to fill out the parent details, the first screen is personal information about the parent. Press Next to continue.
The second screen of this workflow will look at all custom attributes created on your side. Press Next to continue.
Any mandatory fields needs to be filled out
The third screen of the workflow will look at any agreements. Selecting the tick box to the left of the agreement will select that agreement. Pressing Select all will tick all agreements.
Any mandatory agreements with the red star needs to be agreed
The final screen of the parent creation workflow is additional information which you may collect for marketing purposes. Press Done to continue and create the child account.
Creating club member/child account
After creating the parent account, the parent details will be listed here.
Enter in the club member details and continue.
If this is a child account, you do not need to enter in email address, as Automation centre can be configured to send notifications to the parent account.
The second screen of this workflow will look at all custom attributes created on your side. Press Next to continue.
Any mandatory fields needs to be filled out
The third screen of the workflow will look at any agreements. Selecting the tick box to the left of the agreement will select that agreement. Pressing Select all will tick all agreements.
Any mandatory agreements with the red star needs to be agreed
The final screen of the account creation workflow is additional information which you may collect for marketing purposes. Press Done to continue to the next stage of enrolling the club member.
Choose enrollment option
The following screen will provide you with the options to choose which enrollment rule is suitable for the club member.
Enrollment rules are set up in PGM->Classes->Enrollment rules. More information can be found here.
How to read the enrollment rules
Name of the enrollment rule
Name of the payment plan
Pricing structure taken from Enrollment rule.
After selecting which enrollment rule, you may wish to apply a discount to the enrollment.
Payment plan discounts
Payment plan discounts will discount any costs associated with the payment plan.
These discounts are set up in PGM->Sale->Contract discounts. More information can be found here.
To add a discount press +Add new to the right of Payment plan discounts.
Select the contract discount from the drop down box.
Selected contract discounts will allow you to choose months/interval ranges. This will be displayed here after selecting the contract discount.
The number next to the date is the payment interval number. More information about this particular contract discount is located here.
Payment per class discounts
This will discount any pricing which is set on the enrollment rule. If you are using a cost per interval model, you will not be able to use this discount model.
Payment per class discounts are set up within PGM->Classes->Enrollment rules. More information can be found here.
To add a new discount to the enrollment, press +Add new to the right of Payment per class discounts.
Select the discount you wish to use using the drop down menu.
This will now bring up options to have a date range (optional) to limit how long the discount will be applied for..
Issues with enrolling member
There might be restrictions on enrolling members into the group, this includes capacity of group, age limits, level restrictions.
Depending on system permissions set in PGM->Clubs->Employee Permissions, an employee may have the ability to override.
The following permissions must be ticked to allow overriding of booking rules.
- Add member to group despite conflicts
Also, you must also select what condition the overriding of booking rules can be used.
- Book when not matching age
- Book when not matching level
- Book when enrollment not active
- Overbooking
- Book when transfer limit reached
Start date and end date
Select the start date of the contract, the default start dates and end dates are determined by how the course is set up.
Ongoing courses - Start date logic is set up as either today, or first lesson date. This is set up in PGM->Classes->Enrollment rules.
Semester/Term based course - Start date and End date is determined by the semester.
Press Add member to create the enrollment and create/assign payment sources.
Choose payment source
The following screen will allow you to assign a payment source to the club member.
If signing up a child, it is recommended to assign the payment source to the parent profile. Use the tab to select the parent.
If the payment source is on the child, the payment source cannot be shared or transferred to the parent or other family members.
Select a payment source relevant to the enrollment, this is controlled by the payment plan in PGM->Sale->Payment Plan.
If the parent or club member has an existing payment source set up, you may wish to use that payment source. Select the payment source and press Done.
Direct Debit
Press Direct debit tab then press Add new bank account to create a new bank account payment source.
Add in the required payment details for the bank account. Press Done to continue.
Selected payment providers may use a hosted page instead of this page
Bank card
Press Bank Card tab then press Add new bank card to create a new bank card/credit card payment source.
Add in the required payment details for the bank card/credit card. Press Done to continue.
Selected payment providers may use a hosted page instead of this page
Paid at reception
As payments will be collected outside of the enrollment process (ie. POSWeb, Online Gate). Press Done to complete the enrollment process.
Company invoice
Add new company payer
Search for company, select Employee or Companion (depending on settings used)
Press Done to save. This will assign the payment source to the newly created contract.
This will complete the process of the enrollment and you will see your members on the list in each group PGM-> Classes-> Group and Members Tab.
Members with Trial lesson will be tagged separately. The functionality available from version R93
You can also check the members list directly from the Classes view, when choosing specific class within the group in course.
Hints
Can I restrict enrolling to the group only through PGM?
Yes, there are two ways you can do this:
- Hide the group from appearing in Client Portal/Tablet/Kiosk/API by going to: PGM -> Classes -> Groups.
- Hide the group by hiding the enrollment rule from being used. It applies to all groups connected to this enrollment rule. Go to: PGM -> Classes -> Enrollment Rules.