Payment Plans - Overview

Introduction

Payment plans are very important in building a loyal and long-lasting customer base. In this article you will find information about setting up payment plans.

This guide is for System Administrators and Sales Operation Team members. It will walk you through the process of creating and configuring a new payment plan in the System Management module.

Before you start 

System permissions for this area is located in PGM->Clubs->System Permissions.

• Saving payment plans without recalculate - Ability to edit a payment plan and not have existing contracts recalculate with the changes.

Note: A contract will recalculate when you freeze or end the contract. This may cause the contract apply the changes made on the payment plan.

• Edit migrated plans - For any migrated payment plans and contracts, this will prevent an employee from editing the payment plan causing issues with a migrated contract.

• Access Rules and Contract Extras are required to be set up prior to creating a payment plan. Links to the following guides are below

  • Access Rules - 

  • Contract Extras - 

Feature description

To access payment plans, go to PGM -> Sale -> Payment plans.

This will bring up a list of all previous payment plans.

Adding - To add a new payment plan, press Add new payment plan on the top right hand corner of the screen.

Editing - To edit an existing payment plan, press the pencil icon to the left of the payment plan name.

It is recommended not to edit pricing, settings or intervals of payment plans that have been sold in the past, this will cause contracts using this payment plan to be updated with the new changes and affect all transactions.

Filters

Name - Search for the name of the payment plan.

This will not search for the fiscal name or display the name

Club - Filter which club sells this payment plan. Set in Assigned clubs in the payment plan.

Payment - Filter the payment method that the payment plan can use. Set in Payment methods in the payment plan.

Only current and active - Filter to only payment plans which have been marked "Active" and are within the start/end date range (if set).

Access rules - Filter to only payment plans connected to the access rule. Set in Access rules in the payment plan.

Additional plan - Filter to payment plans which are set as Additional plan. Set within the header group of fields in the payment plan.

Search - Search for the payment plans with the filters selected.

List of payment plans

Name - Name of the payment plan

Joining - Joining fee set on the payment plan.

Administration - Admin/Administration fee set on the payment plan.

Membership - Membership fee per schedule (payment interval) set on the payment plan.

Schedule - Payment interval set on the payment plan.

Start / End date - The date range where the payment plan can be sold on.  If the fields are blank, then the payment plan can be sold at anytime. If todays date falls outside the start / end date, then the payment plan will become inactive.

Additional plan - Setting to identify if the payment plan is sold as an additional payment plan.

Greyed out text - This indicates that the payment plan is inactive.

Bin icon - This is only displayed if the payment plan has no member contracts or contract discounts configuration attached to it. Clicking on the bin icon will delete the payment plan. This will also give a warning to delete the payment plan.

Payment Plan details

When clicking Add new payment plan this will bring up the following screen with all of the payment plan settings. Editing the payment plan will produce a very similar screen.

Header

Name - Name of the payment plan.

Payment plans must have a unique name, this does not mean that the client portal has to have unique names, use displayed names to change the name.

Start date / end date - Set a start and end date of the payment plan for when it can be sold. This is useful for certain situations such as promotional payment plans or pre-sale plans for new clubs.

This will not modify the start date/end date of the contract

Minimum age - Set a minimum age to sign up to a new contract, if 0 then any age can register to this payment plan.

Max age - Set a maximum age that to sign up to a new contract. if this is blank then any age can register to this payment plan.

A blocking note can be applied to the club member when they reach maximum age. Please contact support for more information.

Active - Set the payment plan to be active.  If the payment plan is inactive then it cannot be sold. 

If a member is connected to an inactive payment plan, they will still get debited, this only refers to selling this payment plan.

Plan type - Payment plan type settings, this setting controls both financial data processing through electronic payments, contract related reports, trials and other types of contract.

If editing an existing payment plan, payment plan type cannot be edited.

Additional payment plan - Ticking this will treat the payment plan as an additional payment plan.

• Additional payment plans are sold as an add-on to a main contract, for example group fitness classes add on pack to a gym membership to provide additional revenue.
• A club member can only have one main active (Current/Frozen) contract, however unlimited additional payment plans.
• Course module will have this automatically ticked.

Fees

Payment plans will require fees to be added on. This area will describe how they are all used.

Do not edit prices after the contract has been sold, as this may affect contracts using this payment plan when they recalculate. To do a price increase on membership fee, please see the information below on how to do it.

Gross / Net - depending on regulations set by the country, this will be automatically set as gross (price including tax) or net (price excluding tax).

Membership fee - fee charged to the club member for their membership, this is charged per payment interval (set in periods).

Membership fee price calendar - Using this calendar will allow you to set future price changes for the membership fee. More information can be found here.

Joining fee - Set a joining fee for the club member to pay. The standard setting for due dates is on sign up date of the contract.

Administration fee - Set an administration fee for the club member to pay. The standard setting for due dates is on sign up date of the contract.

Please contact support if the due dates need to be changed to a different interval.

Joining and administration fee price calendars are available since R89.

Deposit value - Set a deposit for the club member to pay before starting their contract, deposits will be manually used to pay for a contract transaction.

Freeze available - The tick box here allows the payment plan to be frozen.

The price is used when using a freeze type where setting "Fee from payment plan" is used.

Allowable debit - This is the maximum amount the club member will be in debt for when purchasing a product via cashless debit. The value must be negative.

Cashless debit is used when a club member is purchasing a product through client portal, this includes booking a class / facility booking / personal training where a product is sold during the booking phase

Penalty for unpaid installment - Add an additional charge to the club member where they have failed to pay a contract transaction.

Penalty charged after (days) - This will apply the charge of the unpaid installment after X days set here.

If your payment provider applies a rejection fee to a transaction due to it being declines, this will automatically attach itself to the contract. This is set up by PerfectGym.

 Corporate Part - this will split the membership fee between members and their corporations.

Payment methods

Select the payment methods allowed with this payment plan. This determines how the club member can pay for their contract.

Credit card - The club member will have their credit card added to PerfectGym and stored on the payment provider. This will allow regular debiting of the payment plan using the stored credit card.

If the payment plan is an upfront payment plan and require payment before contract start date, please use the setting Paid at the reception only.

Direct debit - The club member will have their direct debit/bank details added to PerfectGym. This will allow regular debiting of the payment plan using the stored direct debit details.

Paid at the reception - This will allow the club member to pay in the club, or online using a payment gate. This is recommended for upfront contracts.

Invoice - Payment done via invoice, this is used in conjunction with the corporate payment plans and hybrid payment plans.

Money transfer - Used in conjunction with the manual transfer module.

Periods

Set the period of the payment interval and commitment period of the contract, and when the club member can cancel their contract.

Payment interval - Select when the membership fee charge occurs on.

The date of the payment is determined by the following settings:

• Payment interval occurs on contract start day (no pro rata).
• Payment interval occurs on contract selected day.

Commitment period - it is the total period of time the Contract has been signed for. This is determined by the start date and end date of the contract.  A club member can have their commitment period overridden manually on their contract, or using contract discounts to override the interval.

To add additional values to Payment interval and commitment period, please follow the guide here.

If you are changing the commitment period of an existing payment plan, this will not affect previous contracts.

Minimum cancellation period - Set a period (in months or days) for the earliest end date to be set when a club member cancels their contract.

Maximum cancellation period - Set a period (in months or days) for the latest end date to be set when a club member cancels their contract.

Minimum cancellation period after commitment date - Set a period (in months or days) for the earliest end date to be set when a club member cancels their contract, however when the contract is outside of the commitment period.

Do not use both months and days, only one or the other.

Settings

The settings area will control how the payment plan works.

Depending on the configuration, selected settings may not be visible on your site.

First payment on sign up date - This will force the first full membership fee to be included with the initial fees (administration fee, joining fee and pro-rata fees).

Automatically end contract after commitment period reached (payment interval name) - This will automatically add an end date to the contract when the club member signs up to a contract. This setting is designed for upfront payment contracts.

Limit number of visits in a period - Limit the amount of times a club member can enter the facilities. The intervals is set as Day, Week, Month or All Time (all time refers to the length of the contract.  If unticked, its unlimited entry.

Limit the ability to choose a contract for the Club Member - This setting restricts how many contracts an individual club member can create with the selected payment plan within a specific time interval. The following limit types are available:

• Day, Week, Month, All Time – Defines how many contracts with this payment plan a single user can sign within the selected time frame
• Concurrent – Prevents a user from having more than one active contract with this payment plan at the same time. If the user already has an active contract under this plan, creating another one will not be allowed.

If the checkbox is unticked, there are no limits, and users can create any number of contracts with this payment plan.

The period after which you can renew contract - The time when a club member can create a new contract with this payment plan.

Payment interval occurs on contract start day (no pro rata) - The payment interval for the contract will start from the contract start date. 

• For direct debit style contracts, this is known as 'daily billing' in selected markets.  A pro-rata will not be charged as the first payment interval occurs from the start date of the contract.
• For upfront style contracts, this setting must be used as the payment interval  is for the contract start date and end date of the contract.

Payment interval occurs on contract selected day - The payment interval uses a fixed start date set on the system which is set up in the payment plan type, this cannot be modified once a contract has started.

• For direct debit style contracts, this is known as 'fixed billing' in selected markets. A pro-rata charge will be applied where the contract start date does not fall on the payment interval date. All contracts created with this setting using the same payment plan type and payment interval will have their billing dates fall on the same days.
• For upfront style contracts, this setting is not recommended.

Contract end prorata - This will apply a pro-rata charge where the end date of the contract does not fall on the payment interval date.

Stop charging after min period - Once the commitment period has been reached, this will prevent further charges from applying to the contract.  This is only used in upfront contracts where there is one fixed payment.

Synchronization with main contract - This setting will only appear for additional payment plans only, this will link the contract to the main contract. So if you freeze or cancel the main contract, this will also apply to the additional contract.

Packet's element / Packet - This will allow a linked payment plan between a parent and child be created. More information can be found here.

Automatic renew - Used in conjunction with setting Automatically end contract after commitment period reached, This will automatically create a new contract when the contract ends. In selected markets this feature cannot be used due to regulations.

Can be renewed - This will allow the club member to sign up to a new contract after ending this contract on client portal.

Paid all freeze - This setting will prevent all freeze charges from being applied to the club members contracts.

Can pay for classes using contract - This will add a transaction to the club members profile when they book a class. This is set up in PGM->Classes->Class categories (Contract payment) and PGM->Classes->Timetable (Cost).  More information can be found here.

Prorata type - Select the type of pro-rata used when charging the club member

• Daily - This will charge the amount of days between contract start date and the following payment interval.
• Weekly - This will charge the pro-rata as weeks (rounded up) between contract start date and the following payment interval.
• 100% membership fee - This will charge the total membership fee as pro-rata.
• Free - This will remove all pro-rata fees and not charge anything.
• Deposit - This will use the deposit as the pro-rata fees.

Default payment plan for employee - This is set up on the default employee payment plan, only one payment plan can use this feature.

Agreement template - The agreement template is the membership agreement (contract) which is sent. 

Template of rules -  The template of rules is additional non editable pdf document which are sent with the agreement template  (above).

Category - In selected reports, you can filter using payment plan category. This is set up in dictionaries, more information can be found here.

Transfer to club on contract start date - This will automatically transfer the contract to the club selected when the contract starts.

Pre-selected in CP2/Kiosk - Allow autoselect payment plan in CP2 / Kiosk.

This feature is available from the R.92 system version onwards. It will be visible only if a proper setting is enabled /settings/setting/ClientPortal.Contract.AllowAutoSelectPaymentPlan. Go to PGM -> Settings -> System settings -> Client Portal -> Contracts and select the checkbox next to the appropriate setting.

Visibility

During the set up of the payment plan, you can restrict which employee profile can sell this payment plan.

If Only for chosen roles is unticked, this will display the payment plan in all applications.

If Only for chosen roles is ticked, only the employee roles ticked will have this payment plan visible during the contract selection screen.  This includes client portal when logging in as an employee.

Early termination fee

This section configures the penalty charged to a member for cancelling their contract before the commitment period ends.

• Is early termination fee charged: This is the master switch. Check this to enable the entire panel and all its options .

• Dynamic fee part: This dropdown selects the calculation policy for the fee. Options include:

  • None: No dynamic fee is charged.

  • Remaining: The fee is based on the remaining intervals in the contract.

  • Past: The fee is based on the intervals that have already passed.

  • Lower of two - past or remaining fees sum: The system calculates both "Remaining" and "Past" and charges the member the lower amount.

• Fee calculation: This panel appears if a dynamic policy is chosen . It determines how the fee is calculated.

  • Percentage: The Value field will represent a percentage (e.g., "50" for 50% of the remaining fees).

  • Value: The Value field will represent a flat monetary amount per interval (e.g., "$25" for each remaining month).

• Fixed fee part: A flat monetary amount that is added to the "Dynamic fee part" calculation. Its tooltip notes this part is "added exactly as defined" .

• Tax: A dropdown to select the primary VAT rate for the termination fee .

• Other taxes: A multi-select dropdown for any additional taxes to be applied.

System permissions can be used to override an early termination fee when a club member is cancelling their contract.

Initial payment for online registration requirement

This section controls payment behavior specifically for online signups.

• Initial payment is required during online registration - When checked, this forces the member to complete a successful payment for their initial fees (e.g., joining fee + pro-rata) before the contract is created.
  • Selected payment providers may work differently here, please contact support if you do not know what your payment provider does with this setting.
    • Credit card - Will automatically charge the credit card at the time of payment source creation.
    • Direct debit - Will open a payment gate screen from your payment provider to request payment.
    • Paid at reception - Will open a payment gate screen from your payment provider to request payment.
    • Invoice - Function will not work with invoice.
    • Money transfer - Function will not work with invoice
• Payment in advance summary (client portal) - When checked, this will display a summary of payments in advance to the member in the client portal.

Contract payments due date settings

This section provides advanced control over when recurring payments are scheduled .

• Payment in advance for contract: When checked, this indicates the contract is paid in advance.

• Use advance due date schema policy for contract fees: When checked, this applies a more complex, pre-configured due date logic (schema) to the contract's fees. This is mutually exclusive with "Payment in advance for contract"

Limit product sale

This section allows you to create a "gated" list of products. Only members with this specific payment plan active on their account will be allowed to purchase the products you add to this list.

• Limited products sale (Label): This is the title of the section.

• Product Limit Grid: This grid displays the list of restricted products.

  • Add new record (Button): This button opens a new row in the grid to add a product.

  • Name (Column): In add/edit mode, this becomes a searchable dropdown Products box to find and select the product you want to restrict .

  • Quantity (Column): A numeric field to specify a limit on the quantity that can be purchased (e.g., "1").

  • Created / Created By (Columns): Read-only columns for tracking who added the restriction and when.

  • Delete (Button): A button to remove the product from the restricted list.

Packet's elements

This section is used to build a "Family Plan" or "Bundle." It only becomes visible when you check the Packet box in the Settings section . It allows you to add other "Packet's element" plans as child plans.

• Packet's elements (Label): This is the title of the section.

• Elements Grid: This grid displays the child plans included in this packet.

  • Add payment plan (Button): This button opens a new row in the grid to add a child plan .

  • Payment plan (Column): In add/edit mode, this is a dropdown to select a plan that has been marked as a Packet's element .

  • User relation (Column): In add/edit mode, this is a dropdown to define the relationship of the person who will use this child plan (e.g., "Child," "Partner") .

  • Quantity (Column): A numeric field to specify how many of this child plan are included in the packet (e.g., "2" for two child plans) .

  • Delete (Button): A button to remove the child plan from the packet.

Relations

This section is used to create "Parent" (Packet) and "Child" (Related) plan relationships. This is different from the "Packet's elements" section and is used for more general associations, often for reporting or logical grouping.

• Master plan (Checkbox): Check this box to designate this payment plan as a "Master" or "Parent" plan. This will make the "Related Payment Plans" listbox appear . This is mutually exclusive with Related plan.

• Related plan (Checkbox): Check this box to designate this plan as a "Related" or "Child" plan. This will disable the Master plan checkbox .

• Related Payment Plans Listbox: This list appears when you check Master plan. It displays other payment plans that can be linked to this Master plan.

  • (Checkbox): Check this to link a plan from the list to your new Master plan.

  • Limit: (Numeric input field) A field to set a quantity limit for this relationship.

  • Relation type: (Dropdown) A dropdown to define the type of relationship (e.g., "Family," "Corporate").

  • Free access: (Checkbox) When checked, this grants free access based on the relationship.

Assigned clubs

This section controls which club locations are allowed to sell this payment plan.

• Assigned clubs (Label): This is the title of the section.

• Add to new clubs (Checkbox): When checked, this payment plan will automatically be assigned to any new clubs you create in the system in the future.

• Clubs List (Checkbox dropdown): A multi-select dropdown list of all clubs in your system. You must check every club where this plan should be available for sale .

Access rule and Contract extras [Membership add-ons]

This section is one of the most critical parts of the payment plan configuration, as it defines what the member is actually buying. It determines which facilities, areas, or services the member can access, and at what times.

Access rules

• Access rules (Dropdown): This is the primary setting.

  • What it does: This dropdown links the payment plan to a single, pre-configured Access Rule.

  • Description: A Access Rule is a separate object in the system that defines the specific access rights (e.g., "Full Access," "Off-Peak Access," "Gym Only," "Pool & Spa Only"). By selecting one here, you are stating that anyone who buys this payment plan will receive the access permissions defined in that Membership Type.

  • Selection: You select one item from the list, which is populated by all available Membership Types in the system .

Contract extras (membership add-ons)

• Contract extras (membership add-ons) (Checkbox Dropdown): This is a multi-select field for optional, stackable access rights.

  • What it does: This dropdown allows you to link one or more Contract extras to the plan.

  • Description: Add-Ons are smaller, supplementary access rights that can be bundled with the main Membership Type (e.g., "Towel Service," "Locker Access," "Guest Pass Privileges").

  • Selection: You can check multiple items from the list. When a member buys this plan, they receive the main "Access rules" (Membership Type) plus all the "Contract extras (membership add-ons)" you have checked here .

Employees cannot modify Contract extras [Membership add-ons] on individual contracts.

Available for

This section controls the sales channels where this payment plan can be viewed and sold.

• Available for (Label): This is the title of the section.

• Sources List (Checkbox listbox): A list of all possible sales channels. You must check each one where this plan should be available. Common options include:

  • Web - This is the PGM site.
    • Europe - https://YOUR-SITE-NAME.perfectgym.pl/Pgm/
    • Australia/New Zealand - https://YOUR-SITE-NAME.perfectgym.com.au/Pgm/
  • Client Portal 2 - This is the client portal site, for external use.
    • Europe - https://YOUR-SITE-NAME.perfectgym.pl/clientportal2/
    • Australia/New Zealand - https://YOUR-SITE-NAME.perfectgym.com.au/clientportal2/
  • Reception Tablet - This is the client portal site, for internal use.
    • Europe - https://YOUR-SITE-NAME.perfectgym.pl/clientportal2/?mode=tablet
    • Australia/New Zealand - 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).
    • Europe - https://YOUR-SITE-NAME.perfectgym.pl/clientportal2/?mode=kiosk
    • Australia/New Zealand - https://YOUR-SITE-NAME.perfectgym.com.au/clientportal2/?mode=kiosk
  • POSWeb - This is the Point of Sale (note: requires additional software, windows based only).
    • Europe - https://YOUR-SITE-NAME.perfectgym.pl/posweb 
    • Australia/New Zealand - https://YOUR-SITE-NAME.perfectgym.com.au/posweb (Note -  AUS&NZ - Only used for upfront Contracts only)
  • API - If you are using an API for online joining, ensure this is ticked.

Additional payment plans

This section allows you to link other plans as add-ons (e.g., "Locker Rental," "Towel Service") to this main plan.

• Plan List: A listbox shows all other available payment plans. For each plan in the list, you have three options :

  • Unused: This add-on is not linked to the main plan.

  • Available: This add-on is offered as an optional purchase when the member buys the main plan.

  • Automatically added: This add-on is mandatory and will be automatically added to the member's contract when they buy the main plan.

• Warning: A disclaimer is shown: "Warning! Additional payments plan settings depend on the main payment plan. These additional payment plans will be auto-assigned or available in a club if the main payment plan is available in this club" .

Tags

This feature allows you to give a custom label (a tag) to any Payment plan displayed in the Client Portal and Kiosk applications. The tags are visible when browsing Payment plans in the Client Portal and Kiosk applications, in the upper-left corner of the tile representing the plan. Any payment plan with a tag will be displayed first.

To select a tag, click on one or more of the tags here.  To set up a tag please have a look at the following guide here.

It is recommended to only use a maximum of two tags per payment plan.  From a marketing point of view, only use tags on a couple of plans as this is more effective when trying to sell a payment plan on the client portal.

Name and description for clients

This section manages the marketing/informational content for the plan, which is displayed in the Client Portal, Kiosk, and online registration.

• Create plan description: If no description exists, this button appears. Clicking it opens a new page to create the default content (title, subtitle, description, image) for the plan .

• Default Description Panel: If a description does exist, this panel shows:

  • Title: The default title of the plan description .

  • Edit Button: Opens the content editor to change the default description .

  • Translate Button: Opens the content editor to add descriptions in other languages .

• Translated Values Grid: A table that lists all translations (e.g., German, French) that have been created for this plan's description.

If you are creating a new payment plan or using insert as new function, please skip this step, save the payment plan then create the name and description for client when editing the payment plan.

Payment plan Upgrades

Payment plans upgrade can be used to allow the current payment plan to be upgraded to a different payment plan i.e. customer is on a one-week trial and can then upgrade to a paid membership.

Custom Attributes

Custom attributes will be displayed at the end of payment plans and are used for references within the system, API calls or custom development.

If creating a new payment plan, please do not add any information to custom attributes as this will not save the data.  Data will only be saved when the payment plan is already on the system and you are editing the plan.

The following custom set up is designed to display features on the client portal application for main contracts only. For more information please have a look at the following guide here.

Accounting configuration

This section is for advanced financial setup. It maps the different fees from this payment plan to specific accounting codes or schemas in your financial system. This panel is only visible if you have the "SystemManager.Accounting.View" permission. This is not designed for the Australian Accounting Module.

• Membership fee charge code (Dropdown)

• Admin fee charge code (Dropdown)

• Joining fee charge code (Dropdown)

• Penalty fee charge code (Dropdown)

• Membership fee discount charge code (Dropdown)

• Admin fee discount charge code (Dropdown)

• Joining fee discount charge code (Dropdown)

• Annual fee charge code (Dropdown) (This corresponds to the "Membership service fee")

Tips & Important Notes

• Editing Fees: Click the calendar icon next to Membership fee, Joining fee, or Administration fee to open a pop-up where you can manage past and future price changes for that fee. The new price's start date will apply to all contracts with transaction dates on or after it.

• Net/Gross Toggle: Changing the Gross/Net selection in the Fees section will immediately trigger the system to recalculate all fee values (e.g., Membership fee, Joining fee, Deposit value) based on the new selection .

• Child Plan Limitations: Checking Packet's element (Child Plan) will disable the Fees and Payment methods sections. These properties are inherited from the parent Packet plan.

• Enabling Fields: Several checkboxes control whether other fields become active:

  • Freeze available: Checking this box enables the Freeze fee text field. Unchecking it disables the field and sets its value to 0 .

  • Limit number of visits to: Checking this box enables the numeric text field next to it .

  • Limit number of visits in a period: Checking this box enables the numeric text field and the period dropdown (e.g., "Month") .

  • Is early termination fee charged: Checking this box enables the entire panel of options for the Dynamic fee part and Fixed fee part .

  • Dynamic fee part: Selecting a policy (like "Remaining") from this dropdown will make the Fee calculation panel (Percentage/Value) appear .

• Mutually Exclusive Options:

  • Payment interval...: Checking Payment interval occurs on contract start day (no pro rata) will automatically uncheck Payment interval occurs on contract selected day, and vice-versa .

• Grid Filtering: On the main payment plans grid, inactive or expired (past their End date) plans will appear "grayed out".

• Saving as New: When editing an existing plan, clicking Insert as new will create a copy of the plan and automatically copy all of its associated client-facing descriptions and translations .

Error Handling & Validation

• Required Fields: The system requires a Name , Payment interval , and Commitment period before you can save.

• Duplicate Name: The system will display an error ("Payment plan with this name already exists") if you try to save a plan with a Name that is already in use .

• Age Validation: An error ("Maximum age cannot be less than minimum age") will appear if the value in Max age is lower than the value in Minimum age .

• Payment Method: The form will not save and will display an error ("At least one payment method must be checked") if you do not select at least one option in the Payment methods section .

• Default Employee Plan: If you check Default payment plan for employee, the system will validate that no other plan is already marked as the default. If one is, an error ("Only one payment plan can be marked as default") will be displayed .

• Delete Button: On the main grid, the Delete button for a plan will be hidden if the system determines it cannot be deleted (e.g., it is linked to active contracts).

Consequences & Downstream Impact

• "Packet's element" (Child Plan): Checking this box has a major impact. It will disable the entire Fees and Payment methods sections. All fee and payment information will be inherited from the parent Packet plan it is assigned to .

• "Course" Plan Type: Selecting "Course" from the Plan type dropdown will disable many contract-related settings, including Automatically end contract..., all Limit number of visits options, Automatic renew, and the Packet (Parent/Child) settings .

• "No Pro Rata": Checking the Payment interval occurs on contract start day (no pro rata) box hides the Prorata type setting . This forces the member's first payment to be a full interval payment, regardless of when they join.

• "Automatically end contract...": This setting controls renewal logic.

  • If unchecked, the plan is open-ended, and the Minimum cancellation period after commitment date panel becomes visible.

  • If checked, the Automatic renew options become enabled, allowing you to chain this plan into a new one upon expiry .

• Default Employee Plan Warning: If you uncheck Default payment plan for employee (and it was previously checked), a warning pop-up will appear. It will state that if no plan in the system is marked as the default for employees, new employee accounts may not function correctly .

• Updating Active Plans: If you Update a plan that already has active contracts, the system may stop you. The form will become read-only, and you will be shown a new panel to Recalculate Affected Contracts before the change can be applied.

Use Case Examples

Here are some configurations you can create using this form.

• Standard 12-Month Contract

  • Goal: A standard 12-month contract, paid monthly by direct debit.

  • Settings:

    • Commitment period: 12 Months

    • Payment interval: Monthly

    • Payment methods: Check Direct debit

    • Automatically end contract...: Unchecked

• Upfront 6-Month Plan

  • Goal: A 6-month plan paid in full on sign-up, which then expires.

  • Settings:

    • Commitment period: 6 Months

    • Payment interval: 6 Months

    • Payment methods: Check Paid at the reception

    • First payment on sign up date: Checked

    • Automatically end contract...: Checked

• Flexible Monthly (No Commitment)

  • Goal: A rolling monthly plan with no long-term commitment.

  • Settings:

    • Commitment period: 1 Month

    • Payment interval: Monthly

    • Automatically end contract...: Unchecked

    • Minimum cancellation period: 30 Days

• Parent/Family Plan

  • Goal: Create the main "Parent" plan for a family package.

  • Settings:

    • Name: "Family Plan (Main)"

    • Settings: Check Packet

    • Packet's elements: In this grid , Add payment plan and select the "Child Plan."

• "Child" Plan for a Family Package

  • Goal: To create the "child" or "partner" portion of a family plan. This plan has no fees and inherits its validity from the parent.

  • Settings:

    • Name: "Family Plan (Child)"

    • Settings: Check the Packet's element box.

    • (Note: This will disable the Fees and Payment methods sections, as these are controlled by the main Packet plan).

• Kiosk-Only Promotion

  • Goal: A special promotion only available for self-service sign-up.

  • Settings:

    • Name: "Kiosk Special"

    • Available for: Check only Kiosk. Uncheck all other sources (like Client portal 2, Internet - online registration, etc.).

• Default Employee/Staff Plan

  • Goal: To set up a special (often free) plan for internal staff, making it the default for new employee accounts.

  • Settings:

    • Name: "Staff Plan (Internal)"

    • Fees: Set Membership fee and Joining fee to "0.00".

    • Settings: Check the Default payment plan for employee box.

    • Visibility: Check Only for chosen roles and select the "Employee" or "Staff" role.

    • Available for: Uncheck all sources (like Client portal 2, Kiosk) to hide it from public sale.

• Online-Only Web Promotion

  • Goal: A special introductory offer that is only available for purchase through the public website or client portal, not at the front desk.

  • Settings:

    • Name: "Web-Only Intro Offer"

    • Available for: Check Internet - online registration and Client portal 2. Ensure "Web - PerfectGym" (front desk) and other internal sources are unchecked.

    • Assigned clubs: Select the clubs where this offer is valid.

• Limited 10-Visit Pass

  • Goal: A non-recurring pass that grants 10 total visits and expires after one year.

  • Settings:

    • Name: "10 Visit Pass"

    • Commitment period: 12 Months

    • Settings: Check Limit number of visits to and enter "10" in the text field .

    • Settings: Check Automatically end contract after commitment period reached.

    • (Note: The 12-month commitment period acts as the expiry date for the visits).

• Strict Contract with High Early Termination Fee (ETF)

  • Goal: A 12-month contract that financially penalizes members for early cancellation by charging them 50% of their remaining fees.

  • Settings:

    • Commitment period: 12 Months

    • Early termination fee:

      • Check Is early termination fee charged.

      • Dynamic fee part: Select Remaining.

      • Fee calculation: Select Percentage.

      • Value: Enter "50".

• Corporate-Invoiced Plan

  • Goal: A plan for a corporate partner, where the company is billed via invoice, not the individual member.

  • Settings:

    • Name: "XYZ Corp Sponsored Plan"

    • Payment methods: Check only Invoice . Uncheck Credit card, Direct debit, etc.

    • Available for: Uncheck all public sources. This plan is typically assigned manually or via a unique corporate portal link.

• Monthly "Towel Service" Add-On

  • Goal: A small, recurring monthly charge for an extra service (like towels or lockers) that links to the member's main contract.

  • Settings:

    • Name: "Towel Service Add-On"

    • Settings: Check Additional payment plan.

    • Settings: Check Synchronization with main contract (ensures it cancels when the main membership is cancelled).

    • Membership fee: Enter the monthly price for the service (e.g., "10.00").

    • Commitment period: 1 Month

    • Payment interval: Monthly

• Date-Limited "Founding Member" Promotion

  • Goal: A special offer for a new club that is only on sale for the first 30 days of the club's opening.

  • Settings:

    • Name: "Founder's Rate - [Club Name]"

    • Start date: [Club Opening Date]

    • End date: [30 days after Opening Date]

    • Assigned clubs: Check only the new club.

• Off-Peak Membership (Via Access Rules)

  • Goal: A cheaper plan that only grants access during non-busy hours.

  • Settings:

    • Name: "Off-Peak Access"

    • Membership fee: Enter a reduced rate.

    • Access rules: Select an "Off-Peak Membership Type" from the dropdown.

    • (Note: This requires an "Off-Peak" Membership Type to be pre-configured in the system).

• Pro Plan with Exclusive Product Access

  • Goal: A premium membership that allows members to purchase exclusive products (e.g., special supplements) not available to others.

  • Settings:

    • Name: "Pro Membership"

    • Limited products sale:

      • Click Add new record.

      • In the new row, select the exclusive product from the dropdown (e.g., "Pro-Series Supplement") .

      • Enter a Quantity limit if needed.

• Limited Summer Pass (Visits per Period)

  • Goal: To create a 3-month summer pass, paid monthly, that allows 15 visits per month.

  • Settings:

    • Start date: Set to the beginning of summer (e.g., "06/01/2025").

    • End date: Set to the end of summer (e.g., "08/31/2025").

    • Commitment period: 3 Months.

    • Payment interval: Monthly.

    • Settings: Check Limit number of visits in a period , enter "15" in the text box , and select "Month" from the period dropdown.

    • Settings: Check Automatically end contract after commitment period reached.

• Intro Offer that Auto-Renews to a Standard Plan

  • Goal: A 1-month introductory offer ("Trial Plan") that automatically converts to a standard 12-month contract ("Standard Plan") if not cancelled.

  • Settings (on "Trial Plan"):

    • Commitment period: 1 Month.

    • Settings: Check Automatically end contract after commitment period reached.

    • Settings: Check Automatic renew.

    • Settings: From the Automatic renew dropdown, select the pre-existing "Standard Plan".

• Plan with No Prorata (Payment on Start Day)

  • Goal: A simple monthly plan where the member's billing day is always the same day of the month they joined (e.g., join on the 10th, pay on the 10th), with no prorata calculation for the first month.

  • Settings:

    • Payment interval: Monthly.

    • Settings: Check Payment interval occurs on contract start day (no pro rata).

    • Settings: Ensure Prorata type is set to default (this will hide the prorata panel).

• Plan Requiring Online Upfront Payment

  • Goal: An online-only plan that requires the member to pay the initial fees (Joining + first month) during the online registration process.

  • Settings:

    • Available for: Check Client portal 2.

    • Online registration settings: Check Initial payment is required during online registration.

• Plan with Debt Forgiveness (Allowed Intervals)

  • Goal: A flexible plan that allows a member to have up to 2 unpaid intervals (e.g., 2 months) and still be allowed club access.

  • Settings:

    • Settings: Check Allowed intervals in debt.

    • Settings: Enter "2" in the text field that appears.

• Plan with a Linked Member Card

  • Goal: A premium plan that automatically includes the cost of a physical member card and links that card type.

  • Settings:

    • Fees: (Adjust fees to include the card cost).

    • Settings: In the Member card dropdown (if visible), select the pre-configured "Premium Member Card" product.

• Plan with Contract Extras (Add-ons)

  • Goal: A base plan that allows members to select optional paid extras during sign-up.

  • Settings:

    • Access rules: Select the base Access rules (Membership Type).

    • Access rules: In the Contract extras (membership add-ons) box, check all applicable add-ons (e.g., "Locker Service," "Towel Service").

• Automatic Club Transfer Plan

  • Goal: A plan (e.g., "All-Access Upgrade") that automatically transfers the member's "home" club to a different club (e.g., the "City-Center" flagship club) on the contract's start date.

  • Settings:

    • Settings: In the Transfer to club on contract start date dropdown, select the "City-Center" club.

• Kiosk Default Plan

  • Goal: Make this the primary, pre-selected offer on self-service Kiosks to drive sales for a specific promotion.

  • Settings:

    • Name: "Kiosk Special - Join Today!"

    • Available for: Check Kiosk.

    • Settings: Check Pre-selected in CP2/Kiosk.

• Plan with Recurring Payment on a Chosen Day

  • Goal: A flexible plan that allows the member to choose their preferred billing day (e.g., the 1st or 15th) during sign-up.

  • Settings:

    • Payment interval: Monthly.

    • Settings: Check Payment interval occurs on contract selected day.

    • Settings: Ensure Payment interval occurs on contract start day... is unchecked.