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Member Profile – Contract Overview

Updated

Introduction

This article will guide you through all the features available in the Contracts tab on the Member profile, including how to view the history of the member's contracts and access detailed information about them. This article will also show you how to edit and update data on an existing member's profile. From this view, you can also transfer members from one club to another.

  • In this article you'll learn about functionalities related to contracts in PGM, like editing, ceasing or freezing, as well as how to access detailed information, like the start date, end date, or the commitment period. 
  • This article will be helpful for PG Champion, System administrator, Sales and Front Desk teams.

Before you start 

System permissions control the contracts area, this can be found in PGM->Clubs->Employee Permissions.

All system permissions for contracts are located in the following area

  • Users
    • User details
      • Contracts

Active Contract

This will show all active contracts that the club member has as well as its payment schedule.

This will also show ended contracts in debt.

Name of the contract. 

If you have access to view PGM->Sale->Payment plans, this link becomes clickable and will take you to the settings for the payment plan.

Name of the current group the contract is associated with is also associated with the course module.

This feature will be released in R88

Name of the access rule.

If you have access to view PGM->Sale->Access rules, this link becomes clickable and will take you to the settings for the access rule.

Name of the enrollment rule the contract is associated with is also associated with the course module.

This feature will be released in R88

To the right of the contract name will display some extra information if the contract is frozen.

The icon to the left of the contract name will identify if this is a Main Contract or a Secondary Contract.

A club member can only have one active main contract, and an unlimited amount of secondary contracts.

Icon for main contract.
Icon for secondary contract.

Contact Information

Information below the contract name will show you the status of the contract.

  • Installments paid - Displays how many installments are paid, installments are calculated from start date to end of commitment date.
  • Sign Date – Sign up date of contract.
  • Start Date – Start date of contract.
  • End of Commitment date – End of commitment period of the contract. E.g. 12-month contract will have a date set 12 months from the start date.
  • End Date – End date of the contract. If this is blank, then this is regarded as an ongoing contract. Pressing on the information bubble will display more information about the cancellation date, the contract cancel reason and who actioned this request.
  • Auto-renew – If auto-renew is turned on, the contract will be terminated and replaced with a new contract.
    This will only work if an end date is set on the current contract.
  • Contract Extra – Any membership add-ons attached to the profile, if there is more then one extra, you can click on the link to open all extras.
  • Additional information - Pressing this will give you more options to view.
    • Consultant - Displays the employee who sold the contract, or who is managing the contract.
    • Auto-renew to - Will display the name of the next contract. The start date will always be the day after the end date of the current contract.

Payment Schedule

This will display a timeline of all the payments which are owing, and when they are due.

The timeline length is based on the commitment date. If the contract is within the commitment period then this will display all transactions up until that date, else it will only generate transactions one month in advanced.

For contracts connected to the course module, this will generate transactions where a club member is in that class.

Any transaction highlighted in Green indicates this is paid.

Clicking on the transaction will reveal more information about what transactions are on this date as there may be more then one transaction due on this date.

Any transactions highlighted in Red indicates this has not been paid.

Transactions partially paid will also appear in red on the payment timeline, however will mention if they are partially paid when opening up more details.

image014_2.png

Any transactions in blue have a due date set in the future.

Options for contracts

These settings allow you to edit, freeze, upgrade or cancel a contract.

Selected functions may not appear depending on contract configuration.

Course/Group contracts are modified in PGM->Classes->Timetable or PGM->Classes->Groups

Edit

This will allow you to edit a contract, contract discount or payment source.

More information can be found here.

Freeze

This will allow you to freeze a contract.

More information can be found here.

Cancellations

This will allow you to cancel an active contract

More information can be found here.

More

This section will provide a pop up with additional options you can use to manage a contract.

Rollback cancellation

If you need to roll back a cancellation, go to the member profile, on the contract press More->Rollback cancellation.

Contract cancellation

A message will appear confirming the rollback of a cancellation. This will re-add all membership fees after the end date.

Cession

This option allows you to move a contract from one club member to another. To do this go to the member profile, on the contract press More->Cession.

This process will do the following:
1. Cancel contract on original club member with an end date.
2. Create contract on new club member with start date.
 

This will load up a new screen, you will need to select a guest already set up on PerfectGym, and enter in a sign up date and start date.  Default date is today.

After selecting Make a cession. The following process will happen:

  • The contract end date on the current club member will end on the day before the start date.
  • A new contract will be created on the new club member with the sign and start date.
    No payments will be transferred to the new contract. If this contract is fully paid, please create a manual transaction to balance the new contract.

Upgrade contract

This will allow you to upgrade a club member contract using PGM. 

More information can be found here on how to set up and use.

Recalculate

This option allows you to recalculate the contract.

This may create new transactions on the club member and recalculate settlement data, especially if payment plan data, freeze types and contract transactions which are already applied to the contract was modified without re-calculation. This will use the current settings of these modules and apply it to the contract.

To do this go to the member profile, on the contract press More->Cession.

Move end date

If you need to change the end date of the contract cancellation, go to the member profile, on the contract press More->Move end date.

Contract cancellation

This will open up a new screen allowing you to change the cancellation reason and end date of the contract.

Contract will be recalculated, and membership fees may be added/removed causing balance of contract to change.

This will add a new entry in the change log, go to Data->Changes on the club member profile.

Change access rule

This will allow you to change the access rule for a single club member. To do this go to the member profile, on the contract press More->Change access rule.

This will bring up a new screen allowing you to change the access rule for this contract to a new contract.

Mind that Change access rule is visible only after Access rule unrelated to payment plan permission is ticked. Only the Perfect Gym Support Team can turn this permission on. If you would like to use this feature but it is not visible on your database, contact the Perfect Gym Support Team. 

Only access rules which are allowed in the club member home club will be displayed here.

Contract documents

This will allow you to generate a contract document agreement or cancellation document. To generate the document go to the member profile, on the contract press More->Contract documents.

For Australia and New Zealand clients, these documents are managed by PerfectGym. The membership agreement and cancellation form are generic templates, and terms and conditions are non editable PDF documents which are attached via the payment plan Agreement Templates.
For custom designed templates, please contact sales.  Additional costs will apply for the design and updates to them.

Agreement - Generate contract agreement, if using multiple languages select the applicable language. This will generate as a PDF document.

Cancellation - Generate a cancellation form, if using multiple languages select the applicable language. This will generate as a PDF document.

If a signature was used in Client portal or POSWeb (via hardware signature pad), the signed agreements will be saved on the member profile in Data->User Files. Signatures will never appear on a document which is generated on Contracts->More->Contract documents.

Delete

This will allow you to delete a contract from the club member profile. To do this go to the member profile, on the contract press More->Delete.

Only contracts with no payment transactions or manual charge transactions can be deleted.

A prompt will be displayed asking if you wish to delete the contract. To delete the contract, you must type DELETE in the text box to delete the contract.

The word DELETE must be in upper case.

If the contract cannot be deleted, a system message will appear.

If you wish to delete a contract with existing transactions, these transactions need to be moved to another contract prior.

Change auto-renew

If the contract has auto-renew available, you can change the settings of how auto renew works here.  This includes turning on or off the rule.

Auto-renew will create a new contract X days before the end date of the current contract. The default is 1 day before the end date.

Auto-renew will only work on a contract with an end date.

  • Auto-Renewal - To turn on or off the auto-renewal, use the switch.

If this is turned off, the contract will not renew when the end date is reached.

  • Renew to payment plan - The new payment plan will be the one selected here, this can change by using the drop down menu.

Permission UsersUserDetailContractsAllowChangeAutoRenewPaymentPlan is required to change the auto renewal payment plan from the default one.

  • Start date of renewal payment plan - Change the start date when the payment plan can change.

Archived Contracts

This will display all expired/ended contracts the club member has.

 The options which can be used here includes:

  • Edit
  • Freeze
  • Rollback cancellation (if no future contract is added)
  • Cession
  • Recalculate
  • Move end date
  • Contract documents
  • Delete

Transfers

This will display the history when the club member has transferred from one club to another, to create a transfer select the Transfer to new club button.

More information on transferring a club member can be found here.

Synchronized Contracts

Since R87 PGM version there is possibility to display label with information that additional contract is synchronized with the main contract.

 

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