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Member profile - Freeze

Updated

Introduction

This is an overview of the freeze contract function in the club member profile.

Before you start

Selected functions here is restricted based on system permissions set in the PGM -> Clubs -> Employee permissions.

  • Users
    • User details
      • Contracts
        • Freezes
          • Past freeze
          • Edit
          • Add
          • Delete
          • No minimum time limit
          • Add for contracts in debt

Make sure you are familiar with the Freeze definitions and you have already created the Freeze type. 

To learn more on Freeze type configuration, go to this article. 

In case of any trouble with the Freeze set up, go to this article. 

 

Instruction

1. Go to the PGM -> Clients -> Clients -> Club Members.  

2. Select the member from the list and enter their Profile. 

3. Go to the Contracts tab and click on the Freeze icon.

4. Fill in all necessary information:

  • Type - select the Freeze type.
  • Start & End - enter the Freeze start date and end date. 
  • Reason of freeze - select the Reason of the freeze from the predefined list.

If you want to add your own Reasons of freeze, please contact our Technical Support Team.

5. Click on the Freeze Contract button. 

Freeze Contracts

On the club member profile, in contract tab, you can press freeze to freeze a contract.

 
To create a new freeze, press Freeze on the club member profile.

Adding freezes

In the tab Available, this will display a list of all freezes which can be applied to the contract.

The icons listed are all freeze types which is available to use.

Name - Name of the freeze.

Cost - This will display the cost of the freeze as well as the interval period. 

Settings - This will describe the settings which will be used on a freeze.

After selecting a freeze type to use on a contract, this will change the screen to enter in the dates and reason.

Freeze start date - Select the start date of the freeze. You may wish to use the calendar icon to select a date.

Start date may be restricted based on settings such as starting freeze only on payment date.

Contract reactivation date - Select the date the club member will reactivated. You may wish to use the calendar date icon to select a date. 

Please keep in mind that freeze reactivation date is the membership go live date. The freeze ends at 23:59 pm of the previous day. 

For instance, if the freeze end date is November 23rd, it means that the membership will be active on that day and the freeze ends on November 22nd, 23:59 pm. 

End dates may be restricted based on the freeze types settings, including min/max period or when it can end.

Reason of freeze - Select from a drop down box for the reason why a club member wants to freeze their contract.

To add additional freeze reasons, please contact support.

Change - If you need to change the freeze type before processing, press change.

Press Freeze contract to freeze this contract.

Added freezes

Press the Added tab to look at all freezes the club members contract has had.

Show past freezes - Select this option to display all past freezes, by default this screen will only show current or future freezes.

Pending - Future dated freeze.

Active - Freeze member is currently on.

Past - Freeze which has ended.

Name - Name of the freeze which is used.

Cost - Total cost of the freeze.

Date range - Date range of the freeze. The end date listed here is the first date back into the facilities.

Bin icon - Ability to delete a freeze.

Contract will be recalculated and membership fees will be added.

Edit - Edit the freeze, this includes dates and reason.

Freeze Start Date - Modify the start date of the freeze.

Contract Reactivation Date - Modify the end date of the freeze. 

Reason of freeze - Modify the reason why the club member went on freeze.

If you need to change the freeze type, please delete the freeze and create a new freeze.

Hints

If the freeze type is not on the list, there may be a few reasons why this is happening.

  • Is the freeze type active?
  • Has another freeze been applied to the contract, and it cannot be combined with other freeze types?
  • Is the contract starting (within pro-rata period) or ending?

If the freeze button is greyed out, this is possibly due to one of two possibilities.

  • Can the employee create/edit a freeze on a contract, check system permissions.
  • Can the payment plan be frozen, check the payment plan.

Troubleshooting

In case of difficulties, check the payment plan and freeze type configuration options.

If your freeze type is not available, check freeze type configuration.

  • If there is a date when the freeze is available.
  • If the user was already frozen. There is the possibility that those freezes are not allowed to combine together. 
  • If your payment plan does not allow for freezes, check the payment plan configuration. 
  • If a user already has ongoing freeze.

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