Skip to main content

Member profile - Cancel contracts

Updated

Introduction

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

For all contract cancellations related to the course module, this is done using modify enrollment in timetable or groups, more information can be found here.

Before you start

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

The settings relating to contract cancellation include the following below.

  • Users
    • User details
      • Contracts
        • Cancel contract
          • Immediate cancel
          • Simple cancel
          • Revert cancel
          • Allow to enter cancel date
          • Cancel with voucher
          • Cancel contract in debt
          • Always show all cancel options
          • Show money back cancellation
          • Move end date
          • Cancel for resignation letter
          • Override early termination fee
          • Revert cancel for already ended contract

Cancel Contracts

To cancel the contract, go to the club members profile->Contracts and press Cancellation on the contract.

Reason for cancellations - Select from the drop down box on why the club member wants to leave.

Select the cancellation reason from the drop down list. 

The system permission 'Always show all cancel options' will show all contract cancel reasons. Even the cancel reasons not marked active.

To set up new cancellation reasons, please look at the following guide here.

Type other reason - This will allow you to enter in a custom reason on why the club member is leaving.

The drop down box will turn into a text box, allowing you to enter in a custom reason.

Delivery method for cancellation - This is an optional field to select how a member is cancelling their contract, is it in person? via email?

To add in new content to this field, this can be done in PGM->Settings->Dictionaries.  More information can be found here and here.

Cancellation date - This field is when the club member has requested to end date. This field may be used to calculate when the end date is based on settings on payment plan.

End contract with cancellation date - This will have the end date of the contract to be the same date as the cancellation date.

This setting can be controlled with the system permission 'Immediate cancel'.

End date (drop down box) - Based on the settings within the payment plan, the end date could be fixed based on these settings.

End date - This will require the end date to be manually entered into the system.

Remove bookings after cancellation date - This will remove all class bookings made by the club member after the date entered in the cancellation date field.

Class bookings made after end date will be cancelled regardless of this setting.

Override early termination fee - If the minimum contract has not been met, and there is an early termination fee on the contract. The ability to override this early termination fee will appear.

To override the early termination fee, please do the following steps.

  • Tick Override early termination fee.
  • Enter in a new price for the early termination fee.
  • If you want to completely remove the early termination fee, make sure this value is 0.
  • Then press Cancel contract (with price in brackets) to cancel the contract with the new fee.

In most system set up, contracts with an end date will not be collected via the direct debit process, it is highly recommended to collect the remaining of their membership fees in person using POSWeb.

If the contract End date is before the End of commitment date, this will trigger the Early termination fee. It is always good to look at the End of commitment date before ending the contract for the club member.

Hints

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

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.

 


Please be aware that since release version 85 we enabled contract cancellation also for contracts with end date already established. When cancelling such contract, system will rollback the previous cancellation and cancel the contract with new data provided by user.

This action requires employee permission “Possibility to cancel contracts with already added end dates” (UsersUserDetailContractCancelsCancelContractWithEndDate), also permissions to revert cancel and cancel contract.

Related articles