Introduction
This guide will explain the settings used to create a direct debit recurring payment plan for courses.
Before you start
Payment plans are set up before the creation of enrolment rules.
For detailed information about the settings for payment plans, please refer to the following guide here.
For detailed information about courses set up, please refer to the following guide here.
Feature description
To access payment plans, go to PGM->Sale->Payment plans.
Adding - To add a new payment plan, press Add new payment plan at the top right hand corner of the screen.
Payment Plan details
When clicking Add new payment plan this will bring up the following screen with all of the payment plan settings.
Header
Name - Name of the payment plan.
Payment plans must have a unique name.
Start date / End date - Leave these blank - this controls when the payment plan is active on the client portal.
Minimum age / Max age - Leave these blank as the Group controls the age limits.
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 - This must be set as 'Course' (or equivalent).
Payment plan type settings: this setting controls financial data processing through electronic payments, contract related reports, trials, and other types of contracts.
Additional payment plan - When selecting plan type 'Course' this will automatically be ticked
Fees
Depending on the set up of your course module, will determine the settings used here.
Membership Fee
- Cost per class model - Set this price to $0.00. The enrolment rule will cover the costs.
- Cost per interval - Set the price here to the price you are charging per payment interval. The enrolment rule should be set as 'No additional charge'.
- Hybrid - Set the price here to the price you are charging per payment interval. The enrolment rule should also be set to include a cost per class.
Tax/GST/VAT for all models are covered in the payment plan. Ensure this is correctly set in Membership fee.
- Joining fee & Administration fee are set per club member on the first contract.
- Freeze is set per contract.
- Allowable debit is the maximum limit of debt the club member can be in when making product purchases.
Payment methods
Select the payment methods allowed with this payment plan. This determines how the club member can pay for their contract.
For all recurring contracts, Credit card or Direct debit are the two common payment methods used.
Credit card - The club member will have their credit card added to PerfectGym and stored by 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 requires payment before the 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 and stored by the payment provider. This will allow regular debiting of the payment plan using the stored direct debit details.
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 the interval when the membership fee occurs.
Commitment period - This 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 the 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.
Settings
The settings area will control how the payment plan works. Listed are the only options recommended to use, leave all others as blank.
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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.
This option is not recommended for the course module where there is a shared payment source on parent with children
- 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.
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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 (cost per interval model only). 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.
- 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 (cost per interval model only).
- Agreement template - The agreement template is the membership agreement (contract) which is sent.
- Template of rules - The template of rules is an additional noneditable pdf document which is 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.
Early termination fee
It is not recommended to use this feature with courses.
Initial payment for online registration requirement
Initial payment is required during online registration - Payment is required at the time of contract generation for Client portal registrations only. Recommend to leave unticked.
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.
Payment in advance summary (client portal) - Leave unticked.
Contract payments due date settings
Payment in advance for contract - Leave unticked.
Use advance due date schema policy for contract fees - Leave unticked.
Assigned clubs
In the list, select which clubs have access to sell this payment plan.
Clicking Add to new clubs will automatically add this to any new club you set up.
Access rules and Contract extras [Membership add-ons]
Access rules - Select the default access rule that this payment plan has. Access rules are set up in PGM->Sale->Access rules. A contract can only have one access rule attached to it. More information can be found here.
Employees can manually change access rules on a contract on the club member profile.
Contract extras [Membership add-ons] - Contract extras [membership add-ons] can provide additional benefits to the member such as access to group fitness classes or bringing a friend into the facilities. They are set up in PGM->Sale->Memberships->Contract extras. A contract can have multiple Contract extras [membership add-ons]. More information can be found here.
Employees cannot modify Contract extras [Membership add-ons] on individual contracts.
Available for
For all courses, only 'Web - PerfectGym (this website)' should be ticked. If any other option is ticked this is ignored as Enrolment rules control which application the rule can be used in.
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