Introduction
This is a guide on how to create a fixed end date on members' contracts in mass. This is useful for seasonal passes (E.g. Outdoor Pool seasonal pass) and the pool closes for winter on a specific date.
Before you start
- If you are unable to see the report, you will need to add it to your employee role. To add the report to an employee role, go to PGM->Clubs->System Permissions, and tick All contracts on the employee roles that will use this report.
- If you are using the automation centre to send out contract ending messages, please ensure you have the correct automation center rules set up with the right message content to be sent to the club members, or you can pause the rule altogether.
Downloading report
Go to PGM->Reports->All
Search for the report All contracts in the search bar and select this report. This is also found in the Members tab.
Choose the required filters to download the list of club members you require.
- Club - from the drop-down list, select if this will be for all clubs or individual clubs
- Since - First date of the contract
For this purpose, select a really long date range, i.e. the start date could be counted from the day when you started using Perfect Gym system, or even longer.
- Until - Select the current date or date up until when you want to capture members.
- For - Choose between Start date, Joining date, or Created date.
- Contract Type - Select All.
- Status - Select Current, Freezed, Not Started.
Press XLS to download the report.
Using the Excel document, delete any row that the end date should not be applied to (only keep rows with relevant payment plans). Once you are satisfied with what is shown on here, go to PGM->Settings->Support Tools.
Creating list of contracts to change end date
We recommend testing your setup first on one account before running mass changes on all member's accounts.
Go to PGM->Settings->Support Tools.
Select Migration tab on the left.
Click on the Download template file button and select Mass Changes Template. You can also Click on the Tutorial to get a small summary of the steps to follow in this section.
In the newly downloaded excel file, delete all columns in the first tab 'Migration Template' except the ones listed below:
- IsUpdate
- ContractId
- EndDate
You can also use the second tab 'Column Description' to understand what columns are required and what each column means
Fill in the columns with the following data:
- Column A - IsUpdate - set the value to 1 - this will mean the contract will update.
- Column B - ContractId - copy this from the All Contracts report generated earlier in this article.
- Column C - EndDate - Put in the end date you want to change the contract to “dd/mm/yyyy”.
This is the example of the correct mass changes file:
Save the file.
Uploading report
Go to PGM->Settings->Support Tools and select Migration tab on the left.
Click Choose the file or Drag it here and select the document created in the previous step of this article.
Click upload to upload this file.
The document will be visible in the list of Migration files at the bottom of the page.
Click on the Validate file button, and select Validate mass changes. This will validate the spreadsheet uploaded and download a report with the verified details.
Click on the Refresh icon to monitor the progress of the validation process.
After validation, download report to verify if everything is ok.
If your heading on the top row is green, like the below image, then you can proceed. If there is a red on the column, then you are missing data / error. Use the comments box to find out what is incorrect in the document. If its wrong, go to your original file, fix up the error, and re-upload the document, then validate the file again.
Only if your validation report is all green, click on the three dots icon and select the Run Mass Changes option from the list.
Click YES to confirm your choice.
Click on the Refresh icon to monitor the progress of the mass changes process.
There may be several errors regarding individual users during the process. You can download the report after the process, and see what each error is. For example: "User does not have a contract to end". In this case, check the view of this user's profile and check if they have an active contract.
Hints
This process can take up to a few hours, depending on the data load to be changed. If the value in the migration progress column is not changing, refresh the page. In case of any doubts please contact the Perfect Gym support team by using the Get Support tool.