Introduction
Thanks to Perfect Gym functionalities, you can improve your client retention and don’t lose memberships during vacation periods. This article will show you the most common freeze types, which you can configure in Perfect Gym Manager.
This way, you will be able to offer your club members flexibility and encourage them to stay with you longer. The whole process is clear and simple, however, it requires you to match your business model with the adequate freeze type in PGM.
This article will guide you in creating two different freeze types. The first one will be connected to a monthly recurring payment plan, while the second with the upfront payment plan.
- This article will show you how to configure the most common freeze types in PGM.
- This article will be useful to PG Champion, Club Manager and Club Owner.
Before you start
If you want to understand better what a Freeze and Freeze type is, go to this article.
Remember, that the process includes two steps:
- Creating the Freeze type.
- Adding the Freeze to the Contract of a given member.
Use Case #1
Freezing Monthly Recurring Payment Plan with a 12-month Commitment Period.
Before using this configuration example on your database, consider testing it first!
Assumptions
Based on this configuration example, members will be able to freeze their contracts for a maximum of two months in a calendar year. The minimum period of freeze is 1 month and the maximum is 2 months. This type of freeze costs 10% of the Membership fee and will extend a contract length for the freeze period. Members can add the freeze via Client Portal or ask the club to do it on their behalf, at least two days before the end of the month.
STEP 1
How to create a new freeze type?
1. Go to the PGM -> Sale -> Memberships -> Freeze Types
2. Click on the Add freeze type button to create a new freeze type.
3. Select the below parameters:
- Name - Create a unique name for this freeze, i.e. Summer break.
Please, keep a copy of the Freeze Type name, it will be used later.
Fees
- Fee Mode - Select Percentage of interval fee and set it to 10%.
Availability
- Payment Plans - Select monthly recurring payment plans available in your clubs.
- Clubs - Tick the All current and future clubs checkbox.
- Always available - Toggle this on so the freeze type is available at all times.
Visibility
- Only for chosen sources - Select WEB - PerfectGym, Client Portal 2 and PosWeb. This will limit adding freezes action to the selected applications.
Settings
- Settings - tick Move contract end and commitment date
Remember that you can select other options, which are in line with your club policy.
4. Click on the Save button.
STEP 2
How to add a Freeze to the Member profile?
1. Go to the PGM -> Clients -> Club members.
2. Select the member from the Members list and open their Profile.
3. Click on the Contract tab.
4. Click on the Freeze icon on the right.
5. Select the Freeze type you want to add to the member's Contract.
6. Select the Freeze date and Contract reactivation date.
7. From the predefined list, select the Reason of Freeze.
8. Click Freeze contract.
Use case #2
Freezing Upfront Payment Plan with a 12-month Commitment Period.
Before using this configuration example on your database, consider testing it first!
Assumptions
Based on this configuration example, you will create a freeze type available with a 12-month upfront payment plan. It will allow members to freeze their contracts 2 times in the calendar year. The minimum period of the freeze is 1 month, and the maximum is 2 months. The system should automatically extend the contract length without additional charges.
STEP 1
1. Go to the PGM -> Sale -> Memberships -> Freeze Types
2. Click on the Add freeze type button to create a new Upfront freeze type.
3. Name - Create a unique name for this freeze, i.e. Summer break.
Please, keep a copy of the Freeze Type name, it will be used later.
Fees
- Fee Mode - Select Free of charge.
Availability
- Payment Plans - Select All Current and future payment plans.
- Clubs - Tick the All current and future clubs checkbox.
- Always available - Toggle this on so the freeze type is available at all times.
Visibility
- Only for chosen sources - Select WEB - PerfectGym, POSweb and Client Portal. This will limit adding freezes action only to these applications.
Settings
- Settings - tick Move contract end and commitment date and Keep charging for contract and extend it for free.
Remember that you can select other options, which are in line with your club policy.
4. Click on the Save button.
STEP 2
Use the instructions in STEP 2 above to add the Freeze to the member's Contract.
Use case #3
Freezing Family Payment Plan
Based on the configuration example above, members will be able to freeze their contracts for a certain period of time. If you have family members assigned to your Packet contract, after adding a freeze to the main Payment Plan, all the accounts connected to that offer as a packet element will also be frozen. Get familiar with the Family Payment Plan configuration.
STEP 1
Follow the configuration from Use case #1 STEP1.
STEP 2
How to add a Freeze to the Member profile?
1. Go to the PGM -> Clients -> Club members.
2. Select the member from the Members list and open their Profile.
3. Click on the Contract tab.
4. Click on the Freeze icon on the right.
5. Select the Freeze type you want to add to the member's Contract.
6. Select the Freeze date and Contract reactivation date.
7. From the predefined list, select the Reason of Freeze.
8. Click Freeze contract.
9. Go to Data -> Linked members.
10. Click on the ••• icon next to the appropriate linked member and select Go to profile.
11. Select the Contracts tab to check if the selected contract got freeze status.
Hints
In case of any issues with the Upfront Contract Freeze, check Troubleshooting - Upfront contracts with additional charges.