How to set up Late cancellation fee for Classes in PGM?

Introduction

The Late Cancellation feature in PerfectGym Manager (PGM) allows you to charge a fee to members who cancel their class booking within a specified period. Specifically, you can set a policy where members must cancel no later than a certain number of hours before the class begins to avoid a fee. If a member cancels after this designated period, they are charged a Late Cancellation fee. This fee can be applied in two ways from release R.93:

• As a product charge: The fee is added to the member's account as a POS transaction.
• As a contract transaction: The fee is added directly to the member's contract as a contract transaction.

This article explains how the late cancellation fee functions for class bookings, detailing how to set, edit and remove this fee. It is a guide for PG Champions, Administrators, Club Managers, Finance and Club Owners. 

Before you start 

Make sure you know how to manage classes and how they work. 

Make sure you know how to add a penalty product in the PGM. 

If you haven't been using the Penalty Fee Service Type in Product configuration in PGM, contact the Perfect Gym Support Team to make it available in your database as it is not a default option.  

Instruction 

STEP 1

Creating a penalty fee product

If you want to assign the late cancellation fee as a product charge, you first need to create a penalty fee product.

1. Go to PGM > Sale > Products.  
2. Click on the Add product button. 
3. Select the product type Services.
4. Fill in the required fields, in particular:

• In Name - enter the name of the product, i.e. Late cancellation fee. 
• In Service type - select PenaltyFee.
• In List Price - enter the amount of the Late cancellation fee.  
• In Availability > Clubs - select the clubs where you want the product to be available.

4. Click Save. 

STEP 2

Setting up the Class Type

1. Go to PGM > Classes > Class Types.
2. Create a new class or edit an existing one. 
3. In the 'Late Cancellation Charge Type' field, select how you want to apply the late cancellation fee:

• Product: This option allows you to select a product as a late cancellation charge. If chosen, proceed to select the 'Late Cancellation Fee Product' from the list of available products of the type 'PenaltyFee' - the product you previously created

• Contract: This option allows you set a late cancellation charge directly in the additional class settings. Enter the late cancellation fee which will be applied directly to the member's contract as a contract transaction.

For the 'Contract' option to be available, the following settings must be configured accordingly:

• TimeTable.Booking.IsContractInDateActiveRequired must be set to true
• TimeTable.Booking.IsNoContractAllowed must be set to false

4. Blocking class bookings - if this option is checked then every late cancellation for this class will be treated as "no-show". This means that late cancellations will be taken into account when checking for absences in the process of blocking a user's ability to book classes.

For more information about blocking class booking please read this article: https://perfectgymsolutions.zendesk.com/hc/en-001/articles/39319023922577>

5. Specify the 'Amount of minutes to be allowed without the termination fee' - this is the minimum amount of time a class cancellation can be made without incurring a late cancellation fee.

6. Click Save. 

STEP 3

Enrolling to Classes and Signing out with the Late cancellation fee in PGM.

1. Go to the PGM > Classes > Time Table. 

2. Select the Class you want to enrol the member to.

Now the member has been enrolled into the Class. 

3. When the member wants to be signed out from this Class, click on the three dots icon.

4. Click on the Sign out from this class button. 

5. Skip the Choose refund window, and click Next. 

6. Click Choose type of cancellation. Now, decide if you want to charge members or not:

• If so, click Charge member.
• If not, click Don't charge member. 

7. Click Submit. 

You can check the results in PGM, by entering the Member profile > Transactions. The late cancellation fee will either appear in 'Pos' or 'Contract' dependent upon how you have set up for the fee to be charged. 

If booking was cancelled by late cancellation, then appropriate information will be presented on Member profile > Activity > Bookings

Hints

Now, you may want to learn how to manage and use the Late cancellation fee in POSweb and Client Portal. 

How it works for different applications?

Keep in mind that the way you decide to impose the Late cancellation fee on a member works differently depending on the selected application:

1. PGM - here, you can decide whether to charge the member or not.
2. Client Portal - if you have configured the Late cancellation fee in the PGM before, here, the member will always be charged for late cancellation. 
3. POS - here, you can decide whether to charge the member or not.
4. API v2 – currently there is no way to decide if the member should be charged or not. Always charge member.

Bulk operations

You can perform the following bulk operations as before:

• Cancel all members (Cancel class).
• Delete class.

All these above recurring operations will not cause the member to be charged a late cancellation fee.