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Pause/ Exclude member from Debt Collection process

Updated

Introduction

This article provides guidance on how to pause or exclude specific individual member or group of people from the Debt Collection process. Additionally, it clarifies the key distinctions between exclusion and pause and to what situations it could be applied to.

  • This article will be helpful for all PG employees. PG Champion and Support Agents especially. 

Before you start

Please remember that this feature requires specific company to switch on Debt Collection module, so the Debt Collection tab in the member profile will be available. To periodically pause/ exclude a member an employee needs additional system permission: System administration/ Debt collection/ Pause debt collection process.

Feature overview

Individual pause/exclusion of the member

This feature allows periodical pauses for members, who are currently in the vindication process and periodical exclusions if members are NOT currently in the vindication process. Exclusions can happen when a member is not involved in the vindication process and has not yet reached any debt collection stage. Exclusions can be client-sided, e.g. repairing or closing the gym for a particular amount of time.

To find this feature follow these steps:

1. Go to PGM-> Clients-> Club Members

2. Select one of the members

3. Go to Transactions -> Debt Collection tab

4. In the right side of the tab there is "Pause debt collection" button and if a member is not involved in the vindication process, an "Exclude from process" button is available. Each of pause has 2 parameters: end date of pause and reason. If an end date for the pause is specified, the user will either exit the debt collection process if the debt has been paid or automatically resume processing after reaching that date. However, if no end date is provided, the member will remain excluded from processing until an employee manually resumes the process.

Tooltip - You will see the information about this section by clicking on the tooltip.

This feature is available from the R.92 system version onwards.

5. Example of a member who has been excluded from the debt collection process:

6. After the specific member is paused, the status of the debt collection process will be changed from the "Current" to "Paused". Besides that on the right side of the Debt Collection tab Current and History communications will be displayed. Each of them contains:

  • Pause until date
  • Name of the employee who paused the member
  • Reason of the pause

 7. Example of a member who has been excluded from debt collection process:

8. Member is paused/excluded as well as a duration for which the participant will remain paused is displayed in the Member Profile in the Health Check communication:

9. Example of a member who has been excluded from debt collection process:

Group pause/ exclusion of the members

There is also a possibility to pause or exclude members by large group of people just in one click. To do so:

  1. Simply go to PGM -> Settings -> Support Tools
  2. Go to Actions -> Debt collection 
  3. Download sample file (1) in csv. extension and fill each of the column properly with required data
  4. After all the data filled in sample file, save the document and paste it into dashed area (2) under Debt collection section
  5. Click on Pause debt collection button and check if the chosen members were paused/excluded

If there is a need to resume debt collection process for a specific member, simply navigate to the Member profile -> Transactions -> Debt collection and select the Resume debt collection button;  to include member to debt collection process click on the Include in process button.

 

All Members report

There might be a need to display all of the members of the club with the duration for which the participant will remain paused/excluded in one report. For that purpose the All Members report have specific column which called "Pause Until Date". To generate such a report you need to:

  1. Go to PGM -> Reports -> Members and select All Members report
  2. Choose particular club or clubs, user type, contract status and balance if it is necessary.
  3. Generate .csv file by clicking XLSX button
  4. Check the last column called Pause Until Date

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