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How to change the Debt Collection Stage in bulk

Updated

Introduction

In Perfect Gym, the change debt collection stage tool allows you to update the debt collection stage for multiple members at once. This feature simplifies large-scale debt management, supports consistent processes, and reduces the time spent managing members with overdue payments. 

  • In this article, you will learn how to access the tool, apply the correct filters, and perform bulk updates step by step.
  • This article will be helpful for PG Champions and Finance Department

Fast Lane 

This is a brief overview, and the following sections contain more detailed information.

  1. Go to PGM / Settings / Support Tools and the Actions category.

  2. Select the Change debt collection stage tool.

  3. Prepare and paste the User Numbers or User Ids into the Debtors field.

  4. In the Target debt collection stage dropdown, choose the desired stage.

  5. Click Change debt collection stage.

Before you start

  • You are familiar with how the debt collection process in PG Manager works.

  • You understand how the notifications are sent when debt collection stages change.

  • The required permission System administration > Debt collection > Mass change debt collection stage is switched on in the Permission System.

Instruction

This feature will allow you to move multiple members to the selected debt collection stage. To change the debt collection stage for several members in a single operation, please follow these steps:

  1. Navigate to PGM -> Settings -> Support Tools and select the Actions category.

  2. Locate and select the dedicated tool: Change debt collection stage.

NOTE: This section is displayed only if debt collection stages are configured and to members with the permission described in the Before you start paragraph.

  1. Please prepare the User Numbers or User Ids to paste into the Debtors window.

    • You can’t paste the member with no debt as this is against the debt collection logic and the system will not allow you to do it.

    • You can change many members to one debt collection stage in one step.

  2. In the Target debt collection stage dropdown, choose the stage you want to transfer your members to. The system will display all your configured stages to choose here.

  3. When you are ready, choose Change debt collection stage.

After the change is complete, all the members will be switched to the new debt collection stage and relevant notifications configured in the system will be sent. The automation flow of the debt collection will be applied as configured for the new stage.

NOTE: The process is performed by a background task - it can take a few minutes, depending on the current system workload.

All debt collection stage changes are displayed in the Debt collection Tab on the member profile. After a bulk change, an information line is added showing the date of the change, the change details, a “Bulk” operation label, and the name of the employee performing the action in the Support Tool.

Hints

  • This tool does not support removing users from the debt collection process. Such action can be achieved by settling the debt, which will cause exit from the debt collection process, 
  • If you choose the same stage of debt collection as current for the member, change will not apply, 
  • If on original stages of the member, some automations were added with adding blocking notes or tags, it will not be removed. It will need to be performed separately from the bulk changes. 

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