Introduction
Payment plans are very important in building a loyal and long-lasting customer base. In this article you will find information about setting up payment plans.
- This article is an overview of the module - Payment plans.
- This article will be helpful to PG Champion, Club Manager, Administrator and Club Owner.
Before you start
System permissions for this area is located in PGM->Clubs->System Permissions.
- Saving payment plans without recalculate - Ability to edit a payment plan and not have existing contracts recalculate with the changes.
Note: A contract will recalculate when you freeze or end the contract. This may cause the contract apply the changes made on the payment plan.
- Edit migrated plans - For any migrated payment plans and contracts, this will prevent an employee from editing the payment plan causing issues with a migrated contract.
Feature description
To access payment plans, go to PGM -> Sale -> Payment plans.
This will bring up a list of all previous payment plans.
Adding - To add a new payment plan, press Add new payment plan on the top right hand corner of the screen.
Editing - To edit an existing payment plan, press the pencil icon to the left of the payment plan name.
It is recommended not to edit pricing, settings or intervals of payment plans that have been sold in the past, this will cause contracts using this payment plan to be updated with the new changes and affect all transactions.
Filters
Name - Search for the name of the payment plan.
This will not search for the fiscal name or display the name
Club - Filter which club sells this payment plan. Set in Assigned clubs in the payment plan.
Payment - Filter the payment method that the payment plan can use. Set in Payment methods in the payment plan.
Only current and active - Filter to only payment plans which have been marked "Active" and are within the start/end date range (if set).
Access rules - Filter to only payment plans connected to the access rule. Set in Access rules in the payment plan.
Additional plan - Filter to payment plans which are set as Additional plan. Set within the header group of fields in the payment plan.
Search - Search for the payment plans with the filters selected.
List of payment plans
Name - Name of the payment plan
Joining - Joining fee set on the payment plan.
Administration - Admin/Administration fee set on the payment plan.
Membership - Membership fee per schedule (payment interval) set on the payment plan.
Schedule - Payment interval set on the payment plan.
Start / End date - The date range where the payment plan can be sold on. If the fields are blank, then the payment plan can be sold at anytime. If todays date falls outside the start / end date, then the payment plan will become inactive.
Additional plan - Setting to identify if the payment plan is sold as an additional payment plan.
Greyed out text - This indicates that the payment plan is inactive.
Bin icon - This will only display if the payment plan has no contracts attached to the payment plan. Clicking on the bin icon will delete the payment plan. This will also give a warning to delete the payment plan.
Payment Plan details
When clicking Add new payment plan this will bring up the following screen with all of the payment plan settings. Editing the payment plan will produce a very similar screen.
Header
Name - Name of the payment plan.
Payment plans must have a unique name, this does not mean that the client portal has to have unique names, use displayed names to change the name.
Start date / end date - Set a start and end date of the payment plan for when it can be sold. This is useful for certain situations such as promotional payment plans or pre-sale plans for new clubs.
This will not modify the start date/end date of the contract
Minimum age - Set a minimum age to sign up to a new contract, if 0 then any age can register to this payment plan.
Max age - Set a maximum age that to sign up to a new contract. if this is blank then any age can register to this payment plan.
A blocking note can be applied to the club member when they reach maximum age. Please contact support for more information.
Active - Set the payment plan to be active. If the payment plan is inactive then it cannot be sold.
If a member is connected to an inactive payment plan, they will still get debited, this only refers to selling this payment plan.
Plan type - Payment plan type settings, this setting controls both financial data processing through electronic payments, contract related reports, trials and other types of contract.
If editing an existing payment plan, payment plan type cannot be edited.
Additional payment plan - Ticking this will treat the payment plan as an additional payment plan.
- Additional payment plans are sold as an add-on to a main contract, for example group fitness classes add on pack to a gym membership to provide additional revenue.
- A club member can only have one main active (Current/Frozen) contract, however unlimited additional payment plans.
- Course module will have this automatically ticked.
Fees
Payment plans will require fees to be added on. This area will describe how they are all used.
Do not edit prices after the contract has been sold, as this may affect contracts using this payment plan when they recalculate. To do a price increase on membership fee, please see the information below on how to do it.
Gross / Net - depending on regulations set by the country, this will be automatically set as gross (price including tax) or net (price excluding tax).
Membership fee - fee charged to the club member for their membership, this is charged per payment interval (set in periods).
Membership fee price calendar - Using this calendar will allow you to set future price changes for the membership fee. More information can be found here.
Joining fee - Set a joining fee for the club member to pay. The standard setting for due dates is on sign up date of the contract.
Administration fee - Set an administration fee for the club member to pay. The standard setting for due dates is on sign up date of the contract.
Please contact support if the due dates need to be changed to a different interval.
Joining and administration fee price calendars are available since R89.
Deposit value - Set a deposit for the club member to pay before starting their contract, deposits will be manually used to pay for a contract transaction.
Freeze available - The tick box here allows the payment plan to be frozen.
The price is used when using a freeze type where setting "Fee from payment plan" is used.
Allowable debit - This is the maximum amount the club member will be in debt for when purchasing a product via cashless debit. The value must be negative.
Cashless debit is used when a club member is purchasing a product through client portal, this includes booking a class / facility booking / personal training where a product is sold during the booking phase
Penalty for unpaid installment - Add an additional charge to the club member where they have failed to pay a contract transaction.
Penalty charged after (days) - This will apply the charge of the unpaid installment after X days set here.
If your payment provider applies a rejection fee to a transaction due to it being declines, this will automatically attach itself to the contract. This is set up by PerfectGym.
Corporate Part - this will split the membership fee between members and their corporations.
Payment methods
Select the payment methods allowed with this payment plan. This determines how the club member can pay for their contract.
Credit card - The club member will have their credit card added to PerfectGym and stored on the payment provider. This will allow regular debiting of the payment plan using the stored credit card.
If the payment plan is an upfront payment plan and require payment before contract start date, please use the setting Paid at the reception only.
Direct debit - The club member will have their direct debit/bank details added to PerfectGym. This will allow regular debiting of the payment plan using the stored direct debit details.
Paid at the reception - This will allow the club member to pay in the club, or online using a payment gate. This is recommended for upfront contracts.
Invoice - Payment done via invoice, this is used in conjunction with the corporate payment plans and hybrid payment plans.
Money transfer - Used in conjunction with the manual transfer module.
Periods
Set the period of the payment interval and commitment period of the contract, and when the club member can cancel their contract.
Payment interval - Select when the membership fee charge occurs on.
The date of the payment is determined by the following settings:
- Payment interval occurs on contract start day (no pro rata).
- Payment interval occurs on contract selected day.
Commitment period - it is the total period of time the Contract has been signed for. This is determined by the start date and end date of the contract. A club member can have their commitment period overridden manually on their contract, or using contract discounts to override the interval.
To add additional values to Payment interval and commitment period, please follow the guide here.
If you are changing the commitment period of an existing payment plan, this will not affect previous contracts.
Minimum cancellation period - Set a period (in months or days) for the earliest end date to be set when a club member cancels their contract.
Maximum cancellation period - Set a period (in months or days) for the latest end date to be set when a club member cancels their contract.
Minimum cancellation period after commitment date - Set a period (in months or days) for the earliest end date to be set when a club member cancels their contract, however when the contract is outside of the commitment period.
Do not use both months and days, only one or the other.
Settings
The settings area will control how the payment plan works.
Depending on the configuration, selected settings may not be visible on your site.
First payment on sign up date - This will force the first full membership fee to be included with the initial fees (administration fee, joining fee and pro-rata fees).
Automatically end contract after commitment period reached (payment interval name) - This will automatically add an end date to the contract when the club member signs up to a contract. This setting is designed for upfront payment contracts.
Limit number of visits in a period - Limit the amount of times a club member can enter the facilities. The intervals is set as Day, Week, Month or All Time (all time refers to the length of the contract. If unticked, its unlimited entry.
Limit the ability to choose a contract for the Club Member - This will limit the amount of members who can sign up to this payment plan. The intervals is set as Day, Week, Month or All Time. If unticked, there is no limits on how many club members can sign up to this contract.
The period after which you can renew contract - The time when a club member can create a new contract with this payment plan.
Payment interval occurs on contract start day (no pro rata) - The payment interval for the contract will start from the contract start date.
- For direct debit style contracts, this is known as 'daily billing' in selected markets. A pro-rata will not be charged as the first payment interval occurs from the start date of the contract.
- For upfront style contracts, this setting must be used as the payment interval is for the contract start date and end date of the contract.
Payment interval occurs on contract selected day - The payment interval uses a fixed start date set on the system which is set up in the payment plan type, this cannot be modified once a contract has started.
- For direct debit style contracts, this is known as 'fixed billing' in selected markets. A pro-rata charge will be applied where the contract start date does not fall on the payment interval date. All contracts created with this setting using the same payment plan type and payment interval will have their billing dates fall on the same days.
- For upfront style contracts, this setting is not recommended.
Contract end prorata - This will apply a pro-rata charge where the end date of the contract does not fall on the payment interval date.
Stop charging after min period - Once the commitment period has been reached, this will prevent further charges from applying to the contract. This is only used in upfront contracts where there is one fixed payment.
Synchronization with main contract - This setting will only appear for additional payment plans only, this will link the contract to the main contract. So if you freeze or cancel the main contract, this will also apply to the additional contract.
Packet's element / Packet - This will allow a linked payment plan between a parent and child be created. More information can be found here.
Automatic renew - Used in conjunction with setting Automatically end contract after commitment period reached, This will automatically create a new contract when the contract ends. In selected markets this feature cannot be used due to regulations.
Can be renewed - This will allow the club member to sign up to a new contract after ending this contract on client portal.
Paid all freeze - This setting will prevent all freeze charges from being applied to the club members contracts.
Can pay for classes using contract - This will add a transaction to the club members profile when they book a class. This is set up in PGM->Classes->Class categories (Contract payment) and PGM->Classes->Timetable (Cost). More information can be found here.
Prorata type - Select the type of pro-rata used when charging the club member
- Daily - This will charge the amount of days between contract start date and the following payment interval.
- Weekly - This will charge the pro-rata as weeks (rounded up) between contract start date and the following payment interval.
- 100% membership fee - This will charge the total membership fee as pro-rata.
- Free - This will remove all pro-rata fees and not charge anything.
- Deposit - This will use the deposit as the pro-rata fees.
Default payment plan for employee - This is set up on the default employee payment plan, only one payment plan can use this feature.
Agreement template - The agreement template is the membership agreement (contract) which is sent.
Template of rules - The template of rules is additional non editable pdf document which are sent with the agreement template (above).
Category - In selected reports, you can filter using payment plan category. This is set up in dictionaries, more information can be found here.
Transfer to club on contract start date - This will automatically transfer the contract to the club selected when the contract starts.
Pre-selected in CP2/Kiosk - Allow autoselect payment plan in CP2 / Kiosk.
This feature is available from the R.92 system version onwards. It will be visible only if a proper setting is enabled /settings/setting/ClientPortal.Contract.AllowAutoSelectPaymentPlan. Go to PGM -> Settings -> System settings -> Client Portal -> Contracts and select the checkbox next to the appropriate setting.
Visibility
During the set up of the payment plan, you can restrict which employee profile can sell this payment plan.
If Only for chosen roles is unticked, this will display the payment plan in all applications.
If Only for chosen roles is ticked, only the employee roles ticked will have this payment plan visible during the contract selection screen. This includes client portal when logging in as an employee.
Early termination fee
If you plan to charge your club members an early termination fee when they end their contract during the commitment period, then tick Is early termination fee charged.
Dynamic fee part - You can select how the charge is calculated when the cancellation happens.
- None – Fixed amount is charged on the club member, regardless of how much time is left on the contract.
- Remaining – Charge a percentage or fixed value of the remaining intervals in the commitment period.
- Past – Charge a percentage or fixed value of the intervals which were done in the commitment period.
- Lower of two – Charge a percentage or fixed value based on the lowest value of the remaining or past calculations (as above).
Value – Value of the calculation needed for Remaining/Past/Lower of two
Fixed fee part – Fixed amount value, this will not get modified in the payment plan.
System permissions can be used to override an early termination fee when a club member is cancelling their contract.
Initial payment for online registration requirement
Initial payment is required during online registration - Payment is required at the time of contract generation for Client portal registrations only.
Selected payment providers may work differently here, please contact support if you do not know what your payment provider does with this setting.
- Credit card - Will automatically charge the credit card at the time of payment source creation.
- Direct debit - Will open a payment gate screen from your payment provider to request payment.
- Paid at reception - Will open a payment gate screen from your payment provider to request payment.
- Invoice - Function will not work with invoice.
- Money transfer - Function will not work with invoice
Payment in advance summary (client portal) - This will provide a listing of all charges on the contract to be paid at sign up date.
Contract payments due date settings
Payment in advance for contract - This will set all payments due dates within the commitment period to the sign up date. Used for upfront contracts. Use advance due date schema policy for contract fees - Please see this article for more information on how to use this feature.
Limit product sale
This will limit how many products can be sold while the club member has this contract.
To add a new product press Add new record. Search for the item and add in the quantity, press the tick button to confirm the product.
Relations
Relations can control additional payment plans that a club member can have. The master plan is a main contract, related plans are additional contracts.
Assigned clubs
In the drop down list, select which club has access to sell this payment plan.
Clicking Add to new clubs will automatically add this to any new club you set up.
Access rule and Contract extras [Membership add-ons]
Access rules - Select the default access rule that this payment plan has. Access rules are set up in PGM -> Sale -> Access rules. A contract can only have one access rule attached to it. More information can be found here.
Employees can manually change access rules on a contract on the club member profile.
Contract extras [Membership add-ons] - Contract extras [membership add-ons] can provide additional benefits to the member such as access to group fitness classes or bringing a friend into the facilities. They are set up in PGM -> Sale -> Memberships -> Contract extras. A contract can have multiple Contract extras [membership add-ons]. More information can be found here.
Employees cannot modify Contract extras [Membership add-ons] on individual contracts.
Available for
This is where the payment plan is available to be sold from. Selected modules here may not be part of your package, please contact support for more information. The most common applications used is listed below.
- Web - This is the PGM site.
- Europe - https://YOUR-SITE-NAME.perfectgym.pl/Pgm/
- Australia/New Zealand - https://YOUR-SITE-NAME.perfectgym.com.au/Pgm/
- Client Portal 2 - This is the client portal site, for external use.
- Europe - https://YOUR-SITE-NAME.perfectgym.pl/clientportal2/
- Australia/New Zealand - https://YOUR-SITE-NAME.perfectgym.com.au/clientportal2/
- Reception Tablet - This is the client portal site, for internal use.
- Europe - https://YOUR-SITE-NAME.perfectgym.pl/clientportal2/?mode=tablet
- Australia/New Zealand - https://YOUR-SITE-NAME.perfectgym.com.au/clientportal2/?mode=tablet
- Kiosk - This is the client portal site, for the Kiosk only (only available if you have a kiosk on site).
- Europe - https://YOUR-SITE-NAME.perfectgym.pl/clientportal2/?mode=kiosk
- Australia/New Zealand - https://YOUR-SITE-NAME.perfectgym.com.au/clientportal2/?mode=kiosk
- POSWeb - This is the Point of Sale (note: requires additional software, windows based only).
- Europe - https://YOUR-SITE-NAME.perfectgym.pl/posweb
- Australia/New Zealand - https://YOUR-SITE-NAME.perfectgym.com.au/posweb (Note - AUS&NZ - Only used for upfront Contracts only)
- API - If you are using an API for online joining, ensure this is ticked.
Tags
This feature allows you to give a custom label (a tag) to any Payment plan displayed in the Client Portal and Kiosk applications. The tags are visible when browsing Payment plans in the Client Portal and Kiosk applications, in the upper-left corner of the tile representing the plan. Any payment plan with a tag will be displayed first.
To select a tag, click on one or more of the tags here. To set up a tag please have a look at the following guide here.
It is recommended to only use a maximum of two tags per payment plan. From a marketing point of view, only use tags on a couple of plans as this is more effective when trying to sell a payment plan on the client portal.
Name and description for clients
This will allow you to change the displayed name of the payment plan to make it more marketable to the club member as well as providing more information about the offer.
If you are creating a new payment plan or using insert as new function, please skip this step, save the payment plan then create the name and description for client when editing the payment plan.
When pressing create plan description this will display a new window where you can enter in the display name, short description and long description. See below where they sit on client portal.
Payment plan Upgrades
Payment plans upgrade can be used to allow the current payment plan to be upgraded to a different payment plan i.e. customer is on a one-week trial and can then upgrade to a paid membership.
Additional payment plans
This feature will allow you to assign additional payment plans to the main payment plan. The radio buttons allow you to do the following with each payment plan.
Unused: Will not be automatically added or suggested when creating a contract on this payment plan.
Available: In client portal, this will be used as a suggestion when doing an online sign up after selecting this payment plan. Example: Do you want to have unlimited classes at $10/fortnight?
Automatically Added: This will automatically add the additional payment plan to the main contract. Example: Contract has 2 Personal training sessions per month, this is the additional payment plan for that option.
Custom Attributes
Custom attributes will be displayed at the end of payment plans and are used for references within the system, API calls or custom development.
If creating a new payment plan, please do not add any information to custom attributes as this will not save the data. Data will only be saved when the payment plan is already on the system and you are editing the plan.
The following custom set up is designed to display features on the client portal application for main contracts only. For more information please have a look at the following guide here.
Hints
Listed below are guides which can help you create specific payment plans for your club.
How to create Upfront Payment Plan?
How to create Payment plan for limited period with auto-renewal?