In this module we will be learning about the Billing feature in Fit Pro Tracker. Please see the video below to help you understand how to Create Memberships and how to enroll your clients into a membership.
Before you get started, please ensure that you have received confirmation that your Merchant Application has been Manually Approved. This will ensure that you have access to all of the billing features within Fit Pro Tracker.
Membership Categories- 1:32
- You will first need to create membership categories before creating different billing plans for your members. Categories are a great way to group the various types of memberships you offer. For example, you could have a category for Paid in Full Memberships, Challenges, Trials, etc. You will be able to add, edit, and remove categories.
Creating a Membership Plan- 3:08
You will notice tabs at the top of the Add Membership screen. All tabs need filled out before you may Add your membership.
The first tab contains your Membership Information. Fill out the following fields:
Category Name- Select the appropriate category from the dropdown list of the membership categories that you created in the previous step.
Name - This is the name you want to give your membership. Keep in mind this is also what will be reflected on your client's invoice. The name may only consist of letters and numbers.
Code- The code is a set of digits that represent the membership. The system will automatically generate a code if you leave the code field blank. If you use a specific coding system for accounting and bookkeeping you may enter that code into this field.
Color- This allows you to select a color for your membership. Some people like to have specific colors for each of their categories to make it easier to distinguish what type of membership it is.
Auto Renewal- When this toggle is turned on memberships will automatically renew at the end of the selected cycle. (Example: If the membership is month-to-month for 12 months, then at the end of the 12-month membership it will automatically renew month to month if turned "on").
Allow Discounts- This allows you to apply a discount to a membership when selling it to a client. If this is turned off it may not be discounted at the time of sale.
Now you are ready to fill out the Billing details tab. Click that tab and fill out the following fields:
EFT- This toggle should be used for recurring memberships. When this is turned on all recurring memberships will show on your Projected EFT Report. This report is a projection of your next 30 days of revenue. If turned off single payment will become an option. The single payment will not be included in the EFT.
Billing Period - You can choose the Installment Plans. Select the length and installment amount.
Weekly - Charges every week
Monthly - Charges every month
Quarterly - Charges every 3 months
Annually - Charges yearly
Single Payment - One-time, single charge (used mostly for trials or Paid In Full agreements)
Membership Type- This is for reporting purposes to make sure the membership or trial is reported correctly.
Membership
PIF (paid in full)
Trial
Challenge
Add On Services
Group - choose the contact group they will automatically go into once enrolled in the membership.
Length - Add the number of the billing cycle
Installment Amount - Add the amount that will be charged each cycle.
Add Extra Charges - You can add additional charges such as an enrollment or start-up fee. These fees and charges can be removed and edited when you are in the process of putting a client into the membership. Fees will be charged at the same time as the first installment.
Add Tax - If your state regulations require you to add tax to your memberships you may select the tax here. This is the tax you set up previously.
Depending on your Fit Pro Tracker plan you may have a 3rd tab called Credit Settings. This tab allows the ability to create limited memberships.
When you click on the Credit Settings tab the Limited toggle will be turned off by default. When turned on you may configure your limited membership details.
1. Credits to Grant - This is the number of credits you wish to issue each period.
2. Days to Expire - This is the number of days the client has to use the credits, once issued before they expire.
3. Frequency of New Credits - This is the number of days you wish to issue new credits.
4. Initial Credits - If you would like to issue credits to the client to begin booking immediately you can do so by adding additional credits in this field.
There will be a summary at the bottom of the screen to review before adding.
You may also Preview Billing Details from each of the tabs. Please note that changing the First Billing Date only affects the preview. It will not change the date the membership is available to sell.
Putting A Contact Into A Membership or Trial - 8:30
Search for the Client you wish to add a membership to or select a client from the Contact Group. Once on the client profile click on the Billing Tab. Next, click Create a Subscription.
Steps To Setting Up Client In Membership/Trial-
Step 1- Membership/Trial- Choose the correct membership or trial the client will be going into. A green check mark will be shown when a membership/trial is selected.
Step 2- Preview Billing Details - Choose the start date that the membership/trial will begin. This will also be when the first installment is drafted from the client's account.
Step 3- Add a Payment Method- Add a credit card, debit card, or bank account information to the client profile to charge the membership or trial. Please note that if you are setting up a trial with a $0 payment, it is not required to add payment information. For all memberships with a payment greater than $0, a payment method is required.
Step 4- Subscription Fee- You can add/remove/edit the Extra Charges. Extra Charges are billed on the same day as the membership start date. If you set the start date for a future date you will notice the option to add a ProRate amount. The ProRate will be charged immediately allowing the client to begin using the membership.
In addition, if you allowed discounts when setting up the membership this is where you have the option to apply a discount. You can add either a percentage discount or a dollar amount discount. Either way, it will auto-calculate the discount and also adjust the taxes accordingly, if applicable.
Click the continue button once completed.
You will then see a summary of the agreement. Click Confirm Membership Terms to proceed or cancel to return to the previous screen and continue editing.
Once confirmed the membership will show in the client profile under Billing>Subscriptions.
You will also notice a billing note on the activity feed showing the membership was added and which staff member added it.
Depending on your Membership Billing Location Settings your client will receive an email confirmation of their new membership. You may check your settings by clicking Membership Billing>Settings and checking to ensure the option to "Send email for new memberships" is turned on.
