EMS | Members - Single Membership

EMS | Members - Single Membership

Description

When create a new member this will utilise the "Membership Update" process which provides reh ability to select the membership type and the payment options.
The ability to create or edit a members record can be completed via the back office in "Administrator" or via "Manager" or in "Reception" if Activated in site settings



Resolution

In "Administrator" or via "Manager" click onto “Member Details" or via "Reception" click onto 





Creating New Member

When creating  new member use the "Members - Search" to find the member, if the member is not listed use the "Create New" to create a new member



  1. Enter the Details of the new member 
    1. Title, Surname, First name, possible DOB
    2. Contact details 
  2. Click Onto the "Green Tick" to proceed to the membership setup screen


Starting from the top of the screen and working down and across the page, complete the following key configuration options:

  1. Site - this will automatically default to the site at which the membership is being sold or processed
  2. Membership Type - select the appropriate type for this member
  3. Membership Number - will generally be auto-generated but can be configured in Site Settings - Membership Options to be manually entered
  4. User - will default to the user currently logged in, this may be changed to reflect the name of the person who sold the memberships
  5. Payment Terms:
    1. Single - One off annual payment, the membership will then expire and the member will require updating each year
    2. Fixed Payment - Payments will be set over a fixed term and money is generally paid by direct debit. The membership will expire after last payment has been made
    3. Generated Payment - money will be collected monthly and membership will roll on until member leaves or payments are stopped
  6. Passes :
    1. If required, amend the number of Guest Passes to override the default for the selected Membership Type
    2. If required, amend the number Loyalty Points to override the defaults for the selected Membership Type
  7. Selected Membership Details:
  8. Amend the Date Joined and New Expiry dates if required
  9. The Update Type will default to either New 
  10. Levy - if required, amend either the Full Fee Levy (for Single Payment Terms), or the Monthly Levy (for Generated Payment Terms) to override the defaults for the selected Membership Type
  11. Payments:
    1. Joining Fee - can be amended to override the default for the selected Membership Type. If included in the membership payment being processed, tick Paid to confirm receipt, then check that the Date correctly shows when the payment was received. Enter the Payment Method from the dropdown list. Finally, if the payment was made by Direct Debit, confirm the BACS status in the dropdown list.
    2. Single / First Payment - will be the Full Fee with Single Payment Terms, the Pro Rata payment for Generated Payment Terms, or the first monthly payment for Fixed Payments. The amount can be amended to override the default for the selected Membership Type. Tick Paid to confirm receipt, then check that the Date correctly shows when the payment was received. Enter the Payment Method from the dropdown list. Finally, if the payment was made by Direct Debit, confirm the BACS status in the dropdown list.
    3. Subsequent Payments - does not apply to Single Payment Terms. The amount can be amended to override the default for the selected Membership Type. Check that the Date correctly shows when the next regular payment is due to be received. If these will be Fixed Payments, check that the correct number of payments has been entered. Enter the Payment Method from the dropdown list. Finally, if the payment is to be taken by Direct Debit, confirm the BACS status in the dropdown list.
The defaults for all the elements within Selected Membership Details and Additional Fees are entered and updated in Membership Types in Initial Membership Setup.



To confirm the rates for the Additional Fees, either select the Additional Fees tab, or having confirmed the contents of the Details tab, simply click the Green Tick.
  1. If the Additional Fee is initially un-ticked, as with “Locker Fees”, then this has not been set to be Mandatory in the Site Details - Additional Membership Fees tab in Membership Types.
  2. To include the fee in the member’s payment, tick the box adjacent to the relevant description
  3. If required, amend the amount to override the default for the selected Membership Type
  4. Click the Green Tick
Create New -Confirmation


Prior to completing the if there are any issues that require amending, click the red cross, to return to the Membership Update screen, otherwise, Click the Green Tick.






The History tab, of the member’s record will also now show the appropriate updates, figure 140.



Figure 139



Figure 140


Additional Fees Update


Works like Membership Fee Update, as covered in the previous section, but refers only to Additional Fees.


Should you therefore need to raise your own fees, e.g., for Lockers or other services, or Union or Society rates are changed, you can update the member’s fees, without having to work through a full update, which would include all the fees linked to the Membership Types.


This facility also allows members to add further benefits to an existing membership; e.g., a Golf member looking to add access to the leisure facilities.


•    Click Additional Fees Update on the Members Details record, figure 141.



Figure 141


The Additional Items Update screen, figure 142 will display.



Figure 142


Starting from the top of the screen and working down and across the page, complete the following key configuration options:


•    Additional Item; select the item to be added or with the fee to be amended.

•    User; will default to the user currently logged in.

•    Payment Terms; select Single, Fixed Payments, or Generated as required. As you change this selection the defaults in Additional Item Details will change accordingly.

•    Additional Item Details:

      o    Amend the Date Joined and New Expiry dates if such is required.

      o    The Update Type will default to either New or Renewal depending on whether this is a new or existing member. Cancellation, Upgrade and Downgrade can also be selected.


•    Payments:


      o    Single / First Payment - will be the Full Fee with Single Payment Terms, the Pro Rata payment for Generated Payment Terms, or the first monthly payment for Fixed Payments. The amount can be amended to override the default for the selected Membership Type. Tick Paid to confirm receipt, then check that the Date correctly shows when the payment was received. Enter the Payment Method from the dropdown list. Finally, if the payment was made by Direct Debit, confirm the BACS status in the dropdown list.

      o    Subsequent Payments - does not apply to Single Payment Terms. The amount can be amended to override the default for the selected Membership Type. Check that the Date correctly shows when the next regular payment is due to be received. If these will be Fixed Payments, check that the correct number of payments has been entered. Enter the Payment Method from the dropdown list. Finally, if the payment is to be taken by Direct Debit, confirm the BACS status in the dropdown list.


The defaults for the Additional Fees are entered and updated in Membership Types in Initial Membership Setup.


•    Click the Green Tick


As usual, the Payments tab of the member’s record will now show the additional payments.


Reception - Membership Management - Membership Payments


This area of your Reception system allows you to process Membership Payments from new and existing members, and also gives access to Members Details (including Membership Updates). Please refer to the Members Details - Navigation section of this prompt sheet for more details.


Any membership payments taken at any of your tills, needs to be processed through Membership Management.


To Process a New or Renewal Membership Payment.


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