Gym, school and agencies

What it is for#

Memberships charge the same amount every period: the gym's monthly fee, the school's tuition, the agency's retainer. You create the plans, enroll each customer in one and Pixel One creates a fee when each period starts. You see who is Up to date and who Owes, and you collect the fees at the point of sale.

A fee is not an invoice or a receivable until it is collected: it is created, it waits, and it is invoiced the day the customer pays.

Which businesses it covers#

These business types bring Memberships into the menu:

The school and the agency only sell services: the menu hides Zones and Receipts. The gym's Plan field is a detail on the record; what is charged is the membership.

Before you start#

• A service in the catalog for each plan, such as "Monthly fee": its taxes apply to each fee.
• To create plans and enroll, the Manage memberships permission; just to look, View memberships.
• An open cash register to charge (Your first day).

Your typical day#

1. A new customer arrives: you enroll them in their plan from today and collect their first fee.
2. A member arrives: when you choose them at the point of sale, you see whether they owe fees and add them to the ticket in one click.
3. You check Memberships, Owing filter: who is behind and how much is left to collect.
4. For someone going away, you pause the membership; for someone leaving, you cancel it.

1. Create the plans#

1. A new plan

   In Memberships, click Plans and then New plan. Fill in the Name ("Monthly with classes"), Billing (Monthly, Quarterly or Yearly), the Price and Invoiced as: the catalog service. Each period is one fee.

   

2. The plan list

   Changing the price affects fees created from now on; those already created don't change. A plan you no longer offer is edited and Active (offered for new memberships) is turned off.

   

2. Enroll a customer#

1. New membership

   In Memberships, click New membership. Choose the Customer, the Plan and Since when. Click Create.

   

2. What is owed from the start

   Fees due since the start date are left pending. If you enroll someone from two months ago, they already owe those periods. The start can be up to two years back or ahead. The walk-in customer cannot be enrolled: choose or create the customer.

3. Who owes#

Memberships lists each membership with its customer, plan, Since, Next charge, what it Owes and its standing: Up to date, or Owes with the number of fees. At the top, To collect adds up the overdue and pending fees in this view.

Filter with All, Owing, Active, Paused or Cancelled, or search by customer or plan.

4. Collect the fees#

1. From the membership

   Tap the membership: you see each fee with its period, amount and status (Pending, Paid or Waived). Tick the ones being paid and click Charge with the total. The point of sale opens with them.

   

2. Or from the point of sale

   When you choose a customer who owes at the point of sale, Owes 2 fees · Add to ticket appears. Click it and the fees come in as lines, each with its period. You can sell something else on the same ticket, a drink for example.

3. Confirm

   Charge it like any sale (Point of sale). The fees are Paid and the membership is Up to date. If the invoice is voided, they are owed again.

   

A fee's amount cannot be changed on the ticket, and a ticket with fees can only be charged: it is never saved as an order or a quote. To not charge a fee, waive it.

Pause, cancel and waive#

In each membership's ... menu:

• Pause: the periods of the pause are not charged; what was owed before is still owed. Resume makes it active again.
• Cancel: asks for a Reason. It stops creating fees; what is already owed is still owed.

Inside the membership, Waive on a fee removes it from what is owed (a courtesy, a mistake), with its reason.

The customer record has a Membership tab, with their plan and fees.

Common mistakes#

• "The plan doesn't show when enrolling." The plan is not active. Edit it in Plans.
• "I can't enroll the walk-in customer." A membership belongs to a named customer: choose or create the customer.
• "I can't change the fee's amount on the ticket." That is on purpose. If you charge less, waive the fee and sell the amount separately, or change the plan's price for the next fees.
• "I don't see the fees notice at the point of sale." It only shows on a plain sale, not while you charge an appointment, a tab, a quote or an order.
• "I changed the customer and the fees disappeared." The fees belong to the previous customer; changing it removes them from the ticket.

Next step#

Go over how to charge at the point of sale, or how to close the cash register in Your first day.