4.1.2 Entering a Programme Membership

1. Choose a Programme Group then a Programme from the drop boxes. If it is a new programme it will first need to be set up in the back office function under Programmes.
2. The default start date can be changed. The end date is not entered at this stage but will be automatically generated.
3. Programme price will be generated automatically when membership saved but can also enter a value if different from standard.
4. Visits shows the number of times a specific programme membership has been used. You would normally not enter anything in here as attendances will be recorded when a card is presented. The total can be changed if needed.
5. Renew is the number of times the membership has been taken out using the automatic renew function. You can renew a membership by first highlighting the membership to be renewed and then clicking on the renew option under members and Save. As the number of renews increase, the membership end date will be moved back. Renew is also used in dealing with APs or Direct Debit weekly or monthly memberships. Check that the start date is the one you want.
6. First Payment Date is for use with APs or DDs. It is the date that the first payment will appear on your bank statement.
7. The sign up fee that has been set up in the configeration for that programme will appear once the save icon is clicked. It can be manually changed, particularly if it is to include the gap between joining date and first AP payment.
8. Card numbers will automatically be entered against programme memberships if a card version is being used and if they are in a group that has the default box ticked. It can also be manually assigned to a membership if you have a member with several different cards.
9. Expired is ticked if a programme membership has expired or been terminated. This will automatically be actioned on expiry but can also be done manually.
10. If the cost of an ongoing programme is changed (eg weekly AP), the new price would be set in the Programme Configeration, the existing programme in the member's membership would be ticked expired and they would be rejoined with a 0 rejoin fee to the programme. This will enable the new price to be picked up in their accounts record.
11. If a member has a short period but fixed length membership such as AP or DD for a year, you can continue automatic charges until a new contract is finalised by ticking in the Charge Past Expiry box.

The following 2 functions are hidden on most versions as not relevant.

1. The Web box is for use if the booking is made on line from your website by the member, and not entered in via the normal system.
2. Wait listed is ticked if the person is wait listed for this programme. Untick the waitlist button to unwait list them for a programme.