Entering Programme Memberships

• Under Memberships file for the member

1. Click on + icon for new programme membership.
2. 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 Set Up > Programmes.
3. The default start date can be changed. The end date is not entered at this stage but will be automatically generated. If the start date is for the future it will indicate this on the membership and come up as a warning if check in is tried.
4. Programme price will be generated automatically. Click on Add Payment as a shortcut to the Payments screen. Use the edit function after completing the membership entry if you wish to change the price for that member.
5. Conditions can have an entry for anything different from the normal. This will be set up in the programme configuration and will automatically appear for that programme membership and will appear as a condition on the printed membership contract.
6. Clicking on the disk icon next to Conditions will bring up an application form for signing if required.
7. 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. On presenting a card to the reader it will record the attendance against the presented card. If doing a manual check in when member does not have card on them, the attendance record will need to be manually changed to the correct membership.
8. The sign up fee that has been set up in the configuration for that programme will appear once the save icon is clicked. (This function does not work for Renewal Based Programmes with payment made on joining. For these a special add on Programme can be set up in Sign Up Fees.) It can be manually changed, particularly if it is to include the gap between joining date and first AP payment.
9. First Payment Date is for use with APs or DDs. It is the date that the first payment will appear on your bank statement.
10. Renew is the number of times the membership has been taken out using the automatic renew function.
11. If a membership has expired a Renew box will show in Memberships. You can renew a membership by first highlighting the membership to be renewed and clicking the renew box. As the number of renews increase, the membership end date will be moved back and the charge for the period added.
12. If membership has yet to expire but the member wishes to renew it, highlight the membership and click on edit. Within this box there is a Renew function under Dates. Change the Renew Times. It adds the renewed programme period to the expiry date of the existing programme.
13. 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.
14. 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. Go to Edit. In new screen put new number of visits in applicable box. Confirm in small screen with Yes. Give reason in next small screen then OK.
15. Complete and Save button is clicked when all data entered. This will open a confirmation screen which can be checked then click on complete.
16. If the membership is current, a box will show Expire and in the lower screen the membership will be shown as current. At the end of a time based membership this will automatically expire and the box will change to Unexpire. The box can be used by clicking on it to change the status of a membership.
17. If the cost of an ongoing programme is changed (eg weekly AP), the new price would be set in the Programme Add & Edit, 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.
18. See for entering payments for programmes.

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 remove them from the waitlist for a programme.