Guarantees linked to a membership: How does it work?

With Xplor Gym, an easy management of guarantees linked to memberships is possible. Registered guarantees may be used in case of non-payment by a member, for example..

Vocabulary clarification :

The difference between a guarantee and a deposit lies in the fact that a deposit may be directly paid in during the sale

This article answers several questions and broaches several examples in relation to payment guarantees.

• How to activate this feature in the club application?
• How is the request for guarantee displayed when heading for the sales path from the back office?
• When a member brings his/her guarantee papers at a later time
• When cancelling a sale or terminating a membership
• Where can guarantees and guarantee alerts be viewable?
• How to use the guarantee when a member has not paid?

 TO ACTIVATE THE FEATURE

IMPORTANT

To activate this feature, you must contact your Xplor Gym interlocutor for her/him to activate the required menus and tabs. Once this is done, you can engage in the various steps described below to implement memberships guarantees.

In the Settings tab, go to the catalogue and then in the membership requiring a request for guarantee. In the rates tab, please click on the three dots, then on “add a guarantee instruction.”

Once the guarantee management is displayed, provide the required amount or choose an amount of free guarantee. If you choose the amount of free guarantee, do not determine an amount. It will be decided during the sale.. If needed, add an instruction to the sales consultant's attention that will show during the sale. For example, “please remember to ask two cheques.”

Once these two steps are carried out, the guarantee is activated  

HOW IS THE REQUEST FOR GUARANTEE DISPLAYED WHEN ON THE SALES PATH FROM THE BACK OFFICE?

The request for guarantee comes right after signing the contract on the sales path from the back office. You need to provide the following information:

- the amount of the cheque (it is possible to enter several cheques)

- the name of the bank

- the cheque’s number

- the cheque’s owner’s name

If the previous information isn’t provided, the guarantee will be taken into consideration anyway but won’t be used.

IF THE MEMBER BRINGS THE GUARANTEE PAPERS AT A LATER TIME..

It is possible to provide the guarantee details later with the button “provide later on”. Then you must continue the sale.

By default, not providing the guarantee information when the membership requires a guarantee constitutes a blocking alert:

When the client brings a guarantee cheque, go to “guarantee cheques” in the member file.

Then select “Add a guarantee cheque”, provide the information regarding the cheque(s) and click on “apply modifications”.

WHEN CANCELLING A SALE OR TERMINATING A MEMBERSHIP.

In such case, the guarantee will show as “to return”

An alert is created to remind to return the cheque to the member. By default, this alert is a non-blocking one

To notify the guarantee is well-returned to the member, you must go to “guarantee cheques” in the member file. 

Then select the three dots of the guarantee, then go to “return to member”.

WHERE CAN GUARANTEES AND GUARANTEE ALERTS BE VIEWABLE? 

In the member file, in Guarantee cheques (and alerts if needed)

In Management lists > Clients > “Guarantee cheques” and “alerts”

List of guarantees

List of alerts

From the list of alerts, two reasons can be used as filters to find the following lists: 

- missing guarantees

- guarantees to return

For your information

In the management exports, from the "Points of warning" category, the "Guarantee cheques" export lists all the guarantee cheques created during the period, along with their status.

HOW TO USE THE GUARANTEE WHEN A MEMBER HAS NOT PAID?

The member has not paid his/her membership, then you must use the guarantee to settle the unpaid invoice.

When clicking on “use the guarantee cheque”, the cheque becomes an overpayment you can find in the “payments” tab in the member file.

In the “invoice” tab in the member file, you can add a payment and select the overpayment.