Everything about Bank Card debits !🔍

Offering a convenient and reliable payment method to your members can contribute to a better engagement and loyalty to your club. Setting Bank Card debits via your management software can make the payment process easier for you and your members. In this article, we guide you through the steps to activate this feature and start accepting payments by card in a secure and simple way.

Pre requisite - Activating this feature

Inform your Xplor Gym counsellor that you wish to activate this feature and s/he makes the required configuration. If you have no Stripe or Payline contract yet, which are our payment partners, you will have to make the request.

⚙️ Some preliminary configuration points ...⚙️

1)Check the type of payment 'Bank Card' is activated in the screen Club/Legal > on your club > Recurring Payment.


2)In this same screen, but now in "Direct Debits", check that Debit days are well configured, otherwise, add them.


For technical reasons, never add days from the 28th to the end of the month.


3)For the catalogue and the direct debit memberships that will be sold, it is advisable to add "documents to be provided at the time of sale" from the three dots in the price list and to choose the bank card.

So, if a member takes out a monthly membership by bank card, they will have to add their card at the time of sale, and if they don't add it, they may be blocked at the point of sale (as long as you tell your Xplor Gym advisor to configure the alert for missing bank cards).


🛒What is the member's purchasing path like ?🛒

In the catalogue, there are only direct debit memberships...

The type of memberships to be created in the catalogue are direct debit memberships as they are explained in this article.

If a member takes a membership without adding a Bank Card...

The member will have a tag 'Missing Bank Card' and may be blocked (just like 'Missing mandate' for direct debits).

  • At the club

This sale looks very like the sale of a Direct Debit membership. Start with choosing the start date and the Direct Debit day, then add the membership to the cart and proceed.


The bank card saved here will be used to pay the membership every month.

In the case where the club also proposes direct debits (in addition to bank card debits), you can also add a direct debit mandate.


Once the bank card is saved, the member signs the membership contract (no direct debit mandate to be signed in the case of a bank card, the acceptance via 3D secure payment system is worth as an authorisation). 


Finally, the sale can be completed with the payment of the first month or the pro rata according to what is configured in the catalogue. Here, you can also use the bank card saved beforehand to settle the invoice or pay with another method of payment.


The sale is over. You can see the invoice or the contract.


The membership can be seen in the member file, in Memberships.

What you can notice is that the ininvoicing type is 'Bank Card'. In another part in this article, we will see the possible actions on the membership from this screen, notably, change a bank card debit to a direct debit.


  • Online

From Online Joining or the Online Shop, it is the same process. The member selects direct debit membership and adds it to the cart.

An order summary is displayed.


Next the member can select the type of debit (if the club only proposes Bank card debit or Direct Debit, this step will not exist and you will go directly to the next step).


After that, the member inputs their bank card or the existing card they wish to use for the debit. We will see later that this card can be different from the bank card used to settle the first invoice.


Then, it is the time of signing the contract, which is existing for any type of membership.


Next, you can go on with the payment of the first due or the pro rata according to what was configured in the catalogue, with the bank card saved or the possibility to use another mode of payment.



💵 How are debits generated daily ? 💵 

Every day, direct debit files by bank card are generated, nothing is to be done manually. Debits by card will occur on the defined day when the membership is sold.

To follow debits made on a bank card, you can use the list of Direct Debits in the Financial Data:


Has the member not brought their bank card on time?

If you have set blocking alerts on debts, the member may be blocked because they could not be debited. When you realize that, you can change the debit day manually for the member to have enough time to bring their bank card or be debited. The member can also settle their debt at the club or online directly then bring their bank card for the next time.

✏️Usual actions possible on the membership ...✏️

From the Memberships tab in the member file, you can perform various actions on the membership, which are detailed in other articles in this Help Centre.


💰How to change the type of recurring payment? 💰

And, change the type of recurring payment, which allows you to switch the membership from direct debit to bank card or direct debit (and vice versa) if the club has both types of payment.

All you have to do is select the three dots corresponding to the membership and then Change the type of recurring payment.

CHANGE 1.png

Next, you choose the direct debit method for the next invoice (provided it has not yet been anticipated, otherwise it will be the next one).

CHANGE 2.png

💳How about storing the bank card ? 💳

To know about the storing bank card process, click here.

How to configure the scenarios for rejected bank cards ? 🚫

Rejection scenarios can be used to set the impact on finance, bookings, access and many other elements when a rejection occurs.

drapeau vert.pngSTEP 1 - Go to scenarios for rejecting card payments in Settings


Under the menu SETTINGS, go to Legal and Financial then Scenarios for rejecting card payments. 

drapeau vert.pngSTEP 2 - Create the whole possible scenarios

Here, take into account the circumstances (error codes, number of errors) in which these scenarios will occur and simply define the field of possibilities, scenario by scenario.

The following example shows how to create a scenario, but you will need to create as many scenarios as there are possibilities.


  • Add the scenario and name it. Select 'Add a penalty' and define clearly.


  • Determine the result of the scenario


> Suspend the member's direct debits: in this case, the member will be excluded from the direct debit files, as they will have a "suspended direct debits" tag. Direct debits can be reactivated at any time from the member file. Please note that direct debits are suspended from a 'technical' point of view, but invoices linked to due dates will continue to be generated.

> Resubmit the direct debit: this allows you to relaunch the direct debit (by hosting it in a future file), by ticking the box corresponding to the time at which you wish to relaunch it. Direct debits that have already been rejected can be excluded from this scenario.

> Deactivate the direct debit mandate: this prevents the member from being included in the direct debit file and shows the member without a mandate.

> Cancel the membership linked to the direct debit: you can cancel all the member's memberships on the commitment date or immediately, giving a reason for the cancellation.


- You choose to cancel on the commitment date: what impact will this have?
In this case, the member's membership is cancelled 'early'. Since they are contractually committed, they owe their instalments. The member will then be in debt until everything has been settled.

- You choose to cancel immediately: what are the implications?
In this case, the last membership period will be cancelled by means of a credit note. For the moment, there is no way of defining whether or not you want to generate a credit note: it will be generated automatically.

All memberships held by the member will be cancelled, not just the one that caused the direct debit to be rejected.

Once you have defined the consequences of the scenario, you can go to the Admin Fees tab.
> Close member : it is also possible to close the member file. To find out more about this function, click here.

  • Determine the Admin fees related to the scenario


  • Determine possible blockings


  • Save the scenario

Select Save, the penalty appears in the list.

I repeat the action for each of the other possible scenarios

I can then repeat the action and create the rest of the possible scenarios by selectine Add a penalty again.


Once all the scenarios have been created, you can move on to step 3.

Did you make a mistake?
If you've made a mistake, you can always change the scenario by selecting it or delete it using the three dots on the line...



In this step, you're going to define when each of the scenarios established in step 2 will come into play.

This is defined according to the number of errors, which corresponds to the number of consecutive rejections of the member, and/or according to the error code, which corresponds to the reason for the rejection.

green tick.pngGo to Configuration of penalties


green tick.pngDefine the calculation of the number of errors

This is where we define how the number of consecutive errors (rejections) is calculated.

Tick the first box if you don't want to count rejections that have been settled (paid by the member).
Tick the second box if you don't want to count rejections due to rejection fees.
Tick the third box if you do not wish to count rejects due to direct debit resubmissions. It is also possible to determine a penalty for the case of direct debit resubmission.
To find out more about how rejection errors are calculated, click here.

green tick.pngDefine the penalty by default

Here indicate when each of the scenarios should occur. In the drop-down list for each of the errors according to their ranking, find the possible scenarios  set up in step 2.

green tick.pngWould you like to define specific scenarios for a particular error code?

When a direct debit is rejected due to a stop payment, you want to apply specific scenarios... To do this, select the button at the bottom of the screen:


A window opens and you can define which scenario you want to apply for "insufficient funds" OR "other" rejects.


What about the 4ᵉ error?
We will apply the scenario for the 3rd error.

❌How are scenarios for rejecting card payments processed every day ? ❌

Once the bank card rejects have been retrieved, it will not be possible to integrate them manually. There is nothing to import either, as they are automatically imported into Xplor Gym.


In the event of a manual rejection...

You can indicate a payment incident, but it will not be possible to apply a rejection scenario.

However, you can Modify the scenario in the list of rejections, with validation resulting in the application of the selected consequences.


📊Statistics and Exports 📊

To keep track of recurring credit card payments, we recommend using the list of direct debits in the financial data, the financial dashboard or the exports of payments and refunds.


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