When you sell a recurring membership Gymflow creates a subscription with the amount, frequency and billing date you specified when you created the membership.
Understand How Membership Billing Works
For each subscription Gymflow will create a scheduled invoice which represents the next subscription payment due for the membership.
We only generate one scheduled invoice and when its successfully paid we automatically generate the next bill and so on. You can view these invoices in two places:
On the user Profile on the Payments tab
On the Scheduled Billing report
Automatic Payment Collection
Everyday morning Gymflow automatically checks for scheduled invoices due on that day and will charge the card on the users file the amount due for their subscription.
Typically 95% of subscription payments will be collected successfully and the invoices will be marked as paid and you will see the revenue on your revenue reports.
Of the small percentage that does fail typically 80-90% of them are due to insufficient funds. These payments will need to be managed by the club to ensure they are collected.
If you offer classes or utilise our access control system bookings and access will automatically be disabled until payment has been made.
View Failed Payments
You can see which memberships are overdue and how much money is owed to your business two ways:
Overdue Member Report: Navigate to Reports > Memberships and check the number on the Overdue Members widget
Accounts Receivable Report: Navigate to Reports > Memberships and check the number on the Accounts Receivable report.
Managing Failed Payments
When a payment fails provided you have it enabled an automatic email will be sent to the member about their failed payment with instructions on how to make payment. To ensure you have this turned on with clear instructions check your automated emails.
When using the members mobile app there will be a alert show to the user that they need to make a payment.
Members can make their payment or update their payment details:
Via the members mobile app
Via the members web portal
Over the phone or in person with a member of staff
Typically you would allow several hours for members to clear the payment themselves before taking any further action, a-lot will clear their overdue payment in the first 12 hours via the app or members portal.
Important: Gymflow will not continue to bill a membership that has an overdue payment. This makes it critically important to resolve any overdue payments within the same period they failed in.
For all failed payment you have three options to deal with it:
Collect: Either the member self serves and pays or you can manually collect the payment to get the membership back to active.
Waive: This apply a credit and forgives the outstanding amount and returns the membership back to active.
Write Off: Cancel the membership and write off the payment as un-recoverable. This will remove the amount from your accounts receivable report.