Setup My ASF will house a few Legacy tools for setting up My Club Business. Most clients will only be using 1 or 2 of these tools, if any. Some existing clients may still be using Card Code Maintenance for their memberships, so it is good to know how it works.
Card Code Maintenance (Legacy)
Card Codes are the Legacy version of creating memberships. New clients will not be using card codes, but there are still some clients using the Card Code system.
To add a new card code:
- Click Settings from the My Apps page, select Setup My ASF, then Card Code Maintenance
- In the Add New Card Code box, enter the name of the Card Code (There is an 8-character limit), then click Submit
This will add the Card Code to the list. From here, click Edit to start entering the details of the membership. Use the table for descriptions on each column.
FIELD |
DESCRIPTION |
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Card Code |
Name of the Card Code. You can edit this field. |
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Payment Amount |
The payment amount of the dues. Divide the Note Amount by the number of payments. This should equal the payment amount. |
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# Payments |
The number of payments to pay off the Note Amount. |
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Sessions Per Payment |
This indicates how many PT sessions will drop into Scheduler for the member each time their dues payment is made. |
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PT Session Name |
The name of the PT session that will be available in Scheduler for the member. |
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Note Amt |
The total amount to be paid for the contract. Leave this blank for Open-End contracts. For Term contracts, this amount is the total of the payment amount multiplied by the number of payments. |
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Begin Date offset (days) |
When a contract is entered, the system will auto-populate the Start date, begin date, and the First Due Date with the actual date the contract is entered. This field will move the beginning date out the number of days determined by the facility from the date the contract is entered. |
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Fixed Begin Date |
Not commonly used, however, this was designed to set a specific date that the card code would start. Designed for clubs that use challenges or seasonal classes. |
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End Date Offset (months) |
The End Date Offset field will move the expiration date out several months determined by the facility after the expiration date. Commonly used by clients who are billing in arrears. |
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First Due Offset (days) |
The First Due Offset field will move the First Due Date out several days determined by the facility after the beginning date. Commonly used by clients who collect the first payment upfront. |
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First Payment Date |
Not commonly used. Was designed for clients with selected draft dates for members. For example, new members will be drafted by ASF on the 5th and 20th of each month. Clients will need a certain First Due Date auto populated in Contract Entry. These First Due dates will need to be adjusted and managed by the club. When using this date feature, expiration dates will auto-populate to match the First due date. |
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Frequency |
The Frequency field determines the frequency in which the membership payment will be due. The following options are available:
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Length |
For Term contracts, this field will determine the total length of the contract. For Open-End contracts, this field must be left blank. |
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Taxable (Y/N) |
The Taxable field is used in conjunction with the payment amount field. If the facility’s memberships are taxable, the tax amount needs to be included in the dues amount. This field should also be edited to “Y” to reflect that the membership is taxable. Note: The client will be able to view the difference between their taxable/non-taxable revenue on their Revenue Summary report. |
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Ledger |
This column is used for clients that are utilizing our “Revenue Detail Summary” report and want to add their General Ledger (GL) account codes to the report. The GL codes will allow their account to easily export the report and match GL codes, lessening their time exporting and filtering data.
If the client does not wish to use their own GL codes, this column will auto-populate with the Card Code Description.
NOTE: The client will need to send in their GL codes to Client Support if they wish to use this option. Client Support will forward the GL codes to their supervisor for uploading. |
Card Code Restrictions
This feature will allow clients to prevent members from checking in at the club during restricted times based on the membership they purchased. For example, a “Limited” membership may be restricted during prime times of 5:00-8:00 PM M-F.
- From Card Code Maintenance, select the Restrictions This will open a new window
- To add a restriction, click Add Restriction and then enter in the Name, Start Time, End Time and Days of the Week. Then click Save
- Clients can edit an existing restriction by selecting it from the left-hand list. It’s information will populate on the right
- In the restriction details, you will be allowed to edit the Name, Start Time, End Time and Days of the Week.
- Once done editing a restriction then click Save Changes
- To associate a restriction to a Card Code, first select the card code from the drop down. Then, select the restriction from the Available Restrictions list and click
- Once the Restriction has been added to the Code a message will pop up saying the restriction has been added and the restriction will populate in the assigned restrictions section.
Add-on Edit/Entry
Add-ons are one time or recurring charges for additional club services offered to the member. They may include:
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These charges are in addition to the regular membership dues collected by ASF. Each charge is a separate draft in addition to regular membership dues. ASF will attempt to draft these charges using the same payment method used for the regular dues unless the contract is Paid-in-Full (PIF). Payment information may be added to a PIF contract in order to draft add-ons; otherwise, the member/student will receive a statement based on the frequency of the Add on.
We have given the clients the ability to create a dropdown menu for add-ons that can be added to the account and also can link for Personal Training sessions with the Scheduler. These can be added to an offer in Offer Builder, added to a membership in Contract Entry, or added directly to the account after the contract has been entered.
The full process for creating add-ons will involve MyPOS, so that will be covered later in the manual.
