Managing your member payments via the Clubworx member profile page quick and easy!
If you are new to memberships in Clubworx, check out this article to get started: Introduction to Memberships | Articles | Clubworx | Intercom
How do I see my members' payments through the member's profile page?
Once logged into your gym, click the "People" tab from the left side menu
This will take you to a list of your contacts. Search and select for the contact you're after. From there, you will be redirected to their profile page:
In order to check on the membership payments, you want to make sure there is an active membership attached to the member. Scroll down to the "Memberships" section to check. In the below example, we can see there is an active membership for this member:
To view payments, scroll back up and select "Payments" from the menu across the top of the member's profile. In this section, you can search for payments by:
Date - this allows you to search by the due date, failed date or paid date;
"Preset Search" - this allows you to search by payment status (e.g. - all failed payments, skipped payments etc); or
"Added From" - this is the source through which the payment was added (e.g.- website, mobile app, POS sale etc).
How can I edit upcoming payments from this page?
For any upcoming payment you would like to edit, select the three dots on the very right hand side of the payment:
It will display the following options:
You can then:
Mark the upcoming payment as paid (via cash, POS or other);
Skip the payment (which will come up in the payments tab with a "skipped" status);
Apply a credit;
Process the payment immediately;
Retrieve further info; or
Message the contact.
How can I edit paid payments from this page?
For paid payments, you would select the three dots again, which will give you these options:
From then, you can either:
Change the payment to "upcoming";
Refund the payment (for more info on Refunds, read this article: How do I refund a customer in Clubworx? | Articles | Clubworx | Intercom);
Re-send the invoice receipt to the member;
View the invoice receipt; or
Message the contact.
Adding Adjustments via the Payments Tab
When you're in your payments tab, you will see an option for "add adjustment":
Adjustments allow you to track payment activities that occur outside of Clubworx, like refunds or adjustments to incorrect amounts. Adjustments will not be collected by your payment provider.
To add an adjustment, select "add adjustment to be taken to this page:
Add the date, amount, reason, and then from the drop down, select the membership it's linked to.
Then, select "save". The adjustment will then appear in the "payments" tab for you:
How can I add a credit via the payments tab?
When you're in your payments tab, you will see an option for "add credit":
Credit vouchers can be used to apply a credit balance to a customer, which can then be used to pay for (or reduce the chargeable amount of) selected payments.
Once you select "Add Credit", you will be taken to this page:
Once you complete the fields, hit "save".
From there, you will be taken to the "credit balance" section of the member's profile, where you will be able to see the voucher:
Both the credit and adjustment will also appear in the "Activity" section of the member profile:
If you have any further questions feel free to send us an email at support@clubworx.com.