INTRODUCTION
Feature Summary: With Post Recurring Fees, you can assign scheduled recurring fees onto members’ accounts. You can choose whether these fees will be on the family or individual level, as well as if these fees are ongoing or will have an end date.
Use Cases: Post Recurring Fees is ideal for ‘add-on’ style fees. You could use Recurring Fees for things like locker fees, monthly ball machine fees, or to post semi-annual/annual club maintenance fees.
SETUP REQUIREMENTS
To enable Recurring Fees, go to SETTINGS > BILLING SETTINGS > Recurring Fees. There is no checkbox to switch on—simply create your Recurring Fee and click Save. Once at least one recurring fee type is created, a Post Recurring Fees option will appear under Transactions in the admin panel left-hand sidebar menu.
Click Create Recurring Fee to set up a new recurring fee type. When creating a recurring fee, system users can define:
Name – A descriptive label for the fee (e.g., “Monthly Club Maintenance Fee”).
X Days Before Payment Date to Generate Next Fee – Enter how many days before the payment date the system should generate the next fee.
Frequency – Choose how often the fee is applied: Monthly, Quarterly, Yearly, or a Custom duration.
Price – The amount to be charged.
Tax Rate / Revenue Category – Assign tax and reporting categories, if applicable.
Fee Ending Period – Choose whether the fee is Ongoing or has a set End Date. If an end date is selected, the fee will stop generating after that date.
This process creates a recurring fee type in the system. Next, you’ll learn how to select members to apply the recurring fee to.
Post Recurring Fees in Bulk
After creating a recurring fee type, to post recurring fees to selected members, navigate to TRANSACTIONS > POST RECURRING FEES.
Post Recurring Fees – Settings Overview
Recurring Fee: Select the recurring fee type you created earlier (e.g., “Monthly Club Maintenance Fee”).
Fee Assignment: Choose whether the fee applies to each Individual member or to the primary Family account.
Start Date: The date when the recurring fee begins.
Next Payment Date: The next scheduled date when the system will generate the fee.
Fee Ending Period:
Ongoing: The fee continues until manually stopped.
Ending Date: The fee stops on the selected End Date.
Membership(s): Filter to apply the fee to specific membership types (default = All).
Member Status: Filter by member status (e.g., Active or Inactive).
Member Groups: If your organization uses member groups, filter by one or more groups (default = All).
Notes
When filters are adjusted, the Select Members list updates automatically. Refine filters until the desired list of members appears.
Select members by checking their names in the list.
When ready, click the Post Recurring Fee(s) button to post the fee
.
Make sure to select the members to post the fee to:
After posting, a list of affected members will be displayed.
To view previously posted fees, click the orange View Posted Fees From Past 30 Days button in the top right corner.
Managing Recurring Fees for a Member
Recurring fees appear under a member’s Billing > Recurring Fee Schedule(s) tab.
Under a member’s Recurring Fee Schedule(s) tab, you’ll find several options for managing recurring fees:
View Fees: Displays all related fees for the selected recurring schedule.
Add Recurring Fee: Manually add a new recurring fee for the member.
Suspend: Temporarily suspend the recurring fee for the member.
Cancel: Permanently cancel the recurring fee for the member.
Edit Price (Pencil Icon): Adjust the fee amount for the selected member.
Past Tab: View past recurring fees that have already been processed.
Charging the Fee
When a fee is posted to a member, it is not charged. An admin would need to process the charge for each member, or enable batch billing to run the charges.
Related Reports
To report on recurring fees, go to TRANSACTIONS > TRANSACTION LIST and use the Recurring Fees filter. Here you'll see the breakdown based on Recurring Fee type.
