Account Management SOPs

Signing Up a New Member

  1. Click More > New Agreement (under Members).
  2. Select the plan category and then the specific agreement plan.
  3. Go to Personal on the left and fill out all the member's information.
  4. For family plans, click Secondary Members, click Add, and fill out their name and barcode. Check the boxes for Enable Card on File, Enable Club Account, and Use payment option from card on file, then save.
  5. Go to Agreement. Under Sales Information, enter yourself as the salesperson and the referral/campaign info.
  6. Go to Payment Amounts. Adjust the enrollment fee to 0 if not charging it.
  7. Go to Billing Info. Change Primary ABC Billing method to Credit Card and enter/swipe the card. Check all boxes on the right side.
  8. Click Sign Agreement. Go over the cancellation policy. Have the member complete all signatures.
  9. Click Finish Signing, then choose Save and Pay or Save and Hold.
  10. After signup, go to More > Agreements, find the member, and click the square on the far right to Approve the agreement.

Adding a Secondary Member to an Existing Account

  1. From the primary member's dashboard, go to Agreement and click the arrow.
  2. Click the Change Agreement button on the right.
  3. From the drop-down, select Rewrite Agreement.
  4. Choose the new family plan.
  5. Go to Secondary Members on the left and enter the new member's first and last name.
  6. On the right, check all boxes: Enable Card on File, Enable Club Account, and both Use payment option from club account boxes.
  7. Go through the remaining tabs (Agreement, Payment Amounts, Fees, Billing Info) and adjust as needed. Remember they will not be charged a new enrollment fee.
  8. Click Sign Agreement and have the member sign.

Changing Card on File (COF)

  1. From a member's dashboard, scroll to the Billing box and click the arrow.
  2. Click the Add New Payment button on the top right.
    For family accounts, this must be done on the Primary member's account.
  3. Have the member swipe the new card.
  4. Check all boxes under "Check all that apply" to make it the primary billing option.
  5. Press OK.

Point of Sale (POS)

  1. From the member's dashboard, scroll down and click Purchase Items.
  2. Search for the item they are purchasing and click on its blue name.
  3. Once all items are in the cart, click Check Out.
  4. Check the Email receipt box on the bottom left.
  5. Click Add Payment and choose Card on File or Credit.
    We do not take cash.
  6. On the Payment Entry screen, confirm the email button is checked and press Finish.

Adding a Trial Member from a Welcome Form

  1. At the top of the screen, click More.
  2. Under the Members category, click Fast Add.
  3. Enter all the information from the Welcome Form (name, DOB, phone, email, etc.).
  4. For the barcode, use their first and last name with no spaces (e.g., JohnSmith).
  5. Click the Save button at the bottom.