Payments and billing

Every time a member pays for their membership, it's recorded as a payment. Confirming a payment is what activates or renews the membership for the duration of the plan. Depending on the payment method, the flow changes a bit.

Payment methods

• Cash: staff records the payment on the spot and the membership activates instantly. There's also the variant where the member declares they'll pay in cash; in that case it stays pending until staff confirms it.
• Bank transfer: the member uploads the receipt (and optionally a reference). Staff reviews and approves it. You can also record the transfer in advance and ask the member to upload the receipt afterward; or approve it directly if you've already seen the transfer in your account.

When a member declares they'll pay in cash, the app shows them who to hand it to: the list of owner and staff allowed to receive cash at their location. That way you don't end up with declared payments and no idea who collected them.

When the member pays from their app

A member can pay their renewal from the app up to 14 days after expiration. Past that, self-service closes and the app asks them to contact the studio: staff records the renewal.

Payment statuses

• Awaiting transfer: a transfer was recorded but the receipt is still missing. It doesn't activate the membership until it's approved.
• Pending: waiting for staff to approve it (for example, receipt uploaded or cash declared).
• Approved/Processed: confirmed. The membership becomes active or renewed.
• Rejected: staff didn't accept it. It carries a reason the member sees, and the membership doesn't change (the member can try again).
• Refunded: an approved payment was reversed (see below).

What happens to the membership on approval or rejection

• On approval: the membership becomes active and its new expiration is calculated (extended if it was already active, or starting fresh if it was expired). See the rules in Plans and memberships.
• On rejection: the membership isn't touched. The member sees the reason and can pay again.

Transfer receipts

In the transfer flow, the member uploads an image of the receipt. When they upload it, staff receives the notice to review and approve it. If you reject it, the member sees the reason.

Refunds

You can refund an already-approved payment (the owner/staff does this). On refunding:

• The membership goes back one cycle: the duration that payment had added is subtracted. If they still have valid paid time left, it stays active until that date; if they don't, it becomes expired.
• In other words, refunding a charge made by mistake doesn't take away the time the member had already paid for.
• In a family group, since the group is the billing unit, refunding the cycle's payment cancels all members of that cycle.

Amounts

Amounts come from the plan or from what you enter when recording the payment. The system never recalculates, prorates or adjusts amounts on its own.

Family group billing

A family group shares a single payment cycle. There are two ways to bill it:

• A single payment: the responsible person (the group head) pays, and on approval all the group's memberships activate at once, for the same period.
• Split payment (among several): a cycle account is opened with a total to cover, and different members contribute. The group activates only once the contributions cover the total. If the account is cancelled, the contributions are refunded.

While a family cycle account is open or partially paid, a separate single payment for that group is not also accepted.