Intro to Penalty & Booking Debt Overdue fees

Summary

This guide explains the different types of penalties that can be applied to customers due to missed payments or booking issues. Penalties may involve fees or facility access restrictions. There are three main types of penalties:

1. No-Show Penalties

   • Charged when a customer books a class included in their membership but fails to attend or cancel in time, preventing others from attending.

2. Late Cancellation Penalties

   • Charged when a customer cancels a class booking (included in their membership) after the cut-off period, which blocks others from joining the class due to the waitlist cutoff.

3. Booking Debt Overdue

   • Applied when a customer fails to pay for a block booking by the specified deadline. The fee is automatically added to their penalties.

Viewing Penalties

You can view a customer’s penalties in the Penalties Tab within their profile. Penalties are categorized as follows:

• Late Cancellation
  
  
  
  
• No-Show
  
  
  
  
• Booking Debt Overdue
  
  
  

Settling Penalties

To settle penalties, especially for Booking Debt Overdue:

1. Navigate to the Bookings Tab in the customer’s profile.
2. Go to Historic Bookings.
3. Locate unpaid bookings and click on Pay to settle the balance.
   
   

Setting Up and Applying Penalties

To enable and apply penalties, you need to configure settings in two modules: System Configuration and Pricing Options.

1. System Configuration

Access System Configuration

1. From the home page, go to the System Configuration module.
   
   
   
   
2. Navigate to Settings, then select Manage Settings.
   
   

Enable No-Show Penalties

1. In the Class Booking Category, search for No-Show Penalty Limit.
2. Set the number of missed classes that trigger a penalty.
3. Search for No-Show Penalty Type, click Edit, select Charge Fee, and click Save.
   
   
   

Enable Late Cancellation Fees

1. In the Class Booking Category, search for Cancellation Cutoff Action.
2. Click Edit, select Charge Fee, and click Save.
   
   
   

Set Waiting List Cutoff Period

1. In the Class Booking Category, search for Waitlist Cutoff Time.
2. Click Edit and set the desired number of minutes before customers can no longer join the waitlist.
   
   
   

Set Overdue Booking Debt Actions

1. In the Class Booking Category, search for Overdue Booking Debt.
2. Click Edit and select an action for unpaid block bookings:
   • Disable Access: Prevent customers from accessing facilities.
   • Disable Booking: Restrict customers from making further bookings.
     
     
     

2. Pricing Options Configuration

To enforce penalties, configure pricing options for No-Shows and Late Cancellations.

Access Pricing Options

1. From the home page, go to the Pricing Options module.
   
   
   
   
2. Click on Pricing Options again.
   
   

Configure Late Cancellation Fees

1. Search for cancellation_fee and click on Manage.
   
   
   
   
2. Navigate to the Pricing Tab to view the Global Default Price (the base fee applied across all settings).
3. To modify the global fee, click Edit.
   
   
   
   
4. Optionally, override prices for specific Setting Groups or Facilities.
   
   

Configure No-Show Fees

1. Search for no_show_fee and click on Manage.
   
   
   
   
2. In the Pricing Tab, view or edit the Global Default Price.
   
   
   
   
3. Similarly, customize fees for specific Setting Groups or Facilities if needed.
   
   

Customer Visibility

• Late Cancellation and No-Show Fees are visible in the customer’s online account under their profile.
  
  
  
  
• Booking Debt Overdue fees are not displayed in the customer’s online account but are visible internally for administrative purposes.

Completion

You have now successfully configured and managed customer penalties. These settings will ensure penalties are applied automatically and customers are notified when required.