Sprint 12 Notes

Key Enhancements

Membership Debt & Suspended Reactivation

This Sprint brings the release of our latest membership enhancements with how membership debt is handled, along with an improvement to resolving a DD membership that has gone to a suspended status due to eligibility.

For staff users who have access to the Billing Tab on a Customer's Account, they will be able to handle the membership debt by selecting the Update Bank Details icon and then choosing one of the following:

• Deferring the debt to the next available DD collection. This will increase the DD value of the next DD collection and the customer will be notified of the new amount for collection as normal.
• Voiding the debt completely e.g. writing off the debt. This is handled by the use of membership credit, whereby Flow will add the relevant amount of membership credit to the account and instantly consume that credit against the membership debt. The use of this can be tracked from the Credit datasource, with Flow assigning a hard-coded reason for adding the membership credit (debt_settled).
• Taking payment for the membership debt via Front of House. Please note staff users will need to have started a machine session/already be in one to take payment, as the debt will be transferred to the checkout basket at Front of House. Staff users would then be able to take payment as normal. The taking of payment will also be reflected in the Customer's Order Tab. 

We will also be working on a follow-up enhancement for staff user roles to be configured further by system admins to determine which of the above 3 options are allowed for that user role. 

Membership Debt Settings:

Please note that the following settings should be considered to enable Membership Debt and enhance control and visibility over debt tracking and resolution:

Display Debt Banner

• Description: Enables a banner in the Billing tab to visibly highlight outstanding debt for a customer.
• Default: Off

Allow Debt Payment in FOH

• Description: Allows staff members to process debt payments directly via the Front of House (FOH) system.

• Default: Off

   

Allow Debt Payment When Adding a New Instruction

• Description: Enables staff to resolve outstanding debt at the point of adding a new instruction (e.g., course booking).

• Default: Off

   

Create Debt from Old Pending Payments

Automatically flags long-standing pending payment attempts as debt, ensuring no overdue payments remain indefinitely in a "pending" state.

How it works:

• Any pending payment that is overdue by more than 2 months will automatically be marked as debt.
• This applies to all payment types, not just those involving re-presentations.
• Cancelled Direct Debits (DDs):
  • If a DD is cancelled, the associated pending payment attempt is also cancelled.
  • The cancelled payment is then moved through the standard debt process.

Example:

A payment due on 7th June that remains uncollected by 7th August will automatically be transitioned to debt.

Additional Notes:

• The 2-month threshold is the default, but this can be adjusted (e.g., up to 12 months) based on client requirements.
• This feature serves as a safety net to catch:
  • Missed payment re-presentations
  • Skipped collection days
  • Past system bugs (e.g., alternative billing days set by customers)

Goal:

Ensure no payments remain indefinitely in a pending state and improve the recovery rate on missed or overdue transactions.

Bulk Actions - Void Membership Debt

We have also introduced a new option to the Bulk Action options, to allow for you staff users to in bulk void debt. You can either do this via creating a customer list through the Bulk Actions module or creating your own list (see below)

Aged Debtors Datasource Update

As part of the Membership Debt feature, we have enhanced an existing datasource (Aged Debtors), to include now include the ability to report on Membership Debt. Example below.

Please note this datasource enhancement will be released on Tuesday 26th August.

Resolving Suspended DD Membership due to Eligibility

We have introduced the ability to resolve a suspended status for DD memberships. Now when a customers DD membership goes to suspended after documentation has not been uploaded in time, staff users (with access as per their user role) will be able to select Manage Membership and resolve the suspended status. If there is any membership debt associated to the membership and/or the DD instruction needs adding/reinstated, staff users will be taken through a series of steps to resolve these also. 

If you would like this enabled in your environment, please raise a ticket via Zendesk for our Customer Support team as it is an OpenPlay Admin only setting. 

If you wish to restrict who can resolve eligibility suspensions, enable the following:

• "Resolve Eligibility Suspension via FOH" toggle
  • Path: System Config > Security > Edit Role > Membership Module > Update Role Permissions

This allows control over which staff can manage debt-related membership suspensions at Front of House (FOH).

Camps & Courses:

This sprint saw the release of Camps booking online & management, along with custom question functionality for Course bookings.

Kiosk Mode:

Setting was introduced to customise the kiosk mode homepage. By default, the swimming image is shown on the background however now clients can determine the homepage. If you are interested in utilising our kiosk mode functionality please raise a ticket with our Support Team.

Key Defects

The following key defect was resolved as part of this sprint:

• Unable to bulk change memberships if the new membership type is not available online.

The following key defects regarding Activities V2 were resolved as part of this sprint:

• Inability to edit an occurrence on a schedule.
• Correcting the behaviour for the FOH roster view, which was not showing the customer reference
• Reported issue where cancelling one activity caused previous activities to disappear. The affected schedules remain unchanged (the missing occurrences will still be missing). New cancellations will now correctly work without any activities disappearing. This also applies to the affected schedules; new cancellations for affected schedules will work correctly too (i.e. clients don’t need to recreate any schedules)