Summary
The Membership Debt Payment feature in FLOW allows you to easily manage and recover unpaid membership fees from returning customers.
This functionality is especially useful because it helps you:
Recover lost revenue from unpaid or missed membership payments.
Maintain positive customer relationships by allowing returning clients to settle old debts without friction.
Keep financial records accurate and transparent, reducing manual follow-ups or accounting discrepancies.
In short, it empowers your business to turn past due payments into recovered income, while providing a smooth experience for both staff and customers.
Configuration Settings
There are four key settings you can configure to control how membership debt is managed and paid off:
Allow to pay off debt in FOH
Enables staff to process customer debt payments directly in the Front of House (FOH) system.
Allow to pay off debt when changing or adding a new instruction
Allows staff to collect payment for outstanding debts when setting up a new instruction or membership for a returning customer.
Create Debt from old pending payments
Defines the number of months payments can remain pending before being automatically converted into a debt.
This acts as a clean-up process to manage missed or forgotten payments systematically.
Display debt banner (This will display a debt banner on a customer's billing tab).
- Allow to defer debts (settle debts)
- Allow staff member to defer debt
- Allow to void debts (settle debts)
- Allow staff member to void debt
- Create Debt from old pending payments
- The number of months to allow payments to be left pending before creating a debt. This is a clean-up process of the missed or forgotten payments
- Debt Expiration Period (Months) (Contact Open Play to configure it)
- Automatic expiration of debt after set number of months.
Step-by-Step Guide
From the Home Page, go to the System Configuration module.
Click Settings.
Click Manage Settings.
In the Name Search Box, type in any of the relevant setting names listed above.
Click Edit next to the desired setting.
Select Yes, No, or enter the appropriate value when applicable.
Click Save to confirm your changes.