How to Update Membership Fees for existing customers.

Summary

This guide explains how to import and export membership fees for selected customers, such as those within a specific center, whose fees need adjustment due to changes in their original purchase terms.

Step-by-Step Guide

Export Membership Fees

1. Access Memberships Module

   • From the Home Page, navigate to the Memberships Module.
     
     
     
     

2. Go to Export/Import Fees

   • Select the Export/Import Fees section.
     
     
     
     

3. Export Fees

   • Click on Export Fees.
     
     
     
     
   • Select the venue for which you want to export the membership fees.
     
     
     
     
   • Select the Membership status you want to export (leave blank if you wish to include all statuses).
     
     
     
     
   • Click Export to download a CSV file.
     
     
     
     

   The downloaded file will look like this:

   

Import Membership Fees

1. Access Memberships Module

   • From the Home Page, navigate to the Memberships Module.
     
     
     
     

2. Go to Export/Import Fees

   • Select the Export/Import Fees section.
     
     
     
     

3. Import Fees

   • Click Import Fees.
     
     
     
     
   • Select a file by clicking Choose File (top-right corner under "Select File").
     
     
   • Set the Start Date using the calendar widget.
     • Ensure the date is at least 10 working days in the future.
   • Click Import to upload the file.

4. Monitor Import Progress

   • Click on the In Progress tab to track the upload.
   • Once completed, the file will move to the Completed column (most recent uploads appear at the top).
   • Click View for detailed import results.
     
     

CSV File Preparation

Key Columns Explained

• Proposed Cycle Fee: Displays the current membership pricing for new customers.
• Adjusted Cycle Fee: Enter the updated fee here for existing members. This will override the Proposed Cycle Fee.
• Current Cycle Fee: Shows the fee the customer currently pays.

Note:

• If no value is entered in the Adjusted Cycle Fee column, the system defaults to the value in the Proposed Cycle Fee column.
• To exclude a customer from the fee update:
  • Remove the row for that member, OR
  • Leave the Adjusted Cycle Fee blank and clear the Proposed Cycle Fee column.

The ‘Fixed_Forever’ Column

The Fixed Fee feature allows for "grandfathered pricing," ensuring that selected members retain their original pricing even if the standard membership fee changes.

Example:

• Membership pricing increases from £30 to £40/month.
  • Members without the "Fixed Fee" flag will have their fees updated to £40. (The Proposed Fee Cycle Column will automatically populate the current membership pricing for new customers)
  • Members with the "Fixed Fee" flag will retain the original £30 fee. (The proposed and adjusted cycle fee columns will automatically populate their previous fixed fee).

Review Updated Fees

After the import is complete:

1. Visit the customer’s account.
2. Go to the Billing tab.
3. Confirm the updated amount reflects in the next collection date after the Start Date chosen during the import.

Example:

• A highlighted user in the CSV file is updated as follows:
  
  

Freeze Period Considerations

If a customer’s membership is frozen during a fee update:

• The new fee will take effect after the freeze period ends.
• If the freeze ends early, the original fee applies until the scheduled freeze end date.

Example Scenario:

• Customer: John Doe
• Existing Fee: £30
• New Fee: £35
• Billing Date: 15th of each month
• Freeze Period: November 1st – January 1st
• New Fees Uploaded: November 30th

1. John removes their freeze early on December 1st (one month before the original freeze end date).
   • December 15th Billing: Pro-rata fee of £30 (original fee applies).
2. January 15th Billing: £35 (new fee applies as freeze period ends).

By following this guide, you can efficiently update membership fees for existing customers while accommodating exceptions and preserving accurate billing records.