Memberships that pay themselves
Fifty members pay their fees every month. Did they all pay, and who's checking? Here is a demonstration club where every member's payments are set out with their dates, a declined card lands on one list with the reason, and the desk takes the payment when the member is in.
Fifty members pay their fees every month. Did they all pay? And who's checking?
At most clubs, fees come in by standing order and the card machine, and somebody ticks them off a spreadsheet against the bank statement. A payment that bounced is found weeks later, if it's found at all, and then somebody has to chase it without being sure which month it was for.
This is membership billing at a demonstration three-site leisure business on Parsware. Every picture is the real application, with demonstration data.
Everyone who pays you, on one list
Finance → Subscriptions lists everyone paying the club: their plan, what each payment is, when the next one is due, and when the term ends.
A new member's year, set out
Elena is joining the tennis section. Whoever is at the desk presses New, picks Elena, picks the plan (Tennis — adult, monthly, £45 a month) and the day it starts, the first of December.
Save, then Start. The subscription is Active, with the date its term ends and its next payment filled in.
Its Instalments tab sets out her year: twelve payments of £45, each with its date, in the order they fall due. Each one is taken on its day, through the club's own payment provider.
When a card is declined
A declined card doesn't wait to be found on a bank statement. The member's subscription goes Past due, and the Past due list shows everyone who owes the club right now: here, Kieran and Liam.
Liam pays £120 a month for football. His Instalments tab says it plainly: September and October paid, November failed.
Open November's payment and it says why: Card declined, after three attempts. His plan tries a payment three times, three days apart, so it was tried on the first, the fourth and the seventh. After that there's no next attempt: it's for the desk to sort out.
Its Payments tab has every attempt, with the reason each was refused.
Paid at the desk
Liam's in tonight, and he's sorted his card out. Take payment asks the payment provider there and then. It's Paid, today.
His subscription is Active again, with December's payment next. Nobody had to change it: a subscription is past due while a payment has failed, and active again once every failed one is paid.
And the Past due list is down to one.
A payment is never deleted, and neither is a payment still owed: what a member was asked for, and what the bank said, stays on the record. To stop a member paying, cancel their subscription, and what's left of it is cancelled with it.
What changes for you
Every member's payments are set out with their dates, and taken on their days. When one doesn't go through, you don't find out from the bank statement weeks later: the member is on one list, with every attempt and the reason, and the desk can take the payment the next time they're in.
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