Winter 2016 – PaySubsOnline.com Membership Software – Product Update

Membership software - product update

 

 

It’s been a few months since our last product update so just in case you thought we were sitting about drinking coffee and reading Hello! magazine, I thought I’d tell you what we’ve really been up to.

Now, I’m guessing you don’t want to hear about all the boring stuff we’ve been doing in the back-end to improve performance – you want to know what new features and functions we’ve added.  Here’s the run down:

Attendance register 

If you have to take attendance registers you won’t need us to tell what a pain they are.  Well, life is just about to get a whole lot

easier.   We’ve created an online attendance register that connects directly to your membership database so whoever’s taking the register has access to the very latest membership and payment data.

This new functionality allows you to create a template for the register that you can apply across multiple groups/classes/courses/optional extras and membership categories.  Here’s how it works:

Step 1 – select attendance register from the Admin menu option:

Attendance register 1

 

Step 2 – Create new register:


Attendance register - step 2

 

Step 3 – Give the register a name, set how many sessions you want the register to run for, give each session a label which could be Week 1, 2, 3 etc as per the example below or you might want to stipulate a date as the label.

Attendance Register - Creating Sessions

 

The last option is this step allows you to select which groups you want the register to apply to, for example if you’re running classes it might be Monday 4 -5pm, Monday 5-6pm and so on.

Attendance Register - Select Classes

 

Step 4 – select and order the fields that you want to appear on the register (note, there’s now an option to abbreviate field names for appearing on the register under Admin > Forms)

Attendance register - step 4

 

The payment status field allows you to select which groups you want to show the payment status for.  This will vary depending on the way you take payment.  So it might be you want to show the payment status for:

  1. The class/course they attend
  2. Their monthly fees
  3. Their payment category (ie. if you charge for the number of hours they attend a week), monthly fees or just an annual fee
  4. Their annual membership

It might be that you want to show the payment status for either 1, 2, or 3 plus the status of their membership – that’s possible too.

Payment Status Field

 

Once you’ve selected the fields you want to appear and got them in the right order, click on Save and Finish.

You can permission people (ie. coaches) to access the attendance register via their online account or, coming soon, an app on their phone.  To do this, go to their record on the database, give them the option to view members and access the attendance register, but only for people in their class.

Attendance Register - Access Rights

 

When they login, they’ll be able to see the groups/classes they’ve been given access to and when they click in to one of those groups, they’ll see the Attendance Register option.  Hovering over the register name will display the sessions:

Attendance Register - Select a Session

 

 

Click on a session and the list of members will appear with the field data you selected plus the payment status for the relevant groups.  There’s also a notes field where you can leave a note for coaches and they can leave a not for administrators.  There’s also an option to print the register:

Attendance Register - record

 

If you want to print multiple registers at the same time, you can.  Go to Admin > Attendance Registers.  Click on Print next to the appropriate register:

Attendance Register - printing

 

Then select the classes and sessions you want to print the register for:

Attendance Register - printing sessions

 

So there you have it – version 1 of our new register feature.  We’ve already had some great feedback that we’ll input in to developing the feature further.  We would welcome more!  And don’t forget – coming soon – the attendance register app.  Due March 2016.

 

Member only content

By popular demand, we’ve now added the option for you to load ‘member only’ content behind the members Pay Subs Online account.  So now you’re members don’t need to remember a login to access ‘member only’ content and a login for their membership information.  Everything is now under one place.

You can still create your content using your existing platform but now it can be loaded in to Pay Subs Online.  To do this, go to Admin > Settings and scroll to the Navigation section.  There, you’ll see the option to enter the URL of your content.  This will be the page you want members to see first when they access the content.  The page will load up in an iframe within the members account.

Member only content

 

The option below the URL is to give a description on the menu bar within the members account to access

the content.  By default this is shown as ‘More’.

The final option allows you to set which page should load first when a member logs in so if you want to them to be navigated directly to the member only content, you can.

And this is how it looks in the members account (I’ve used a web page from a forum software as an example):

Member only content example

 

 

Cancelled GoCardless Payments

When a member pays via GoCardless, they have the ability to cancel a payment whilst it’s in the process of going through the banking system.  They can do this via their GoCardless account, by contacting GoCardless directly or by logging in to their Pay Subs Online account and cancelling their pre-authorisation agreement whilst a payment is in the process of going through the banking system (note, for the latter example, members are presented with a warning that if they cancel their pre-authorisation that this will cancel their payment too if done within 7 days of making payment).

When a payment is cancelled, the following will happen:

  1. Any administrators set to receive payment notifications (as defined under Admin > Settings) will be emailed to notify them that the payment has been cancelled.
  2. The cancelled payment will be included in the Cancelled/Failed Transaction Report under Financials > Payment Reports
  3. The amount will show as outstanding in the members login so they can login and make payment if they wish.
  4. The amount will show as outstanding in the Payment Reports and the members record.
  5. The cancelled payment will show in the details of their payment history that appears at the bottom of their record.

Unlike a failed payment, the system will not try and automatically collect a cancelled payment again.  It requires the action of the member to make payment or in the scenario where the member is pre-authorised, an administrator can go to the members record, scroll to the bottom of the page to their payment history and click on Details next to the payment description and purge the system to try and collect payment again.  You can also carry out this purge action via the Cancelled/Failed Transaction Report by clicking on the red 0.00 next to the payment description.  In the pop-up that loads, you’ll see the option to select the cancelled payment and purge.

If you don’t want to purge the collection of the cancelled payment, you can either:

  1. Acknowledge the cancelled payment by going to the members record and their payment history (at the bottom of the page), clicking on ‘Details’ next to the payment description, then checking the tick box next to the cancelled payment and then clicking on the Acknowledge button.  This will remove the payment from the Cancelled/Failed Transaction Report.
  2. Go to Financials > Payment Reports > Cancelled/Failed Transaction Report.  Click on the red 0.00 next to the payment description for the member and then select the payment and click the Acknowledge button.
  3. Delete the payment request by going to the members record, clicking on the View outstanding payments and deleting the payment from their or via the Payment Reports and doing the same there.

One point to note, if the member cancels a payment and then subsequently pre-authorises future payments, the cancelled payment will not be collected automatically.  You will need to purge the payment in a way described above

 

So that’s it for now. If you’d like further information on any of the above or you’re not currently using PaySubsOnline.com to help save time managing your membership and payments, book a free consultation today.

 

 

Please note: I reserve the right to delete comments that are offensive or off-topic.

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