Recurring Personal Training and Punchcards

Master the basics of manual vs. automatic Personal Training/Add-on Service charges and entries. Simplify your tracking process with this straightforward guide.

This feature allows you to seamlessly manage and automate recurring payments for personal training sessions, and add-on (punch card) services sold in quantity such as tanning, massage, smoothie bar, pickle ball courts, towel rentals, as well as payments that may need to be scheduled. To help you make the most out of this functionality, we've put together a guide on how to optimize Recurring Personal Training/Add-on Service Scheduled Payments.

Manual Entry with PT Sessions/Add-on Service

To manually add punchcards and personal training sessions to an account, follow these steps:

• Navigate to ADD and select "PT Sessions / Add-on Service."

• Account -> Add -> PT Sessions
• Account -> Add -> Add-on Service

• Add punchcards or PT sessions as needed, specifying details like quantity and type.

This method gives you full control over manual entries for personalized tracking.

Automatic Entry with Recurring Scheduled Payments

If you prefer the system to automatically add punchcards and personal training sessions to an account, utilize the recurring Scheduled Payments feature:

Getting Started

• Accessing Recurring Payments:
  • To create recurring PT and Punchcard payments, click Scheduled Payment from the account's ADD button menu, then choose Add-on Service (punchcard) or PT Sessions at the top of the New Scheduled Payment screen.
  • As a shortcut, you can create a Scheduled Payment from an existing PT session or Add-on Service item.

• Setting Expiration and Dates Valid:
  • We recommend that setting both how many days the package of sessions is valid for as well as an expiration date for packages that will only regenerate so many times.   First ensure that the new Setting the correct days valid ensures PT sessions are not stacking up. This ensures a smooth and hassle-free experience for both you and your members.   Only set an expiration date if the package has an agreed on end date.  

Customizing for Different Frequencies

• Default Number of Sessions:
  • You can easily specify the number of sessions by setting the default number to match the Title. For example, a '3-Pack of Personal Training' will automatically fill in '3' for the sessions.

• Adjusting Frequency:
  • Ensure that the frequency is set to match the desired schedule. The default frequency is monthly, so if you offer sessions more frequently, adjust this setting accordingly.
• Expiry Management:
  • As mentioned earlier, the expiration date should align with the frequency of the sessions. This helps prevent any issues related to stacking or overlapping sessions.
• Setting Expiration Date:

  • If the PT package being sold is intended to expire after a certain period, an end date can be set either during the package creation process or later by editing the scheduled payment. When a PT package is configured as a scheduled payment, the scheduled payment itself can be given an end date to stop future package generation.

    The individual sessions issued by each successful scheduled payment will retain their own expiration dates, which are generated based on the session expiration settings configured within the PT package.

Payment Processing and Session Addition

On the date the Scheduled Payment is processed, the system will automatically add the scheduled number of sessions to the member’s account.

The expiration date shown on the add-on reflects only the sessions that have currently been issued for that PT package. For packages that are replenished through Scheduled Payments, ensure the Days Valid setting is configured correctly to prevent sessions from stacking and creating overlapping package balances.

Here's how it works:

If you set up a monthly recurring PT package for 3 sessions on the 15th of each month:

• On the 15th, the member's account will be charged the amount specified in the Scheduled Payment.
  • Upon successful processing of that payment, 3 personal training sessions will automatically be added to the member's account.
  • Those sessions will remain valid for the duration defined by the package's Days Valid setting.
  • Each time the Scheduled Payment successfully processes, the package will automatically replenish with the configured number of sessions.
  • To prevent unused sessions from accumulating indefinitely, ensure the Days Valid setting is configured appropriately for your club's policies and package structure.

Stay fit and enjoy the ongoing convenience of Automated Personal Training!