Selling a Recurring Membership with a Setup Fee

Zenoti allows you to set up different types of membership in your organization (at the organization level) with varied payment options, benefits, and schedules.

In this article, you will understand how to sell a recurring membership with a setup fee (where guests pay a one-time set up fee for a recurring membership and start the actual membership later). 

Note: Before you begin, you must be aware of the following for recurring memberships with a setup fee:

  • When you create a membership with a setup fee, you can configure the following:
    • Schedule the first payment date after a fixed number of days upon receiving the setup fee. Learn how to create a membership with a setup fee.
    • Schedule the setup fee and the first membership payment date for the same day. However, your front desk staff can change the membership start date directly from the POS window. 
  • If the setup fee and the first membership payment date are different, Zenoti creates two separate invoices:
    • One invoice for the setup fee that is payable on the date of creating the invoice.
    • The other invoice for the full membership payment, which is scheduled later. 

Table of Contents

 

To sell a Recurring Membership with Setup Fee and Membership Payment Configured for the same Day, do the following:

  1. Launch POS using one of the following methods:
    • For a walk-in guest: Click the POS icon  on the top right corner of the Appointment Book.
    • For a walk-in guest: Click an empty space in the Appointment Book and click Point of Sale from the options.
    • For a guest with an appointment: Click the guest’s appointment in the Appointment Book, and from the menu, click Take Payment. POS window opens with the guest’s details.
  2. In the POS window, enter the guest details as follows:
    • If you have opened POS by clicking the POS icon or Point of Sale option, in the guest details section at the top of the POS, enter either the mobile number, first name, or last name of the guest, and select a matching record from the list of suggestions.
    • If the guest record doesn't exist in system, enter the following required guest details to create a new guest record:
      • Mobile number
      • First name
      • Last name
      • Gender
        Note: The First name and Last name fields are always mandatory. You can choose to make Gender, Email, and Referral source fields mandatory from the Organization Settings (ADMIN > ORGANIZATIONS > SETTINGS > GUESTS).
      • If you have opened POS from the guest’s appointment using the Take Payment option, the details of the guest are pre-populated and no further details of the guest are required to continue with the sale.
  3. In the lower left hand pane of the window, click the MEMBERSHIP tab.
  4. In the Membership field, from the drop-down list, select the recurring membership (with a setup fee) that the guest wants to buy.
    Zenoti auto fills the Price, Setup fee, and the description of the membership.
  5. In the Sale By list, select the name of the employee who sold the membership.
  6. The Bill Date for the membership is typically scheduled for the current date, unless the membership is configured to have the billing date scheduled a specific number of days after paying the setup fee. 
    If you are not changing the Bill Date, continue with the below steps. If you are changing Bill Date, follow the steps outlined here.
  7. Click Add Membership.
    The membership and the setup fee is added.
  8. (Optional) If the customer has a cash back or a custom coupon which is redeemable on the membership, in the top left hand pane, enter the coupon number in the Coupon # field and click the arrow button next to it to give the appropriate discount.
  9. (Optional) If there is any active marketing campaign going on for the membership, click Campaign list and click the campaign.
  10. (Optional) In the Comments box, enter helpful notes. The comments you enter here appears on the invoice.
  11. Use the Collect Payment section to take payment for the membership. 
    Note: You must be aware of the following when collecting payment for a recurring membership with a setup fee:
    • Not all payment types are available while collecting payment for the membership.
    • A guest can pay for the membership using only one of the following options:
      • Cash
      • Credit
      • Custom
      • Pre-paid/Gift Card
    • The payment type you choose when paying for a membership the first time, becomes the default payment method when collecting payment on the Bill Date. For example, if a guest makes the first payment for a recurring membership card using cash, the next payment also requires the payment for the recurring membership to be made using cash. To know how you can change the default payment type for a membership, see Changing the Payment Type of a Recurring Membership.
    • If a guest chooses to pay using a credit card, you must store the card details (if not already present) in Zenoti to facilitate charge to the credit card on the Bill Date
    • If the guest chooses to pay for the membership using a Pre-paid or Gift card, the default payment method when collecting payment on the Bill Date changes to cash. To know how you can change the default payment type for a membership, see Changing the Payment Type of a Recurring Membership.

To sell a Recurring Membership with Setup Fee and Membership Payment Configured for Different Days, do the following:

  1. Launch POS using one of the following methods:
    • For a walk-in guest: Click the POS icon  on the top right corner of the Appointment Book.
    • For a walk-in guest: Click an empty space in the Appointment Book and click Point of Sale from the options.
    • For a guest with an appointment: Click the guest’s appointment in the Appointment Book, and from the menu, click Take Payment. POS window opens with the guest’s details.
  2. In the POS window, enter the guest details as follows:
    • If you have opened POS by clicking the POS icon or Point of Sale option, in the guest details section at the top of the POS, enter either the mobile number, first name, or last name of the guest, and select a matching record from the list of suggestions.
    • If the guest record doesn't exist in system, enter the following required guest details to create a new guest record:
      • Mobile number
      • First name
      • Last name
      • Gender
        Note: The First name and Last name fields are always mandatory. You can choose to make Gender, Email, and Referral source fields mandatory from the Organization Settings (ADMIN > ORGANIZATIONS > SETTINGS > GUESTS).
      • If you have opened POS from the guest’s appointment using the Take Payment option, the details of the guest are pre-populated and no further details of the guest are required to continue with the sale.
  3. In the lower left hand pane of the window, click the MEMBERSHIP tab.
  4. In the Membership field, from the drop-down list, select the recurring membership (with a setup fee) that the guest wants to buy.
    Zenoti auto fills the Price, Setup fee, and the description of the membership.
  5. In the Sale By list, select the name of the employee who sold the membership.
  6. The Bill Date for the membership is typically scheduled for the current date. Click the calendar icon next to Bill Date and change the first payment date for the membership as desired.
  7. Click Add Membership.
    An alert informing you that you can collect the setup fee from this invoice, while a separate invoice is created for the regular membership payment appears. Click OK to dismiss the alert.
  8. Only the setup fee is added to the current invoice.
  9. In the Collect Payment section select a payment method and click Add Payment to take payment for the setup fee and close the invoice.
  10. A new new invoice for the primary membership fee opens.
  11. (Optional) If the customer has a cash back or a custom coupon which is redeemable on the membership, in the top left hand pane, enter the coupon number in the Coupon # field and click the arrow button next to it to give the appropriate discount.
  12. (Optional) If there is any active marketing campaign going on for the membership, click Campaign list and click the campaign.
  13. (Optional) In the Comments box, enter helpful notes. The comments you enter here appears on the invoice.
  14. Use the Collect Payment section to take payment for the membership. 
    Note: You must be aware of the following when collecting payment for a recurring membership with a setup fee:
    • Not all payment types are available while collecting payment for the membership.
    • A guest can pay for the membership using only one of the following options:
      • Cash
      • Credit
      • Custom
      • Pre-paid/Gift Card
    • The payment type you choose when paying for a membership the first time, becomes the default payment method when collecting payment on the Bill Date. For example, if a guest makes the first payment for a recurring membership card using cash, the next payment also requires the payment for the recurring membership to be made using cash. To know how you can change the default payment type for a membership, see Changing the Payment Type of a Recurring Membership.
    • If a guest chooses to pay using a credit card, you must store the card details (if not already present) in Zenoti to facilitate charge to the credit card on the Bill Date
    • If the guest chooses to pay for the membership using a Pre-paid or Gift card, the default payment method when collecting payment on the Bill Date changes to cash. To know how you can change the default payment type for a membership, see Changing the Payment Type of a Recurring Membership.
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