Transferring a membership

To transfer a customer from one membership package to another, first search for a customer and membership package, transfer out of the old membership package, then transfer into the new membership. Take payment for the new membership, if necessary, to complete the transaction.

1. Go to Front Desk > Membership > Transfer.

2. On the Lookup Transaction for Membership Transfer page, enter criteria that you want to use to search for the transaction or a customer that you want to transfer.

   • If you know the Receipt Number of the transaction that you want to look up, enter it in the Direct Access by Receipt section.

   • If you only know the customer that the transaction belongs to, enter one or more of the customer's names. Try typing just the first few characters of the name if you are unsure of the spelling.

   • If you know the customer's ID number, enter it in the Direct Access by Customer section.

3. Click Submit or Search.

4. If necessary, select the customer with the membership package that you want to transfer.

5. On the Select Transaction for Membership Transfer page, click the Description of the membership package that you want to transfer.

6. On the Credit Fees page, specify which of the original fees you want to return to the customer.

   1. Verify the Include? column to ensure that the charges you want to refund to the customer are checked.

   2. Verify the amount in the Refund column for each charge and modify it, if necessary.

   3. Choose one of the following, if applicable:

   • To withdraw from all activities in a membership package, click Withdraw from Entire Package.

   • To withdraw from specific activities in a membership package, click each activity that you want to withdraw from.

   4. To customize a prorated refund, enter the Date that you want to use for proration in the Date for Prorated Refund section.

   Note: The prorated refund is calculated using the time period from the enrolment date to the date you specify. To see this option, you must set fees for the activity to Pro-rate during refund.

   5. To return a coupon to the customer's list of available coupons, if applicable, click Refund Coupons?

   6. To keep the fees owed by the customer after transferring the customer from the package (this is useful for transfers after the refund period is over):

   1. Click Retain amount owed?

   2. (Optional) In the Outstanding Balance column, edit the remaining balance for each fee.

   7. Click any override checkboxes that are required to complete the transfer, if applicable.

   8. Enter any Staff or Customer Notes for the transfer.

7. Click Refund.

8. On the Package Search page, enter criteria that you want to use to search for a new membership package to transfer into.

   • Enter all or part of the Package Name. Try typing just the first few characters of the name if you are unsure of the wording.

   • Select the Category, Site, Status, and/or Entry Point.

   • If you get too many search results, try entering information into additional search fields. This should narrow down your search.

   • If you get no results, try removing information that could possibly have been misspelled from your search criteria. Or try leaving all fields blank to get a list of all packages in the system.

9. Click Search.

10. Click the Name of the membership package that you want to transfer into.

11. On the Membership Information page, specify dates and automatic renewal details for the new membership package.

    1. Enter the Effective Date of the membership.

    2. Enter the number of Time Periods that the customer is purchasing.

    3. Enter the Expiration Date of the membership.

    4. Enter the Number of Passes issued with the package purchase, if applicable.

    5. If this pass uses automatic renewal, choose one of the following:

    • To have the customer pay in full when the automatic renewal is due:

    1. Select Pay in full when renewal due from the Automatic Renewal dropdown list.

    2. (optional) To schedule an automatic cancellation date, check the Schedule Automatic Cancellation check box, enter the Cancel after … Time Periods field and Select a cancellation reason. If other is selected, enter the cancellation reason. Note: The cancellation date is calculated automatically as the (Periods after Expiration Date) * (Days in a period) after the Expiration date.

    3. Choose one of the following:

    • If the customer is paying for the automatic renewal by credit card or electronic check, click either Credit Card or Electronic Check and enter the corresponding payment information.

    • If the customer is also an employee and is paying for the automatic renewal by payroll deduction:

    1. Click Manual Deduction.

    2. Enter the Employee Number that you want to use for the deduction.

    Note: Manual deduction is done outside of ActiveNet. This option is only used to show revenue as coming through ActiveNet for reporting purposes.

    4. To enter an optional backup form of payment, click the Click here to enter information link.

    Note: ACTIVE Net will only use the backup payment method if the first payment method fails.

    • To use a payment plan to schedule out the customer payments for the automatic renewal:

    1. Select Use payment plan for renewal from the Automatic Renewal dropdown list.

    2. (optional) To schedule an automatic cancellation date, check the Schedule Automatic Cancellation check box, enter the Cancel after … Time Periods field and Select a cancellation reason. If other is selected, enter the cancellation reason. Note: The cancellation date is calculated automatically as the (Periods after Expiration Date) * (Days in a period) after the Expiration date.

    3. Enter the Number of Payments for the payment plan.

    4. Select the Frequency of the payments.

    5. To have ACTIVE Net automatically charge the customer when the payments in the payment plan come due, click Automatically charge payments?

    6. To enter an optional backup form of payment, click the Click here to enter information link.

12. Click Submit.

13. On the Membership Assignment page, select the customer that you want to associate with the membership package renewal.

    1. Check that the member or members listed are the correct customers that you want to assign to the new membership.

    2. Click Remove for any customers that you do not want to assign to the membership.

    3. Click Primary for the member that will be the primary contact for the membership.

14. Click Submit.

15. On the Membership Fees page, specify the charges, notes, and/or custom question answers that are required for the new membership package.

    1. Click Include? for any charges or discounts that you want to apply to the package.

    Note: If you see an Override? checkbox, then you can click it to enable the corresponding Include? checkbox.

    2. Modify the Actual amount of the charge or discount, if different from the default amount listed.

    3. To configure a payment plan for the membership package:

    1. Click the Payment Plan Option section to expand it.

    2. Click Use Payment Plan.

    3. To choose a payment plan for the membership packages, select the Payment Plan option from the Use Payment Plan dropdown list.

    4. To show payment schedule details, click Schedule of Payments.

    5. To automatically charge scheduled payments for the membership packages:

    1. Click Automatically charge scheduled payments?

    2. Select the Payer.

    3. Choose one of the following payment methods:

    • To use credit card as the payment method:

    1. Click Credit Card.

    2. Enter the Card Number and the Card Expiration (MMYY).

    • To use electronic check as the payment method:

    1. Click Electronic Check.

    2. Select an Account Type.

    3. Enter the Account Number and the Routing Number.

    4. Enter any necessary Staff or Customer Notes.

    5. Enter answers for any Custom Questions, if applicable.

    6. Check any Checklist Items, if applicable.

16. Click Submit.

17. If you have chosen to apply a payment plan to this membership, confirm payment plan details on the Payment Plan page.

18. If there is a difference in fees between the two packages, click Pay on the Pending Receipt page.

19. On the Receipt Payment page, select the customer who will pay for the membership package.

    • If you see the customer who will pay for the transaction in the Potential Customers list:

    1. Select the customer to pay.

    2. Click Select.

    • If an existing customer who is not in the Potential Customers list will pay for the transaction:

    1. Enter one or more criteria that you want to use to search for the customer.

    2. Click Search.

    • If the customer to pay for the transaction does not yet exist in ACTIVE Net, click Add New Customer.

    • If the customer to pay for the transaction is a family member who does not yet exist in ACTIVE Net:

    1. Select an existing customer who is in the family of the new customer from the Add Family Member / Friend (Based on Customer) list.

    2. Click Submit.

    • If you know the Customer ID, Membership Pass Number, or alternate key type of the customer who will pay for the transaction:

    1. Enter the information in the corresponding box.

    2. Click Submit.

    • If a company will pay for the transaction:

    1. Click the Find Company section.

    2. Search for an existing company or add a new company.

20. Select a payment method in the Receipt Payment section.

    • To pay for the transaction using a single payment type, click the $ for the payment type to use and enter any further payment details, if necessary.

    • To pay with cash and give back change, enter the amount of cash taken in the Cash box and click anywhere on the screen. The change due displays in the Change box.

    • To pay using more than one payment type, enter the amount to pay for each payment type in its corresponding payment type box.

    • To pay for all or part of the balance using a payment plan:

    1. Enter the amount to pay by payment plan in the Payment Plan box.

    2. Select when the payment plan billing will start from the Billing Starts list:

    • To start the billing on the First Payment date specified below, select Immediately.

    • To start the billing on the next period after the First Payment date specified below, select Next iteration.

    3. Select the Frequency of the payments in the payment plan.

    4. Enter the payment plan start date in the First Payment box.

    Note: If Billing Starts is set to Next iteration, then the first date that payment is due will be on the date of the period following the First Payment date.

    5. Enter the total Number of Payments in the payment plan.

    6. To modify the date or amount of an individual payment in the payment plan:

    • Select the payment that you want to modify in the Payment Schedule list.

    • Click the here link to the right.

    • Enter the new Date and/or Amount.

    • Click Modify Payment.

    7. Select whether or not to automatically charge the customer for each payment plan date:

    • To add each payment's amount to the customer's outstanding account balance (no credit cards or bank accounts will be charged), select No automatic charge?

    • To charge the customer's credit card for each payment amount on the dates specified in the payment schedule, select Automatically charge credit card?

    • To charge the customer's bank account for each payment amount on the dates specified in the payment schedule, select Automatically charge bank account?

    • To add an optional donation in addition to the amount due in the original transaction:

    1. Select the Campaign to donate to in the Add a Donation section.

    2. Enter the Donation Amount.

21. Click Pay & Finish.

22. Either print the receipt or send it to the customer as an email.

Related topics

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