Understanding a client’s payment schedule

The membership payment schedule allows you to view a client’s previous and future payments with respect to a particular membership. This schedule contains various icons that represent the status of each payment. You can also review the details of a membership that has been put on hold.

To learn how to view the payment schedule, see Viewing or adjusting a client’s membership payment schedule.

When reviewing a client’s payment schedule, keep the following information in mind:

  • The credit card used to purchase a membership will be automatically charged for scheduled auto-payments, even if it isn’t saved as the default credit card. You can change which credit card is used for scheduled auto-payments from the Passes and Memberships page. For more information, see Changing a client’s payment method for a Purchase Option.
  • A membership must renew to allow a client to book recurring class sessions beyond the membership’s expiration date, even if the Clients can only book sessions within their current paid period setting is disabled in the business policies.
  • If the business policies are configured to reattempt failed auto-payments and a client’s credit card is deleted, the auto-payment will be applied to the client’s account balance.

In this article

    Headings on the on-hold schedule

    Hold PeriodThe date range during which the membership will be placed on hold.
    DurationThe duration of the hold.
    Created OnThe date the hold was created. If the hold was edited by a staff member, the column will display the date when the most recent edit was made. Click the date to view detailed information regarding the hold in the edit log.
    Created ByThe staff member who created the hold.
    NoteDisplays an icon if a note was added to the hold. Hover over the icon to review the contents of the note.
    ActionWhen you click the Action button you will have one option:

    • Click Edit Hold to modify the settings of the hold.

    Headings on the payment schedule

    Payment DateThe upcoming payment dates for the membership. Staff members can click View Past Payments to show any previous payment dates. The payment date can be manually edited by staff members by clicking the date.
    PriceThe price of the membership on a particular payment date. Staff members can manually edit the price of the membership by clicking the price.
    Scheduled PaymentThe amount the client will be charged in the future for a membership with a fixed auto-payment schedule. For more information, see Membership general information settings.

    You can reset a client’s payment schedule to include changes made to the membership. For more information, see Viewing or adjusting a client’s membership payment schedule.

    NoteIf the payment for a particular period is skipped, the amount in the Scheduled Payment column for the skipped period is added into the Scheduled Payment column of the next payment date.
    Amount PaidThe amount the client paid for the membership.
    Payment MethodThe payment method (CashCheckGift CardsPIN PadVirtual Terminal, or Account) used to purchase or renew the membership, or to refund or void a payment.

    If a membership payment was refunded or voided and the option Reflect in payment schedule was set to ON, the entry in this column will be Refunded ([payment method]) or Voided ([payment method]). The amount that was refunded or voided appears under Amount Paid. The amount that is now owed as a result of the refund or void appears under Amount Owed.

    Amount OwedAny amount owed by the client in respect of the membership. This amount is calculated as the difference between the sum of membership price and the amount paid for all past periods.
    EditedIf a staff member makes any changes to a client’s membership plan, the staff member’s name appears in the Edited section. If a membership plan has been manually edited, a note  also appears next to the date in the Payment Date section.

    NoteA payment schedule can be edited without editing the membership itself.
    ActionWhen you click the Action button , you have two options:

    • Click View More Info to view the payment period for the membership.
    • Click Skip to manually skip the payment for a particular period. This option only appears for memberships that have a fixed auto-payment schedule enabled.

    NoteIf the payment for a particular period is skipped, the amount in the Scheduled Payment column for the skipped period is added into the Scheduled Payment column of the next payment date.

    Icons on the payment schedule

    Amount ChargedThis icon indicates that an automatic or one-time/manual payment has been charged for a membership with a fixed auto-payment schedule. Any future recurring payments will appear with a Future Scheduled Payment icon.
    Amount PaidThis icon indicates a manual, one-time payment made by a client or a staff member outside the schedule. This payment can also be made by the system if the business policies allow the system to reattempt failed payments. A one-time payment can be made to pay for future payment periods in advance, or even past periods that were unpaid due to failed or deferred payments, allowing the client to book upcoming sessions using this membership.
    On-HoldThis icon indicates a hold has been placed on the membership by a staff member for this period. For more information, see Placing a membership on hold.
    PriceThis icon indicates that the payment period for the membership has changed due to a change made in the individual membership by a staff member, such as changing the membership start date. For more information, see Customizing an individual Purchase Option and Membership general information settings.
    ActiveThis icon indicates that the client hasn’t yet been charged in respect for the membership. The system will charge the client during the next batch of auto-payments. After the client has been charged, this icon changes to the Amount Paid icon.
    Failed PaymentThis icon indicates that the system attempted to make a payment for the membership, but the transaction was declined. For more information, see Processor error codes and their definitions.
    Future Scheduled PaymentThis icon indicates any payments that will be scheduled in the future. This icon will only appear for memberships with a fixed auto-payment schedule.
    Skip Scheduled PaymentThis icon indicates if a scheduled payment has been skipped. The scheduled payment for the skipped period is added to the scheduled payment for the next period.
    RefundedThis icon indicates that the payment was refunded. The amount that was refunded appears under Amount Paid. The amount that is now owed as a result of the refund appears under Amount Owed.
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