Recurring Services Tips and Tools

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1 DataTrak 2

2 Contents 1. INTRODUCTION: RECURRING SERVICES BASICS FIXED MONTHLY OPEN PACKAGE OPEN MONTHLY Introduction: Welcome to the world of recurring services! This document will give an introduction to DataTrak s new system of creating and using recurring schedules for billing services. 2. Recurring Services basics 2.1. There are three types of recurring schedules you can use in creating a recurring service: Fixed Monthly, Open Package, and Open Monthly. We will go over each in detail, but first, we need to show you how to turn these on or off for a given health club in your company You must first click on the Setup link at the top right of the DataTrak application which will bring up the setup flyout menu. From there, under the Settings heading click on the Clubs link. You will end up on this page Page 2 of 16

3 2.3. You will need to click on the Club Number link for the club you want to edit. Now click on the Recurring Services tab heading to see the setup page for each type of recurring service schedule You will notice under the Allow heading you are given three drop down boxes with the option of Yes or No that are associated with allowing the three types of recurring services: Fixed Monthly, Open Package, and Open Monthly. These options determine whether or not that club is allowed to create these types of recurring services. As a health club manager/owner, you may not want to allow your employees to create an Open Monthly recurring service at some of your clubs The Auto Buy heading allows you to configure whether or not the creation of recurring services will have the user go directly into POS after the recurring service is created. This can be useful if most of your members want to go ahead and buy some of the service that they are setting up a recurring schedule for The Create Events heading configures whether or not the Event Creation section of recurring services is to be displayed or not. You may want to Page 3 of 16

4 not display it for a Fixed Monthly recurring schedule if the service being recurred is generally not tied to scheduling events on the Calendar You may also want to setup PDF contracts to be used with recurring service schedules. You will need to go to the Setup link and then under the Settings heading, you will need to click on Company. At the bottom right in the Recurring Service Setup box, you can upload the PDF contracts you would like to use with each type of recurring schedule Now on to the actual creation of recurring services. You will first need to go to the Menu at the top of DataTrak and under the Members heading, you need to click on the Recurring Services link This will bring you to the Manage Recurring Services page. This page is an example of DataTrak s new style of Manage pages which allow you to setup complex search criteria and filters. You can even save the search criteria and filters for later quick searching! If you want to edit a member s recurring services then you need to click on the link of the service name. For example you would click on Test Service in the above screenshot. Page 4 of 16

5 2.10. To create a new recurring service, you will need to click on the Create link at the top right of the page This is the new Edit Recurring Service page. There are many options here and we are going to focus on one small part at a time. First we will start off with the Member box in the top left corner. Page 5 of 16

6 2.12. This is where you have a member search box to enter in the member s barcode or name that you want to create the recurring service for. You can click on the magnifying glass to immediately bring up the search window as well. Next, we will need to decide what type of recurring service we would like to create: Fixed Monthly, Open Package, or Open Monthly. Let s first try to get a brief grasp of what each of these recurring service types mean. 1.) Fixed Monthly This type will allow you to set a fixed quantity of the service that you want the member to be billed for each month. For example, Sue comes in and wants to buy 10 tanning visits every month. You ask her when she would like to be billed and go to setup her a Fixed Monthly recurring service. DataTrak would create a club account invoice each month to be billed on her billing day for the amount of 10 additional tanning visits. 2.) Open Package This type will allow you to set a order quantity and a reorder quantity for a service for your member. There is no specific billing day because with Open Package, the member will be automatically billed again once their service usages hits the reorder quantity. For example, Tiffany comes into your club and says she wants to buy 10 tanning visits today and once she gets low on visits to automatically bill her for an additional 10 visits. She does not want to worry about if she is going to use 10 in a week or 10 in a year. So you setup an Open Package recurring service for her. You set the order quantity to 10 so that each time she will be billed for 10 more tanning visits. You set the reorder quantity to 2 so that once she gets down to 2 visits, DataTrak will automatically rebill her for another 10 visits. This will give her the flexibility she desires and prevent her from running out of visits. Members do need to be informed that they could be billed at any point in time of the month when doing an open package because they may hit the reorder quantity at any time. 3.) Open Monthly This type will allow you to setup a service to billed monthly to the member but the quantity of services billed can change from month to month depending on usage. For example, John comes into the club and decides to setup personal training with his favorite personal trainer, Bob. He wants every Tuesday and Thursday at 7:00am from now on,and he wants to be Page 6 of 16

7 billed on the 3 rd. This is the perfect example of when you should create an Open Monthly recurring service. You setup the recurring service for the Personal Training service and have it bill on the 3 rd. John will be billed each month depending on how many Personal Training services he used in that previous month. Some months may have an extra Thursday in it than the next month so he may be billed for 8 trainings in January but only 7 trainings in February As you can see, with these three recurring types you can handle a variety of different situations. 3. Fixed Monthly Inside the Definition box, you will setup the service that you wish to give to the member. We will first need to make sure the Recurring Type is set to Fixed Monthly. Now we have a couple of options for selecting a service. Clicking on the Select One link next to the Service label will popup the Find Club Item page. From here you can search for the service using a variety of different search criteria and filters. If you already know that your member wants to be billed for Level 1 Group PT then you can make your search even easier by using the Event Type and Event Level drop down boxes. Page 7 of 16

8 After selecting Group PT as the Event Type and 1 as the Event Level, now when we click on the Select One link, it will show immediately in the popup the list of services that could be used to fund a level 1 Group PT event. After picking a service, your screen will change to show the service information. Next we will choose a Service Quantity to bill the member for each month. You can also click on the Unit Price amount to perform a price change if needed. Now we can go on to the Billing box which is where we will setup when this recurring service needs to start, how long it needs to run for, and when the member needs to be billed. Page 8 of 16

9 The Billing Day of Month would be the day when the member wants to be billed for the services. The First Billing Date is the date when the member wants to start this recurring billing. For example, Sue might want her tanning visits to start being billed next month instead of this month because she is currently in a contract with a local tanning salon that she is leaving. The Months number is the number of months for this service to recur. Does she want to be billed for 3 months, 6 months, 24 months? You can also choose for the recurring service to be Open Ended which means DataTrak will continue to bill her until somebody inactivates the recurring service. After you have this setup, your page will look like this. Now you just need to click the Next button at the bottom of the page. We will talk about the Event Creation box later in this document. Upon clicking Next, you will be brought to the pdf of the contract for the recurring service that you just setup. Page 9 of 16

10 Side Note : Did you know that now in DataTrak you can setup Display Groups for the POS and Recurring Service screens? By clicking on the top right link for Display Group, you can choose which display group you would like to use to display information on the page. This will allow you to hide some fields from the member or employee s view while on that page. For example, if you do not want your members to see the big RED number for Grand Total of the recurring service cost then you can simply choose a Display Group that has that field not shown. After clicking the Finish button, you will have setup your first Fixed Monthly recurring service! If you have Auto Buy set to Yes in the Club settings, you will be directed to the Point Of Sale page with that member and service already selected in case Sue would like to buy a couple of services today before her recurring service starts up. Now we have one recurring service in our Manage Recurring Services page. Page 10 of 16

11 4. Open Package Now we will learn about how to create an Open Package recurring service. We will go ahead and select our member again ( Jeff Estes ). Now we will choose the Open Package option for the Recurring Type. We choose a service just like before, that we want to recur ( Dougs Spin Class ). Now comes the first difference, we will have to choose not only a Service Quantity to order but also a Reorder Quantity. Now let s set it up to order 10 spin class sessions every time we bill them and also set it up to bill them again when they get down to 2 spin class sessions left. Page 11 of 16

12 After setting up the Service and Reorder quantities, we are all but done with getting this Open Package recurring service created. Since it is Open ( never ending ),and we bill them when they reach the reorder quantity so we cannot setup any specific billing day. The Billing box displays information but does not let you set anything up. Now you can click the Next button to goto the pdf contract and then the Finish button to create your first Open Package recurring service! We now have two recurring services created and are ready to learn about Open Monthly. Page 12 of 16

13 5. Open Monthly We will go ahead and select our member again (Jeff Estes). Now we will choose the Open Monthly option for the Recurring Type. We choose a service just like before that we want to recur (BJJ 5). We also choose a Service Quantity of 5. Page 13 of 16

14 This is exactly like setting up a Fixed Monthly recurring service. Even the Billing box is extremely similar to the Fixed Monthly version except that your Months are setup automatically to Open Ended and you are not allowed to alter the First Billing Date. You do get to setup a Billing Day of Month which is when the member will be billed. Next you just have to click the Next button to goto the pdf contract and then click Finish to create your first Open Monthly recurring service! Upon creating either an Open Package or Open Monthly recurring service, the member will be given Page 14 of 16

15 the ability to schedule an unlimited number of events tied to that service on the Calendar page. This is the reason why we do not allow changing of the First Billing Date. Pushing that date far off into the future would become a great liability for a health club. Now we need to talk about the Event Creation box in the Edit Recurring Service page. This box works almost identical to the way you setup automatic generation of events from the Repeat Appointments page. You can use this section of the page to setup an automatic generation of events for the member for the event type and level that is tied to the service that they are setting up a recurring service for. You can tell it how long to make the event ( Duration ). The Skip Conflicts can be set to Yes or No. If Yes, then if the employee or location is already booked on that day and time then it will just skip over generating an event at that datetime. If No, then if the employee or location is already booked on that day and time then it will assign the Unbooked employee or location to the event instead of the conflicting employee or location. You can use the Department list to select a department for which to display the employees for. This will make the Employee list easily to navigate through since it will already be filtered by department! When you are ready to setup a day and time for the events, all you have to do is click the Add Day/Time link at the top right of the box. For example, if John wants Tuesdays and Thursday at 7:00am with Susan James as the trainer, you would click the Add Day/Time link two times and setup the day/times. Page 15 of 16

16 You can also setup a Start Date and End Date for when you want the generation of that day and time to start and end. The recurring service that you setup will also be automatically used to fund however many of the events that were created that it can. The Event Creation box is also available for all three recurring types. You do NOT have to setup events to be generated to create a recurring service! The events that are generated will be continually booked onto the Calendar while the recurring service remains active. It will initially fill the Calendar with the generated events, and every month after, it will continue to generate an additional month of events depending on how you setup these day/times. This has been a basic introduction to DataTrak s new Recurring Services. Page 16 of 16