Ringing Up a Membership

1. Click on the toolbar.

The Register displays.

2. In the Paying Client field, type the client's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

3. Review any notifications that display and take action where necessary.

The client's details display.

4. Click Membership.

The Membership Sale Wizard displays.

5. Complete the following:

1. In the Select Membership field, select the membership the client wants to purchase.

2. In the Sold By field, select the employee to credit with the sale.

3. In the Valid From field, select the date when the client intends to start using the membership.

6. Complete the following as necessary:

• Pay commission to two employees for selling the membership

  1. Click Split Commission.

  The Split Commission window displays.

  2. Select the type of split commission to use, change the commission percentages, or select Full Commission to pay both employees full commission.

  3. Select the second employee to pay commission.

  4. Click Ok.

   

• Prevent sales tax from being charged on the enrollment fee

  1. Deselect Taxable.

   

7. Click the Step 2 - Primary Member tab and complete the following:

1. In the Primary Member field, type the name of the client who is going to use the membership.

Tip:  Press Ctrl+l to insert the name of the paying client into the Primary Member field.

2. Click Auto-Generate Member # to automatically assign a membership number, or type a membership number in the Member Number field.

3. If the membership requires the client to pay monthly dues, click the EFT/ACH tab and enter the client's credit card or bank account details.

8. Select one of the following options:

• If you need to sell an add-on membership, click the Step 3 - Add-On Member tab and proceed to Step 9.

• If you do not want to sell an add-on membership or the membership does not allow add-on members, proceed to Step 10.

9. Complete the following for each add-on member:

1. Click New Add-on.

2. In the Member's Name field, type the add-on member's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

3. Click Auto-Generate Member # to automatically assign a membership number, or type a membership number in the Member Number field.

4. If the membership requires the add-on member to pay monthly dues, click the EFT/ACH tab and enter the add-on member's credit card or bank account details.  Select Bill to Primary if you want to bill the dues for the primary and add-on member(s) to the primary member's credit card/bank account.

10. Click Save.

11. Click  X .

12. Click OK.

13. Click Sale.

• If the Change Due window displays, click Ok to finalize the transaction.

• If the Payment Types window displays, proceed to Step 14.

14. Collect payment for the balance due.

• Cash

  1. Complete one of the following:

  • If the client tenders the exact amount due, double-click the Cash icon.

  • If the client tenders more than the amount due, type the amount tendered and press Enter.

  

  The cash drawer opens and the Change Due window displays.

  2. Place the cash in the drawer and remove change if necessary.

  3. Close the drawer.

  4. Click Ok.

   

• Credit/Debit Card

  Important:  You must configure the Credit Card Processing interface before you can process a credit/debit card payment.  Click here for instructions.

  Depending on how you configured the Credit Card Processing interface to process tips, different actions are required to process a credit/debit card payment.

  Pre-Authorization Tipping

  1. Click Process Credit Card.

  The Credit Card Authorization window displays.

  2. Complete the following to enter the client's card details:

  • Credit card = Click Use Card on File, swipe the client's card, or type the card details.

  • Debit card = Swipe the client's card.  If you allow cash back, ask the client if they want to get cash back and type the desired amount in the Cash Back field.

  Important:  If you type a debit card number, Element will decline the payment.

  3. Click Authorize.

  • If the client is paying with a debit card, ask the client to type their PIN on the PIN pad.

  • If the "Charge was approved" message displays, proceed to Step d.

  • If the "Connection Failed" message displays, click here for instructions.

  • If the "Declined" message displays, ask the client for an alternative form of payment.

  4. Click OK.

  The Charge/Credit Receipt window displays.

  5. Complete the following:

  • Click Merchant Copy and click Print to print the payment authorization receipt.  Present this receipt to the client so that they can authorize the payment.

  • If the client wants a copy of the payment authorization receipt, click Client Copy and click Print.

  6. Click Close.

  The Change Due window displays.  If the client opted to get cash back on the transaction, the cash drawer opens so that you can give the client their cash back.

  7. Click Ok.

  Restaurant Style Tipping

  1. Click Process Credit Card.

  The Credit Card Authorization window displays.

  2. Complete the following to enter the client's card details:

  • Credit card = Click Use Card on File, swipe the client's card, or type the card details.

  • Debit card = Swipe the client's card.  If you allow cash back, ask the client if they want to get cash back and type the desired amount in the Cash Back field.

  Important:  If you type a debit card number, Element will decline the payment.

  3. Click Authorize.

  • If the client is paying with a debit card, ask the client to type their PIN on the PIN pad.

  • If the "Charge was approved" message displays, proceed to Step d.

  • If the "Connection Failed" message displays, click here for instructions.

  • If the "Declined" message displays, ask the client for an alternative form of payment.

  4. Click OK.

  The Charge/Credit Receipt window displays.

  5. Complete the following:

  • Click Merchant Copy and click Print to print the payment authorization receipt that needs to be signed by the client.  Present this receipt to the client so that they can authorize the payment.

  • If the client wants a copy of the payment authorization receipt for their records, click Client Copy and click Print.

  6. Click Close.

  The Tip Amount window displays.

  7. Click Ok.

  The Change Due window displays.  If the client opted to get cash back on the transaction, the cash drawer opens so that you can give the client their cash back.

  8. Click Ok.

   

• Check

  1. Click the  button next to Check.

  

  2. In the Enter Check Notes Here field, type the check number.

  3. Double-click the Check icon.

  The cash drawer opens and the Change Due window displays.

  4. Place the check in the drawer.

  5. Close the drawer.

  6. Click Ok.

   

• Gift Certificate Redemption

  Redeeming One Gift Certificate

  1. Click Use next to Gift Certificate.

  

  The Gift Certificate Redemption window displays.  If the gift certificate does not have sufficient credit remaining to cover the balance due, the amended balance due displays in the New Balance field.

  2. Click Ok.

  • If the Change Due window displays, click Ok to finalize the transaction.

  • If the Payment Types window displays, collect payment for the remaining balance due using another payment type.

  Redeeming Multiple Gift Certificates

  1. Click Use next to Gift Certificate.

  

  The Gift Certificate Redemption window displays.

  2. Complete the following for each gift certificate the client wants to redeem:

  • If you use bar-coded gift cards, click in the Gift Certificate Number field and swipe the card through the card reader.

  • If you do not use bar-coded gift cards, select the gift certificate to redeem in the Gift Certificate Selection field and click  + .

  The amended balance due displays in the New Balance field.

  3. Click Ok.

  • If the Change Due window displays, click Ok to finalize the transaction.

  • If the Payment Types window displays, collect payment for the remaining balance due using another payment type.

   

• Reward Points Redemption

  1. Click Use next to Points/Rewards.

  

  The Points/Rewards Redemption window displays.

  2. Complete one of the following:

  • Redeem a specific amount of reward points = Type the value of reward points to redeem in the Value to Use field.

  • Redeem all of the reward points or redeem sufficient points to cover the balance due = Click Auto-Total.

  The amended balance due displays in the New Balance field.

  3. Click Ok.

  • If the Change Due window displays, click Ok to finalize the transaction.

  • If the Payment Types window displays, collect payment for the remaining balance due using another payment type.

   

• Account Charge

  Important:  You must define account terms before a client can pay using an account charge.  Click here for instructions.

  1. Click Use next to Client Account.

  

  The Account Charge window displays.

  2. (Optional) In the Notes field, type notes about the account charge.

  3. Click Ok.

  The Change Due window displays.

  4. Click Ok.

   

Tip:  If the Documentation Control window displays after you finalize the payment, click Print Selected Forms/Policies to print a hard copy of the membership forms, or click .Mail to send the membership forms to the client's email address.

related links

Viewing Membership Sales Statistics

Defining a Membership

Memberships Overview