Before you continue reading...
If you have not already added your tax percentage, you will need to do that before building these automation rules. Follow these steps to add your tax percentage.
1. Navigate to Setup > Sales > Sales Tax.
2. Type what you want your tax schedule called and click the Create New Sales Tax Schedule button. Your new tax schedule will appear here.
3. Click the pencil icon to edit the schedule.
4. To enter a tax category, enter in the description (State Sales Tax, Local Sales Tax) and the Sales Tax Percentage.
5. Click the button Add Sales Tax Category to save your tax category.
Create your Late Cancel / No Show fee Automations Folder
Creating folders helps organize your automation rules to easily review and locate them when needed.
1. Navigate to Setup > Automation > Automation Rules.
2. Select New Folder > Complete as follows:
This will create a few folder on the left for the Automation Rules we are going to create today.
Create your Late Cancel / No Show fee Automation Rules
This step will walk you through on creating 4 different examples of automation rules.
First Rule:
1. Select "Add New Automation Rule"
2. Select For Members
3. Name: No Show Fee Grandfathered w/Tax
4. Add your title > Drop down: Your Location Rules > Drop Down: Other Sales
5. Specific Tag: Grandfathered
6. Triggers when: They do not show up for All Classes
7. Setup the Result for the Triggers above:
- Add invoice
- Description for Invoice: No Show Fee
- Due after how many days: 1
- Invoice Type: POS Invoice
Amount: 15 - Tax Schedule: (Your sales tax, if you do not see your tax percentage in the drop down, scroll to the top of this page for steps to add that)
- Create Invoice At: Location Where Booked
8. Update and this rule is complete!
Second Rule:
1. Select Add New Automation Rule again.
2. Name: No Show Fees 2024 w/Tax > Your Location Rules > Other Sales
3. They have a specific Tag: Fees 2024
4. Trigger when: They do not show up for All Classes
5. Result of the Triggers above:
- Add invoice
- Description for Invoice: No Show Fee
- Due after how many days: 1
- Invoice Type: POS Invoice
- Amount: 20
- Tax Schedule: (Your sales tax)
- Create Invoice At: Location Where Booked
6. Update and this rule is complete!
Third Rule:
1. Select Add New Automation Rule
2. Name: Late Cancel Fee Grandfathered w/Tax > Locations Name Rules > Other Sales
3. Specific Tag: Grandfathered
4. Trigger when: They do not show up for All Classes
5. Result of the Triggers above:
- Add Invoice
- Invoice Description: Late Cancel Fee
- Due after how many days: 1
- Invoice Type: POS Invoice
- Amount: 10
- Tax Schedule: (Your sales tax)
- Create Invoice At: Location Where Booked
Fourth Rule:
1. Select Add New Automation Rule
2. Name: Late Cancel Fees 2024 w/Tax > Locations Name Rules > Other Sales
3. Specific Tag: Fees 2024
4. Trigger when: They do not show up for All Classes
5. Result of the Triggers above:
- Add Invoice
- Invoice Description: Late Cancel Fee
- Due after how many days: 1
- Invoice Type: POS Invoice
- Amount: 15
- Tax Schedule: (Your sales tax)
- Create Invoice At: Location Where Booked
6. Update and this rule is complete!
Disable Corporate Rules
Once the rules are created, they need to be Enabled ON, BUT BEFORE enabling them ON, you must Disable the Corp Rules (this is an important step) This needs to be done so that they do not get double invoiced.
1. Navigate to Setup > Automations > Automation Rules > 04.01.24 Booking Fees (corp) tab at the club level.
2. Find the "no show fees" (CTL+F no show fees (corp rule)) – it will populate these 2 rules:
3. Make sure the Corp Rule is toggled OFF
4. Make sure the Override chain rule’s disabled property at store? is toggled ON (see arrows above).
5. Find the "late cancel fee (corp rule)" (CTL+F late cancel fee (corp rule)) – it will populate these 2 rules:
6. Make sure the Corp Rule is toggled OFF
7. Make sure the Override chain rule’s disabled property at store? is toggled ON (see arrows above).
8. Once this is done, go back to the 4 Rules that you just created, and Enable them ON.
9. This completed the process!