This article will guide you through manually adding session credits to a member or customer account in ClubReady.
Content:
Before You Begin
Make sure you have the following before getting started:
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Permissions required:
- Member Management: Credits & Bookings - Can View Customer Booking & Session Credit Status
- Member Management: Credits & Bookings - Can Manually Add/Delete Session Credits
How to Manually Add Session Credits
1. Access the Client's Session Credits: Search for and select the desired client. Click the BOOKINGS button to open the Bookings and Session Credit Status screen. The Session Credits tab will open by default.
2. Add the Credits: Click Manually Add Session Credits and complete the following fields:
- Quantity — Select the number of credits to add to the account.
- Type — Select the session credit type being added.
- Expiration Date — Select a set duration or an exact date for when the credits will expire.
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These credits are being GIVEN to the client for free — This checkbox controls how the credits are processed:
- Unchecked — Credits will drop directly to the account. This option will trigger session payroll accurately for trainers set to be paid a percentage of the session price paid by the customer.
- Checked — Credits will drop to the account and a free invoice will be added to the client's invoice list. This option will not calculate trainer session payroll for trainers paid a percentage of the session price. If trainers are paid a standard cost per session, payroll will calculate as expected regardless of whether this box is checked.
- Add An Optional Customer Note — Enter a note to document why the credits are being added for other staff to reference.
Click Add The Credits to save.
Frequently Asked Questions
Q: What is the difference between checking and not checking the "These credits are being GIVEN to the client for free" box?
A: When the box is unchecked, credits drop directly to the account and trainer payroll calculates based on the session price paid. When the box is checked, a free invoice is also added to the client's invoice list, but trainer payroll will not calculate for trainers paid a percentage of the session price. If your trainers are paid a standard cost per session, payroll will calculate correctly either way.
Q: Can I add a note explaining why session credits were manually added?
A: Yes. The Add An Optional Customer Note field allows you to document the reason for the manual credit addition. While optional, adding a note is strongly recommended so other staff have a clear record of why the adjustment was made.
Q: Can manually added session credits be set to expire?
A: Yes. When adding credits manually, you can set an expiration date by selecting either a set duration or a specific date. Make sure the expiration date is appropriate for the client's situation to avoid credits expiring before they can be used.