This article and video will guide you through placing and releasing customer's session credits on hold. With either manual or system automated options and configurations.
Please Note:
- When credits are on hold, they will not be available to book (although admins with sufficient permissions can still book), but for clients in particular cannot be used until the hold is removed.
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Reasons session credits are placed on hold:
- Someone has manually placed the session credit(s) on hold; refer below for additional information.
- System (ClubReady) configuration that triggers an automation of placing the session credit on hold; refer below for additional information.
- Frozen agreement.
- Requirements: A 'Master Admin' login or a staff login with the following permissions.
- Member Management - Credits & Bookings: Can view customer booking & session credit status.
Manually Placing or Releasing Session Credits Holds
1. Bookings Icon: From the Members / Prospects tabs locate and select your customer.
2. Editing Single vs Multiple:
Single Session Credit: To place or release a hold status on an individual session credit, click on the yellow warning icon.
Toggle Hold Status: To place or release a hold status on several credits at once, click on the dropdown menu on Bulk Actions On Selected, and select Toggle Hold Status. Select all the session credits that need to be placed on a hold, and hit GO.
ClubReady Automated Placing or Releasing Session Credits Holds
Please Note:
- The following step can be accessed by Self-Managed Clubs. For Full Service Clubs, please reach out to ClubReady Support for more information.
1. Late Pays Tab: From the Setup > Sales > Sales Settings > Late Pays tab you are able to automate session holds relating to past due customers or returned payments (bounced checks etc) and how the system should impact any credits and bookings that were potentially added from a payment that later bounced.
2. Session Credits Tied To Returned or Late Payments: There are several options on how a returned payment can automatically impact session credits. A successful payment later for the returned payment automatically reverses these actions; removing holds (although canceled bookings are not reinstated).
Do Nothing: Nothing happens to any credits or bookings tied to a bad payment
Put Unused Credits On Hold - Keep Any Bookings: This one puts on hold any un-booked credits tied to the bad payment so they cannot be booked, but for any bookings that have already been made - they are not impacted
Put All Unused Credits On Hold - Keep Any Bookings: This is recommended setting - This puts the credits on hold, but it also cancels any future bookings that have been made using these credits from the bad payment. The credits are returned to the pool as on hold credits that cannot be booked. Obviously if a booking has already occurred it cannot be cancelled and nothing happens with those
Put All Unused Credits On Hold - Keep Any Bookings: Nothing happens to the bookings, but every unused credit, even ones unrelated to the bad payment are put on hold and cannot be used.
Put All Unused Credits On Hold - Cancel Returned Bookings: All unused credits are put on hold even if they came from good payments, but any future bookings are cancelled but only bookings with credits tied to the bad payment
Put All Unused Credits On Hold And Cancel All Bookings: This is the nuclear option, puts every available session credit on hold and cancels every future booking no matter what type of booking it is and regardless of if that booking was tied to a valid payment.