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Bulk Change/Freeze of Memberships
Bulk Change/Freeze of Memberships

Complete feature

Updated over a week ago

In this article, we will explore the 'Bulk Payment Actions' feature and the various options it offers. This tool allows you to manage complex scenarios, making administration tasks simpler.

Note: The capability for bulk actions/changes is available exclusively in our Complete product. If you need access to this feature, please discuss upgrading your product from Core/GoRight to Complete with us.

If you need to mass-freeze memberships, such as during a facility refurbishment, this feature enables you to do so easily.

IMPORTANT NOTES:

  • Changes are irreversible, so please read the entire article before implementing them. Changes take 4 working days to complete.

  • This feature only works with Clubright Pay, GoCardless, or Stripe.

  • DFC and Harlands customers should contact their respective providers directly to implement a freeze, as this service is part of their offerings.

  • Initiate the freeze 5 working days before the desired start date. For example, if you want to freeze memberships starting June 1st, you need to begin the process 5 working days in advance.

Firstly, you cannot schedule a bulk freeze more than 5 working days in advance.

You need to set up the bulk freeze 5 working days before the desired freeze date. For example, if today is the 9th and you want the freeze to start on the 20th, you should set it up on the 15th. It cannot be scheduled further in advance.

Step 1 :

To access the 'Bulk Payment Actions' area, first go to the 'Settings' menu in the top right. Then, scroll down to the 'Bulk Payment Actions' tab.

Step 2 :

Click the 'Create new action' button.

Step 3 :

Select the membership plan* which you would like to change.

You can also filter by memberships started since a certain date (this is often blank for lockdown related freezes)

* We recommend using the "Active" option to freeze all memberships, leaving the date blank


Now we will select the changes you would like to make.

Step 4:

Change membership status - bulk changing the status of the membership plan for example changing all on the plan to Freeze.


IMPORTANT NOTICE regarding GoCardless/ClubRight Pay payments:

It's crucial to understand that bulk actions require 5 working days to take effect. Changes are not instantaneous, especially when freezing future payments. This delay is due to UK Direct Debit timelines, where payment requests are sent to members' banks in advance of the collection date.

Examples:


โ€‹Create Bulk Freeze Action Will prevent payments from

28th Dec 4th Jan
29th Dec 5th Jan

30th Dec 6th Jan

If a payment is scheduled for January 4th, and the bulk action is initiated on December 29th, payments due on January 4th will still be collected as they have already been submitted to the banks for processing.

Step 5:

You can send a message to customers who will be affected by any upcoming changes, ensuring they stay informed about developments at all times. This communication is essential for keeping them updated on the situation.


Step 6:

Click the 'Check & Schedule' button in the top right

Step 7:

Within here you are able to see who will have the change made to and you will be able to check to ensure they are correct.

If all the customers in the list are correct you can 'Confirm and schedule' the changes.

If the customers showing up are not all correct please cancel and return to see the settings.

This feature is exclusive to Complete customers.

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