EFT memberships
I don't know if it's possible, but it would be nice when selling a membership in POS if the information could automatically transfer over to the data entry...? Such as credit card info for EFTs and start - end dates for paid in full memberships.
Comments
Ah, this feature. Many, many people have asked for this feature... but I am resistant for the following (hard to describe) reason:
Unfortunately, this is very complicated to get right and could result in a can-of-worms. Effectively what you are asking for is that the software "knows" the parameters of your various membership products and automatically configures the membership records after completing the transaction.
Is something like this possible... yes, but it would be very difficult to "get right" for the many different ways gyms sell memberships. And often times memberships have subtle differences beyond the product being sold.. i.e. the special cases.
And there in lies the problem. Either the software asks a million questions of the staff member to confirm all the automatic changes to the membership record OR it changes the membership record automatically. And if it is changing the membership automatically there will be many cases where it doesn't capture the intent of the sale correctly, and unfortunately your staff won't know (or care) to investigate.
When people ask for this feature, I turn it back on them and ask them to "visualize the user interface that will perform these modifications to a membership record but do so in a way that it always configures the memberships correctly 100% of the time for the various membership products being sold." Pretty tough user interface to get right for the many different permutations of memberships.
Take this common special case: selling a prepaid membership but starting it a few days from now. With this feature, the membership record would automatically have been configured to start TODAY, and 90% of the time your staff member would space on correcting the automatic configuration. Unhappy member in 30 days.
That's a mouthful, but it captures the problem IMO. This feature either needs to work 100% of the time, or it shouldn't exist as otherwise your staff members won't consistently know when to modify membership records.
To me, this features violates the KISS rule I live by and will create as many complications as it solves.
Perhaps one day it'll be implemented, but it isn't a high priority for me at this time.
Is it more work now since your staff members must modify the records manually? YES. But at least they know to modify the membership parameters each and every time.
Andy,
I understand what you are saying about the variety of memberships and punch cards and how this is very hard to accommodate. What would be good is a prompt to the employee's that they need to do something with the customers info. That could be having the customers edit page come up after the sale is finished (if sold to a specific customer) for certain products (punch cards and memberships, etc). This would remind the staff that made the sale they need to update the customers data and make it easy to do so. I'm not sure how difficult that would be, but seems easier than trying to make it update automatically.
Clay
Basecamp Wanaka
basecampwanaka.co.nz
Clay -
Good idea!
Two different approaches to consider:
#1 Allow products to have an OPTION that says "Automatically edit customer after sale".
#2 - Perhaps a better solution is to have an option that automatically loads all customers effected by the transaction into Data Entry, then brings the Data Entry application to the foreground, and then alerts the staff - "Hey, you might want to edit these". Then the staff can just highlight and edit each customer.
I prefer #2, as it will be consistent regardless of the number of memberships sold. #1 will only really work for single (not couple/family memberships) and I think the disconnect could confuse staff members. I'll know which customers to load if you use the existing option "Wants Customers" on a product. I also don't like #1 because I dislike opening a customer for editing unless the staff member explicitly does it, as I predict mistakes will happen and the wrong customer will be edited if I just blindly open up the POS customer (or first membership).
Thanks
Andy
Andy,
I agree, I forgot about family memberships and linked punch cards. Anything to propmt the staff that they need to do something with the customers details would help to make sure it happens.
Cheers,
Clay
FAMILY FREEZES
We are finally close to switching over to a membership system like the at the Enclosure (monthly EFT).
Our family memberships will run something along these lines. $50 for # 1, $37.50 for # 2 and $12.50 for # 3 and more. What we want to happen, for a family of 4 for example, is if #1 freezes, the other 3 move to #1 #2 #3. Or if #2 freezes, the #3 and #4 move to #2 and #3.
So we think we will have to do this manually, whenever a member of a family wants to freeze. Is this correct? The current parameters for family freezes in RGP will not do this.
Thanks.
Actually Meg, it mostly already does. There is an option on the Members tab of settings to escalate #2 to #1 when #2 freezes. And then for #3 and #4 you can assign a surcharge if BOTH #1 and #2 freeze.
I forgot why I didn't escalate #3,4 and #1,2 are frozen - but there was a good reason both technically and "business wise".
Practically speaking, I've almost never seen both #1,2 freeze without #3,4 freezing at our gym... but #1 freezing happens often.
I wish I could remember why I didn't allow escalation of #3 and #4 but there was a really good reason. My manager and I discussed it and decided it together.
#1,2 freezing without #3,4 freezing doesn't happen very often - if at all - so keep things simple and use the options as provided. You'll end up with mistakes if you try and manually mess with the dues and the little extra income won't be worth the hassle of the inevitable mistake of misbilling people after they unfreeze.
Hmmmm...We currently use a system that does auto update membership data so we don't need paperwork. Here's how it works:
-First we enter a customers name and create a file.
-We go to the sales tab underneath their name.
-In the sales screen we sell a membership. (All products are located in a column on the left hand side of the screen)
-If we want to edit the membership dates we just right click on the membership and select "edit" (which takes you to a separate screen), edit the membership, say "ok" and then go back to the sales screen to complete the transaction.
We don't have to change the dates on memberships very often so this rarely gets screwed up. Each of our memberships can be set up to have fixed dates (Student Semester Memberships Aug 1st to May 31st) or start the day purchased (One Month).
Previously we had a system that had a separate POS from data and membership info was constantly being screwed up, plus it took time and effort just to enter the data. Aren't there a lot more steps to screw up when staff has to enter which type of membership it is, the start/end dates and invoice number?
Honestly, the lack of this feature is the only thing that makes he hesitant about going to RockGym Pro. I understand KISS but I find this feature to work quite well with our current system despite its other short comings. Given the fluidity and precision of RockGym Pro otherwise I'm surprised this hasn't been implemented.
The difference probably has to due with the fact that my gym sells mostly PIF memberships while I see most places are going straight EFT, thus there are no end dates to screw up. But still, it seems like mistakes could be avoided if POS and data where merged.
I've read Andy's comment several times so perhaps I'm still missing something?
The 1-month etc. buttons when editing memberships pretty much solves any date screw ups. I've rarely, if ever, heard of significant date screw ups. You almost never need to enter dates - you just hit "1 month from today", "12 months from today", etc.
There are also additional pieces of information to add to the customer, like the Barcode and taking the photo - so you'll usually end up editing the member anyways.
The Data Entry screen also automatically pulls up customers involved in the last POS transaction to make it easier.
Would automatic memberships be nice? Perhaps... but adding this (significant) feature also has to be managed against the continuing need for maintenance and the addition of higher priority features.
With over 100 gyms running RGP - if the lack of this feature was creating ongoing problems I'm pretty sure I'd have my ear chewed off by now!
I really do think you won't find it to be a problem.
Thanks for the feedback.
Cool, thanks for the quick response. We will be visiting a gym with RGP in the next week or so to see it in full action with already trained employees. Hopefully that will clear up my concerns.
Thanks!
What gym?
And please remember that all gyms choose to operate the software differently... so if something doesn't look right... don't forget to ask the source... ME :)
I talk with gyms running RGP all day long so I have a good feel for what works, and doesn't, in the long run.....
Adventure Rock in Pewaukee, WI.
Good choice. Craig and team at Adventure Rock have it nailed!
And if you haven't discovered it yet... Data Entry -> View -> Customers: With Warnings is a huge in finding membership ommission errors.
Hi Andy,
I see that this post is over a year old. I was just wondering if there was any plan to implement the solution you suggested here..
"#2 - Perhaps a better solution is to have an option that automatically loads all customers effected by the transaction into Data Entry, then brings the Data Entry application to the foreground, and then alerts the staff - "Hey, you might want to edit these". Then the staff can just highlight and edit each customer."
Thanks!
The customers involved in the transaction are automatically pulled up in Data Entry. All your staff needs to do is ALT-TAB to Data Entry (or click the DE in the top bar) and configure the memberships.
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