Annual Membership Fee Overview
An annual membership fee, also referred to as an enrollment fee or membership fee, is a yearly charge that grants customers access to the services and benefits provided by your gym. It helps cover administrative costs and ensures continued membership for the year. This fee is typically separate from tuition or program-specific costs.
There are two options when configuring this fee:
Athletes pay the fee once per period, and you can add prorated dates for those who join late. If the price is set to $0, no invoice will be made.
An example of when to use this is if you charge your membership fee for a school year and prorate it based on the session they join.
A recurring yearly charge will be set when an athlete has an active enrollment. You can also schedule a price increase, it will not update for athletes who have already paid until their next anniversary charge. If the price is set to $0, no invoice will be made.
An example of when to use this is if you charge your membership fee when a new athlete joins the gym, regardless of the time of year and their membership is good for the full year.
How it Works
When an athlete has a new enrollment, the system will check to see if the athlete has an active membership fee. If you manually add annual membership fees to an invoice (not through the enrollment fee feature) it will not record the manual annual membership fee as paid and may create a duplicate charge.
From the Family Details Page, there is a column for Active Member indicating if an annual membership fee has been charged. We also have a report.
Waiving Annual Membership Fees
You can choose to waive this fee for all current enrollments when you create the annual membership fee. This will prevent users who have already been charged the fee for the year from being charged again.
If a user is charged the fee that shouldn't be, you can waive the fee directly from the invoice by clicking the three dots next to the line item and selecting "Waive Membership Fee".
Users who have had their annual membership fee waived as well as users who were charged the fee will appear in the Membership Fee History when navigating to Settings > Annual Membership and clicking on the current fee.
NOTE: Waiving a fee that is set up as an Enrollment Period charge will waive the fee for the entirety of that enrollment period. To charge a fee to a user that was previously waived, head to Settings > Annual Membership and click on the current Annual Membership Fee. Search for the user you want, then click the Create button next to their name.