Using Payment Tables and Payment Categories

Helpdesk -

If you charge your members depending on how many hours/sessions they attend, then you may want to use a payment table to help calculate fees for each individual. For the system to understand what to charge, you will need to tell the system how much the sessions are, the time frame each session equates to and then how often to charge.


Step 1

Create Your Payment Table

Under Subscriptions > Payment tables you will first need to create a table(s) that we can tell the system how much each session/how many hours each session lasts. As the system shows the selection in hours and minutes, if you work by sessions, you will want to use the hours as if they were sessions. When entering prices, be sure that you are entering the prices for the period in which you are going to request payments. (For example, 1 session a week, but I charge monthly, I need to enter the monthly price.)


E.g. By Hours

0 hours 45 minutes = £50pcm

1 hour 0 minutes = £100pcm

1 hour 30 = £150pcm

2 hours 0 minutes - £200pcm


By Session

1 hour (1 session) = £50pcm

2 hours (2 sessions) = £100pcm

3 hours (3 sessions) = £150pcm


Step 2

Assign Time to Classes

When creating a class, one of the first things the system will ask you is whether you want to 'Enter cost off class'; 'Enter the duration of the class in hours/minutes' or 'no charge for this class'. To use a payment table, you will want to select 'Enter the duration of the class in hours/minutes'. Choosing this will give you a 'select' option where you can then assign from your payment table how many hours or sessions this class should be.


For more advice on creating classes, click here.


Step 3

Creating Your Payment Category

Once you have created your payment table and assigned time frames to each class you will need to tell the system how often these payments need to be made. This is done using the payment category that can also be found under the Subscription Options tab. 


After naming your category, you will then need to select whether it is a single payment (i.e. termly payments) or a recurring fee (i.e. monthly payments). 


Which Groups Should Be Included When Calculating Time Attended?

This is where you tell the system which of your classes should be used for this particular payment category. More often than not, this will apply to all of your classes, so you could use 'Select all', but in instances where you have been using more than one payment table (for example, one for recreational classes and another for squad classes) you will want to select only the classes that are applicable to each payment table.


Which Payment Table Should Be Used to Calculate Cost?

Again, if you have created more than one payment table then you will need to tell the system which payment table is going to be relevant to the classes selected in the above option. 


You will have the other choices such as instalment options and whether the system should ask the member to pre-authorize payments from the payment category. Any payment request email templates for associated classes will be managed from the payment category settings and not the class settings.


Step 4

Requesting Payment

When requesting payments, you will need to make sure the member is in all relevant classes and is also copied into the payment category. When you are taken to the scheduling screen (when pressing the option to schedule now) or go to Financials > payment request(s) waiting to be scheduled, you will then be able to see that each member will have generated an amount determined by the total amount of hours across all associated classes.


If a member who is already in a class or category associated with a payment table is moved or copied into a new class which is also associated with a payment table, they will also need to be copied back into the payment category. The payment request needs to be generated in order that the system updates the payment request to pick up the changes and re-calculate the new rates. 

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