Creating Optional Extras

Helpdesk -

To setup an Optional Extra, go to Subscription Options in the main menu and select Optional Extras.

The process of setting up an Optional Extra is detailed below:

Step 1

Name of Optional Extra

Description of Optional Extra

The description you enter will appear above the option for new members to select the Optional Extra on the registration form and within the members online account, at the point they hover on the Optional Extra.

Is this a joint Optional Extra (for example,for families / couples)?

If you have a joint Optional Extra (for example, for a family or couple) where the lead member pays for all the linked members under one cost, select this option.  By doing so, you can define the number of people that can register together for the Optional Extra (for example, up to 5 family members).  

You can set which other Optional Extra members of the joint membership can belong to without incurring further cost.  For example, a family could register for a Optional Extra but you may wish to include the children in another Optional Extra.   It could be that the other Optional Extra has a fee associated to it for juniors who register that aren’t part of a joint Optional Extra but we don’t want that fee applied to family members who have already paid under the joint Optional Extra.  In short, the system has been designed so members aren’t charged twice and you can freely move members about without them incurring unnecessary costs.

When members pay for this Optional Extra, is it a:

  1. One-off payment

  2. Recurring payment
    If it is a recurring payment, you will have the option to set the frequency's of Monthly, Quarterly, Bi-annually and Annually.

    So for example, John Smith registered for the Optional Extra on the 15th June and the renewal frequency was set Annually, John would receive an automatic renewal notice on the 15th June the following year.

    If your account has been setup to take payment by Direct Debit, by default, the system will require members to pre-authorise payment by Direct Debit so each time money becomes due, it will get automatically collected and reconciled.

    If your account is not setup to take payment by Direct Debit then the system will require members to pre-authorise payments via PayPal. The limitation here is that PayPal's pre-authorisation agreements only run for 12 months so not so good for annual memberships that auto-renew.

Limit the number of members that can register for this Optional Extra?

If you have limited space or stock for the Optional Extra, you can set the maximum number of people that can register for it / buy it.

If you want the system to add people to a waiting list once the maximum number has been reached, you can by selecting Yes to the question 'When full, give an option to join a waiting list?'

People registering after the maximum number has been reached will be added to the system group 'Online registrations awaiting approval' (you can view that group under the main menu option 'Members'. Once you have approved the person from there, they will be added to the waiting list.

Step 2

Cost of this Optional Extra

Offer an early payment discount?

When requesting payment for the Optional Extra (as opposed to members opting to register for it / buy it), you can encourage members to pay on time by offering an early payment incentive. You can set a percentage or an amount and select the date in which this applies on and before. After the date expires, the cost of the subscription group will revert to the full cost.

Allow members to pay by instalments?

To help spread the cost, you can allow members to pay by instalments. If members opt to pay by instalments, they are required to pre-authorise future payments (see link to how pre-authorisation works above).

You can set the number of payments members can spread the cost over and the frequency, for example, Monthly. Each time an instalment is due, the system will generate a payment request, collect and reconcile the money.

You can chose to notify the member of this request when setting up the instalment notification email template (described later in this article).

Ask members to pre-authorise payments?

You can decide whether you want people in this optional extra to pre-authorise payments.  Typically, if the optional extra is set to auto-renew you would select yes.  The option is also useful for collecting fees on an on-going basis, for example, smaller weekly fees.  So each time money is due, the system will collect and reconcile the payments.

If you don't want to make pre-authorisation mandatory, you can make it optional or opt not to display the pre-authorisation option (this will hide it from the check-out page in the online registration process and on the payment page in the members login).

Step 3

This Optional Extra is associated to: 

Here you can set which Membership Categories / Groups you want to have the ability to register for / buy the Optional Extra.

Display this Optional Extra:

  • On the registration form of the selected groups / categories?
    This option allows you to publish the Optional Extra on the registration form of the Groups / Categories selected in the question above.

  • As a standalone option for people to register for via the registration page?
    Select this option to display the Optional Extra in the main dropdown list of items to register for via the registration page.

  • In the members online account?
    Select 'Yes' if you wish to display the Optional Extra in the members online account.

Enable option to buy multiple quantities of this Optional Extra?

Select 'Yes' if you want the member to able to buy more than one of the item at once.  For example, 2 t-shirts.

There is an option to limit the quantity.

This Optional Extra can be purchased:

  • Only once

  • Multiple times after the original purchase
    If you wish to allow members to purchase this Optional Extra multiple times, then select 'Yes'.  For example, this could be a consumable.

When members pay, move or copy them to a new group?

You can choose to select one of two options when a member pays in full for the Optional Extra; ‘Copy member to group’ and ‘Move member to group’. These options are useful if you want to be able to group together all the paid members for quick reference.

Typically, you would not select the 'Move' option for Categories that auto-renew as the member would be moved out of the category and future payment requests cancelled.

After members register for this Optional Extra, display the form in the members online account?

Because members can be associated to any number of Categories / Groups / Optional Extras etc and each one can have a different form, when the member logs in to their online account, we provide you with the option to select whether you want the member to see the form for the Optional Extra they are in. 

Step 4

Email Templates

Each Optional Extra comes with its own set of email templates that are used when the system sends automated emails out.  

The email templates available depend on some of the settings entered during the setup of the Optional Extra.  For example, the instalment notification email template will only show if you have opted to receive payment by instalments.

All email templates are customisable and give you the option to select who they should come from, what the subject header should be, insert field data and add an attachment.

Here's a full list of templates:

Payment request email template

This email template is used when requesting payment from members added to the Optional Extra.  Added to the Optional extra could mean adding someone individually, importing members via a spreadsheet or approving people that have registered online.  Each of those processes will purge the system to ask if you want to generate a payment request and this email will be used to request payment.

Welcome email template for people registering online

As the description suggests, this email template is sent to people registering online.  The default text of this email templates differs depending on whether you have opted to take payment at the point of registration or you want to vet people before approving their membership.

Note, this email template will not be available if you have selected 'No' to the option 'Display this course as a standalone option for people to register for via the registration page'.

Overdue payment reminder email template

Within this template there is an option to switch this feature on and set after how many days the reminder should be sent.

Renewal notification email

For Optional Extras that automatically renew, this email template is used to send the renewal notifications to members. Includes the option to switch on / off the notifications.

Instalment notification email template

For Optional Extras that have the option to pay by instalments, this email template is used to send instalment notifications to members. Includes the option to switch on / off the notifications.

 

Once you've inputted the settings for the Optional Extra, you can 'Save' or 'Save and build form for this Optional Extra'.  The latter will link you through to the form builder page.

 

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