Sharing Series, Memberships, And Having Clients Pays for/Paid by other clients

If you want, the system can share series and memberships between clients. This is helpful when a husband and wife want to share one series (For example, one buys a 5 class card. Then they can both use up the 5 visits at once.) It's useful when you sell a large series to a corporate account. All of the employees can share one giant series. And it's also very useful when parents and their children might share one series.

 

The next time you sign either of the two (or more) clients into a class, workshop, or appointment, the software will check to see who has a current package and deduct a session. If both clients have a current series then visits are deducted from their own packages. But if only one has a series, then visits for both are deducted from the account with the current card.

To Set Up the Sharing

For two or more clients to share a series, you must create a relationship between them. Here's how:

1. Look up one of the clients that will be sharing packages by following this menu path: Clients => Lookup Client
2. In the upper right corner of that client's Contact Info screen, click on the Assign link next to the words: Other Relationships
3. Look up another client that will be sharing the series
4. Using the drop-down box, choose "Shares Series" or "-Shares Series;" either one will work.
5. Click Add Relationship.

 

 

*If you set this up for employees to share a single (probably very large and expensive) series that you sold to a corporation, you will stay on the Client Info screen for the corporation. Then just keep adding the Shares Packages relationship for every employee's account in the system. By the end, every employee should be listed under the Relationship box on the right hand side of the corporation's Client Info screen.

If you enable the Automatically Reconcile Unpaids feature, it reconciles clients with shared series. For example, a husband and wife share services. And the wife purchases a 10-visit series. If the husband had three unpaid visits before the purchase, then when you click the [Recalculate] link at the top of his Account Details screen, the system will pull three visits from his wife's 10-visit series to reconcile.

 

What Causes Shared Services to Reconcile?

• Clicking the [Recalculate] link on the unpaid client's Account Details screen
• When a visit is early canceled (e.g., if the wife in the above example were to early cancel, the system uses her early cancel visit to pay off her husband's unpaid visit)
• After an AutoPay is purchased (e.g., in the example above, if the wife bought an AutoPay, when the first AutoPay ran for a 10-class card then the system will use a visit from her series to pay off her husband's unpaid visits)
• After a contract is purchased inside the Retail screen (e.g., in the example above, if the wife purchases a Contract on the Retail screen, the husband's unpaid visits will instantly reconcile with the series she is buying)

 

To Use this Feature

1. Enable Automatically Reconcile Unpaids by following this path: Toolbox => Setup => Options => General Setup & Options
2. Have at least two clients that have a Shared Packages relationship set up in their Profile screens.

Your system has a relationship type called "pays for/paid by." The type is hardcoded, meaning, you can't change the relationship type's name (just like the Share Series relationship type). And it affects how your site functions.

 

To use this feature, first you assign it as a relationship between clients. You can do this by looking up a client and then clicking on the [Assign] link in that client's Profile screen (in the Other Relationships section).

 

Once clients have been assigned the "pays for/paid by" relationship, when the "paid by" client (usually a child) is enrolled into a workshop, the "pays for" client (usually the parent) will be inserted as the one paying for the series on the Retail screen. It improves the workflow of enrolling children into classes and workshops that their parents will probably pay for.

 

To see the feature:

1. Assign the "pays for/paid by" relationship between two clients.
2. Click on the Workshops tab.
3. Click on the Enroll button for a workshop.
4. Enroll a client that 1) doesn't have a series to pay for the workshop and 2) is the "paid by" client (i.e., child).
5. Once on the Retail screen, notice that the "pays for" client (e.g. parent) is automatically the client paying for the service.