Contracts Packages

The contacts and packages screen combine two unique functions. Contracts allows you to append a contract to monthly auto renew charges, create enrollment fees and specify whether auto renews stop after the contract date or continue until the client cancels their monthly automatic payments with you.

Packages allow you to combine services from existing series into one package as well as products and sell it at the point of sale. For example, you could create a spa day package which includes a massage, pedicure, manicure, facial and beauty products and sell only one item at the retail point of sale screen instead of each on individually. Packages also enable you to apply a discount to a group of services purchased all together.

In most cases, Session 3 only covers packages.

*If you wish to read more about contracts, continue reading below after packages. If you sell primarily memberships and contracts, let your trainer know and they will cover contract setup and sales with you.

Packages

Before you add a package, you must have set up all applicable series and memberships that can be part of the package. Please refer to Series and Memberships if you have not already done this.

1. Follow this menu path: Toolbox => Setup => Pricing => Contracts & Packages
2. Click Add New in the upper right corner.
3. Select Package in the upper left corner.
4. Enter the package name in the Description Field.
5. Add a percentage discount (if any).
6. From the Add Item list, select the items that are include in the package.
7. For example, an item would be any of your series or products.
8. To add a retail product:
   1. Choose Retail Product from the Type of Item drop down list.
   2. Lookup the retail item.
   3. Once you have chosen the item, click Add Item.
9. To add a Service Item:
   1. Choose the Department (Program) in which the item resides from the Type of Item drop down list.
   2. Choose the service item from the Select Item drop down list.
   3. Click Add Item.
       
10. Repeat steps 9 and 10 for all the items you would like to include in your package.
11. After you add all of the items, click Add New Package to save your work.

Add a Contract

With MINDBODY's Contracts & Packages Feature, your staff can create and sell health club style contracts for your clients or members. Contracts use existing series and memberships set up under Toolbox>Services>Series and Memberships. Please refer to Series and Memberships if you have not done this.

1. Follow this menu path: Toolbox => Setup => Pricing => Contracts & Packages
2. Click Add New in the upper right corner.
3. Type the Description of the contract in the Description field.
4. Choose the payment frequency.
5. Enter the total number of payments.
6. If you want the contract to automatically renew at the end, check the Auto Renewing at End of Contract checkbox.
7. If a Contract Deposit amount is required, enter the total amount in the Contract Deposit field.
8. If the Contract Deposit amount is editable at Retail Point of Sale, check the Contract Deposit Editable checkbox.
9. If the client receives a monthly discount for using auto renew, enter the percentage discount in the Discount % field.
10. At the bottom of the screen, choose the Department (Program) in which the monthly fee resides from the Type of Item drop down list.
11. Choose the monthly auto renewing item from the Select Item drop down list. The Auto Pay item checkbox should remain checked.
12. Click Add Item.
13. Click Update Contract.

After you have entered the contract information above, you can add the contract text.

Create Terms and Conditions for Contracts

1. Open a word editing program such as Microsoft Word.
2. Write your contract terms using the contract below as a template if needed. Use the Replace Phrases below where appropriate.
3. Save your Contract Terms as an HTML document (in Word: Select File => Save As => Web Page, Filtered (*.html, *.htm).
4. Save the contract somewhere easy to find so you can use it again.
5. Close the document.
6. Re-open it using Notepad so that all the HTML tags are displayed.
7. On a PC, Right Click on the file, select "Open With", and select "Notepad."
8. Select the entire text (Ctrl + A) in Notepad and Copy (Ctrl + C) into the "CONTRACT TEXT" field. It will look messy here, but when you preview the contract from the client information screen, it will look formatted as it did when you created in your text editor.
9. Click Update Contract at on the bottom of the screen.
    

Click here to learn about Package Booking (booking appointments solely based on packages that can pay for them)

Click here to see a list of Replace Phrases

Replace Phrase	Description
<CLIENTPREFIX>	Client's Title
<CLIENTNAME>	Client's First Name Space Last Name
<CLIENTFIRSTNAME>	Client's First Name
<CLIENTLASTNAME>	Client's Last Name
<CLIENTDEAR>	Client's Nickname (First Name if not entered)
<CLIENTID>	Client's ID
<CLIENTBIRTHDAY>	Client's Birthday
<CLIENTPHONE>	Client's Mobile Phone or Home Phone
<CLIENTADDRESS>	Client's Street Address
<CLIENTPOSTALCODE>	Client's Zip/Postal Code
<CLIENTCITY>	Client's City
<CLIENTSTATEPROV>	Client's State/Province
<CLIENTEMAIL>	Client's Email Address
<EMERGENCYCONTACTNAME>	Client's Emergency Contact's Name
<EMERGENCYCONTACTRELATION>	Client's Emergency Contact's Relationship
<EMERGENCYCONTACTPHONE>	Client's Emergency Contact's Phone
<EMERGENCYCONTACTEMAIL>	Client's Emergency Contact's Email
<STUDIONAME>	Business Name
<STUDIOURL>	Business Website Address
<STUDIOLOGO>	Business Logo (Must use HTML format Auto Emails)
<STUDIOPHONE>	Business Phone
<LOCATION>	Business Location Name
<STUDIOADDRESS>	Business Full Address
<CONTRACTNAME>	Name of Contract
<CONTRACTFREQUENCY>	Monthly or Weekly or Yearly
<NUMBEROFPAYMENTS>	Number of Payments in Contract
<PAYMENTMETHOD>	Payment Method
<LASTFOURDIGITS>	Last 4 Digits of Credit Card or Bank Account
<AUTOPAYITEM>	Name of AutoPay Item
<AUTOPAYAMOUNT>	Amount for AutoPay
<AUTOPAYPMTREFNO>	PmtRefNo for AutoPay
<DEPOSITAMOUNT>	Contract Deposit Amount
<FIRSTCHARGEITEM>	Name of first/one time charge item, ie Joining Fee
<FIRSTCHARGEAMOUNT>	Amount of first/one time charge item
<TOTALSESSIONS>	Total count of Sessions initially sold on Contract
<TICKETTOTAL>	Total Amount of Initial Contract Purchase
<AGREEMENTDATE>	Contract Agreement Date
<CONTRACTSTARTDATE>	Start Date of Contract
<CONTRACTENDDATE>	End Date of Contract
<CONTRACTNOTES>	Contract Notes

Click here to see a sample contract

<AGREEMENT DATE>

Between: <CLIENTNAME> and <STUDIONAME> for [INSERT SERVICE PROVIDED HERE IN EXCHANGE FOR MONTHLY FEE].

 

Contract Start Date: <CONTRACTSTARTDATE>

 

Contract End Date: <CONTRACTENDDATE>

 

Contract Duration and Automatic Renewal: Contract is in force for <NUMBEROFPAYMENTS> months from the Contract Start Date, with automatic renewal for subsequent months, unless cancelled by either <CLIENTNAME> or <STUDIONAME>, with notification of 30 days in advance of the next billing date.

 

Agreement to Pay Recurring Fees: <CLIENTNAME> agrees to pay <STUDIONAME> monthly recurring fees as follows:

<AUTOPAYITEM> for <AUTOPAYAMOUNT>

via Client authorized automatic credit card or checking account ACH charges. Alternatively, Client may prepay six or twelve months in advance via any credit card, ACH, bank check or wire transfer. Payment in monthly increments by any means other than Client's credit card or ACH is not permitted.

 

Please read and sign below.

(a) I agree to purchase the <AUTOPAYITEM> for <AUTOPAYAMOUNT>, as an automatic charge to my credit card, or automatic debit to my checking account each month for a contract period of <NUMBEROFPAYMENTS> months.

 

(b) I hereby certify that I am the holder of the credit card, or an authorized signer on the bank checking account detailed below.

 

(c) I understand that I will be notified if my credit card or checking account payment fails to authorize for any reason, and that a $10 late fee will apply if I do not provide a valid credit card or checking account ACH information within 10 calendar days of the original rejection date.

 

(d) I understand that my service will be deactivated if my account becomes more than 30 calendar days late.

 

Signature: _______________________________________Date: ____________

Printed Name: ____________________________________

 

CHARGE THE FOLLOWING CARD OR BANK ACCOUNT EACH MONTH:

Cardholder Name: ________________________________________________

Credit Card Number: ______________________________________________

Expiration Date: ________________

Signature of Cardholder: ___________________________________________

--OR--

BANK NAME: _____________________________________________________

NAME ON ACCOUNT: ______________________________________________

AUTHORIZED SIGNER NAME: ________________________________________

SIGNATURE OF ABOVE: ____________________________________________

RTN NUMBER: ___________________________________________________

ACCOUNT NUMBER: ______________________________________________

Freeze your Auto Pay

To freeze your auto pay, a completed request must be submitted in writing at least 30 days in advance of your next billing date in order for your request to be effective from the following month. Billing date is based on your activation date listed below.

Clients enrolled in the monthly auto renew program may elect to freeze their auto pay charges once per year according to the policy below:

You can freeze your Auto Pay schedule once per year at any time for a fee of $15 per month. The freeze is activated at the start of the next billing cycle and can be requested in monthly increments for up to 6 months.

To request the freeze, complete a freeze request form at the front desk and submit it via fax or in person to the front desk.

Following the end of your requested freeze period, your monthly auto-renew will automatically be reactivated.

 

Cancel your auto pay

Your auto pay schedule may be canceled at any time.

A completed auto pay cancellation form must be received at least 30 days in advance of your billing cycle (example: if you are scheduled to be charged February 14th and you want to cancel for the month of February, you must submit a cancellation form to <STUDIONAME> by January 14th.)

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