Member Maintenance
Member Maintenance: This is where we can view any member’s account information that is set up in Club Advantage for your club. We can edit the member’s information here as well.
Find: Select this to pull up the Find a Member box. Here we can search by the members first or last name, member ID, account number, phone number, alternate account number, or by membership code.
Save: Select this to save any changes made on the current screen in Member Maintenance.
E-mail Member: If member has an email address listed in Member Maintenance, this option will open a new email to the member.
Member Maintenance: Member Tab
Member Information: Here we see the member’s name and address. We also see the following:
Member ID Number: Member’s account number with a corresponding number as to the primary or secondary members. Example: a primary member’s ID number would be 1234561, while the second and third members on the account would be 1234562 and 1234563 respectively.
Account Number: Number attached to the account in Club Advantage. This is the number eFit Financial will ask for if you call in about a member’s account.
Alt Account Number: If you would like to assign alternate account numbers for your members, you can do so here. For example, if you had a way of identifying member’s in a previous system or other member tracking method, you can continue to do so with this option. This would be a number you have to manually assign, the system will not automatically assign one to your members.
Contact Information: Member’s phone numbers and email address. eFit Financial will use this information to contact the member regarding billing issues.
Billing Information
Continue Billing: If a member’s account is on hold, we can select this option to set up a date to reprocess the members account.
Account Balance: Full amount due for the remaining amount on the member’s entire contract. If an open ended account, there will not be an account balance.
Recurring Payment: Amount member will be charged on their payment due date.
Membership Extension: Use this option to grant free months onto the end of a member’s contract. Not to be used with open ended accounts.
View Multi-club Access…: If your club has multi-club access, you can edit which clubs the member is able to use here.
Next Due Date: Member’s next payment due date for club dues. If the member is past due, the date will read from when the member owes.
Begin Date: When the member began their membership with the club.
Expiration Date: When the current contract will expire. Open ended accounts will not have an expiration date.
Billing Status: Shows members’ current billing status. Will read Current, Paid in Full, or Past Due for active accounts, and may read Returned, Expired, or Canceled for inactive accounts.
Member Status: Will read either Active or Inactive.
Total Payments Remaining: Number of payments remaining on member’s current contract. Open ended accounts will not have any payments remaining.
Last Payment Made: Date of the last payment made by the member towards account.
Amount Due: Total amount of currently invoiced items.
View Payment Details…: View the Payment Information for the member if set up on a Credit Card or EFT payment method. If member is on a Credit Card payment method, you will see the credit card type, last four digits of the credit card, and the expiration date. If member is on an EFT payment method, you will see the bank name, account type (Checking or Savings), routing number, and the last four digits of the account number.
View Renewal Terms…: If the member is set up with a renewal after their current contract, we can see the renewal terms here as well as edit the renewal information. Any changes made here will not take effect until the membership actually renews.
Payment Method: Will state how the member is set up to pay for account. Examples: EFT, Credit Card, Coupon, Statement, or Paid in Full. If it reads Credit Card or EFT, eFit Financial is processing the payments. We can also edit Credit Card or EFT information here or change the payment method by selecting the correct option with the drop down menu.
Payment Cycle: States how often the member will be billed the recurring payment amount for club dues: weekly, biweekly, monthly, quarterly, annually, or semi-annually. Paid in full accounts will read Paid in Full in this box.
Members on Account: Inside this box, you can see the listing of all members on the account. You can also view those accounts by selecting the name and clicking on View at the bottom of the box.
Member Maintenance: Financial Tab
Financial Tab: This tab will have all billing information for the member. You will see some of the same information as on the Member Tab, such as Account Number and Member Status.
Contract: View the member’s current contract.
E-mail Agreement: If the member has an email in Member Maintenance, select this to email the contract to the member.
Terms: View the club’s Terms and Conditions.
Account Information
Membership Code: Membership code attached to the account, chosen by the club.
Sales Person: Name of employee that set up account.
Billing Name: Name of the person responsible for payments on the account.
Marketing Source: Marketing source attached to the account, chosen by the club.
Billing Address: This should be the address attached to the member’s payment method, or where the statement or coupons need to be sent. All notices will be sent to the billing address as well.
Billing Information
Initiation Fee: Amount member paid for signing up with the club.
Amount Financed: Amount member owes on account after any payments made at the time of signing up with the club.
Total Down Payment: Amount member was charged for a down payment; will include initiation fee if one was applied.
Total Sales Price: Amount member paid in total for the current contract. Open ended accounts will not have a Total Sales Price.
First Pay Due Date: When the first payment is due for member’s contract.
Total Number of Payments: Amount of recurring club due payments on member’s contract. Open ended accounts will not have a Total Number of Payments.
Number of Payments Received at Point of Sale: When the member signs up with the club, this will read the amount of payments they paid to the club at that time.
Recurring Payment: Amount member will be charged on their payment due date.
Payment Cycle: States how often the member will be billed the recurring payment amount for club dues: weekly, biweekly, monthly, quarterly, annually, and semi-annually. Paid in full accounts will read Paid in Full in this box.
Membership Length (Months): Number of months for which the member’s contract is set up. Open ended accounts will read Open End.
Gross Amount: Total Sales Price minus the amount paid on account.
Begin Date: When the member began their membership with the club.
Expiration Date: When the current contract will expire. Open ended accounts will not have an expiration date.
Replaced: Number of times account has been replaced.
Renewed: Number of times account has renewed.
Member Maintenance: Personal Tab
Personal Tab
Personal Information: Members date of birth, sex, marital status, and employer.
Personal Notes and Interests: These options will match what the club has chosen for this section.
Fitness Notes and Goals: These options will match what the club has chosen for this section.
Body Measurements: You can record the member’s body measurements, view their charts, and print their progress report
Member Maintenance: Emergency Tab
Emergency Tab: Record any emergency contact information, doctor and health insurance information, and medical conditions for the member here.
Member Maintenance: Contact History Tab
Contact History Tab
Add a Contact: Any contact with the member should be notated on the account. Do so here by typing in the Comment box and hitting submit.
Previous Contacts: Listing of any comments entered into the system by the club or eFit Financial as well as automatic system comments.
Member Maintenance: Transactions Tab
Transactions Tab
Payments Processed by eFit Tab: Listing of all payments processed by eFit Financial.
ID: Transaction ID number. Click here to see Transaction Details. If a payment is returned, this is where you can see the decline reason.
Date: Date the payment was processed or returned.
Invoice Number: Automatically generated number for item billed.
Amount: Amount paid or billed.
Status: Payment status will read Paid, Returned, Invoiced, or Processing.
Description: Will state what the item is that is being billed or “Payment Received”.
Due Date: Date the item billed is due.
Payments at Club Tab: Any payments taken at the club and posted to the member’s account will show here.
Credits Tab: Any credits pending on the member’s account will show here. These have not yet been applied to any items.
Point of Sale Purchases: Any POS item applied to the member’s account will show here.
Activity Packages: Listing of the member’s activity packages, includes expired packages.
ALL: Complete listing of all payments made on the account.
Add A Member
New Member Entry: Enter a new or secondary member, finish entering a pending member, or convert guests/prospects into members.
Replacement Entry: Change or make a new contract on an existing member. Also allows the club to re-activate a canceled or returned account.
Renewal Entry: Before an account is set to expire, the club may enter a renewal. This new information is a brand new contract and is not able to be viewed until the current contract expires. Open ended accounts do not renew as they have no expiration date.
Reports
All reports available through Club Advantage.
Member Administration
Member Administration: There are many helpful options in this section. Below you will see commonly used ones explained.
Post a Payment: Recording a payment that a member has made at the club. Post a Payment can be accessed through member administration or POS.
Cancel a Member/Edit a Pending Cancellation of a Member: When the club wants to terminate a member’s account, you will use this option. You can set the cancellation date here as well as charge a cancellation fee if desired. There is a section to include a comment as to why the member is canceling.
Order Replacement Card: If eFit Financial issues your member’s access cards, this is where an additional card can be requested if lost.
Add/Edit Freeze Open-end Payments (Cannot Freeze Term Accounts): Use this option to stop billing for a specified amount of time. This feature can only be used on open end accounts. The club may charge the member a fee to put account on a freeze.
E-mail Blast: Send out an email to any member that has an email on their account. You can specify by: member status, membership code, and billing status.
Manage Member Credits Created at the Club: Apply any credits on a member’s account towards invoiced items.
Manage Member Alerts: Add or edit any message to display to all members when they check in at the club.
Manage Member Messages: Add or edit any message to display to individual members when they check in at the club.
Body Measurements: Record and review any body measurements for members here.
Rewards and Referrals: Grant member free months for membership dues.
Club Administration
Club Administration: There are many helpful options in this section. Below you will see commonly used ones explained.
View Waiver/Refund Requests: Listing of the status and other key information about any waivers or refunds requested for members.
Manage Club Information: Update any of the club’s information such as: contact information, location, email address, and website. Sales tax and POS sales tax amounts to be charged may be edited on the profile tab. You can also view the club’s contract with eFit Financial here.
Edit Terms and Conditions: Update the club’s terms and conditions to be applied to each member’s account.
Delete a Pending Member from ‘Add a Member’: Remove a partially entered member from Club Advantage.
Club Payment Calendar: Shows the live debit dates are as well as when a transfer of funds will occur.
Live Debit Date: Found on the club payment calendar and denotes days when payments are processed through eFit Financial. Dates with “**” on the Live Debit Date will be processed early in the morning.
Close a Period: All financial information is processed for the club this day. If the close lands on a Live Debit Date, this is a day that all accounts with credit or debit cards on file will be billed early in the morning.
Send Funds: This is the day the club will receive their deposit. If the day after the “Close a Period” day is a weekend or holiday, the deposit (Send Funds) will show on the following business day.
Membership Agreements: Print any membership agreement, blank agreement, blank EFT forms, and Terms and Conditions here. You may also email a member their agreement from here.
User Administration: Add, modify, or delete any users (employees) from Club Advantage.
Point of Sale Administration (if applicable): Manage categories, suppliers, and inventory for POS here.
Member Access Portal Administration (if applicable): If the club is set up with the Member Access Portal with eFit Financial, this is where you can set up membership plans to sign up for online, give existing members registration codes for the portal, and also manage the club’s online store if they have one.
Sales Administration
Guest & Prospect Management: Pull reports and records for the guests and prospects entered into the system.
Member Retention Management: Edit messages on the renewal notices sent to members. Also, view pricing for additional services such as “Welcome”, “We Miss You”, and “Happy Birthday” cards. Here you will also find helpful reports for tracking member attendance.
Referral Program Management: SideKick™ program details found here.
Membership Sales & Marketing: Edit marketing sources the club uses.
Guest & Prospect Tracking
Guest and Prospect Tracking: Service that is used to record any non members that use the club or are interested in using the club. Use the Search area on the left side of the screen to find any already entered guests and prospects.
Information Tab: Update a guest’s or prospect’s information here.
Attendance Tab: See the time and date of any check-ins at the club.
Contact Tab: Notate any contact with the member here under the Comments box.
New Tab: Enter a new guest or prospect.
Schedule Tab: Lists of any follow up activities assigned by the club.
E-mail Blast Tab: Send out an email to any guest or prospect.