Overview

If your club still uses the Legacy Add-ons/Account Charges version, upgrading to the new Add-ons/Account Charges version gives you more control over how add-ons are sold, tracked, and canceled. The biggest differences are:

• Better tracking and reporting: You can see the status of every add-on, why it was canceled, and who canceled it.
• Signed contracts: Every add-on and account charge creates a contract the member signs, using your club’s terms and conditions.
• Tracked cancellations: Add-ons are canceled with a reason and a date (including future dates) instead of being deleted, so you keep a full record.

This article walks through what changes when you upgrade and links to the articles that cover how to use the new version.

Ready to upgrade? Contact Club OS Support and we’ll turn on the new Add-ons/Account Charges version for your club.

Improved Tracking & Reporting

With the legacy version, once an add-on was removed, it was hard to tell what happened to it. The new version keeps that history and makes it easy to report on.

• Add-on status at a glance. The recurring add-ons list shows a Status for each add-on: Active or Active - Pending Cancel. You don’t have to open the details to see if a cancellation is coming up.
• Cancellation reasons in reporting. The Add-On Services Detail report includes a Cancel Reason column and an Add-On Status of Active, Active - Pending Cancel, Canceled, Deleted, or Ended. You can filter the report to show only add-ons that are pending cancellation.
• Revenue tied to the right club. By default, add-on revenue goes to the member’s home club. Multi-location clubs can choose to tie add-on revenue to the club where the member signed up instead.
• Account notes. When an add-on is canceled, a note is added to the member’s account with the add-on name, cancellation date, and reason.

Signed Add-on Contracts

The legacy version doesn’t create a contract that reflects what the member actually agreed to. With the new version, adding or changing an add-on can end with a Sign step.

• Contracts match what was sold. The contract includes the details entered for that add-on, including frequency, amount, first payment date, expiration date, number of payments, PT sessions per payment, down payment, rollover to open-end, and the masked payment method.
• Your terms and conditions. You can set add-on terms and conditions in Client Preferences, and they appear on every add-on contract.
• Member signature. The member signs the contract, and the signature and date are saved with the add-on. This also applies when an add-on is edited.
• Print or email a copy. You can print the contract when you’re done, and you can choose to have a copy of the agreement emailed to your club’s main email or another email address.
• Tax breakouts. If your club uses membership tax, the add-on version calculates tax automatically, and the contract shows the payment amount, each tax level, and the per-payment total.

Tracked Cancellations

On the legacy version, the only way to stop an add-on was to delete it or change its dates. On the new version, canceling and deleting are separate actions.

• Cancel with a reason. Staff must choose a cancellation reason. You can set up a list of reasons in Client Preferences so everyone uses the same ones, which makes reporting more consistent.
• Cancel today or on a future date. If your club requires 30 or 60 days’ notice, you can enter the future cancellation date now. The add-on keeps billing until that date, and you don’t have to set a reminder to cancel it later.
• Same-day cancellations. If you cancel an add-on effective today, the cancellation is processed right away, so you can re-add the same add-on to the account without waiting until the next day.
• Change your mind. A pending cancellation can be removed any time before the cancellation date.

Other Benefits

• One version for everything. Create one-time, recurring, and paid-in-full add-ons from the same place, and view all current and past charges in one list.
• More control over what staff can do. Add-on permissions have four levels: View Only, Add Only, Add/Edit/Cancel Only, and Full Access. Only Full Access can delete or credit add-ons.
• Options for trainers. With the PT Only option, trainers can sign members up for session-based personal training add-ons without being able to add other types. The Limited option restricts which fields staff can edit and requires due dates within 14 days.
• Legacy entry is a separate permission. After you upgrade, you can control who still has access to the legacy add-on entry version.

Frequently Asked Questions

Will upgrading change the add-ons my members already have?
No. Existing add-ons keep billing as they are today. You’ll just manage them on the new version.

Do we have to use contracts and signatures?
You control the terms and conditions shown on the contract in Client Preferences. If you haven't set up terms and conditions, no signature will be required.

Can we still delete an add-on?
Yes, users with Full Access can delete add-ons that were entered by mistake. For anything else, cancel the add-on so the reason and date are saved and show up in reporting.

Will staff need training?
The steps are a little different from the legacy version but should not require a full training. The Add-ons/Account Charges version article walks through adding, editing, canceling, and removing add-ons.

How do we upgrade?
Contact Club OS Support to have the new version turned on. They will ensure everything is setup for you to get started immediately.

Related Articles

• Add-ons/Account Charges version: how to add, edit, cancel, and remove add-ons on the new version
• Legacy Add-on/Account Charges version
• How to Pay Member Dues and Add-ons