Members that have a saved payment method on file (credit, debit, Venmo, Apple Pay, or PayPal), can have their outstanding balances collected automatically beginning at midnight each day. Your club simply needs to activate this feature, then set the negative threshold to collect at.
Go to the Front Desk dashboard, then Settings & Authorize Devices.
For Concessions…
At the top of this page, you will see the option to toggle this feature on. Set “Auto-charge negative concession balances” to Yes.
For “Auto-charge when account is below this amount” set the amount the household must go below to automatically charge them. Keep in mind, there is a flat-fee of $0.49 for every charge, so you should set a value that makes charging worthwhile. Although you could set an amount as low as $5, we recommend a higher number so you are capturing payments less often and incurring that charge fewer times.
Remember, kids are at the snack bar every visit! Households will either continue to accrue a negative balance (meeting that threshold eventually) OR the member will reload their accounts manually (which is how our system has worked for many years).
“Attribute sales to a product” – the orders created to square up negative balances must be attributed to a product for the order history. By default, your website should be attributing sales to your pre-set Concession Credit product. We recommend leaving that as is. Even though your product has preset amounts to purchase (such as $20, $40, $60), those amounts are ignored when settling outstanding balances. The sale will be a custom amount based on what they owe. If tax is applied to this product already, the outstanding balance will also add tax. So if the member owes $10, the final amount will be $10 plus tax.
Orders will be done in small batches throughout the AM hours every night. Purchase receipt emails will be sent to the treasurer and member just like any other order.
Pro-tip. Tell your membership this will happen
If this is your first time turning on the auto-charge feature, be sure to inform members this will take effect immediately for outstanding concession balances (beginning today if just enabled). We recommend sending a communication to the membership before each Summer reminding them that payment methods on file will be charged automatically if the balance goes at or lower than the threshold you set.
For Guest Passes..
Stay tuned next week. =)
