How do I add a package to a member's profile manually?
Octiv offers two options on how to add a new package to a member's profile. Via the member's card and the schedule
Adding a new package via the members' card
Navigate to Members > Manage > click on the member to open the member card > Packages > Create New
Note: If the selected package has a Sign-Up Fee configured, a Would you like to add the package sign-up fee to the member's first invoice? checkbox also appears. Tick it to add the fee to the invoice generated. Not available on facilities still on the older (legacy) cash billing setup. See How does the package sign-up fee work?
Limited Packages
allocate limited package > if a default period is allocated to the package the end date will automatically pull through > select payment Type > select if the invoice should be sent to the member "Yes" or "No" > Submit.
- If "Would you like to generate an invoice for this package?" is not selected no invoice will be created
- If a Cash, Card, EFT or No Payment (Free) is selected sessions are immediately released and a paid invoice is created.
- If Requesting adhoc payment or generating an invoice is selected sessions will only be released once the invoice has been recorded as paid.
Go to Accounts > Invoices > Click on the action button next to the invoice > Record payment
- Request adhoc payment is only available to studios integrated with Paystack, Paynow or Stripe. This will then automatically send the Invoice with a payment link to the member.
Only once the payment has been done by the member will the invoice recon to paid and the sessions released.
Month-to-month rolling Packages for Cash, Debit Order, and Card Subscription members
allocate the month-to-month package (e.g. 3x Week) > if a default period is allocated to the package the end date will automatically pull through > select if you would like to have a prorated invoice created for the package or not
if yes is selected the prorated amount for the outstanding days (depending on the start day of the package) will be generated > select payment Type for how the prorated invoice must be paid > and follow the steps.
if no is selected the first automated invoice created will be in the cash invoice generation batch / next debit order batch / next card subscription billing date
When no invoice or a prorated invoice is created for month-to-month packages the package is immediately released.
When yes is selected to create a prorated invoice:
- Cash, Card, EFT - Paid invoice is created.
- Card Subscription / Debit Order Subscription - Prorate invoice is generated for the partial period before the next billing date.
- Request adhoc payment - Invoice is sent to the member with the payment link (Only available to studios integrated with Paystack, Paynow or Stripe)
- Generate invoice - unpaid invoice is created
Go to Accounts > Invoices > Click on the action button next to the invoice > Record payment