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Wiki source code of Add Primary Member

Version 13.1 by Isaac Mejia on 2026/06/08 20:03
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1 {{include reference="KBArticleHeader.WebHome"/}}
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3 Adding**new Primary member accounts** is a vital part of Club Advantage that all users using the system should know how to do. Below we will be going through a comprehensive overview of the **Add**function, found on the **Operations page** under Member Management > Primary > **Add**.
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5 [[image:2858844172.png]]
6 == Enter Contract Details ==
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8 After selecting **Add** a new window will open for Enter Contract Details. On the**Member Information** tab, there are three main sections to fill out: Member Details, Account Details, and Contract Terms. //The **Personal Profile** tab is entirely optional, so feel free to add details if you like, but you are not required to complete any of it.//
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10 [[image:1560182884.png]]
11 === Member Details ===
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13 [[image:1559986350.png]]
14 There are required fields in **Member Details** that must be filled out, which are as follows: **First Name, Last Name, Address, City, State, Zip Code,**and**1 of 3 Phone Numbers.** //If this information is not filled out entirely you will not be able to proceed to process the account. Fields missing will be highlighted red after attempting to proceed.//
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16 **Add Photo:** Located in the top left corner of Member Details. You can take or upload a picture of the member for your records. The picture will appear on their **Member Profile** and the **Front Counter Check in System**. //Note that you will need a webcam to take a photo with this function.//
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18 **Email:** It is recommended that every member you sign up have a **valid email address**. Once the account is complete you will be able to **email** the contract to the member and also **email** members through the **Email Blast** function. eFit Financial can and will email delinquent accounts, provided this field is filled in. //Note: in order for a member to received emails, they must first verify their email address. A verification email is automatically sent to new members upon submission of the account, so long as an email address has been provided.//
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20 **Membership Code:** You can place a **Membership Code** on the account for easy labelling and tracking. For example: members with special privileges, pricing, or insurance, can be given a **Membership Code** for organizational purposes. There are multiple reports on the **Reports**page which allow you to search via this code for your convenience. //**Membership Codes**are completely customizable, and can be added or removed on the **Administration**page, under the **Lists Setup**header and **Membership Codes**option.//
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22 **Card Number:**This field will appear for clubs using **FCCS**and/or **Brivo** systems. You may place the barcode card or Key FOB number to conveniently assign it to the new member.
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24 **Alt Account No:**This optional field allows you to place any numbers or letters for tracking the member as an alternative to eFit's Account and Member IDs. Clubs that take insurance can save the member’s insurance policy number here.
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26 == Account Details ==
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28 [[image:1559986360.png]]
29 **Account Details** is all of the required billing information for the member, //and it is essential that this information is correct.//
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31 **Use Primary Member Address for Billing:** If the First Name, Last Name, Address, City, Zip Code and Phone Number from **Member Details** are all the same for the member's billing information, you can check the box in the top-left corner, and the corresponding fields will be copied over.
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33 **Sales Person:** This is a Required Field. It will default to the user that is currently logged into Club Advantage, though you may use the drop down menu to select a different user, if someone else made the membership sale.
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35 **Marketing Source:** This allows tracking of how a member was referred to the facility. You may use this drop-down to record how the member found out about your facility.
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37 **Send Member Portal Registration Code:** This option allows the system to email the new member their unique Registration Code, so long as a valid email address is provided. The member can copy this code to register and manage their account online through the **Member Portal**. //The code may be used on the Member Portal through the Register an existing account option. **If you have any questions regarding the Member Portal please contact eFit Financial Client Support at 877-772-3348**//
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39 == Contract Terms ==
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41 [[image:1562804259.png]]
42 The **Contract Terms** section is where you will enter in all agreement terms. In this first section we will be going over **Templates** to **First Payment Due Date.**
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44 **Templates:** This dropdown list contains your custom **Contract Template** to fill in some common fields. All applicable information regarding the contract will auto populate below in the corresponding fields per the Template selected. If you have any questions or concerns regarding **Contract Templates,** please refer to the **Contract Templates** user guide in the**Club Administration** section.
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46 **Membership Type:**
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48 **Open End:** A continual membership with no expiration date, which will bill until manually cancelled, or beyond the past due threshold.
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50 **Fixed Term:** A contracted term membership with a set expiration date, and the ability to set renewal terms.
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52 **Term:** This field appears only if you select the **Fixed Term**Membership Type. Use the applicable fields to enter in the length of the Fixed Term, for example: 12 months.
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54 **Payment Cycle:**This determines the frequency in which a member will be charged for their recurring dues. You will see the following options:
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56 * Weekly
57 * Biweekly
58 * Monthly
59 * Quarterly
60 * Semi-annually
61 * Annually
62 * Paid In Full
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64 //The Paid In Full option is only selectable for Fixed Term memberships, given that the member would be paying in full for a set period of time.//
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66 **Date Signed:** When the account was agreed upon with the member
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68 **Begin Date:** Date the member's account starts. Will default to the **Date Signed** if no adjustment is made. //Note that setting the Begin Date in the future will make the account a Future Account. Future Accounts after submission may only be changed with the **Edit**function, found in the same menu as **Add**.//
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70 **Expiration Date:** Date the member's Fixed Term account ends. This is unavailable for Open End accounts.
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72 **First Payment Due Date:** When the first recurring payment is scheduled. You may adjust this out into the near future, if you’d like the first recurring payment to be set to a specific day (such as the 1st or 15th of the month). This does NOT affect the down payment/initiation fee.
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74 == Contract Terms (Cont.) ==
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76 [[image:2859270158.png]]
77 **Total Payment Cycles:**This field is auto-populated based on your **Fixed Term**settings. It does not apply to **Open End** memberships.
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79 **Free Cycles to Start Term:** This gives you the option to push out a member’s recurring due date by the number you enter into the field. If you chose a Monthly **Payment Cycle**, entering in a “1” will push out the due date by one month.
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81 **Number of Payments:** Number of payments****that the member will be charged for a **Fixed Term**account. This will need to be adjusted if you give the member any Free Cycles.
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83 **Free Cycles to Finish Term:**This field works similarly to Free Cycles to Start Term, only it removes due payments at the END of a Fixed Term membership. This option is unavailable for Open End memberships, given that they do not have an expiration.
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85 **Recurring Payment $:**How much the member will be charged for their dues each payment cycle.
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87 **Statement Fee $:**This field only appears if you have **Statement**selected as the member’s payment method. This fee will be added on to each recurring due payment to cover the cost of providing a mailed paper statement each cycle.
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89 **Initiation Fee $:** Also known as the Down Payment, this field let’s you charge a one-time fee at sign up to the member, typically a deposit fee or a Key FOB fee.
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91 **Number of Payments Collected:**Any number of dues payments that have already been collected by the club at the time of sign up. //**Anything above “0” will push out the recurring due date by that many cycles.**// //**If all payments are to be processed by eFit please make sure this says “0”**//.
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93 **Amount Financed:**Auto-calculated. The amount of money that the member owes over the course of the account term.
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95 **Amount Due Each Payment Cycle:**Automatically populates with the same amount as the **Recurring Payment Amount.**
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97 **Total Down Payment: The Initiation Fee + Number of Payments Collected**
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99 **Total Sales Price:** **Total Down Payment + Amount Financed -**The amount paid/due on the life of the contract.
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101 **Down Payment Method:** How the **Total Down Payment $** will be collected. You have the following options based on your club’s settings:
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103 * Collected at the Club - Cash
104 * Collected at the Club - Check
105 * Collected at the Club - Visa
106 * Collected at the Club - Master Card
107 * Collected at the Club - Discover
108 * Collected at the Club - AMEX
109 * Collected at the Club - Gift Certificate
110 * Processed by eFit Financial - EFT
111 * Processed by eFit Financial - Credit Card
112 * Processed by eFit Financial - Statement
113 * Instant Payment - Credit Card
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115 Each of the //Collected at the Club//options are purely notational, as you are stating that you have collected the payment already at the club level, via the method you’ve chosen. **NO down payment will be processed by eFit with these options, as no transaction is present.**
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117 The //Processed by eFit Financial// options allows you to invoice the member via the available payment options. The down payment will be invoiced to the member’s account upon submission for processing on the next batch file (except the Statement option, as no payment method is present on Statement).
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119 //Instant Payment - Credit Card// makes use of eFit’s processing to run the down payment and get instant feedback. A card must be present to run this transaction, but will give you real-time results. Use this option to have eFit handle the down payment instantly and let you know if the transaction was approved or declined on the spot.
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121 **Recurring Payment Method:** Here you may select from the following options:
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123 * Use Down Payment Method //(only available when a valid Down Payment Method is provided)//
124 * EFT
125 * Credit Card
126 * Statement
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128 //**Paid in Full**accounts do not have a recurring payment, and therefore do not have this option.//
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130 == Contract Renewal ==
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132 [[image:1562738740.png]]
133 If a **Membership Type** of **Fixed Term** is selected, an additional field will appear with options for **Contract Renewal**.
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135 **No Renewal:** No renewal will be saved to the Fixed Term contract.
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137 **Open End Renewal:** The account will automatically roll over into an Open End membership upon expiration, using the settings you enter here.
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139 **Fixed Term:** Indicates the club would like this account to potentially renew for another Fixed Term membership with the settings entered. This renewal must be processed manually using the **Renew** function.
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141 Once you have completed the required fields . Select the **Save Account**button to preview the contract.
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143 == Contract ==
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145 [[image:1562869782.png]]
146 Now that you selected **Save Account**, the member's **Contract** will appear.
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148 **Primary Member Information:** Here you can see all of the members **Basic Contact Information.**
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150 **Membership Dates:** Where the length of the contract will appear. If an account is **Open End** there is no expiration date and that will be represented
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152 **Payment Schedule:** All of the **Contract Terms** will appear in this section.
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154 **Payment Considerations:** Will appear for payments that are on the last day of the month.
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156 **Default and Late Payments:** Informs member of eFit Financial**Late and Return fees** regarding **Default Payments.**
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158 **Renewal Options:** All Renewal information for the members account.
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160 //Contract continues on additional pages.//
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162 == Easy-Pay Authorization Form ==
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164 [[image:1562738748.png]]
165 If the member is having their dues processed by eFit Financial, this form will have the **Members Payment Information.**
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167 The person whom is paying for the membership **IS REQUIRED** to sign this form for eFit Financial to process payments.
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169 //Contract continues on additional pages.//
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171 == Terms and Conditions ==
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173 [[image:1559986373.png]]
174 This will include the facility's **Wavier and Release of Liability and Cancellation Terms.** The facility can Edit and Adjust this form through the**Edit Terms and Conditions** features underneath the **Club Administration Page**. If you have any questions regarding this feature please contact **eFit Financial Customer Service** or refer to the **Edit Terms and Conditions User Guide.**
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176 After this form has been signed you will then scroll to the top of the contract and select **Submit Account.**
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178 == Manage Account Contract ==
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180 [[image:1562738754.png]]
181 Once you have selected **Submit Account** the member contract has been entered into the **Club Advantage** system, and the member will be active for your facility.
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183 With this screen you have options on how you would like to proceed:
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185 **Close the Window:** Window closes and you are finished with entering the agreement
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187 **Print Contract:** You can print the contract for the member to sign and have a copy for not only your records but to give one to the member as well
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189 **Email Contract:** With a valid email, you can email the contract to the member. Great way to stay paperless and save you money
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191 **Add Another Member:**Here you can add an **Associate Member** to the **Primary Account** that was just created
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193 **Record Body Measurements:**You can record all preliminary body measurements through this feature. This comes in handy for trainers to track members physical progress