Member Fees - User Guide

Index

1. Summary

2. Fee Setup - Member Fees

3. Fee Setup - Special Event Fees

4. Fee Exclusions

5. Payment Options

6. Booking Process - Members

7. Booking Process - Administrators

8. Additional Notes

Summary

• Assign fees to membership categories
• Enforce prepayments for golf bookings based on membership category and events (special events)
• Optional payment methods controlled on a per timesheet basis - Pay on Arrival, Credit Card (SecurePay / PayPal / Ezidebit)
• Ability to take prepayment of guest fees and equipment hire during the member booking process.
• Option to exclude fees on particular days (Guest Days, Open Days, etc)
• Click here to view Member Fees (P4P Stage 4) Overview Presentation

Fee Setup - Member Fees

Navigation: Bookings → Fees → Manage Fees → Member Fees

Select the fee group to add a fee to it and select the Add Fee option.

Enter a fee name and select the Save option.

The next screen that appears will allow for the specific fee details to be entered. Fill in the date range, time range, days of the week to apply to and price.

In addition to these details it is vitally important that the correct membership category is allocated to the fee. The membership category can be allocated to the fee by selecting Apply Fee to Membership Categories and check marking the categories the fee is to apply to.

Select Save to finalise the fee set up.

The new fee will now appear in the list of fees under the fee group the fee was set up under.

Fee Setup - Special Event Fees

Navigation: Bookings → Fees → Manage Fees → Member Fees

Select the fee group to add a fee to it and select the Add Fee option.

Enter a fee name and select the Save option.

The next screen that appears will allow for the specific fee details to be entered. Fill in the date range, time range, days of the week to apply to and price. NOTE: For special events the start and end date should be the date of the event.

In addition to these details it is vitally important that the correct membership category is allocated to the fee, generally speaking an event fee will not change from membership category to membership category so in most circumstances all membership categories can be selected in an event fee set up. If certain membership categories are required to be allocated to the fee the membership category can be allocated to the fee by selecting Apply Fee to Membership Categories and check marking the categories the fee it to apply to.

Select Save to finalise the fee set up.

The new fee will now appear in the list of fees under the fee group the fee was set up under.

Fee Exclusions

Fees can be excluded on a per timesheet basis, this means that on a particular day such as a guest day the visitor fee or particular member fees may be waived.

To exclude certain fees from a day navigate to the event in which the fees will be excluded.

Select Fees → View Daily Fees

Check the box next to the fees that need to be excluded for that day under the Exclusions heading.

Payment Options 

Payment options can be configured on an as per timesheet basis meaning specific days can force prepayment whilst others may allow payment on arrival.

Navigation: Timesheet → Fees → Payment Methods

The screen that will appear sets out all the payment methods available and whether they are available to Admin, Members or public. If a member fee is to be prepaid online the Pay on Arrival and No Payment options must be set to No in the Member Enabled column.

Booking Process - Member

The booking process for members will remain very similar to the current process except for the fact that when a player is booked the fee associated to the booking will display during the booking process.

If a fee is due to be paid the member will then be directed to the payments page where they can select from the available payment option. If online payment is forced then the member will be directed through the online payment process (PayPal, SecurePay, Ezidebit).

Upon successful payment the member will be sent a payment confirmation email and a green dollar sign will appear next to the players booking.

If payment in not forced upon the member and Pay on Arrival is selected a red dollar sign will appear on the booking indicating that the booking requires payment.

If a member is booking a group of players who have fees attached to their booking the member making the booking will be required to make payment on behalf of the other group members.

Booking Process - Administrator

Similar to the member booking process the process for administrators to make a booking largely remains the same. The main change during the booking process for administrators is that the fee associated to a players booking will appear next to the members name during the booking process.

The administrator will normally have more payment options also such as No Payment or Pay on Arrival which may not be available to the members.

If a fee is to be paid the administrator can process this payment via the clubs payment gateway.

Upon successful payment the member will be sent a payment confirmation email and a green dollar sign will appear next to the players booking.

If payment in not is not made via the administrator during the booking process a red dollar sign will appear on the booking indicating that the booking requires payment.

Additional Notes

• Members will not be able to delete their booking once payment has been made.
• Bookings made via the kiosk will not revert to the payments interface, rather the member will be directed to pay at the proshop.
• Refunds must be processed by the club directly out of their payment gateway, there is no refund option in the MiClub software.
• Member Fees do not support Packages.