Selling an Advanced Membership Contract in EZFacility Classic

This lesson will show you how to sell a membership contract (See How to Set Up Membership Plans for information on how to set up your pre-defined plans)


Click on the Clients link

Select a Client

Select a Client

1. Search for your client or create a New Client

2. Click on the first or last name of the client

Membership Details

Click on the New Contract button

Note: In the Membership # text-box you can enter a unique number for that client. (Customers don’t have to be a member to have a membership number.)

You can manually enter a number or you can have the system generate a number for you by clicking on the Generate link.

If you have purchased custom printed key tags and a bar code scanner, you will want to enter the membership number associated with a specific key tag. To do that, simply put the cursor in the Membership # text-box and scan the key tag. The number associated with that key tag will appear. Click Here to purchase a recommended bar code scanner and key tags.


Enter Contract Details

Enter Contract Details

You can manually input the desired contract information into each field to customize the client's membership contract or...

Choose a Plan

Choose a Plan

The Use Plan option will allow you to auto-fill the fields based on a pre-defined plan

Review Contract Details

Review Contract Details

Sold By: List of Salespeople that can be associated as the seller of the contract for paying a commission

Membership Type: Type of membership the client is signing up for

Membership Fee: Dollar amount the client will be charged per term

Initiation Fee: Added fee to be charged for the first invoice only

Bill Every: Billing term for the contract

How Many Times: Term length of a contract

Start Date: Day contact begins

Revenue Date: This is the date that the revenue for your membership will be reported on for each term of the contract. The Revenue Report will use this date to show the membership revenue as being earned for that term.

End Date: Last day of the contract term

Max Visits: Entering a value limits the number of check-in's during the contract term

Payments Due On: This is the day that payment will be due on. If you are using Auto Pay this will be the day that the credit card or EFT account will be charged for the membership fee. If you select "15th of the month" and the Start Date of the contract is after the 15th, the payment will default to the Revenue Date. Choosing the Custom option will allow the payment due date to be any number of days from each revenue date.

Auto-Renew: If the amount of time before expiration is left blank, this contract will not automatically renew. Otherwise, early in the morning of that day a new contract will be automatically created and billed.

If the contract renews "as a copy of itself", the billing terms and fees will be identical to this contract. You can also choose one of your pre-defined plans, and the new contract will be set up according to that plan exactly. This is useful for one type of membership "rolling into" another type. If you enter a specific billing amount, or accept the default when you choose a renewal plan, the new contract will bill at that rate regardless of what the fees for this contract or the chosen plan are when the contract renews. If the renewal fee is left blank, the fee will be copied from the current settings of the renewal plan or from this contract directly. Initiation fees are always waived for renewed contracts. In general, the length of time for renewal should be as short as possible. The longer it is, the longer new pending contracts will be sitting idle for your members, potentially causing complications when you need to make changes to the current contract. If you will occasionally need to take payments or make other changes to the billing of a member's future contracts, you can instantly renew a contract manually at any time.

Discount for Renewals: This setting programs the contract to automatically apply a discount (Percentage or Flat Dollar Amount) once the contract renews. Optionally you can include a description for the renewal discount and any internal remarks.

Autopay: With "Yes" selected, the contract will automatically charge the contract fees on each Payment Due date for the life of the contract through either Credit Card Processing or Direct Debit. (Payment options based on your integrated accounts.) You can choose to have this option default to "Yes" or "No" (See How to Set up Payment Options)

Add to Cart

Add to Cart

The contract summary will display the information based on your settings.

Enter the client's Credit Card Details and/or Direct Debit Account before billing. You can also set which one will be used for auto pay. This will store the information in the client's billing section of their profile. Note: This section can be toggled on or off. See How to Set Up Membership Preferences

Click Add to Cart to invoice the membership

Invoice Contract

Invoice Contract

Invoice Now: When invoicing you may receive both the Multiple and Single Invoice options depending on the membership contract sold. "Multiple" will appear any time there is more than one billing item created for the contract (multiple billing terms or the membership fee + initiation fee). With multiple items created you can either invoice each item individually with the "Multiple Invoices" option or place them all on a "Single Invoice"

Invoice Later: This option allows you to leave any billing items created in your shopping cart so that you may sell other items--other membership contracts, training packages, etc.--and then bill a single client for all items.

What Counts Against your Membership Limit

Each EZFacility subscription entitles you to a certain number of membership contracts at any one time.  If you reach your subscription limit, you can contact your account representative to upgrade the amount you can use at a time.

Please use the following to determine what does and does not count against your membership contract limit:

  • Active memberships count towards your limit.
  • Any clients that are part of a shared contract will count towards your limit.  For example, a corporate account with 15 members counts as 15 contracts.
  • If you have a membership that is suspended, the membership will count towards your limit.  Suspended memberships; however, will not be included in the Membership Overview report’s membership count.
  • If you have a membership that is frozen, the membership will count towards your limit.  Frozen memberships however will not be included in the Membership Overview report’s membership count.
  • Pending memberships (membership contracts where the start date is set to a future date) will not count towards your limit.
  • Expired memberships will not count towards your limit.
  • Canceled memberships will not count towards your limit.
  • If you have entered simple memberships, they will not count towards your membership limit.  Simple memberships, however, will be included in the Membership Overview report’s membership count.  A simple membership is a membership that you have manually entered details in the Membership Details section of the Clients page.
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