In Pike13 each use of your services is counted as a client visit. Plans and passes pay for visits in class and appointment rosters. If a visiting client has an active plan or pass and that plan or pass has visits that are available to cover someone's attendance in a roster, that visit is marked "complete" and deducted from the plan or pass. If the visiting client doesn’t have an active plan or pass to pay for the visit, it’s marked as an "Unpaid Visit," which means it’s an "uncovered" or "unqualified" visit. Learn more in Taking attendance in a class or course
Rolling unused visits over to the next period You can set a plan to allow unused visits to roll over to the next week or month to give a client more time for using them. You can do this both when you create the plan and when you modify an existing one.
Note When you modify an existing plan to allow rollover visits, only the unused visits on the plan from that date forward will roll over, not visits that precede the date when the rollover allowance was added.
The number of visits that can roll over can’t exceed the visit limit for the period. For example, if the plan allows 10 visits per month, no more than 10 visits can roll over to the next month, but you can also set it to allow fewer to roll over.
Rolled-over visits are deducted from a plan before the current period’s unused visits. Any rolled-over visits that remain unused at the end of the period don’t roll over to the subsequent period.
Example A client’s 10-visit plan allows as many as 10 unused visits to roll over for use in the next month. Five unused visits from March on a client’s 10-visit plan do roll over to April. Those five rollover visits are deducted first from the total of 15 available visits on the 10-visit plan in April. But the client makes only three visits using that 10-visit plan in April, and the two remaining rolled over visits from March don’t roll over to May. Instead, the 10 unused visits from April on this 10-visit plan do roll over to May.
Visit count discrepancies You might find discrepancies in the number of visits attended and the visits paid for in certain client profiles. Here’s how that can happen. An active plan might have an unpaid bill but is still active and available to cover visits. Plans stop being active after three months of unpaid bills. Before those three unpaid months transpire on a plan, however, you might deliver services that are marked as "complete" or "paid" visits (that is, covered by qualifying plans) but were "paid" for by plans that are not paid themselves.
Visit restrictions and prorating
In Pike13 you can create plans that allow your clients unlimited access to your classes. More common, however, are the plans with visit restrictions: say, two visits per week or 12 visits per month.
Pike13 uses a calendar-based month for any plans with monthly visit restrictions. Using a calendar-based month (rather than a billing cycle that doesn’t start on the first of the month) makes it easier for clients to know when their visits expire (that is, at the end of the month), so they don’t need to remember an arbitrary billing date. This applies to both weekly and monthly visit restrictions:
- "n visits per week" plans are charged monthly and provide the specified number of visits from each Sunday to the following Saturday.
- "n visits per month" plans are charged monthly and provide the specified number of visits between the first and last days of the calendar month.
If you sell a plan with a monthly visit restriction in mid-month, the number of visits paid for in the remainder of the first month are automatically prorated unless you change the plan's start date to the first of the month.
A prorating example
Say that on July 15th you sell Pat a three-month membership that allows for eight visits per month. Here's how prorating affects Pat's membership:
- In the first partial month, Pat is allotted four visits for July.
- On August 1st, Pat is allotted eight visits for the first full month (August). The billing date remains on the 15th of each month.
- On September 1st, the monthly allotment of eight visits is renewed again for the second full month.
- On October 1st, the final month of the three-month plan, Pat receives a partial allotment, four visits—the remainder of the prorated balance from the first month. (When prorating the visits in the first month only, Pike13 rounds up if the prorated amount is a fraction.)