Who can use this feature?
You can place prepaid and recurring plans on hold to accommodate your client's as needed.
How Holds Work
A hold suspends payment on a plan temporarily, crediting the remaining portion of the prepayment to the month in which the hold is removed. Any amount that the credit exceeds in the month when the hold is removed is applied to the following month’s payment. If the credit amount doesn’t cover all that is owed in the month of return, a separate payment is due from the client and is prorated to cover the rest of the month until the next scheduled billing date.
Example A hold with a scheduled end date is placed on a plan with billing date set for the first of the month, but the hold is removed early by a staff member.
- Aug 1 Client pays full amount of $50 for monthly membership.
- Aug 3 Staff places plan on hold, scheduled to be removed Nov 2. (Aug 1 and 2 were the only days used from the paid invoice of $50 for August.)
- Oct 10 Staff clears hold early
- Nov 7 Because only two days were paid for in Aug (1, 2), the next bill date is 28 days from Oct 10. For this bill, client pays for Nov 7 through Nov 30, so the adjustment for the reduced billing period of Nov 7–30 is $40. ($50 / 30 days = $1.67 per day. $1.67 x 24 days = $40.)
- Dec 1 Client pays the full amount of $50 again, back on normal monthly billing cycle of $50 every first of the month.
Hold Start Date and Impacted Visits
If the hold is set to start on August 3, the hold begins on that day and the plan is not available to pay for visits scheduled on August 3. When you set the plan on hold, Pike13 will alert you if a paid visit will be impacted by the hold.
If a hold is put on a plan that is set to allow unused visits to roll over into the next period, the hold extends the rollover period by the length of the hold. That is, a week hold on a monthly plan extends by one week (that is, a week into the following month) the period that the rollover visits are usable.
When you put a plan on hold, you can set the time frame for the hold in any of the following ways:
- For any number of days, weeks, or months—useful when the length of the client’s absence is known, as with vacations
- Through a specific date (that is, a specific number of days)—useful when the length of the client’s absence is known, as with vacations
- Until cleared by a staff member (that is, an indefinite hold of an undetermined number of days)—useful when an injured client is waiting for a doctor’s okay to start working out again
If a hold fee was set when the plan was created, the client will be charged the hold fee. A hold fee can help cover any administrative costs incurred by placing the plan on hold. Similar to discounting a plan or editing a plan’s signup fee, a staff member can adjust a plan’s hold fee during checkout.
Placing a Plan on Hold
- At the top of any Pike13 page, select Clients.
- Find and then click the name of the client whose plan you want to put on hold.
- In the right menu of the client's profile page, choose Plans & Passes.
- On the client's Plans & Passes page, select the plan you want to put on hold.
- On the plan page, under Holds, click Add Hold.
- Enter a start date, choose an option for Hold length, and then select Next.
The start date can’t be set for a date earlier than today.
- Click Go Back if you need to make changes, then choose Confirm.
- If a hold fee applies for this plan, you will be taken to the shopping cart and prompted to process the hold fee. Once the fee has been paid, the plan will be placed on hold.
Removing a Hold from a Plan
- At the top of any Pike13 page, click Clients.
- Find and then click the name of the client for whom you want to remove the hold.
- In the right menu of the client's profile page, select Plans & Passes.
- On the client's Plans & Passes page, choose the plan for which you want to remove the hold.
- On the plan page, under Holds, click Remove Hold, and then click OK.