Introduction
Group Discounts are now available for subscriptions. Administrators may define the
Group Discounts that are available as a flat rate cost or a percentage discount.
Group Discounts can be applied to members in the same Family Group. Members can
specify their Family Group upon registration, or ask an administrator to place
them in a certain Family Group at a later time. It is up to the administrators
as to whether Family Groups should be allowed to apply to members not living in
the same household
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Defining Family Groups (admin only)
Administrators select Edit Family Groups from the Club Administration panel on
the Welcome Page Menu. The Family Group Manager appears. By default the results table is displayed with a Quick Search box above.
The Results table displays all the Family Groups including their Unique ID, Name
(also unique), a list of Members, an Edit link and a Delete column. There is
also a link at the top of the page to Add New Family Group.
Add or Edit Family Groups (Family Group Selector)
Click the Add New Family Group link at the top of the Family Group Manager page
or select an existing Family Group from the table and click on the Edit link.
The Family Group Selector page appears. This consists of two panels: the top panel displays the current
family group and its members; the bottom panel displays all the remaining
members for selection. In the top panel administrators can
- Change the
Name of the Family Group. The name must be unique so with common family
names it is recommended you use some fact to distinguish the group e.g. use The
Smiths at No. 12 rather than The Smith Family.
- Remove Members from the Family Group. Either click the Remove link in the far
right column or use the Select column and click the Remove Selected link at the
top right of the table.
From the bottom panel administrators can
- Add
members to the Family Group. Either by clicking the Add link in the far
right column or by using the Select column and clicking the Add Selected To
Family Group link at the top right of the table. The Quick Search and Advanced
Search allow users to quickly find the members they want to add.
The table in the bottom panel displays each members existing Family Group Name
and ID. If a member with an existing Family Group is selected, he/she will be
removed from his/her previous Family Group as a member can only belong to one
Family Group.
Deleting Family Groups (Family Group Manager)
A Family Group can be deleted from
the Family Group Manager only if the group has no members. Click Edit to remove all members from the group (using Family
Group Selector). Back in the Family Group Manager, select the checkbox in the
Delete column and click the Delete Selected link from the top right of the
table.
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Defining Groups Discounts (admin only)
Administrators must define the rules for Group Discounts so that The Clubhouse
can automatically work out which discounts are valid for each Family Group. To
do this select Edit Group Discounts from the Edit Club Settings section of the
Club Administration panel on the main menu. The Group Discount Manager appears
and by default displays a table of existing Group Discounts.
Add or Edit Group Discounts
Click the Add New Group Discount link at the top of the Group Discount Manager
page or select an existing Group Discount from the table and click on the Edit
link. The editor page appears where you define the rules for your discount
including which subscriptions are valid and calculation rules.
ID: This is a unique number assigned by the database used to identify the discount. It cannot be edited.
Group Discount Name: Give your discount a short but meaningful name this will appear on the Membership
Rates & Discount page and against any subscriptions, invoices, receipt emails
etc.
Description: Describe the discount for members to understand. Explain who it applies to and how much it
is worth e.g. 10% off for 2 or more co-habiting Full Members or 2 adults and
up to 4 child members in the same household - 425.
Minimum Number of Members: Enter the minimum total number of members to qualify for the discount
(regardless of membership category). You must enter a number greater than or
equal to 1.
Maximum Number of Members: Enter the maximum total number of members to qualify for the discount
(regardless of membership category). If there is no maximum you must leave this
field blank.
Minimum/Maximum Number of Adult Members: Optional. You can
define the rules further by specifying the minimum and maximum number of adult members to qualify for the
discount.*
Minimum/Maximum Number of Child Members: Optional. You can
define the rules further by specifying the minimum and maximum number of child members to qualify for the
discount.*
Qualifying Membership Categories: Optional. You can define the rules further by specifying the
Membership Categories which are valid for this discount. E.g. Your discount may
require at least 2 adult members but you can specify here that only Full Members
and Students qualify and not Midweek, Honorary or Non-Playing members.
Discount Calculation: You may specify your discount as a Percentage or Flat Rate.
Percentage:
specify the amount to take off as a percentage. E.g. if you enter 10 then 10%
will be taken off the total cost of all qualifying subscriptions. All discounts
are applied before VAT where applicable.
-
Flat Rate:
specify the total amount to charge the whole group (not per person). E.g. if you
enter 425 then the total cost of all qualifying subscriptions will be 425,
regardless of the original cost of the subscriptions. Flat Rate is the total
cost excluding VAT where applicable.
Any VAT will be calculated proportionally according to the rate and cost of each
qualifying subscription.
-
Discount Obsolete: Old discounts should be marked as obsolete and will not appear on the Membership
Rates & Discounts page and will no longer be offered to members. They can only
be deleted if they have never been used before.
Save: Click Save and return to the table of Group Discounts.
* The age at which a member is deemed an adult/junior is set by your club in the
Edit Club Settings page under Maximum Age for Juniors.
Search for Group Discounts
If there are a lot of Group Discounts in your table you may want to do a search
to quickly find the Group Discount you are looking for. Click the Search for
Group Discounts link at the top of the Group Discount Manager page to be taken
to the search page. Here you can specify text from the Name, Description or
exact ID, the type of calculation and whether to include current or obsolete
Group Discounts. Click Search to be taken back to the Results table.
Group Discount Table
This displays all the vital facts about a discount. Use this table to select a
discount for edit or delete. Only unused discounts may be deleted, otherwise
mark as obsolete instead.
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Paying Online for Subscriptions using a Family Discount (members)
(See also Paying Online - The Member Experience)
A member may purchase any pending subscriptions for himself or members of his
Family Group. From the Welcome Page Menu, click on Buy Family Group
Subscriptions under the My Membership Subscription Details section of the Your
Details & Settings panel. The following page appears.
Buy Subscriptions for My Family Group
This page displays
-
Your Family Group name and list of members (for information only)
-
A table of all Pending Subscriptions available for purchase for members of your Family Group and
-
A table of Group Discounts (for information only).
Use the Select column in the table to mark the subscriptions you wish to
purchase then click Next > to proceed to the next step.
N.B. If you dont see the subscriptions you require click on the link Not
seeing the subscriptions you expected? for further help and explanation.
Apply Group Discount
This page displays
-
Your Family Group name and list of members (for information only)
-
A table of all subscriptions you selected to purchase including any Group Discounts applied
-
A table of Applicable Group Discounts and the amount you would save.
The table of Applicable Group Discounts shows all Group Discounts available and
automatically displays the subscriptions to which they should be applied in
order to save you the most money. Select the discount you would like to apply
from the left-hand column, then click Next >.
If any further discounts are applicable, you will automatically be returned to
make further selections after you click Next >.
If you change your mind after applying a discount, you may select the
subscriptions from the table and click the link above to Remove Discount from
Selected. The discount will be removed from all subscriptions to which it
applies. You will then be able to select another discount from the bottom table.
If you do not wish to select any of the available discounts, select No
Discount and click Next >.
After clicking Next >, you will be taken to the Shopping Basket.
Shopping Basket
Here you can check the items and quantities in your basket. You can select and
remove items and update your basket. Note: if you remove a subscription, any
applicable discount or joining fee will automatically be removed at the same
time. You can click Cancel Order to
discard the entire Shopping Basket and return to the Welcome Page Menu. When
happy with your basket, click on the Checkout button.
Review and Submit Your Order
This page is a final summary before you commit to buy. It displays the total
value of your entire order minus any surcharges. Surcharges may be applied by
the club to cover the cost of third-party transaction fees and so depend on your
method of payment. If you are happy with your order, click on the third-party
transaction provider you wish to use e.g. PayPal or Google Checkout. You may
also cancel the entire order by clicking the Cancel Order button.
Third Party Transaction Provider
You will now be taken away from The Clubhouse to your selected third-party
transaction provider e.g. PayPal or Google Checkout. Here you can make your
secure online payment and then return to The Clubhouse.
Thanks for Your Order
When payment is completed you will
be returned to The Clubhouse order confirmation page and will be given your
Order Number. You will also receive confirmation emails. Sometimes third party
providers take a while to confirm your payment but as the person that placed the
order you will receive status update emails. When payment has been confirmed,
receipts will be sent to all family members for their individual subscriptions.
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Receiving Manual Payments for Subscriptions with Group Discounts (admin only)
Administrators will likely receive manual payments (e.g. by cash or cheque) for
many of their subscriptions. You will wish to mark these subscriptions as Paid
in the system. For individual subscriptions you need only go to the Pending
Subscriptions table and mark them as Paid. However, in order to record Manual
Group Discounts in the system you will need to create an order.
Select Your Family Group
There are two ways to begin this process:
Method 1
Select Subscription Management from the Club Administration panel. From the
Subscription Management page select Receive Manual Payments including Family
Group Discounts.
Receive Manual Payments for Family Group Subscriptions
Use this page to select any individual from the family group. Then click Next
>.
Method 2
Select Edit Member Details from the Club Administration panel. Bring up the Administration Menu for your chosen member and click 'Receive Subscription Payments for Member and Family Group'.
Apply Group Discounts for Family Group
This page works in exactly the same way as the Buy Subscriptions for My Family Group page for members except the administrator is doing it on the members behalf and
recording what has already been bought, rather than what he would like to buy.
Select subscriptions and click Next >.
Apply Group Discounts for Family Group
This page works in exactly the same way as the Apply Group Discounts page for
members. Select the discounts already applied and click Next >.
Received Payments Admin
This is like the Shopping Basket for members. Remove anything you dont want and
change quantities where applicable. Click Proceed to Confirmation Page ....
Confirm Received Payments
Like the Checkout page for members, this displays a summary. You must select the
payment method that was used from the drop-down list box, then enter a payment
reference. The payment reference can be anything that enables you to track the
payment e.g. the cheque number or the reference given for a BACS transaction.
Click Confirm to record the order and mark the subscriptions as paid.
Thanks for Your Order
This page confirms your order number
and also confirms which emails have been sent successfully. You and the
customers will all receive appropriate confirmation and receipt emails.
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