Introduction:
The Activity History provides gym administrators with a single, accurate, and unified view of all member financial transactions. By consolidating charges and payments into one reconciliation view, it eliminates the need to navigate between separate screens, reduces misinterpretation of balances, and increases operational efficiency.
Description:
The Activity Center displays:
Transaction Type - Dropdown menu to filter the displayed records by transaction category.
Date Range - Two calendar date pickers (From and To) define the time frame for displayed transactions. By default, the dates will range from the beginning of last month to the end of next month.
Quick Filters
All Payments - Shows only successful or processing incoming transactions.
All Charges - Shows only outgoing transactions.
Failed Payments - Highlights unsuccessful transactions in red for quick review.
Starting Balance - The account balance at the beginning of the selected date range.
Total Charges - The total amount billed to the customer during the selected period.
Total Payments - The sum of all successful payments made by the customer during the selected period.
Net Balance - The resulting account balance after applying charges, payments, and any adjustments.
Key features:
Activity History Actions
- Create a Charge
- Category - A dropdown to categorize the charge. Options are: Cancellation Fee, Late Fee, No Show Fee, & Other.
- Taxable - A toggle that will apply the tax percentage that is set in the Location Settings.
- Invoiced Amount - The amount the customer will owe.
- Due Date - The date the charge will be due and become "Posted".
- Description - An optional field to describe the charge.
Note: By default, the payment will process after creating a charge unless you select “Automatic Payment on Due Date” as the payment method.
Take a Payment
Contact Name - The contact to run the payment against. This field is pre-populated if taking a payment from the member’s profile.
Payment Method - The method of payment to process the payment against.
Payment Amount - The dollar amount to be processed.
Date - The date the payment will be processed.
Description - An optional field to describe the purpose of the payment.
Create a Credit Memo
This modal allows gym owners to manually adjust a customer’s account balance. Typically used for correcting errors, issuing goodwill credits, or reconciling account balances.
Starting Balance - The customer’s current credit balance before any adjustments are made.
New Balance - The updated credit balance after the adjustment is applied. This value updates dynamically based on the amount entered.
Adjustment Type - Indicates you are adding funds. (aka Credit)
Amount - The amount to be added to the customer’s account balance. Only accepts positive numeric values.
Internal Note - Optional field to provide context for the adjustment. Internal use only.
- Create a Charge
Payment Record
Each row in the transaction list represents a single financial event in the customer’s account history. This example displays a recurring payment:
Date- The date the transaction was created or initiated.
Type- Specifies the category of transaction.
Description- Provides context about the transaction, typically including payment method.
Status- Displays the current state of the transaction.
Payment- Indicates the amount moving out of the customer’s account (positive for payments received, negative for refunds).
Balance- Represents the customer’s account balance after this transaction is applied.
Payments can have the following statuses:
Processing- The payment is actively being processed.
Processed- The payment has successfully completed.
Failed- The payment did not complete successfully
Clicking into a specific payment will provide you with payment details and allow you to perform a couple of actions.
- Payment Create Date- The date the transaction was initiated in the system.
- Payment Method- The method used for the transaction, including card type and masked card number, bank account, or other payment channel.
- Entered By- Indicates the origin of the transaction entry:
System- Automatically generated by the platform.
User Name- Manually entered by a specific admin or staff member.
- Payment Status- Shows the current state of the transaction.
- Amount- The monetary value of the transaction.
- Payment Actions
Refund - A Processed Payment can be fully or partially refunded.
A refunded payment will create 2 records to keep the Customer Balance unchanged:
A “Payment Refund” record with a negative amount that goes back to the member.
A “Charge Credit” record of a negative amount equal to the refund.
Retry- Failed payments can be re-tried. A new payment record will be created with same payment amount.
Charge Record
Each row in the transaction list represents a single financial event in the customer’s account history. This example displays a posted charge.
Date- The date the Charge is due. On and after this date, charges have a status of "Posted".
Type- What type of charge.
Description- The payment method that was used.
Status- Displays the current state of transaction.
Charge- The amount that was processed.
Balance- The member’s account balance after the charge is applied.
- Charges can have the following types of statuses:
- Scheduled- The charge is not yet due. Scheduled charges do not count towards the members' account balance.
- Posted- The charge is due. Charges with a status of "Posted" will count towards the member’s account balance.
- Voided- The charge is no longer owed by the member. A voided charge will not count towards the member’s account balance.
- Clicking into a specific charge will provide you with charge details and allow you to perform a couple of actions.
- Charge Date- The date the charge was created.
- Due Date- The date the charge was due. This date is when the charge status will change from "Scheduled" to "Posted".
- Description- Specifies the text associated with a charge.
Plan Payments: Displays the name of the plan.
Other Charges: Displays the category assigned at the time of creation: (Cancellation Fee, No Show Fee, Late Fee, or Other).
Quantity- The Quantity, this will typically always be 1 until a Retail Goods System is implemented.
- Amount- The dollar amount charged.
- Subtotal- The charge amount excluding discounts and taxes.
- Discount- The discount applied to the charge.
- Tax- The tax applied to the charge. Tax % is set in the Location Settings.
- Charge Actions
- Download Invoice- Generates and downloads a PDF copy of the invoice.
- Void Charge- Cancels the charge on the member’s account. When a charge is voided, its amount is not applied to the customer’s account balance.