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Knowledge Base |
Put Session Credits On Hold / Release From Hold
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This article and video will guide you through placing a customer's credits on hold and removing them from a hold. There is also a setting for the system to automatically place them on hold.
Requirements - A Master Admin login or a staff type with the following permissions:
NOTE: When credits are on hold, they will not be available to book (although admins with sufficient permissions can still book) - but for clients in particular cannot be used until the hold is removed.
From the Members / Customers tab locate and select your customer. Click on the Bookings icon. To place a hold status on an individual session credit, click on the yellow warning icon. To place a hold status on several credits at once, use the drop down for Bulk Actions On Selected and select Toggle Hold Status.
Clicking the yellow warning icon again will release a session credit from hold. To remove a hold on several credits at once, use the drop down menu for Bulk Actions on Selected and select Toggle Hold Status.
From the Setup > Sales > General Settings > Late Pays tab you are able to automate session holds relating to past due customers or returned payments (bounced checks etc) and how the system should impact any credits & bookings that were potentially added from a payment that later bounced.
There are several options on how a returned payment can automatically impact session credits. A successful payment later for the returned payment automatically reverses these actions - removing holds (although canceled bookings are not reinstated)
Do Nothing - Nothing happens to any credits or bookings tied to a bad payment
Put Unused Credits On Hold - Keep Any Bookings - This one puts on hold any un-booked credits tied to the bad payment so they cannot be booked, but for any bookings that have already been made - they are not impacted
Put All Unused Credits On Hold - Keep Any Bookings - This is recommended setting - This puts the credits on hold, but it also cancels any future bookings that have been made using these credits from the bad payment. The credits are returned to the pool as on hold credits that cannot be booked. Obviously if a booking has already occurred it cannot be cancelled and nothing happens with those
Put All Unused Credits On Hold - Keep Any Bookings - Nothing happens to the bookings, but every unused credit, even ones unrelated to the bad payment are put on hold and cannot be used.
Put All Unused Credits On Hold - Cancel Returned Bookings - All unused credits are put on hold even if they came from good payments, but any future bookings are cancelled but only bookings with credits tied to the bad payment
Put All Unused Credits On Hold And Cancel All Bookings - This is the nuclear option - puts every available session credit on hold and cancels every future booking no matter what type of booking it is and regardless of if that booking was tied to a valid payment
Requirements - A Master Admin login or a staff type with the following permissions:
- Member Management : Credits & Bookings - Can view customer booking & session credit status
NOTE: When credits are on hold, they will not be available to book (although admins with sufficient permissions can still book) - but for clients in particular cannot be used until the hold is removed.
Put Session Credits On Hold / Release From Hold
Manually Placing Sessions On Hold
From the Members / Customers tab locate and select your customer. Click on the Bookings icon. To place a hold status on an individual session credit, click on the yellow warning icon. To place a hold status on several credits at once, use the drop down for Bulk Actions On Selected and select Toggle Hold Status.
Removing Session Credits From Hold
Clicking the yellow warning icon again will release a session credit from hold. To remove a hold on several credits at once, use the drop down menu for Bulk Actions on Selected and select Toggle Hold Status.
Automatically Placing Session Credits On Hold
From the Setup > Sales > General Settings > Late Pays tab you are able to automate session holds relating to past due customers or returned payments (bounced checks etc) and how the system should impact any credits & bookings that were potentially added from a payment that later bounced.
There are several options on how a returned payment can automatically impact session credits. A successful payment later for the returned payment automatically reverses these actions - removing holds (although canceled bookings are not reinstated)
Do Nothing - Nothing happens to any credits or bookings tied to a bad payment
Put Unused Credits On Hold - Keep Any Bookings - This one puts on hold any un-booked credits tied to the bad payment so they cannot be booked, but for any bookings that have already been made - they are not impacted
Put All Unused Credits On Hold - Keep Any Bookings - This is recommended setting - This puts the credits on hold, but it also cancels any future bookings that have been made using these credits from the bad payment. The credits are returned to the pool as on hold credits that cannot be booked. Obviously if a booking has already occurred it cannot be cancelled and nothing happens with those
Put All Unused Credits On Hold - Keep Any Bookings - Nothing happens to the bookings, but every unused credit, even ones unrelated to the bad payment are put on hold and cannot be used.
Put All Unused Credits On Hold - Cancel Returned Bookings - All unused credits are put on hold even if they came from good payments, but any future bookings are cancelled but only bookings with credits tied to the bad payment
Put All Unused Credits On Hold And Cancel All Bookings - This is the nuclear option - puts every available session credit on hold and cancels every future booking no matter what type of booking it is and regardless of if that booking was tied to a valid payment
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