Configure rules for collecting recurring membership payments
You can configure your payment types for collections, set the frequency of attempts for collections, change collection statuses in case of payment failures, define the end date for collections, create opportunities for failed collections, and send notifications for successful payments.
Set up default and backup payment types for recurring memberships
Note
If you do not see this setting, reach out to Zenoti to enable it for your business.
To collect membership payments from guests for recurring memberships, you can configure a default payment type and backup payment type. Payment types can solely be activated at the organization level, followed by their setup. For online transactions, centers can override the backup payment method set by the organization.
Required roles: Any role with access to the Administrator mode
Required permissions: None
Set up payment types at the organization level
At the organization level, click the Configuration icon.
Search for and select the Enable default and backup payment type for recurring memberships setting in the Memberships section.
Enable this setting.
To specify the default payment type, select an option from the Choose default payment type list.
To specify the backup payment type, select an option from the Choose backup payment type list.
Click Save.
Impacts and considerations
You cannot disable this setting once you enable it.
Change payment types at the center level
If no changes are made to the organization-level setting, it will be applied by default at the center. To modify payment types at the center level, proceed with the following steps:
At the center level, click the Configurations icon.
Search for and select the Override Organization settings of default and backup payment type setting in the Memberships section.
Enable this setting.
To change the default payment type, select an option from the Choose default payment type list.
To change the backup payment type, select an option from the Choose backup payment type list.
Click Save.
If the Allow guest to choose primary/default payment option in webstore setting is enabled, the guest will have the option to select two payment types. One serves as the default payment method, while the second one can be chosen from three distinct options: using a prior card, entering bank details, or adding a new credit card. It's not mandatory for the guest to choose the second payment option.
Enable dunning for backup payment type
Dunning is the process of reminding guests about their unpaid balances and encouraging them to make payments. Zenoti tries to process membership payments that are past their due date for a selected number of times. After you configure your default and backup payment types, you can include the backup payment type in the dunning process.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Enable dunning for backup payment type setting in the Memberships section.
Enable this setting.
Enter the total number of attempts to collect payments from default and backup payment types.
Click Save.
To disable dunning for the backup payment type, switch off the Enable dunning for backup payment type setting on this page.
Impacts and considerations
Disabling dunning on the backup payment method after setting it up will prevent it from being used for future automatic collection attempts. In case the primary payment method also fails, the collection will be unsuccessful.
Change the status of recurring collections to suspend when payments fail
When payments from a guest's card or direct debit fail, you can change the collection status to Suspend after a certain number of collection attempts.
Required roles: Any role with access to the Administrator mode
Required permissions: None
Change the status of recurring collections when payments from credit and debit cards fail
At the organization level, click the Configurations icon.
Search for and select the Change status of recurring collections when payments from credit and debit cards fail setting in the Memberships section.
To specify the frequency of attempts in days, enter a value in the How frequently should an attempt be made to collect dues? column.
To change the status to Suspend, in the Choose the change that should be made to the status setting, select the Change collection status to Suspend option.
Enter the number of attempts to be made before changing the status.
Click Save.
Change the status of recurring collections when payments from direct debit fail
At the organization level, click the Configurations icon.
Search for and select the Change status of recurring collections when payments from direct debit fail setting in the Memberships section.
To specify the frequency of attempts in days, enter a value in the How frequently should an attempt be made to collect dues? column.
To change the status to Suspend, in the Change status of recurring collections when payments from direct debit fail setting, select the Change collection status to Suspend option.
Enter the number of attempts to be made before changing the status.
Click Save.
Change the status of recurring collections to cancel when payments fail
When payments from a guest's card or direct debit fail, you can change the collection status to Cancel after a certain number of collection attempts.
Required roles: Any role with access to the Administrator mode
Required permissions: None
Change the status of recurring collections when payments from credit and debit cards fail
At the organization level, click the Configurations icon.
Search for and select the Change status of recurring collections when payments from credit and debit cards fail setting in the Memberships section.
To specify the frequency of attempts in days, enter a value in the How frequently should an attempt be made to collect dues? column.
To change the status to Cancel, in the Choose the change that should be made to the status setting, select the Change collection status to Cancelled option.
Enter the number of attempts to be made before changing the status.
Click Save.
Change the status of recurring collections when payments from direct debit fail
At the organization level, click the Configurations icon.
Search for and select the Change status of recurring collections when payments from direct debit fail setting in the Memberships section.
To specify the frequency of attempts in days, enter a value in the How frequently should an attempt be made to collect dues? column.
To change the status to Cancel, in the Choose the change that should be made to the status setting, select the Change collection status to Cancelled option.
Enter the number of attempts to be made before changing the status.
Click Save.
Retain the status of recurring collections when payments fail
Even when payments from a guest's card or direct debit fail, you can choose to retain the collection status after a certain number of collection attempts.
Required roles: Any role with access to the Administrator mode
Required permissions: None
Retain the status of recurring collections when payments from credit and debit cards fail
At the organization level, click the Configurations icon.
Search for and select the Change status of recurring collections when payments from credit and debit cards fail setting in the Memberships section.
To specify the frequency of attempts in days, enter a value in the How frequently should an attempt be made to collect dues? column.
To retain the status, in the Choose the change that should be made to the status setting, select the Skip changing the collection status option.
Enter the maximum number of attempts for which the status should be retained.
Click Save.
Retain the status of recurring collections when payments direct debit fail
At the organization level, click the Configurations icon.
Search for and select the Change status of recurring collections when payments direct debit fail setting in the Memberships section.
To specify the frequency of attempts in days, enter a value in the How frequently should an attempt be made to collect dues? column.
To retain the status, in the Choose the change that should be made to the status setting, select the Skip changing the collection status option.
Enter the maximum number of attempts for which the status should be retained.
Click Save.
Stop monthly collections on a fixed date
Your business can decide on a fixed date of the month until recurring payments are collected. This configuration is only available if fixed billing is enabled for your organization. To apply fixed billing on memberships, refer to create memberships with fixed billing cycles.
Important
Contact your Zenoti Customer Success Manager to enable fixed billing for your business.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Stop collection on a pre-defined date of the month setting in the Memberships section.
Enable this setting.
Select the fixed date.
Click Save.
You can turn off this setting on the same page.
Impacts and considerations
Invoices opened after this date will be considered for the next month's billing cycle. For example, if you specify 5 here, Zenoti will attempt to make collections on open recurring membership invoices for the current cycle until the 5th of the month. Any invoice that is opened after the 5th will be considered for the next month's billing cycle.
If you turn this setting off, recurring collections will be attempted as per dunning settings without a date limit.
Suspend memberships automatically after consecutive invoice failures
Specify the number of consecutive invoice payment failures after which the memberships are suspended. Invoices include both membership and annual fees. You can also create an opportunity for the sales owner after the specified number of payment attempts.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Automatically suspend/cancel membership after consecutive invoice failures? setting in the Memberships section.
Enable this setting.
To suspend the membership after the specified number of invoice failures, in the Change membership status to list, select the Suspend option.
Specify the number of consecutive invoice failures after which the membership has to be suspended.
Click Save.
Create an opportunity to follow up
At the organization level, click the Configurations icon.
Search for and select the Create an opportunity to follow up setting in the Memberships section.
Enable this setting.
Click Save.
Cancel memberships automatically after consecutive invoice failures
Specify the number of consecutive invoice payment failures after which the memberships are cancelled. Invoices include both membership and annual fees. You can also create an opportunity for the sales after the specified number of payment attempts.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Automatically suspend/cancel membership after consecutive invoice failures? setting in the Memberships section.
Enable this setting.
To cancel the membership after the specified number of invoice failures, in the Change membership status to list, select the Canceloption.
Specify the number of consecutive invoice failures after which the membership has to be cancelled.
Click Save.
Create an opportunity to follow up
At the organization level, click the Configurations icon.
Search for and select the Create an opportunity to follow up setting in the Memberships section.
Enable this setting.
Click Save.
Send receipts for successful collections
You can notify guests of the successful collection of recurring payments. To enable this, do the following:
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Send receipt email on successful collection setting in the Memberships section.
Enable this setting.
Click Save.