Adding Service Types or Service Packages

When adding a new service package to your system, you are creating a service type.

To create a new service type, navigate to Services > Add Type.

1. The SERVICE TYPE ID will be the first field that data is entered into. This field is not editable after creating the service.  It is the only field that cannot be edited on the form.  You may enter a maximum of 10 characters. Spaces and most special characters are not allowed. EX: Pac10, Pac-20, INTRO_3

2. Next enter the Display Name - Enter a short description or a more verbose name for the service type.  The Display name is what members will see when purchasing packages.

3. Description.  Provide as much detail about the package type as you wish. 

4. Set the PAYMENT FREQUENCY according to the frequency that the service will be charging the client.  (Pay Every Month, Pay Every Week, Pay in Full etc.)

5. Enter the PRICE that will be charged each time this service is opened or rolls. This value can be overridden at the time of purchase.

** There is a Non-Member price and a Member price.

6. When entering the SESSIONS IN SERVICE please indicate the number of sessions that are available for scheduling for service packages of this type. This amount is assigned at the time of purchase and whenever a roll over is processed.

7. The form is automatically set to select the FIRST PAYMENT FACTOR to 1. If set to 2, the first and last payments for weekly or monthly payment frequencies will be set to be collected on the first scheduled payment

8. TERM LENGTH ( In months) Defines how long (in months) the service package should remain open. Please note that the values of TERM LENGTH (in Months) and Term length (in Days) will be added together to calculate the total term length. You do not have to use both together.

TERM LENGTH (in Days) Defines how long (in days) the service package should remain open. Please note that the values of TERM LENGTH (in Months) and Term length (in Days) will be added together to calculate the total term length. You do not have to use both together.

The term length in days & the term length in months fields are set to combine. Ex.: If you select term length in days (30) and term length in months (1), the service will have a term length of 1 month and 30 days. 

9. The AUTO CLOSE ACTION menu will list the options available for your package to either roll or close at the end of the service. Please see ***** document explaining the options detail.

10. If your club needs to CHARGE PROCESSING FEE ON ROLL you will be able to select the term for yes and the PROCESSING FEE will be applied to each roll of the service package. This value is not taken into account when calculating the session rate.

11. CHARGE TYPE Defines the type of units to charge for this service type

12. The SESSION LENGTH (min) will assign the minimum length of time to this service that can be scheduled

13. SMALLEST SCHEDULED BLOCK (min) is the smallest increment into which a session can be broken down. Ex: An orientation runs 30 min, but the trainer has already carried out the first half of the orientation on the phone and needs to only schedule 15 minutes to complete the orientation.

14. PRODUCT CATEGORY Provides summary information within services on the Financial summary report. This category will also provides grouping of services during the purchase process. Once entered into the system, the categories can query from view services on product category.

To update the Product Categories: TOOLS >> SYSTEM SETTINGS >> FIELD DEFINITIONS >> PRODUCT CATEGORY

15. INCOME CATEGORY Provides a summary of information on the Financial Summary Report across Services, Memberships and Point of Sale Items. Can query Financial Transaction Reports on Income Category.

** To update the Product Categories: TOOLS >> SYSTEM SETTINGS >> FIELD DEFINITIONS >> INCOME CATEGORY

16. When assigning a PRIORITY LEVEL to a service coded serve types and sorts priority when listing types during the purchase process.

17. By activating the MEMBER CAN PURCHASE ONLINE option, your members will be allowed to purchase or view the service from the member portal.

YES: Allows the service to be purchased online by members

No(can view): Only displays the service to members online

No(cannot view): Can only be viewed and purchased for members by administrators.

18. NON-MEMBER CAN PURCHASE ONLINE

YES: Allows the service to be purchased online by members

No(can view): Only displays the service to members online

No(cannot view): Can only be viewed and purchased for members by administrators

19. LOW SESSION COUNT EMAIL will allow for you to automate this specific function within the shape system. It is not recommended for rolling service types. If checked and a service package of this type reaches a pre-defined number of sessions, an email reminder will go out to the owner of the service package.

20. Set the trigger amount at Tools > System Settings> Other Settings: Service Package Renewal Alert Trigger.

**To turn on this functionality or edit the emails Functions> Marketing> Email>View Templates> System Emails>Package Renewal Alert

21. LOW SESSION COUNT CHECK IN ALERT

22. PAYROLL CODE: Trainer payroll can be based on service type. Match this trainer payroll code to the one in the trainer's user details, and the trainer will be paid at that rate for training session using service packages of this type. Set Count Basis to payroll code in trainder details.

23. APPLY PRIMARY TAX: If set to No, taxes will not apply during purchase

24. APPLY SECONDARY TAX Adds secondary tax atop primary when checked. Set at Tools> System Settings> Tax Rates (%)

25. APPLY TERTIARY TAX Adds tertiary tax atop primary/secondary when checked. Set at Tools > System Settings > Tax Rates (%)

26. DEFAULT BILLING DAY should only be set for multiple period packages only.

When selected the PRORATE TO BILLING DAY will set the first payment to prorate from Start date to next billing date

27. COMMISSION CODE: Sales commissions can be based on service type. Match this commission code to the correct field in a salesperson's user details, and the salesperson will earn a commission at that rate for the service package of this type. To activate this settings, set the COUNT BASIS to COMMISSION CODE in the salesperson Details

28. In order to disable the commision functionality within a service select - DO NOT GENERATE COMMISSION

29. If set, the ABSOLUTE START DATE will always be used as the Start Date for all purchases of this service type.

30. If set, the ABSOLUTE TERM DATE will be used as the Term Date for all purchases of this service type. If this date occurs before the Start Date, then Term Date will be set to the Start Date.

31. LIMIT SCHEDULING TO will allow for this service type to restrict how this service type is scheduled.

One-On-One Training only

Any Class

Certain Classes only ( When selected, class types that will accept this service type will need to be selected from the class list. The available class types will automatically populate once this option is selected)

No Limits

32. SESSION TYPES Please select on or more session types of this package type.

Quick SETUP

Rolls each month - (This service type will roll without saving sessions each month until cancelled.)

Pay Frequency – Pay every Month

Price - The amount in full for the month

Sessions In Service - Number of sessions allocated for the Month

Auto Close Action - Roll on Due Date, No Prompt

Term, Monthly Payments - (can be set to roll or not)

Pay Frequency - Pay Every Month

Term - Total Length of Service

Price - The amount in full for the entire term of the service (for example - 12 month for $25/month enter the total amount of $300 not $25)

Sessions In Service - Number of total sessions for the entire term of the service

Auto Close Action - As needed, if you want it to go to a month to month the best option is Roll on Due Date, if it should Roll into the same terms, use　Roll on Due Date, No Prompt - if it should just end... Close on Due Date, and/or Zero Sessions