Memberships Guide Detailed Overview of The Reports in The Envision Software
I Envision Cloud Memberships Guide Table of Contents Part I Introduction 1 Part II Setup Membership Programs 1 1 Membership General Tab... 2 2 Membership Options Tab... 4 3 Membership Rewards Tab... 5 Part III Manage Membership Billing 6 Part IV Selling Memberships 9 1 Upgrading Memberships... 13 Part V Using Saved Credit Card Information 16 Part VI Membership Reports 17 1 Expiring Credit Cards... 17 2 Memberships by Client... 18 3 Membership Billing History... 19 4 Next Billing Preview... 20
Introduction 1 Introduction Memberships allow you to sell items at a discounted amount over a period of time and are a great way of generating recurring revenue. Your clients can pay for items monthly, or however often you choose to bill the client. This is guaranteed revenue that you will receive each billing cycle, whether the client redeems their items or not. There are many different types of Memberships that can be created within Envision Cloud. Setup Membership Programs Creating membership programs is how you set up the rewards, discounts and prices for each membership. Hover over Clients on the menu bar of Envision Cloud, and select Membership Programs from the menu.
2 Envision Cloud Memberships Guide Membership General Tab 1. Click the option to the left to add a new membership. The following screen will appear. 2. Click in the Program Name field and enter a name for the Membership Program that you are setting up. 3. Click in the Description field and enter a description for the Membership Program. This field can be used to specify the items that are included with the Membership Program. 4. If you have created a specific Loyalty Program for the Membership that you are creating or if you would clients that purchase this membership to be under a loyalty program, select it by clicking on the Loyalty Program drop down arrow. 5. Enter the amount a client will be billed each billing cycle into the Payment Amount field. 6. If you would your clients to pay an initial deposit for this membership, enter the amount that the client will be charged when they purchase the Membership. This can be charged along with the Payment Amount or separately if you would only like the client to pay an initial deposit when they purchase the membership. 7. Click on the drop down arrow in the Billing Cycle field to select how often your clients will be billed for this membership.
Setup Membership Programs 3 8. Click on the drop down arrow in the Billing Options field to select the date that your clients will be billed each billing cycle. 9. If the membership is for a limited or specific amount of time, enter how many billing cycles your clients will be billed for in the Term* field. If you would like the membership to be automatically renewed, leave the Term* set to zero. 10. If you would like to bill the client a certain amount of payments (Terms) in advance, enter the amount of payments that you would like to bill when the client purchases the Membership in the Initially Bill field. 11. Check Prorate to Start of Initial Billing Cycle if you have Bill on First Day of Next Period selected as your Billing Option and would like to bill the remaining portion of the current billing cycle when the Membership is purchased. This allows you to charge the client for the remaining portion of the current billing cycle so that they are not using the Membership for free for that period of time. If the membership price will change after an amount of time, you may enter the number of billing cycles to pass before the change goes into effect and the new payment amount in the last two fields.
4 Envision Cloud Memberships Guide Membership Options Tab 12. Click on the Membership Program Options tab at the top of the screen if you would like to provide discounts with the membership program. 13. Select the type of discounts that will be applied for this membership program and enter percentages for specific item types or select individual items and set a discount percent or price for each item selected. Setup Discount Percentages: Enter a whole number in either or both of these fields if you would like to apply a discount percentage to all retail or service items purchased. Discount / Fixed Price Exceptions: Use this area if you would like to apply a discount to, or set a specific price for, individual items in your Inventory list. You will need to add the items that will be either discounted or set to a fixed dollar amount. You can also click on the drop down arrow in the Select Department field at the bottom of the list and click the Add All button to add all of the items from the selected department. 14. After setting up discounts for the membership program, click on the Membership Rewards tab if you would like to select items that will be rewarded to the client for having the membership.
Setup Membership Programs 5 Membership Rewards Tab Membership Rewards are the products or services that clients receive as benefits of the membership. 15. Click the Add New Reward button to select the item that you would like to reward the client with. 16. After selecting the item that you would like to reward, choose the Frequency drop-down arrow to choose how often they will receive this reward. Original Purchase: Selecting this option will reward clients with this item only when they first purchase the membership. Renewal: Selecting this option will reward clients with this item after each billing cycle. Both: Selecting this option will reward clients with the selected item when they first purchase the membership as well as after each billing cycle. 18. Click in the Qty field and enter a quantity other than 1 if you will be rewarding them with more than one of the selected item. 19. Click in the Days till Expire field if you would like to edit the amount of days that the client has to use the item selected. Choose to Add when done. 20. Add additional items to this list by clicking the plus sign in the upper right corner of this screen.
6 Envision Cloud Memberships Guide Manage Membership Billing When you are ready to start billing your clients for Membership Subscriptions, hover over Clients on the Menu Bar of Envision Cloud, and choose Membership Billing from the menu. When you first open this screen, you will see a listing of all the membership subscriptions. At the bottom of this screen you will be able to view the selected client's billing history under the Client Billing History tab. To select a client, left click on top of their membership subscription in the subscription list. You can also view the company's billing history by clicking on the Company Billing History tab. This allows you to view all of the membership subscriptions that have been billed, including the initial sale of each membership.
Manage Membership Billing Right-Click Menu / Options Menu The following options will be available if you right-click on top of a membership subscription. Update Payment Information Select this option if you would like to update the client's credit card information. Selecting this option will open the Edit Client screen for the selected client. Deactivate this Membership Select this option if you would like to deactivate a client's membership. The client will not be able to use their membership or the benefits of their membership. Reactivate this Membership Select this option if you would like to reactivate a client's membership. After selecting this option, the client will be able to use their membership and the benefits of their membership. 7
8 Envision Cloud Memberships Guide Cancel Membership Select this option if you would like to cancel the client's membership immediately. Click on the Cancel Membership button on the right after selecting this option. Freeze Membership Select this option if you would like the membership frozen. The client will not be charged for the membership and will not be able to use their membership or the benefits of their membership until their membership has been unfrozen. Bill Membership Select this option if you would like to manually bill a client's credit card for the selected membership. This can be used if the client does not want to store their credit card information on file, if they are using a different card or if you would like to bill only one client and not all clients in the subscriptions list. Edit Membership Select this option if you would like to edit the date that the client will be billed next or the date that the client was last billed. Click on the drop down arrows to select the date from a calendar.
Manage Membership Billing Selling Memberships If a client would like to sign up for or purchase a membership program, you will need to sell the membership to them in the Sales Register. 1. Click on the Sales Register button on the Tool Bar of Envision Cloud. 2. At the top of the Sales Register screen, select the client that the membership is being sold to. If the client is not in your client list, click the Add button to enter their contact information. 3. If the membership you are selling is not a membership that the client is paying for in full and in advance, you will need to enter their billing information. Click on the Edit button if the client has already been selected or just click on the Edit Payment On File button on the Add/Edit Client screen. 9
10 Envision Cloud Memberships Guide 4. Select the Edit CC Information On File and enter the required information for the type of payment selected. Payment Type Options Credit Card If you will be using Envision Cloud's integrated credit card processing to bill your clients' memberships, select Credit Card as the Payment Type and enter the client's credit card information into the fields provided. ACH (Electronic Check Payment) If you will be using ACH (Electronic Check Payment), click on the Payment Type drop down arrow and select ACH Checking Transaction or ACH Savings Account, depending on the account that the client prefers to use. Enter the client's bank account information into the ACH fields provided. Do Not Bill Select this option if you do not wish to bill the client when a billing cycle has been run. You will need to manually bill the client for their membership. 5. Click the Save button when you have finished entering the client's payment information. They will now be selected in the Sales Register.
Selling Memberships 6. Click the Sell a Membership button on the left side of the Sales Register. 7. The Sell a Membership screen will appear. The client name will show in the top selection box. You may remove the client name and replace it with another, if the purchasing client is different than who the membership is being purchased for. 8. Select the Inhouse Employee, or the employee that is selling the membership. 9. Select the membership that the client is purchasing or signing up for and click the OK button. This will return you to the Sales Register screen. 10. Add any additional items that the client would like to purchase and click the Take Payment button. 11
12 Envision Cloud Memberships Guide 11. Select the type of payment that the client will be using to pay for the initial payment amount of the membership, chose to Add Payment, then click the Cash Out button when you are ready to complete the transaction.
Selling Memberships Upgrading Memberships If a client would like to sign up for or purchase a membership program, you will need to sell the membership to them in the Sales Register. Below are instructions for selling a client a membership program. 1. Click on the Sales Register button on the Tool Bar of Envision Cloud. 2. At the top of the Sales Register screen, select the client that the membership is being sold to. If the client is not in your client list, click the Add button to enter their contact information. 3. Click the Sell a Membership button on the left side of the Sales Register. The Sell a Membership screen will appear. 13
14 Envision Cloud Memberships Guide 4. The client name will show in the top selection box. You may remove the client name and replace it with another, if the purchasing client is different than who the membership is being purchased for. 5. Select the Inhouse Employee, or the employee that is selling the membership. 6. Select the membership that the client is purchasing or signing up for from the Membership selection box. 7. Select the old, discontinuing membership in the Upgrade Membership selection box. 8. Click the OK button. This will return you to the Sales Register screen. 9. Add any additional items that the client would like to purchase and click the Take Payment button.
Selling Memberships 15 10. Select the type of payment that the client will be using to pay for the initial payment amount of the membership, chose to Add Payment, then click the Cash Out button when you are ready to complete the transaction.
16 Envision Cloud Memberships Guide Using Saved Credit Card Information Businesses using non-emv credit card processing will be able to use credit cards on file for clients. This is not currently available for businesses using EMV processing. Memberships allow you to save client credit card information into their profile for recurring billing. The credit card held on file can also be used at the Sales Register when purchasing items from the business. 1. Click on the Sales Register button on the Tool Bar of Envision Cloud. 2. At the top of the Sales Register screen, select the client who holds the membership and will be purchasing items. 3. Add any items that the client would like to purchase. 4. Select the credit card payment type. 5. Click the Add Payment button. This will open the credit card information screen. 6. Choose the CC on File button. This will fill in the credit card information from the client's profile to allow usage. 7. Choose the Process button to process the card information. Completing these steps will return you to the payment screen. From here, you can complete the transaction.
Using Saved Credit Card Information Membership Reports Expiring Credit Cards This report shows credit cards expiring in the time frame you choose. Options Include: o Expiration in Months This report displays the following information: o Client Name o Home Phone o Mobile Phone o Card Expiration o Name on Card o Last 4 Digits of Card Number Report Example: 17
18 Envision Cloud Memberships Guide Memberships by Client This report shows the clients per membership program. Options Include: o All or Single Membership Program o Date Range Selection o Membership Status o Only Display Past Due Memberships This report displays the following information: o Membership Program Name o Client Name o Membership Status o Payment Amount o Membership Program Term o Number of Terms Billed o Date Sold o Last Bill Date o Next Bill Date o Number of Billing Retries Report Example:
Membership Reports Membership Billing History This report shows the billing history per client. Options Include: o Date Range Selection o All or Single Client o All or Single Membership Program o Transaction Type Selection This report displays the following information: o Client Name o Transaction Date o Membership Program o Payment Amount o Approval Code o Payment Type o Transaction Type o Note Report Example: 19
20 Envision Cloud Memberships Guide Next Billing Preview This report shows clients who are due to be billed for memberships. Options Include: o All or Single Membership o Sort Options This report displays the following information: o Client Name o Membership Program Name o Last Bill Date o Next Bill Date Report Example: