What is account credit?
Apart from creating debit or credit transactions for your members, you can also top-up a member’s account credit balance, or have members top this up by themselves.
Account credit balance can be used by members to pay for any outstanding transactions or fees, or automatically be deducted by our access control system, for example when they play a session or bring a visitor to the facility.
Think of account credit as money that the member has already paid the club, and which is now available for them to use in the future.
It is important to note that account credit balance is not based on the balance of their transactions. A member can have both a positive account credit balance, and at the same time owe the club money due to outstanding debit transactions. In that case, the member (or admin) can use their account credit to pay for the debit transactions.
Adding account credit to a member
To add money to the account credit balance of a specific member:
Go to Members in the People module and find the member you want to change
Click on the member’s name to edit them
Open the Finance card and click on the Account Credit tab
Press the green Add account credit button in the lower left
Specify the amount and an optional payment reference
Press Save to add this amount to their account credit balance
Paying a transaction with a member’s account credit
To pay an outstanding debit transaction using a member’s account credit:
Go to Members in the People module and find the member you want to change
Click on the member’s name to edit them
Open the Finance card and click on the Transactions tab
Locate the unpaid transaction
In the context menu for the transaction, select Pay with account credit
You will be prompted to provide an optional payment reference, and the member’s new account credit balance will be displayed for your reference as well. Press Confirm to make the payment.
Frequently asked questions
How can members top up their own account credit balance?
Members can top up their own account credit balance in the Account module, where a simple step by step process will guide them through the steps to top up their account.
Can we specify a minimum amount that members can top up their account with?
Yes, you can specify the minimum amount that you want your members to top up their account with in the Settings module, under Transactions:
Can we prevent members from partially using account credit when they make a payment?
Yes, by default members can use their account credit for a payment, even if their account credit doesn’t fully cover the payment.
You can disable this behaviour in the Settings module, under Transactions:
Can members receive a warning when their account credit is running low?
Yes, you can enable a low account credit warning, so that whenever the account credit balance of a member drops below a certain threshold, they will receive an email prompting them to top-up.
You can find this setting in the Settings module, under Finance > Account credit:
