In this article, you will learn how to:
Configure, edit and activate dunning processes for one specific or many studios.
Configuration of the dunning process
- The basic process of the dunning levels
- Manage dunning configurations
- Create dunning configuration
- Edit dunning configuration
- Activate dunning configuration
- Copy dunning configuration
Quick guide:
Dunning Configuration—this is how it works:
- Go to: Settings / Finances / Dunning
- Select “Create dunning configuration”
- Create your dunning configuration
The basic process of the dunning levels
The PerfectGym Next dunning system enables you to automate your dunning processes.
It is important for the configuration to know which process and logic the dunning system uses to move members from one level to the next.
As an example for this explanation, we use a customer who pays monthly by direct debit. The underlying dunning rule states (simplified):
If: return debit note = 1, move the customer to dunning level 1 and follow the rules stored there for this case.
Scenario: The customer does not settle his debt and the next direct debit run takes place the following month.
What happens technically? The claim of two monthly fees, plus the incurred dunning fees, is given to the customer as a claim by the direct debit run. This measure balances the customer's account. (All open claims have been transferred with the direct debit run, pending successful payment by the customer). Now you receive another returned direct debit—the second one in a row. Since the customer account was cleared by the direct debit run, the customer is technically in dunning level 0, everything “was cleared” until the second returned direct debit. Now the dunning system checks the customer account again:
Actual state of the dunning process: Customer had dunning level 1, was promoted to dunning level 0 by the 2nd direct debit run. (Thus the customer has technically returned to dunning level 0).
Now you have 2 outstanding monthly fees plus open fees in the customer account, therefore the dunning check result is: 2 returned direct debits, here the following rule is stored in dunning level 0:
If: return debit note = 2, move the customer to dunning level 2 and follow the rules stored there for this case.
Since the customer had dunning level 0 at the time of the second check, due to the clearing direct debit run, all rules must be initially stored in dunning level 0.
Schematically shown for this example:
0 – 1
0 – 2
0 – 3…
Conversely, the dunning process does not work chronologically:
1 – 2 – 3 etc., but always starts according to the rules at “No dunning level”, i.e., 0, and follows the rules stored there.
Manage dunning configurations
The dunning system offers the possibility to create dunning configurations for all studios, which can then be activated not only for one studio, but for several studios through the location release.
Create dunning configuration
You create a dunning configuration in the dunning configuration overview. With a click on the button “Create dunning configuration” the dialogue window opens. Enter a meaningful name for the configuration and determine how many dunning levels you want to use.
In addition, you can apply the configuration to other facilities as well. This allows you to use a central dunning configuration for several locations. With a click on “Save” the configuration is created.
Important: Please have an eye on the Reset dunning level amount.
This amount defines the threshold below which a member's dunning level will be reset. By default, the amount is $0.00 and means that only when the member's account is fully balanced, the member's dunning level will be reset and the dunning process will end.
Edit dunning configuration
You can edit the name and the number of dunning levels, as well as the facilities that they apply to, at any time. To achieve this, click on the three-dot icon in the configuration overview in the respective configuration.
Edit dunning configuration
When you add dunning levels, make sure that there are dunning rules in place for the use of the new dunning levels.
Removing dunning levels has the effect that members who are in these dunning levels remain in them. You can then manually transfer these members to an active dunning level.
Activate dunning configuration
A dunning configuration is activated via the three-dot icon of the dunning configuration in the configuration overview. Click on the button “Activate dunning configuration”.
Before you can activate a configuration, you must determine to which dunning level members should be migrated in the current dunning process.
You decide to shorten your dunning process to speed up the collection. Your current dunning process has two dunning levels, and you want to use only one dunning level. Now you have to define which dunning level members who are currently in dunning level 2 should move to. Either they will go to dunning level 1 or no dunning level. With a click on “Activate” the members concerned are transferred to their new dunning level and the configuration is activated.
(As an example: The customer is now in dunning level 2, if the adjustment you have made matches this, they remain in dunning level 2. However, you can also define, for example, that all customers in dunning level 2 now find the equivalent of the targeted measures in dunning level 3. If this is the case, you define all customers from dunning level 2 (old dunning system) to dunning level 3 (new, respectively adjusted dunning system).
Note: Make sure you complete your dunning configuration with all dunning rules before activating the new configuration.
Copy dunning configuration
You want to create a new dunning configuration based on your current configuration? No problem. With the function “Copy dunning configuration” a complete copy of a dunning configuration is created. You can also find this function via the three-dot icon in the configuration overview.
After you have made your adjustments, you can activate the new configuration as described above.
Edit dunning process and configure dunning rules
You can find out how dunning rules work and how to adjust the configuration to your needs in another article in our Help Center.