Overview

In some situations, it may be appropriate to add credit to a member’s account. Account credit can be used to balance payments, compensate for a missed session, or resolve an administrative situation without issuing a full refund.

Adding credit allows the value to remain on the member’s account and be applied to future sessions or payments.

Franchisees should ensure that account credits are applied carefully and recorded correctly within the booking or payment system.

When Account Credit May Be Used

Account credit may be applied in situations such as:

  • A session could not take place due to operational circumstances

  • A scheduling issue affected the member’s session

  • An administrative adjustment needs to be made to the account

  • A refund alternative has been agreed with the parent

Using credit can often be a practical solution that keeps the member’s training schedule running smoothly.

Confirming the Credit Amount

Before applying account credit, the amount should be confirmed.

Franchisees should ensure that:

  • The value matches the appropriate session or adjustment

  • The credit is applied to the correct member account

  • The reason for the credit is clear

Confirming these details helps maintain accurate records.

Applying the Credit

Once confirmed, the credit can be added to the member’s account within the system used to manage bookings or payments.

This ensures that:

  • The account balance reflects the credit

  • The credit can be applied to future sessions or charges

  • The transaction history remains accurate

Applying the credit correctly helps maintain organised account records.

Informing the Parent

After credit has been added to the account, the parent should be informed.

This communication should confirm:

  • The amount of credit applied

  • The reason for the credit

  • How the credit will be used on the account

Clear communication helps ensure parents understand how the credit will affect future payments.

Maintaining Accurate Records

All account credits should be properly recorded to maintain transparency.

Franchisees should ensure that:

  • The credit appears in the member’s account history

  • Any relevant notes are recorded where appropriate

  • Financial records remain accurate

Maintaining clear records helps avoid confusion later.

Summary

Adding credit to a member’s account can be a practical way to resolve certain situations while keeping the membership active.

Franchisees should ensure that:

  • The credit amount is correct

  • The credit is applied to the correct account

  • The parent is informed clearly

  • Records are updated accurately

Properly managing account credits helps maintain fairness and transparency within the membership system.