How to Process a PIF (Paid in Full) Session Package in ClubReady
What is a PIF?
A PIF (Paid in Full) is a one-time purchase of session credits instead of a membership. It works similarly to a punch card. We always suggest memberships first because wellness is a lifestyle, but if this is a better fit we can still help them. With a PIF, clients can purchase a set number of sessions and use them within the expiration window.
Current PIF Conditions
All sales are final – no refunds
Credits are for 30-minute sessions
Sessions expire 90 days from purchase
We communicate these conditions clearly during the sales process, and these rules also appear on the client’s invoice, so if there are ever questions later, we can reference the invoice where the terms are clearly listed.
When to Offer a PIF
Offer a PIF when a client:
Wants sessions but does not want a membership
Prefers a pay-up-front option
Is visiting short-term or wants flexibility
Sales Associate (SA / LSA) Responsibilities
Sales Associates / LSAs do not have permissions to create invoices in ClubReady, so their role is to prepare the account and notify management.
Step 1 — Put a Card on File
When a client agrees to purchase a PIF:
Add the client’s card to their Club Ready profileon.
Explain that the charge will run today.
Example wording:
“Great! I’ll add your card on file and our admin team will process the session package for you today so we can get you scheduled.”
Step 2 — Set a Task
Set a task inside the customer's account for Mandie or your RM letting them know a PIF invoice needs to be created and processed. Make sure to include the number of sessions the client is wanting to purchase.
Step 3 — Send a Slack Message
Immediately send a Slack message to Mandie or your RM letting them know a PIF invoice needs to be processed. Include:
Client name
Number of sessions purchased (ex: 4 or 8)
Confirmation that a card is on file
Example message:
“PIF request – Sarah Johnson purchased 4 sessions. Card is on file.”
This allows us to process the payment quickly while the client is still engaged and ready to book. The task will be set inside the client's account so it will be easy to find, but the name helps us make sure no one gets missed.
Step 4 — Begin Booking the Client
Note:The account credits will appear after the invoice is paid and sessions are added, so occasionally we may temporarily hold a spot (by time blocking in Club Ready - this would be the ONLY reason we would block a stretch instead of booking it properly) while their credits are added. Once the payment is in motion, help the client schedule their first stretch.
Help them feel welcome and enjoy their first set of stretches so that they want to purchase again, ideally saving money with our membership options!
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Administrative Process
(Brent, Jennifer, Mandie)
After the Slack message is received, the following steps will be completed by management.
Step 1 — Create an Invoice
Navigate in the client profile to:
Invoices → Add New Invoice
Do NOT tie the invoice to an existing Agreement (if any)
Select Sales Package or Fee Type = Misc Fee
Enter Invoice Description = copy / paste one of the following;
Paid in Full Package: 4 Session credits. All credits are for half hour sessions. All sales are FINAL and non-refundable. Session credits expire 90 days from purchase.
Paid in Full Package: 8 Session credits. All credits are for half hour sessions. All sales are FINAL and non-refundable. Session credits expire 90 days from purchase.
Paid in Full Package: 12 Session credits. All credits are for half hour sessions. All sales are FINAL and non-refundable. Session credits expire 90 days from purchase.
***It is important to copy/paste the Invoice Description above in the proper place so that it appears on their invoice.
Enter Invoice $ Amount = $249, $49 or $599 (see the pricing graphic above)
no sales tax
Enter Payment Due Date = tomorrow (so payment doesn't show past due once created)
Enter An Optional Note= this is what appears for staff only as a gray note in the invoice list in their account. Nothing is usually needed here.
Create the invoice.
Step 2 — Charge the Invoice
Go to POS and locate the invoice.
Add the invoice to the cart
Select Card on File (this will have been added previously to that account by the SA)
Checkout and process the payment
Once paid, the invoice should show Paid (green) instead of Due.
Step 3 — Add Session Credits Manually
After payment is completed:
Add the correct number of session credits in the client account
Set expiration to 90 days from purchase
In the credit note/description include:
The invoice number
The number of credits purchased
Example note:
“4 PIF session credits – Invoice #12345”
This ensures anyone reviewing the account can see exactly where the credits originated.
Important Operational Notes
Credits Appear After Payment
Clients technically do not have credits until the invoice is paid and sessions are manually added, so timing is important when scheduling their first appointment.
Communication is Key
Because SAs cannot create invoices, Slack communication is essential to prevent delays.
Why We Use This Process
This allows us to:
Sell session packages to clients who do not want memberships
Capture revenue we might otherwise lose
Provide flexibility for short-term clients
If You Have Questions
If you are unsure about any part of the process, contact:
Brent, Jennifer or Mandie
We are happy to assist and ensure the client experience remains smooth.
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