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Credit Card Processing in Gym Assistant

The degree to which you can integrate credit card processing into Gym Assistant depends on your current setup and what changes you are willing to make. The most seamless method lets you process cards directly in the software, taking only 2-3 seconds.

If you are a new business...

The easiest and more cost-effective option is to sign up with a processor that offers full compatibility with Gym Assistant. See Fully-Integrated Processing: The Direct Method below.

If you are an established business...

If you are willing to change your processor and want the easiest and most cost-effective option, see Fully-Integrated Processing: The Direct Method below.

If you want to keep your current processor but want to integrate credit card processing into Gym Assistant, see Fully-Integrated Processing - Using PC-Charge below.

If you want to continue using your current desktop credit card terminal you can process cards completely outside of Gym Assistant. See Manual Submission: The low-tech method, External Processing and Batch Export below.

If you need more information...

Please don't hesitate to call or email us if you have any questions about payment processing. We want to help you find the solution that is right for your business.

Fully-Integrated Processing: The Direct Method

This is by far the most efficient way to handle credit cards in Gym Assistant. Using this method Gym Assistant submits charges directly to the processor in real-time through the internet.

When the member hands you his credit card at the time of purchase you swipe the credit card through a USB credit card reader (available in our Online Store). Gym Assistant then submits the charge and obtains approval in about two seconds. If you don't have a credit card reader then you can manually enter the credit card information.

For monthly billing Gym Assistant will generate a list of all members that should be charged for a given billing date. The program will then submit all of the charges in one step, recording the payments and updating records for all members whose charges were approved. After running all of the charges Gym Assistant will display a list of the declined and approved charges. If a member's card is declined then his payment will not be recorded and he will automatically be denied entry. You can run charges again for the declined members at any time later.

Merchant Warehouse is the only merchant processor that offers an internet gateway that is fully-compatible with Gym Assistant. They offer competitive prices and excellent service. For more information contact Noah Burdett at 800-498-0823, ext 2080 or sign up now.

Fully-Integrated Processing: Using PC-Charge Software

For those clubs who already accept credit cards and don't want to change processors, PC-Charge/Pro is 3rd party software that is compatible with almost any merchant processor. When coupled with a USB credit card reader (available in our Online Store) PC-Charge/Pro can replace a standard retail credit card terminal. Because transactions are submitted through the internet you will not need a dedicated phone line for processing credit cards.

Using this method Gym Assistant can submit charges through PC-Charge/Pro in real-time exactly like described above in Fully-Integrated Processing: The Direct Method. The only difference is that Gym Assistant submits charges through PC-Charge rather than directly through the internet.

You may be able to obtain PC-Charge directly from your merchant processor. If not, please call Bio-Logic at 877-496-2778, ext 1 to orde. Once PC-Charge has been configured and you have run a test charge directly we can walk you through the Gym Assistant setup in about 5 minutes. Gym Assistant is compatible with both PC-Charge "Pro" and PC-Charge "Payment Server". Payment Server is better designed to work in the background, and so we recommend that you purchase Payment Server if it is available.

Manual Submission: The low-tech method

For those clubs who already have a standard countertop retail credit card machine and don't want to change, Gym Assistant provides some tools to make your life easier as well.

When a member hands you his card at the time of purchase just indicate in Gym Assistant that he will be be paying by credit card. The software will then ask if the charge was approved. Swipe the card through your desktop terminal and run the charge as you normally would. Once the charge is approved (or declined) return to Gym Assistant and click "Approved" or "Declined".

For monthly billing Gym Assistant will generate a list of all members that should be charged for a given billing date. The program will then display a list of credit card numbers, expiration dates and amounts to charge. You can use this list to manually run each charge through your credit card terminal. Once you have finished with the list Gym Assistant can record all of the approved charges and update those member records in one step.

External Processing

If you are processing credit cards completely outside of Gym Assistant (maybe through an online service) then Gym Assistant still provides some tools to make your life easier.

For swiped/manual transactions you will simply tell Gym Assistant that the charge was approved.

For monthly billing Gym Assistant will generate a list of all members that should be charged for a given billing date. You can then record all of the approved charges and update those member records in one step.

Batch Export

Some merchant processors offer an online website that allows you to upload a batch of transactions in a text file. After the charges have been processed a list of approved and declined charges is usually displayed. Gym Assistant can generate many different export formats including customizing options. You can then record all of the approved charges and update those member records in one step.

For more information about Payment Processing in Gym Assistant:

Credit Card Processing in Gym Assistant

Electronic Funds Transfers (EFTs) Explained
EFT Processing in Gym Assistant

Please don't hesitate to call or email us if you have any questions about payment processing. We want to help you find the solution that is right for your business.