Member Financial Information

Gym Assistant only stores financial information for members with a recurring billing option of ACH or Credit Card.

Updating Member Credit Card Information

There are three ways to access a member’s credit card info:

• While viewing a member’s record right-click on the Credit Card billing option.  The cursor will change to a hand when you are over the clickable area if the member has a billing option of Credit Card or ACH.
  
  
• While viewing a member’s record select Update Financial Info from the Member menu.
• While editing a member’s record click CC Info.
  
  

The member’s current card information will be displayed (with part of the credit card number masked for security reasons).

• Click Accept to keep the current card info.
• Click View/Modify to edit the current card info (e.g. to update the card expiration date).
• Click Enter New to enter information for a new credit card.

Enter a new credit number:

1. Do one of the following:

• Enter the credit card number (without spaces or dashes) into the Card # field.
• If you have a USB credit card reader slide the card through the reader (with the cursor in the Card # field).  The Card #, Exp Date and Cardholder Name fields will populate automatically.

Note: Always fill the CC Billing Street # and CC Billing Zip fields to ensure that your credit charges incur the lowest processing fees from your merchant services provider.

2. Click Print Authorization to print an authorization form for your members to sign.

Note: Most clubs will include such authorization in the membership contract, so this may not be needed.  (You can edit the “CC-Auth.txt” form by selecting Edit Form Template from the Documents menu.)

Tokenizing Card Information for Maximum Security

If you are utilizing one of the available integrated credit card processors (Merchant Warehouse, IP Pay or JetPay) then you have the option of transferring the member’s sensitive cardholder information to the merchant processor.  This process is called “tokenizing”, because the processor will return to Gym Assistant a “token” that can be used to represent the member’s card number.  Because the sensitive card information does not reside on your computer this presents the easiest way to confirm that your business is PCI compliant.

Note: For more information about PCI (Personal Cardholder Information) regulations and compliance please refer to your merchant processor.

To tokenize a member’s credit card information click Tokenize.  Gym Assistant will send the card information to the processor and then display “Verified+Tokenized” under the card number.

Updating Member ACH (bank) Information

There are three ways to access a member’s ACH info:

• While viewing a member’s record right-click on the ACH billing option.  The cursor will change to a hand when you are over the clickable area if the member has a billing option of Credit Card or ACH.
  
  
• While viewing a member’s record select Update Financial Info from the Member menu.
• While editing a member’s record click ACH Info.
  
  

The member’s bank information will be displayed (with most of the bank numbers masked for security reasons).

• Click Accept to keep the current bank info.
• Click View/Modify to edit the current bank info.
• Click Enter New to enter information for a new bank account.

Tokenizing ACH Information for Maximum Security

If you are utilizing one of the available integrated ACH processors (IP Pay or JetPay) then you have the option of transferring the member’s sensitive bank information to the processor.  This process is called “tokenizing”, because the processor will return to Gym Assistant a “token” that can be used to represent the member’s bank information.  Because the sensitive bank information does not reside on your computer this presents the easiest way to confirm that your member’s financial information is secure.

To tokenize a member’s bank information click Tokenize.  Gym Assistant will send the bank account information to the processor and then display "Tokenized" under the card number.