Adding a Member to HART

By the end of this training article, you will be able to:

• Create a membership
• Create a dependant
• Create and understand the financials

Creating a new member in HART 

Navigate to Sales > Membership and either search for the guest profile through the Guest Wizard or press new if the profile does not exist, and create a new profile.

Fill in all necessary information for the guest and press Save. 

Click on the Member tab, In the narrow field underneath the profile details, do a right-click and Add Entry.

• Membership: select the membership from the drop-down menu. 
• Membership No: Type in the member’s membership number or generate by pressing grey dots depending on your property’s procedures.
• Primary Contact: tick this box if the member is the primary contact in case of joint and family memberships.
• From-To: the dates of the membership appear automatically. 
• Joined: the date appears automatically when the membership is added.
• Financials After:  type in the date you want the membership financials to start from if this is not generated automatically.
• How Heard: Select a How Heard reason from the drop-down menu. 
• Status: the status remains as Provisional until the member makes the membership payment. When the payment is made the membership status turns to Paid. If you double, click inside this field you can also select one of the following statuses: 
  • Resign: If the member has resigned from the membership. 
  • Freeze: If you want to freeze the membership for any reason. 
  • Deceased: If the member has deceased. 
  • Finish: If the membership has finished. 
  • Restore: Press this button if you want to restore the membership. 
  • Close: Press this button if you want to close the Status window.
• Termination: select the date that you want the membership to be terminated.
• Direct Debit (DD): Tick this box if the payment of the membership is made by direct debit.
• Discount: add in a discount percentage that you want to give to the member regarding the membership if any.
• Revenue split: The monthly breakdown appears automatically depending on the membership configuration.
• Loyalty Card: Select Overdraft, if overdrafts are allowed from the member’s loyalty card, No Overdraft,  if overdrafts are not allowed from the member’s loyalty card, or disabled if you do not allow this.

Save once you have added this information. 

Adding a dependant member.

Create the member(s) as above, tick the primary box for the primary member.

Once in the primary member press the link button and search for the dependant member.

You can change the primary account member by pressing the Clear button. This opens once again the Guest Wizard, where you can select a new primary account member for this dependent one. 

Creating financials 

For pay upfront (annual) memberships

Press the financial button and select Join or Renew as appropriate.

Add in the date you need the membership to start from and press generate.

Add in your amount and payment method and then press add, followed by the save button.

This will create the schedule of payments which the system will automatically move at the close of day at the end of the month.

In the membership window pressing the details button here opens the revenue and payment financials window.

The information that you can see for each payment is the following: 

• On Date: The date on which the payment was made. 

• Amount: The payment amount. 

 • Payment: The payment method. 

• Paid: This check box is ticked if the membership has been paid. 

• Notes: Involves any payment notes. 

The Revenue information that you can see for each revenue is the following: 

• On Date: The date on which the revenue will be posted. 

• Amount: The revenue amount. 

• Revenue: The revenue centre to which the membership income will go. 

• Chd: This check box is ticked if the charge is posted. 

• Notes: Involves revenue notes. 

The Edit buttons opens new windows where you can edit membership revenues and membership payments: 

For direct debit members

Press the financial button and follow the same steps as for the annual membership. The system will generate the revenue and payments which you can see when you press the details button in the membership.

For direct debit members, you will also need to fill in the bank details in the Financial tab.