📝 Overview

Payment methods can be stored on a customer's profile by staff or saved by the customer during checkout. Credit card details enable seamless future purchases and auto-renew billing.

💡 When Do Saved Cards Appear?

Saved cards appear at checkout and in the admin side in these cases:

A customer marks the "Save credit card" checkbox during checkout
Staff manually add a card to the customer profile
A card auto-saves during payment plan or auto-renew checkout flows

Once saved, cards are immediately available for future checkout flows and staff-initiated transactions.

For ACH (bank account) payments, the supported option for automation uses GoCardless.

GoCardless

💳 Credit Card Payment Management (Admin Side)

Staff can add, manage, and remove customer credit cards directly from the customer profile. You can also share saved cards with linked family members for streamlined admin-side purchases.

➕ How to Add a Saved Credit Card

Click the arrow to learn how to save a credit card

Go to the customer profile.
Scroll to the bottom and click Add Payment Information.
Choose Credit Card as the payment method.
Enter:
- Card number
- Expiration date
- Security code
(Optional) In the Authorized Users field, click to view all members linked to this account and select any who should have access to this card for purchases made from the admin side.
Choose a Billing Day for auto-renew memberships:
- If N/A is selected, the card will be charged on the membership's renewal date.
Click Save.

⚠️ Important Note: Saving a payment method on a customer's profile does not collect written consent from the customer. Facilities are responsible for obtaining permission from customers before saving or auto-billing their accounts.

⚠️ Important Note: If a facility has multiple locations with different Merchant IDs (MIDs) assigned, the saved payment method will only apply to the location the staff member is currently signed into. Be sure you are signed into the correct location before saving. Additionally, if a customer makes a purchase at a different location and saves their card at checkout, that card saves to their primary location only. Staff at other locations will not be able to see or use it.

👨‍👩‍👧 Shared Card: Linked Member View

Click the arrow to learn more about sharing cards using Authorized Users

When a card is shared via the Authorized Users field, the linked member will automatically have that card set as their default payment method if they do not already have one saved.

🚫 How to Remove a Saved Credit Card

Click the arrow to learn how to remove a saved credit card

Go to the customer profile.
In the Payment Information section, click the edit icon.
Change the Payment Method to None.
Click Save.

⛔️ Caution: This method of removing a saved card will remove ALL card information on the profile.

🧑‍💻 What the Customer Sees

Customers have the option to save their payment method directly during checkout for faster future transactions.

Click the arrow to see how a customer can save their own Credit Card online

During checkout, customers may see this option:

✅ Save credit card to my account

Once saved, this card appears in future checkouts as:

Stored Payment method (above the "Checkout" button)

⚠️ Important note: Customers cannot update or remove saved cards themselves. They must get help from a staff member at the facility.

Contacting the Facility

💸 Using Saved Credit Cards for Billing

Saved credit cards enable automated billing for multiple recurring revenue scenarios. Here are the primary ways they're used:

Click the arrow to learn how saved cards can be used

🔄 Auto Renew Memberships

Saved credit cards will be automatically charged based on the Billing Day selected when the payment method was added.
If N/A is selected, the charge occurs on the membership renewal date.

🗓️ Payment Schedules

Staff can use the saved card to create recurring payment schedules on open invoices, allowing installment-based billing to run automatically.

🏦 ACH (Bank Account) Payments

Customers can also pay using ACH, but functionality differs depending on whether GoCardless is enabled.

🧾 Manual ACH (EFT Processing)

Click the arrow to learn more about how to setup a manual bank ACH

You may manually collect ACH bank account details and store them on a customer's profile:

From the customer profile, click Add Payment Information.
Choose ACH as the payment method.
Enter the account and routing numbers.
Choose a Billing Day for auto-renew charges.
Click Save.

To process payments:

Run the Customer Membership Report.
Format the data according to your bank’s EFT import requirements (most accept .csv files).
Send the file to your bank to process withdrawals.

✅ This manual process typically should happen once per month.

🏦 GoCardless: Automated ACH

To automate ACH payments, use GoCardless, our integrated payment provider.

Explore GoCardless

💲 Using ACH with Auto Renew

When using ACH payments with auto-renewing memberships, the process and automation level depend on your facility's setup and payment provider.

Click the arrow to learn how ACH payment methods work with Auto Renew

🏦 With GoCardless

Auto-renewing memberships and invoice payment schedules will be processed automatically on the selected Billing Day—just like credit cards.
No staff action is needed once the customer has authorized GoCardless.

📤 With Manual ACH (EFT)

ACH saved directly to a customer profile does not process automatically.
Staff must:

Run the Customer Membership Report
Format and send the data to your bank manually for EFT processing

⚠️ Important note: If GoCardless is not used, customers will be invoiced but not charged. Payment must be handled manually outside the system.

❓ Frequently Asked Questions (FAQ)

Find answers to common questions or additional details that may not be covered in the main instructions.