Collection Settings: Behavior for closing cases and automatic contract termination at purchase limit

In this article, you will learn how to configure collection settings, set the behavior for case closure, and set up automatic contract termination when the MemberCash purchase limit is reached.

Contents

• General
• Studio Data and Behavior for Case Closure
• Contract Termination at MemberCash Purchase Limit
• Notification Rule for Automated Termination Message

Fast Lane

• Open the Collection Settings: Settings/Finance/Collection.
• Configure the studio data and behavior for case closure.
• Enable and configure automatic contract termination at the purchase limit.
• Create a notification rule for the termination message.

General

In the collection settings, you can define how outstanding claims are processed and what actions are taken for unpaid contributions. Navigate to Settings Finance Collection. Here, you can set basic studio information and configurations for handling claims.

Studio Data and Behavior for Case Closure

1. Edit Studio Data: In the collection settings, enter the basic information of your studio, such as the studio address, phone number, and bank details (IBAN and BIC).
2. Set behavior for remaining unpaid claims: In the configuration, choose how to handle unpaid claims when a customer has canceled their contract:
   • Keep remaining unpaid claims open: Claims remain outstanding and can be collected later.
   • Write off all remaining unpaid claims: Claims are automatically written off as soon as a customer cancels their contract.

Save the settings to ensure that the studio data and configuration for open claims are properly recorded.

Contract Termination at MemberCash Purchase Limit

With the purchase limit function in combination with MemberCash, you can define when and how a contract is automatically terminated if a member has repeatedly refused payments.

1. Open the MemberCash Purchase Limit Settings: In the collection settings, find the Contract Termination at MemberCash Purchase Limit section.
2. Select Termination Type: Decide if the termination should be "regular" or "extraordinary".
3. Configure contract termination settings:
   • Make contract fully due: Enable this option if the entire outstanding amount should be due immediately upon termination.
   • Enable access restriction: This option blocks the member's access as soon as the termination becomes effective.
4. Enable automatic termination at purchase limit: If Finion Capital rejects a MemberCash claim due to exceeding the purchase limit, the member's contract will be terminated at the next possible date, and all contracts will become immediately due. Access restriction can also be set if enabled.

Save the settings to activate automatic contract termination at the purchase limit.

Notification Rule for Automated Termination Message

To ensure that your members are informed about an automatic termination, you should set up a notification rule:

1. Navigate to Notification Settings: Communication/Notification Rules.
2. Add a New Notification Rule: Click "Add Notification Rule" and select the event "Automatic Contract Termination incl. Collection Transfer (MemberCash)".
3. Set the Dispatch Mode: Choose whether the message is sent automatically without prompt.
4. Select Communication Channel and Template: Choose which channel (e.g., email) to use for the notification and select a relevant template (e.g., "Termination with Due Balance").
5. Save the Rule: Confirm the settings to save the notification rule. If desired, you can also set up fallback communication if the primary communication channel fails.

By following these steps, you ensure that your members are automatically informed about the termination and its reasons.