MemberCash – Contract cancellations and notification for debt claim returns

In this article you will learn how to configure automatic contract cancellations for MemberCash debt claim returns and set up notifications for your members.

Contents

• General
• Activate automatic transfer
• Contract cancellations upon debt claim returns
• Notification rule and automatic dispatch of the cancellation
• Example communication template

Fast lane

1. Go to Settings / Finance / Debt Collection and activate the Automatic transfer in the Collection configuration for MemberCash debt returns section (contact support).
2. Configure the cancellation type under Contract cancellations upon debt claim returns.
3. Create a communication template under Communication / Management / Templates.
4. Set up a notification rule under Communication / Management / Notification rules with the event Automatic cancellation and debt collection transfer (MemberCash).

General

When MemberCash returns a claim with the reason Purchase limit or debt not eligible for purchase, the software can automatically forward these claims to Finion Inkasso (FairPay) and optionally cancel the member's contract.

You can find the corresponding configuration under Settings / Finance / Debt Collection in the Collection configuration for MemberCash debt returns section. This section is only visible when MemberCash is activated for your studio.

Activate automatic transfer

The Automatic transfer controls whether debt claim returns from MemberCash with the reasons Purchase limit and debt not eligible for purchase are automatically transferred to Finion Inkasso (FairPay).

The automatic contract cancellation can only be configured once automatic transfer is activated. If you do not see this section in your debt collection settings, automatic transfer has not yet been activated. In this case, please contact support.

Contract cancellations upon debt claim returns

Here you configure whether and how your members' contracts are cancelled when MemberCash returns claims with the reasons Purchase limit or debt not eligible for purchase.

You have the following options:

• No membership cancellation: The member's contracts are not cancelled.
• Ordinary cancellation: The contracts are cancelled at the earliest possible regular termination date. Choose this option if you want to make the contract residually due.
• Extraordinary cancellation: The contracts are cancelled extraordinarily — either immediately or at the end of the current service period. Choose this option if you want to claim damages, which will also be transferred to your debt collection partner.

If you have configured an automatic contract cancellation, the cancellation is carried out before the transfer to your debt collection partner. The transfer amount is therefore increased by any damages and residual amounts due.

In any case, you can additionally set an access block. This is displayed in the member account as a permanent block and can only be removed manually.

Notification rule and automatic dispatch of the cancellation

For your member to receive a notification when their contract is cancelled, you must create a communication template and a matching notification rule.

Step 1: Create a communication template

1. Go to Communication / Management / Templates and create a new letter or email template.
2. Select the tag Cancellation under Additional member information and the category Contract.
3. Write the cancellation text. Useful placeholders:
   • #OffeneForderungenGesamt — Total of all outstanding claims
   • #OffeneForderungenMitglied — Table of all individual outstanding claims
   • #Vertragstarifname — Name of the cancelled contract
   • #Vertragsenddatum — Date on which the contract ends

Step 2: Create a notification rule

1. Go to Communication / Management / Notification rules and create a new notification rule in your active configuration.
2. Select the event Automatic cancellation and debt collection transfer (MemberCash) and your preferred dispatch method.
3. With Dispatch without prompt, the communication is created and sent automatically. Otherwise a draft is created that must be sent manually.

Example communication template

Cancellation of your membership including debt collection transfer

#BegrüßungFormell #Vorname #Nachname,

Since your membership has not been paid at all or only partially, we are cancelling your membership as of #Vertragsenddatum.

The following contracts have been made fully residually due. This means that the entire contribution until the end of the term in the amount of #OffeneForderungenGesamt is immediately due. The claims listed below have already been transferred to our debt collection partner, who will contact you shortly.

#OffeneForderungenMitglied

Kind regards,

#Studioname

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#Studioname | #Studiostraße #Studiohausnummer | #Studiopostleitzahl #StudioOrt
#Studiotelefonnummer | #StudioEMail | #Studiowebseite