Manual payments: How to use cash and checks

To apply cash or check payments in the software, a staff member must manually enter them into a member's account. These in-person transactions have no extra processing fees.

Table of contents

 

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Permissions and accessibility

Staff access:

• Admin
  • Full access
• Manager
  • Does not have access to change payment options for registrations
  • Has access to change a member’s payment method for an existing registration
• Staff
  • None

MyStudio plan restrictions:

• None

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Cash Payments

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How to set up cash as a payment option

1. Go to  Operations > Point of Sale > Settings

 

2. Check the box for each offering you want to allow cash payments for.

 

 

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How to accept cash when signing up customers?

When a customer wants to sign up for a membership and pay with cash, the process is handled directly by a staff member in the Public POS or Staff POS.

1. Go to  Operations > Point of Sale > Open Public POS or Staff POS by clicking on the rocketship 

    

   

2. Go through the regular registration process

3. At check out, find "choose payment method". Click to get the drop-down menu and select cash.

 

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What if a customer wants to pay with cash instead of card?

When a customer pays for an upcoming or past-due payment with cash, you need to manually apply it to their account.

 

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How to apply cash towards an upcoming payment

1. Find the participants registration by going to All Customers > Program Participants > and click on the participant’s name, taking you to their registration profile.

2. Select the Payments section inside their registration profile.

    

   

3. Click on the payment they want to apply the cash to.

    

   

4. Click "Apply credit to this payment."

    

   

5. Enter the amount and select "Cash Payment" from the drop-down menu.

    

   

6. Click "Apply Credit"

7. Another pop up is displayed asking "Are you sure you sure you would like to add a credit to this bill?" Click "OK" to confirm.

    

   

 

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How to apply cash towards a past due payment?

1. Find the participants registration by going to  All Customers > Program Participants > and click on the participant’s name, taking you to their registration profile.

2. Select the Payments section inside their registration profile.

    

   

3. Click on the payment that they want to apply to cash to.

    

   

4. Click "Apply credit."

    

   

5. Enter the amount and select "Cash Payment" from the drop-down menu.

    

   

6. Click "Apply Credit"

7. Another pop up is displayed asking "Are you sure you sure you would like to add a credit to this bill?" Click "OK" to confirm.

    

   

 

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How do I see cash payment totals?

To see the total cash payments during a specific date range, go to Payments

> Payment history. The cash net total will be displayed above the table.

 

 

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Check Payments

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How to set up checks as a payment option

1. Go to Operations > Point of Sale > Settings

    

   

2. Check the box for each offering you want to allow check payments for.

 

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How to accept check when signing up customers?

When a customer wants to sign up for a membership and pay with cash, the process is handled directly by a staff member in the Public POS or Staff POS.

1. Go to  Operations > Point of Sale > Open Public POS or Staff POS by clicking on the rocketship

    

   

1. Go through the regular registration process

2. At check out, find "choose payment method". Click to get the drop-down menu and select check.

   
   
   

3. You will be prompted to enter the check number.

 

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How to apply check towards an upcoming payment

1. Find the participants registration by going to  All Customers > Program Participants > and click on the participant’s name, taking you to their registration profile.

2. Select the Payments section inside their registration profile.

    

   

3. Click on the payment they want to apply the check to.

    

   

4. Click "Apply credit to this payment."

    

   

5. Enter the amount and select "Check Payment" from the drop-down menu, and type in the check number.

    

   

6. Click "Apply Credit"

7. Another pop up is displayed asking "Are you sure you sure you would like to add a credit to this bill?" Click "OK" to confirm.

    

   

 

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How to apply check towards a past due payment?

1. Find the participants registration by going to  All Customers > Program Participants > and click on the participant’s name, taking you to their registration profile.

2. Select the Payments section inside their registration profile.

    

   

3. Click on the payment that they want to apply to check to.

    

   

4. Click "Apply credit."

    

   

5. Enter the amount and select "Check Payment" from the drop-down menu, and type in the check number.

    

   

6. Click "Apply Credit"

7. Another pop up is displayed asking "Are you sure you sure you would like to add a credit to this bill?" Click "OK" to confirm.

    

   

 

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How do I see check payment totals?

To see the total check payments during a specific date range, go to  Payments > Payment history. The check net total will be displayed above the table.

 

 

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Frequently Asked Questions (FAQs)

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Why would I use cash or check payments instead of credit cards or ACH?

Cash and check payments are considered “manual” payments. They are great for in-person transactions and have no additional processing fees.

 

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Can a member pay with cash or check online?

No, these payment methods are only available through the Staff POS or Public POS. They are not an option for online registration or the Member App.

 

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What is a “manual” payment?

A manual payment is a payment that has to be entered into the system by a studio employee. It is not processed automatically.

 

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My user role is “Staff.” Why can’t I manage a manual payment?

The “Staff” user role does not have permission to manage manual payments. Only Admins and Managers have this capability.

 

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Can I apply one check to multiple payments?

Yes! If a member writes a single check for several past-due or upcoming payments, you can apply the same check number to each payment it covers.

 

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How can I see a report of all the cash or check payments I’ve received?

Go to Payments > Payment History. The “Cash net” and “Check net” totals for a specific date range are displayed above the table

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