How to Book a Customer into a Class on a Direct Debit

Problem

You need to book a customer into a continuous course class at the desk using a Direct Debit payment plan in GoLearn, taking the pro-rata payment, capturing bank and billing details, and confirming the Direct Debit instruction.

Resolution

1. Select the class

   • Click Book.
   • Click the continuous course you are booking the customer into.
   • Click the Level they are booking into.
   • All relevant classes will appear. Click Book next to the class they are going into.

2. Find the member

   • Search for the member by their name or card number/ID number.
   • Click Search.
   • The member should now appear. Click Continue next to their name.

3. Choose the Direct Debit payment plan

   • The Direct Debit payment plan(s) will appear. Select the plan so that it is highlighted green.
   • The screen shows:
     • the First collection date,
     • the Standard month price (how much the Direct Debit will be), and
     • Pay today: the pro-rata amount the customer needs to pay today to secure their space (for example, number of sessions × session price).
   • Click Continue.

4. Take the pro-rata payment

   • The next page registers how the customer has paid the pro-rata payment, whether that is cash, card, cheque or other.
   • Click the Exact button.
   • Click the means of payment (Cash, Cheque, Credit, Card or External).
   • Click Continue.

5. Enter the bank details

   • Enter the customer's bank details to set up the Direct Debit: Account Holder, Account Number, and Sort Code (click the field and enter it).
   • Tick the box to confirm the customer agrees to the declaration shown ("I agree to the above"). By continuing, the customer confirms that, if the bank account is a personal account, the account is in their name, and that they are the only signatory required to authorise the Direct Debit.
   • Click the green Continue button.

6. Enter the billing information

   • The next page is the billing information for the account being used (Title, First Name, Last Name, Address Line 1 and 2, City/town, County, Postcode, Email Address and Telephone; required fields are marked with an asterisk).
   • If the details are the same as those held for the member, tick the Auto Fill Member's Address box. If the information is different, type the details in manually.
   • Click the green Continue button.

7. Print and sign the Direct Debit instruction

   • Read through the confirmation page to ensure all details are correct and both parties are happy.
   • Click View/Print DD Instruction Confirmation to print the Direct Debit instruction.
   • Once the document is printed, the customer needs to sign, print their name and date the bottom of the Direct Debit Instruction Confirmation page.

8. Confirm and accept

   • Back on the GoLearn page, a new tick box appears (Confirmation – Account Holder has read the Direct Debit Guarantee).
   • Once all steps have been followed, tick the box. By ticking it you are confirming that:
     • the Direct Debit form has been filled in,
     • the Direct Debit Confirmation has been printed, and
     • the Account Holder(s) have seen and agree with the Direct Debit Guarantee, confirmed by signing the form.
   • Click the green Accept button.
   • The booking is confirmed ("Your booking was successfully made"). The customer is now set up on the Direct Debit and booked into their class.

Notes

• The Direct Debit Instruction Confirmation document is for the customer's personal reference only and does not need to be sent to their bank or building society. It contains:
  • Class details: class name, start date and the member's card ID.
  • Instruction details: creation date, reference, name on statement, account number, sort code and service number.
  • Payment schedule: first collection date, the monthly collection day, cycle fee and cycle frequency.
  • The Direct Debit Guarantee and a signature / print name / date section.
• Notes printed on the document:
  • It is a confirmation of the Direct Debit instruction setup, not a proof of purchase.
  • The cycle fee shown is the base price for each collection; each collection is calculated separately to include external factors such as cancelled sessions and balance from previous collections.
  • The printout must not be used to create a new Direct Debit instruction, as this has already been completed to produce the document.
• The payment method you choose for the pro-rata payment can be found in your reports.
• If you do not have a printer, we advise that customers sign up to Direct Debit via Online Joining instead (see Direct Debit Online Joining Process for a Customer Who Has a HomePortal Account).

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