There are a few moving parts between when a payment is made in GymMaster and when the money actually leaves your member's account.
First, GymMaster sends a payment request to your billing provider. That provider then passes it to the member's bank, which returns a success or failure response back through the same chain—back to the billing provider, then into GymMaster. At that point, the member’s account is updated based on the result.
This whole process usually takes 3 to 5 working days, though timing can vary depending on your billing provider and the member’s bank.
Member Billed
Automatic payments are sent out early each morning. Manual charges can also be made throughout the day using the POS.
Once a payment is sent, it’ll show as Processing, and the related charge will show as Provisionally Paid.Payment Requested
Your billing provider batches payments throughout the day, sending them off to the member’s bank or card issuer.Payment Processed
Once the bank processes the payment (usually overnight), the result is returned to your billing provider.Payment Status Requested
GymMaster automatically checks the status of sent payments about three times a day. You can also trigger this manually by going to Report & Till > Billing > [Check Billing].Settlement
In most cases, your billing provider holds the funds (minus any fees) in your account with them before settling it into your facility’s bank account.
Exactly how and when this happens will depend on which billing provider you’re using.
Billing Statuses
| Payment Outcome | Billing Status | Description |
| Not Sent | NOT SENT | The payment request never left GymMaster. Usually this is due to the member's billing being disabled. |
| Processing | SENT | The payment has been sent to the billing provider for processing. |
| Settled | SUCCESS | The payment was successfully taken from the member. |
| Refused | REFUSED | The payment was refused by the billing provider, and never made it as far as the bank. Generally a payment is refused when the request is invalid. e.g. bank account is invalid, credit card has expired |
| Rejected | REFUSED/DECLINED | The payment was rejected or declined by the member's bank or card issuer. Billing providers may use these terms interchangeably. |
| Failed | FAILED | The payment has failed for some reason, this is sort of a catch all and usually is not due to financial reasons. |
| Dishonoured | DISHONOURED | The payment was declined with a reason that incurred a penalty fee. Check with your billing provider whether this penalty fee has been charged to the member or your facility. If applicable the fee will be added to the member's account in accordance with your facilities settings. |
For more information, see our article on Failed Billing