Guide menu

Selling and Renewing Memberships

In one line: Sell a membership in one form, take part of the money now, and never lose track of the rest — or of the days a member has already paid for.

Why this matters

A membership sale is four facts: who, which package, what they paid, and what they still owe. On paper, the fourth one goes missing. Asha pays 30,000 TZS of a 50,000 TZS package, you mean to write it in the margin, and three weeks later nobody can say whether she settled up. That is money you already earned and will never see.

Kazafit records all four the moment you make the sale. If the paid amount is short, a red panel appears before you save, reading "A debt of 20,000 TZS will be recorded for this member." The shortfall goes straight onto that member's outstanding balance, so it turns up when you chase money later instead of living in someone's memory.

Renewals are the other leak. Renew by hand and you have two bad options. Start the new membership today, and you quietly take days the member already paid for. Guess the old end date, and sooner or later you get it wrong. Kazafit starts the new membership on the day the old one ends, so there is nothing to argue about at the front desk.

And when someone travels or gets injured, you pause them rather than scribbling them out. Kazafit writes every pause into the activity history with the date. It saves the reason you type as well, but the Logs tab does not show it back to you yet — so if you want the reason to hand later, put it in the member's notes too.

What you can do

  • Sell a membership in one form. Type the member's name and pick them, choose a package, and the total and paid amounts fill in with that package's price. Set the start date and Kazafit works out the end date from the package length.
  • Take a deposit now and the balance later. Lower the "Paid (TZS)" figure to whatever they actually handed over. When they come back with the rest, use the blue money button on their row (it opens a window titled "Add Payment"). Kazafit raises an invoice, lowers what they owe by that amount, and moves the membership from Not paid to Part paid to Paid on its own.
  • Renew without losing paid days. If their old membership has not run out yet, the new one starts the day it ends. If it already ran out, the new one starts today. Kazafit closes the old membership as Ended, and both the closure and the renewal appear in the history.
  • Pause a membership with the reason kept. The Pause button confirms in plain words — "Yes, pause this subscription" — and gives you a box marked "Reason (you can leave this empty)". The status becomes Paused. Kazafit saves the reason, though the Logs tab does not display it yet.
  • See who is about to lapse. The Expiring tab, headed Ending Soon, lists everyone whose membership runs out in the next 7, 14 or 30 days, with how many days they have used, how many are left, and a "Renew now" button on each row.
  • Read the whole story later. The Logs tab, headed Activity History, shows what happened, to which member, the status it moved from and to, and when — in plain words: Started, Renewed, Ended, Paused, Cancelled, Restarted. The old and new end-date columns are not filled in yet, so they show blank.
  • Bill medical insurance properly. If the member has a policy on file, a "Medical Insurance Detected" panel appears. Tick "Apply Insurance Coverage" and pick the policy, and Kazafit creates the membership and its invoice together.
  • Check your numbers. The Statistics tab shows revenue, active memberships, expired ones and how many end in the next seven days.

How to get started

  1. Create your packages first. Kazafit works out the end date from the package length, so you need at least one package set up. You also need the member on file before you can sell to them. See Your Packages and Prices.
  2. Open Subscriptions from the side menu. You land on the Create tab.
  3. In the Member box, start typing the name and click the person from the list that drops down.
  4. Choose the Package. Total (TZS) and Paid (TZS) fill in with that package's price.
  5. Set the Start Date and add a Reference — the M-Pesa or Tigo Pesa transaction number, for example.
  6. If they are paying part now, lower Paid (TZS) and read the red panel that appears.
  7. Click Create Subscription. The sale appears on the Directory tab and in the history as "Started".
  8. When they bring the balance, find them on the Directory tab and use the blue money button on their row. Enter the amount, then Submit Payment.

Good to know

  • You can only sell each member one membership here. If they have any subscription on record at all — even an old expired one — Kazafit blocks the sale and tells you to use Renew instead. This surprises new owners most.
  • Renewing creates a new membership rather than stretching the old one. The old one shows as Ended in the list. That is expected, not a mistake.
  • You cannot over-collect. If you enter more than is still owed, Kazafit refuses it and says "That is more than is still owed."
  • There is no discount picker on this form. Discounts are applied when you raise an invoice, not when you sell the membership. See Discounts and Promotions.
  • An ordinary cash sale does not raise an invoice at the same moment. Only insurance sales create the membership and its invoice together. For a cash sale, raise the invoice separately.
  • Insurance sales leave the money figures alone on purpose. When you tick the insurance option, Kazafit creates the invoice, but the member's paid amount and balance do not move. You update them when the insurer's money actually lands.
  • Renew, the blue money button and Pause are the only three buttons on each row. Cancel and Restart exist in the system but have no button anywhere in the app — including no way to restart a membership you have paused. Ask support if you need one changed.
  • "Charge Account Balance" does not show you the balance. The tick box settles the sale from the member's prepaid balance, but the form will not tell you what that balance is before you tick it. Check it first — see Member Wallet and Prepaid Balances.
  • Expired memberships close themselves. Every hour, Kazafit finds memberships whose end date has passed and marks them Ended. You just see the status change — there is nothing to run.
  • The Expiring list does not phone anyone. It is a list you go and look at; nothing is sent from that screen.
  • The search box waits about half a second after you stop typing before it searches.
  • The wording above is the English version. The Swahili wording may read slightly differently.

Related