Upgrading and Downgrading Agreements

We simplified the process of upgrading or downgrading agreements. You do not have to manually copy and enter the member's schedule information. DataTrak automatically pre-populates the member's current agreement terms in EAE.

To start using Upgrade/ Downgrade, contact your ABC Account Executive.

When to Use Upgrade/ Downgrade
Members Who Qualify
Electronic Agreement Entry
Agreement
Fees
Validation and Error Messages

When to Use Upgrade/ Downgrade

Use the Upgrade/ Downgrade feature when an active ABC Managed member wants to upgrade to a higher membership plan, downgrade to a simpler membership plan, or add/ remove secondary schedules.

Here are some examples:

Upgrade to a Higher Membership Plan

Pam recently had a baby. She wants to upgrade from the Individual plan to the Family plan to take advantage of the added benefits of free Child Care and a Locker. Pam has five payments left to complete her current 12-month term agreement.

Downgrade to a Simpler Membership Plan

Now that he is retired, Antonio wants to downgrade from the Premium plan to the Silver Sneakers plan. Antonio has six payments left to complete his current 24-month term agreement.

Add/Remove Secondary Schedules

Summer is just around the corner, so Mary wants to add Tanning to her membership. Mary has four payments left to complete her current bi-weekly term agreement.

Tom no longer needs babysitting for his kids, so he wants to remove Child Care from his membership. Tom has 10 payments left to complete his current weekly term agreement.

Company Flag

Clubs must contact their Account Executive to start using Upgrade/ Downgrade.

ABC support reps can use the new Company Flag on the ABC Hub Feature Flags menu to turn on the Upgrade/ Downgrade feature.

To turn on the Upgrade/ Downgrade feature:

Log in to ABC Hub and select Feature Flags.
Enter the club number and click Search.
Click the Upgrade Downgrade Flag check box.
Click Save.

Members Who Qualify for Upgrade / Downgrade

Members Who Qualify:

Active ABC Managed Member
Cash, Installment, or Open agreements

If the membership is frozen, past due, or in pending cancel status, you will receive a warning or error message when you attempt to upgrade or downgrade the agreement. Members who are past due or in pending cancel status must bring their account current before they can upgrade/downgrade.

Members Who Do Not Qualify:

Club Managed members
Cash Open agreements
Members who are Inactive, Canceled, Expired, or Return for Collection
Agreements with invalid payment schedules or fees

If the member does not qualify, you must perform a renewal or rewrite instead.

Electronic Agreement Entry

To begin the Upgrade / Downgrade process:

Click the Change Agreement link on the member page.
Select Upgrade / Downgrade.
Select a Plan Category.
Select an Agreement Plan.
The Electronic Agreement Entry page will open.
The page will be populated with the saved member and billing information.

Click the Invoices tab at the top of the EAE page to any point to view the member's Invoices page to verify schedule information.

Agreement

When you perform an upgrade/ downgrade, the Agreement tab will pre-populate the following fields for both primary and secondary schedules.

Membership
Agreement Term	The term length left to satisfy the original agreement (Original Term Length - Term Already Satisfied = Remaining Agreement Term). For example, if the original term length was 12 months and eight (8) months have already been paid, the remaining term would be four (4) months (12-8=4).
Managed Type	ABC Managed
Dates
Begin Date	The date that the contract went into effect. This is the current begin date on file for the member prior to upgrading or downgrading the agreement.
Expiration Date	The date on which the contract will expire. This is the current expiration date on file for the member prior to upgrading or downgrading the agreement.
Renewal Date	The date on which the contract will renew. The renewal date is based on the renewal options set in the payment plan. When upgrading or downgrading from a plan with no renewal information to a plan that has renewal information, the payment plan will recalculate the renewal date based on the dates and frequency in the new payment plan.
Dues/ Secondary Schedules
First Due Date	The next scheduled invoice to be paid.
Number of Payments	The number of payments the member has left on the agreement (Original Number of Payments – Actual Number of Payments Made = Current Number of Payments Left). For example, if the original number of payments was 24 and the member has already made 16 payments, the current number of payments remaining would be eight (8) payments (24-16=8).
Payment Amount	The payment amount associated with the schedule.

Fees

When you perform an upgrade/ downgrade, the Fees tab will pre-populate the following fields.

Due Date	The original due date of the associated fees on the member's current agreement.
Amount	The original dollar amount of the associated fees on the member's current agreement.
Apply	Indicates whether or not the fee is applied on the member's current agreement.
Recurring	Indicates whether or not the fee is set to be a recurring annual fee on the member's current agreement.

Validation and Error Messages

If an upgrade/ downgrade cannot be performed, DataTrak will display validation or error messages. For more information, see the following sections:

Freeze
Past Due
Pending Cancel
Different Billing Frequencies
Not Available
Other Statuses

Freeze

If an account is frozen, DataTrak will display the Allow Upgrade/Downgrade dialog box. The message will read as follows:

This member currently has a freeze on their account. Completing the Upgrade/Downgrade will remove the freeze. Are you sure you want to continue?

You can click OK to continue with the upgrade/downgrade, or you can click Cancel to stop the upgrade/downgrade process.

Past Due

If the account is past due, you cannot perform an upgrade/downgrade. DataTrak will display the following error message:

Upgrade/Downgrade could not be performed because the member is currently past due.

Once the member brings the account current, you can do an upgrade/downgrade.

Pending Cancel

If the account is in Pending Cancel status, you cannot perform an upgrade/downgrade. DataTrak will display the following error message:

Member is pending cancel and cannot be upgraded/downgraded.

If the account is in Pending Cancel status and is also past due, the error message will read as follows:

Upgrade/Downgrade could not be performed because the member is currently past due. Member is pending cancel and cannot be upgraded/downgraded.

Once the member brings the account current, you can do an upgrade/downgrade.

Different Billing Frequencies

If the scheduled invoices in ABC’s billing system have a different frequency from the agreement in DataTrak, then the following error will occur if you attempt to use Upgrade/Downgrade:

This member is not eligible for an Upgrade/Downgrade because the members schedules have different billing frequencies.

To avoid this issue, make sure that the frequency for the scheduled invoice matches the agreement frequency.

Not Available

When you click the Upgrade/Downgrade link, DataTrak runs a validation check on the member's agreement. If the payment schedules or fees are invalid, the following error message will appear:

Upgrade/Downgrade is not available for this member. A rewrite must be performed in order to change this agreement.

Other Statuses

The Upgrade/Downgrade link will not appear if the member is:

Club Managed
Canceled
Expired
Inactive
Return for Collection

Upgrade / Downgrade Scenarios

Fee Set to Recurring	Fee Paid in Past	Open	Auto Renew to Open (Renewal)	Apply Flag
Yes	Yes	Yes	No	Yes
Yes	Yes	No	No	No
Yes	Yes	No	Yes	Yes
Yes	No	Yes	No	Yes
Yes	No	No	No	Yes
Yes	No	No	Yes	Yes
No	Yes	Yes	No	No
No	Yes	No	No	No
No	Yes	No	Yes	No
No	No	No	No	Yes
No	No	No	Yes	Yes
No	No	Yes	No	Yes

Fee Set to Recurring	Fee Paid in Past	Open	Auto Renew to Open (Renewal)	Apply Flag
Yes	Yes	Yes	No	Yes
Yes	Yes	No	No	No
Yes	Yes	No	Yes	Yes
Yes	No	Yes	No	Yes
Yes	No	No	No	Yes
Yes	No	No	Yes	Yes
No	Yes	Yes	No	No
No	Yes	No	No	No
No	Yes	No	Yes	No
No	No	No	No	Yes
No	No	No	Yes	Yes
No	No	Yes	No	Yes

Fee Set to Recurring	Fee Paid in Past	Open	Auto Renew to Open (Renewal)	Apply Flag
Yes	Yes	Yes	No	Yes
Yes	Yes	No	No	No
Yes	Yes	No	Yes	Yes
Yes	No	Yes	No	Yes
Yes	No	No	No	Yes
Yes	No	No	Yes	Yes
No	Yes	Yes	No	No
No	Yes	No	No	No
No	Yes	No	Yes	No
No	No	No	No	Yes
No	No	No	Yes	Yes
No	No	Yes	No	Yes

Fee Set to Recurring	Fee Paid in Past	Open	Auto Renew to Open (Renewal)	Apply Flag
Yes	Yes	Yes	No	Yes
Yes	Yes	No	No	No
Yes	Yes	No	Yes	Yes
Yes	No	Yes	No	Yes
Yes	No	No	No	Yes
Yes	No	No	Yes	Yes
No	Yes	Yes	No	No
No	Yes	No	No	No
No	Yes	No	Yes	No
No	No	No	No	Yes
No	No	No	Yes	Yes
No	No	Yes	No	Yes