Adjusting Member Credits
Sometimes you need to manually add or remove credits from a member’s account. This guide covers when and how to make credit adjustments.
Best for:
Managers handling service recovery, promotional credits, or correcting credit errors.
Quick Steps
- Open the member’s profile → Membership tab
- Click Adjust Credits
- Choose to add or remove credits
- Enter the amount and reason
- Confirm the adjustment
Done! The adjustment is recorded in the credit ledger with a full audit trail.
When to Adjust Credits
Add Credits
| Situation | Example |
|---|---|
| Service recovery | Client was unhappy with a service |
| Promotional bonus | Sign-up bonus or loyalty reward |
| Correction | Credits were consumed in error |
| Goodwill gesture | Apologizing for a scheduling issue |
Remove Credits
| Situation | Example |
|---|---|
| Correction | Credits were added in error |
| Policy enforcement | Unauthorized credit usage |
Note: Removing credits requires manager permission. Most adjustments are additions for service recovery.
How to Adjust Credits
Step 1: Open the Member’s Membership
Go to Clients → search for the member → click Membership tab.
Step 2: Click Adjust Credits
You’ll see the current credit balance. Click Adjust Credits.
Step 3: Enter Adjustment Details
| Field | What to Enter |
|---|---|
| Type | Add or Remove |
| Credits | Number of credits |
| Service | Which service the credits apply to |
| Expiration | When these credits expire |
| Reason | Required: why you’re making this adjustment |
Step 4: Confirm
Review the details and click Apply Adjustment.
The member’s balance updates immediately, and the adjustment is logged in their credit history.
Audit Trail
Every credit adjustment is recorded with:
- Who made the adjustment
- When it was made
- The reason provided
- The credit amount and type
Managers can review all adjustments in the member’s credit ledger.
Common Questions
Do adjusted credits follow normal expiration rules?
Yes. When you add credits, you set the expiration date. They’ll expire like any other credits.
Can I adjust credits for a cancelled membership?
Only if the member is within their 60-day grace period. After that, credits can no longer be added.
What if I need to give credits for a different service?
When adding credits, select the specific service they can be used for. The system respects service eligibility rules.
Is there a limit to how many credits I can add?
This depends on your permission level. Standard staff may have limits; managers typically don’t.
Pro Tips
Always document the reason: A clear reason helps with audits and ensures consistency in how your team handles similar situations.
Consider timing: If adding credits as service recovery, give them enough time to use them—don't set a short expiration.