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Billing Set Up

Your start up guide for Chalk It Pro Billing
A user friendly guide to making this task as easy and efficient as possible.

You will be unable to add payment info or store products until your Stripe account has been set up.

Set Up Your Stripe Account

Sign up for your free account at www.stripe.com


Once you are setup and logged in...,

 

GRANT CHALK IT PRO TEAM DEVELOPER ROLL IN STRIPE:

We will complete your set up and connect your new Stripe account to your Chalk It Pro account to make sure it's all done properly.

How to add a new team member in Stripe:

  1. Log into the Stripe dashboard and navigate to Business Settings.

  2. Click Team.

  3. Select + New Member from the top right.

  4. Add devteam@chalkitpro.com

  5. Select DEVELOPER ROLE

  6. Click Invite to send the invitation email.

Once we receive notice that Chalk It Pro has developer access, we will take care of the connection for you. Please give us up to 24-hours to complete this step. Once it has been done, we will email you that the process has been finalized.

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Migrating Users from Another Platform?

Seting Up
Stripe Email Settings

Your Stripe Settings

Check out both Customer and Billing Email Settings:

https://dashboard.stripe.com/settings/emails

https://dashboard.stripe.com/settings/billing/automatic


Control email notifications for items like:

  • Failed Payments

  • Disputed Payments

  • Non-payments

  • Confirmations

Chalk It Pro Highly Encourages...

SECURITY: Enable Two-Factor Authentication Settings:

https://dashboard.stripe.com/settings/team

Set Up Stripe And Chalk It Pro Payment Methods

After we activate the Stripe link you can add Payment Methods and Tax Rates:

1)Enable the payment methods you want to offer your clients at 

https://dashboard.stripe.com/settings/payment_methods

2)Review the Chalk It Pro payment method setup created for you at 

https://app.chalkitpro.com/billing-setup

3) In this same area you can also create your own Tax Rates.

 
Tax rates can be applied to Memberships and Products. 
 
If you don't need taxes on your memberships or products just leave the Tax Rate field blank.

More on Stripe taxes:

https://dashboard.stripe.com/settings/tax

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Creating Memberships
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Creating Memberships

Let's create your membership options.​


In Chalk It Pro... access the following...

  • ​"Administration"...

    • ​"Membership Admin"

      • Create Subscription &/or Punchcard Memberships

 

Once a membership has been created, you can now add as many different payment plans associated to that membership type as you want.

  • From the Memberships Panel, find the membership you've created and...

    • Click the "$" icon indicating "Payment Plans" ​

  • Add Payment Plan(s) - Following the set-up wizard.

Assigning Memberships

Assigning Memberships

Once you've set up your membership options and their payment plans, you're ready to assign them to your current members, or SELL them to new members.​


Assigning to Existing Members

  • ​"Coaches"...

    • ​"Members" **In order for a membership to be assigned to a member, you must put in their payment method first. This may have been done for you already if you've done a Stripe migration from your old processor**

      • Choose a member and click: "Memberships"

        • Add Membership​

        • Select Membership

          • Choose the Payment Plan you've created

          • Choose the Start Date (free trial)

          • Auto Renew?

          • Anchor Date if prorating and want future billings to be on specific dates (i.e. 1st of the month)

          • Go to Pricing

            • Add discounts/coupons​

            • Use existing coupons already created for this membership type.

          • Create membership​

 

Selling New Memberships

  • "Membership Admin"

    • Click the "$"  Payment Plans icon

    • Click the link icon under New Member Payment

      • A QR code

      • or...use it as a Sign Up link to send prospects, or use as a button on your website.

      • This method creates their payment FIRST and then walks them through setting up their Chalk It Pro account and any waiver process automatically.

 

Once a prospect has done either of the above, a Chalk It account will be created for them and everything will all be connected for you in Stripe as well. NO HASSLE!

  • This process will also have them sign your waiver form or any other documents you need (see video below).

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Allowing your clients to update their payment information in Chalk It Pro:

You and your members will be notified if there is an error in payment processing.

  • Members will receive a "Payment Issue" flag on their account and be prompted to update their payment method each time they log into the app before they resolve.

  • Admis will receive a push notification when there is a payment failure.

If you choose to contact the member directly you can send them the following link as well to resolve.

https://app.chalkitpro.com/accountinfo/billing/paymentmethods

One Off Invoices

Creating One Off Invoices

Create and assign custom one off invoices and assign them to your members or a new customer.

Under the Admins panel:

 
  1. Invoices
  2. Create a one time Invoice
  3. Select a member to assign to
  4. Enter custom amount and tax information
  5. Auto-Charge account or Email Payment Link
**You can also access one off invoice creation in the Store area of the app
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Discount Codes

Creating Discounts & Coupons

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You can easily ADD coupons and discounts to your memberships. Simply apply them as you assign them to members, or create a new membership with them as already built in.


Adding a discount/coupon to a membership as you assign it to a member...

  • ​"Coaches"...

    • ​"Members"

      • Choose a member and click: "Memberships"

        • Add Membership​

        • Select Membership

          • Choose the payment plan you've created

        • Go to Pricing

          • Add discounts/coupons​

            • Fixed Dollar Amount

            • or... % Based

            • Choose duration of discount

          • Create membership​

OR...

  • ​Create a coupon CODE

    • ​If you have memberships that are set up to be self purchased through a QR code or link on your website. Prospects would be able to type in this code upon checkout to receive the discount automatically (see: "Selling Memberships" video)

 

Now that you've created a discount/coupon, you can assign it to anyone new moving forward with that membership type.

Retail Setup
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Creating Your Retail Store

Let's create your Retail Store!


Once logged in, you will need to access the following...

  • ​"Administration"...

    • ​"Store Products"

      • Click the yellow + button (top right)

      • ​Add description & picture

      • Pricing and tax information​

      • Deferred payment option (Y/N)

 

Billing you small ticket items (water...recovery drinks...etc.) has never been easier, or better!

 

When setting up your products, you can choose to have them "Deferred". This will then add them to a "bucket" and add them to their next monthly invoice. This SAVES YOU $ on transaction and processing fees on small purchases. GENIUS! 

Documents

Document Management

You can add your waiver, contracts or any other sign-able documents directly into Chalk It Pro.

Set it up so all NEW members must first sign documents before accessing your content. Set up and assign existing members new documents with notifications of completion.


 

Once logged in, you will need to access the following...

  • ​"Administration"...

    • ​"Documents"

      • "Create Document Template"

 

  • Name Your Document (i.e. waiver)

 

  • ​"Add Input Fields"
    (i.e. First Name .. Last Name)(date)

  • "Add Section"

    • New Section​​

    • Body: (i.e. copy and paste existing waiver)

  • Opt In: Require for all new members

  • SAVE

  • You can then manually assign it to all existing members in the system as well. This can be done on a case by case basis for contract purposes as well.

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Have Additional Questions?

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