What is a transfer?

 Whilst our members all get the luxury of being able to access all Anytime Fitness's world wide, their memberships are only held at 1 location at a time.

Which ever location the member uses the most, will hold the membership including being the location who gets their membership payments, and the only club that can make changes to the members profile including simple edits through to freeze requests.

When Does a transfer occur?

As a broad rule, if your member use another Club more than their original Club, their Membership and their Agreement will be transferred from the home Club to the new Club they are visiting the most. If this happens, the Fees, including your Membership Fees, may change. This is detailed in clause 8 of the membership agreement as below

The Membership may be transferred to another Club if:

A) over 2 consecutive 30 day periods you use another Club a minimum of 4 times in each period AND use that Club at least 50% of the time in each period

OR 

B) over 3 consecutive 30 day periods, you use another Club at least once in each of these periods, and 100% of your visits are at the other Club.

As Anytime Fitness is a franchise, that means that none of our costs and overheads are the same. Every single site has different levels of expenses including rent, CPI, staffing costs, equipment, electricity/ gas/ water bills, emergency services etc. This is why there is a transfer clause in the membership agreement, so that the member is paying the adequate fee's for the facility they use.

How does the transfer work?

The transferring of your members is a complex process requiring multiple system calls between ClubWise and Debitsuccess, to create a new membership and end the old one. This can only take place at certain times during the billing cycles, to ensure the receiving club does not receive a member in arrears.

Once a week your Area Manager will log into the transfer system via the Dashboard and begin accepting the incoming transfers. Once this has been does you will have a Transfer Task appear in your Task List when they are ready to be completed in club land.

Monthly transfers are switched off two days before the first day of the month, this means if their transfer request has not been processed by then we will have to wait for the system to be switched back on before they appear in your local clubwise system. They are scheduled to be switched back on 10 business days after the billing day. 

Fortnightly transfers are switched off two days before billing day (every second Wednesday) and are scheduled to be switched back on three business days after the billing day.

Weekly transfers are switched on & off on Wednesdays.

The above is the ideal schedule, however as with your billing, the actual dates for the task being switched on or off are affected when these days fall on weekends or holidays

Why won't the membership transfer in?

There are a few reasons why a member transfer request is approved, however does not end up in your local clubwise. A few reasons could include:

Issue: The membership is a staff membership.
Solution: Contact the club that holds the membership. A staff membership should rarely transfer in as they should be swiping into their home gym more often than ours, however a quick phone call to the old AF Location will confirm if they are still a staff member or not.

Issue: The member is in arrears
Solution: There isn't one unfortunately. A membership cannot be transferred in arrears.

Issue: An ex member FOB key was reused on a new membership
Solution: This can be a complicated process or a simple one. However the FOB key number needs to be removed from the system.
A) The Easy Option; Turns out the Transfer was once a member of the gym they are transferring into. All you need to do is search for their ex member file, and change the number on their file to their name e.g. John Smith's FOB key number becomes JSMITH

B) They have memberships elsewhere; You need to contact your Area Manager to handle this for you. They will search for the member under club hub to find where the ex member files are held at and they will contact the clubs to ask them to remove the FOB keys from the system.
C) The ex member file is held internationally; Your Area Manager will need to speak with Jordan or Steph who will get in the information to customer service who will facilitate this.

Issue: The membership is held internationally
Solution: Upon processing the request for transfer your Area Manager will be brought to a page on how to process the request. This varies from Country to Country however it is likely that they will need to cancel their membership and rejoin here.

How to Complete the Transfer Process In Club

Paid In Full Transfers (PIF's)

PIF's are a little different than your standard Transfer in as they are not debited so we cannot adjust their rate. What we do instead is their end date adjusts. 

To do this we follow the above steps from 1 to 6, however there are now a few additional steps on top to follow. We need to review how much credit is on the members account and adjust their end date to match. Let me explain how to do this below

To work out the length you need to X the remaining credit by your transfer in rate. 

Example. Your have a transfer that came into the club on the 1/1/2021 with $410 on their account. Your current transfer in rate is $18.95 a week or $82.11 a month.  

You get 410 divided by 82.11 = 5.0. This means from the date they transferred in, the expiry date should be exactly 5 months from that date.  Meaning that the members new expiry is 1/5/2021.

International Transfers

International transfers are alot trickier than your usual Australian transfer so make sure if one of these pop up you contact your Area Manager for help Steph if you become aware of an upcoming international member transfer so that they can begin the back end procedure.

Unfortunately, due to a variety of challenges including language barriers, banking restrictions, and local laws, we are unable to automatically transfer an international member from one club to another club outside the country of their home club.

The member CAN use reciprocity as any other member in the Anytime Fitness network until they become eligible for transfer. This should be a minimal occurrence, given that if a member is relocating from one country to another for an extended period of time or permanently it is likely they will cancel their membership due to relocation.

If the member didn't cancel their previous membership, we follow the procedure below:

1. Contact the member and welcome the member to your club! We are a global company and this member has had an Anytime Fitness experience that was so good that they’ve found you in a brand new country to continue the relationship!
Acknowledge that the member has likely gone through many changes moving to a new country and so our goal
is to make this club transition as seamless as possible!

2. Inquire about their home club membership status. This is very important because we will need to understand if they have attempted to cancel, or if they intend to return to their home club in the future. If the member will only be visiting your club for a short amount of time (i.e. 3- 6 months’ period) we need to accept the restrictions between country's and understand this may be something we just need to accept and allow them reciprocity without us receiving the $ directly.

3. If the member indicates that they will be relocating permanently or greater than 6 months, we will need to ensure that their home club membership is cancelled before they join our new club to avoid double billing.