Adding a new customer

Step 01 - Customer details

In this step you fill need to fill out all the required information to set up the new customer account. To add a new customer, navigate to the 'Customers list' and click that 'new customer' button.

Pay attention to:

Primary location: the main location the customer will be located in for billing purposes. Billing name: Enter the Company, Business or person that is to be billed. Ensure all details are correct and continue to the next step.

Hamlet automatically checks for existing accounts so you won't duplicate a customer account. If you get a message that the customer account already exists, Hamlet will display a link to the profile. You can then proceed to the existing profile and update the information to reactivate this customer.

Step 02 - Membership details

In this step, select the membership type and confirm their membership level reflects the expected access to meeting room discounts they should receive.

Confirm and add the start date of the new customer which will determine when billing starts from.

For Locals, you can also choose to select a Sign-up promotion which will determine how their first payment is charged.

No promotion - This means you will be signing up the customer on the date you’ve selected and items will be automatically pro-rated, meaning the customer will pay for the items added from the day of sign-up to the next billing date, then the items will regenerate at full price.

Free until the end of the month - This allows you to offer the customer a number of weeks free to secure their tendency.The customer will still be charged a full month in advance, however the next billing date will be adjusted to allow for the current’s month free weeks + the pre-paid 1 month.

Step 03 - Adding their items to be billed

Onboarding new customers now include setting up their billing for the agreed initial items. For Locals, this means recurring monthly membership items (eg: Offices, workspaces, locker etc) For Virtuals, this is their recurring monthly virtual membership. For Casuals, this is mostly one-off bookings.

Once all items have been added, click the 'charge now' button to charge for these items instantly.

Step 04 - Adding payment details and charging

Capture the customers payment details

While primarily Credit Card is the preferred details to capture, you can also use Direct Debit bank details to be charge for membership items

Note that Credit Card payments are instant, but Direct Debits will take 1-3 days to settle.

If choosing any other payment method (eg EFTPOS) it will create a XERO tax invoice as a record but not take any payment. The invoice will remain with the status of overdue until reconciliation for payment.

Step 05 - Confirmation

Once the payment has been processed you will see a notification to say it has been successful. This will create an invoice for the customer and send it directly from XERO. The invoice will be marked as PAID and they are have now successfully signed up for their chosen items.

Any recurring monthly items will will be re-added automatically to the customers monthly billing tab and charged for on the next billing charge date.