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Take control of your arrears recovery.

Failed payments are inevitable. What matters is what happens next. Itensity gives you a structured, automated collection process, from first reminder to final recovery, so no debt slips through the cracks.

Automated escalation from SMS to debt agent
Payment plans and promise-to-pay workflows
Real-time recovery dashboards

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In Arrears

Recovered

R64k

Agents

Avg Days

How it works

Put the right tools to work in your facility.

With Itensity handling the operational detail, you can focus on what matters most.

Automated Escalation

Failed payment triggers SMS at 24hrs, payment link at 48hrs, penalty fee, then debt agent assignment.

Debt Agent Assignment

Internal or external agents with full case management, notes, promises to pay, payment plans.

Payment Plans

Structured installment agreements for members with outstanding balances.

Recovery Tracking

Dashboard showing recovery rates, agent performance, and outstanding balances across the facility.

Access Blocking

Automated gate blocking for members in arrears. Restored instantly on payment.

Bulk Actions

Process batch handovers to debt agents or send bulk payment reminders in one click.

Deep dive

A structured monthly collection timeline

Effective recovery starts with a clear process. Itensity follows a proven monthly cycle: invoices go out around the 20th, first reminders trigger on the 1st if payment hasn’t landed, a second follow-up goes at the 7th, and a third notice, including the upcoming membership fee, goes out around the 21st. If standard reminders fail, the system moves into internal debt collection automatically. Every step is logged, every communication tracked, every deadline enforced.

Internal collection options that actually work

When reminders aren’t enough, your team can offer two structured arrangements directly from the member profile. A payment plan splits the outstanding balance into fixed monthly instalments, for example, R500 per month over 8 months, processed as a separate debit order alongside their regular membership fee. A promise to pay lets the member commit to a specific amount by an agreed date. If either arrangement is broken, the system can automatically block access until the commitment is met.

Automated SMS that does the chasing for you

Three levels of automated communication handle escalation without your staff lifting a finger. The first notification informs the member that payment could not be processed and provides payment options, at the club, via EFT, or by bank deposit. The second is an urgent arrears notice with a specific due date. The third is a final warning before the account is escalated further. Each message is customisable to match your gym’s tone and branding, and includes the member’s account reference for easy reconciliation.

How payment plans work behind the scenes

When a payment plan is created, the member’s profile reflects both their standard tariff and the agreed repayment schedule. Two debit transactions process each month: the original membership amount on their existing debit date, and the payment plan instalment on the same or a different date. Staff can assign members to any payment plan batch, adjust instalment dates, and monitor compliance through the debt collection report. Non-payment on a promise to pay affects all accounts linked to the primary payer, so family memberships are covered too.

Recovery reporting that drives action

The Debt Collection Report gives you a real-time view of every member in the collection process, who has a promise to pay, who’s on a payment plan, who’s missed a commitment, and what’s been recovered. Filter by date range, collection status, or individual agent. This isn’t a static spreadsheet, it’s a live operational tool that lets you prioritise outstanding income and take immediate action.

Power Features

Want to lighten the load on your staff?
Itensity’s got you.

Take a look under the hood and see how much you can do with collections & recovery.

Automated Escalation

Failed payment triggers SMS at 24hrs, payment link at 48hrs, penalty fee, then debt agent assignment.

Debt Agent Assignment

Internal or external agents with full case management, notes, promises to pay, payment plans.

Payment Plans

Structured installment agreements for members with outstanding balances.

Recovery Tracking

Dashboard showing recovery rates, agent performance, and outstanding balances across the facility.

Access Blocking

Automated gate blocking for members in arrears. Restored instantly on payment.

Bulk Actions

Process batch handovers to debt agents or send bulk payment reminders in one click.

Collections & Recovery
that

Itensity AI turns collections & recovery from admin into intelligence, from a single conversational interface.

Itensity AI Online

“Show me all members with arrears over 60 days.”

“Send payment links to everyone who missed their debit this month.”

“What’s our recovery rate this quarter compared to last?”

Automated workflows

Automated escalation from first SMS to debt agent assignment. Payment plan compliance monitoring. Access blocking and restoration with minimal staff input. Weekly recovery dashboards every Monday morning.

Explore Itensity AI

Facility Types

Whatever you run, Itensity fits.

From boutique studios to enterprise chains, collections & recovery works for every facility type.

self_improvement

Yoga Studios

airline_seat_recline_normal

Pilates & Reformer

exercise

CrossFit & Functional

bolt

HIIT & Hyrox

sports_mma

Martial Arts & Boxing

Health & Fitness Clubs

home_work

Estate & Residential Gyms

apartment

Enterprise & Gym Chains

FAQ

Frequently asked questions about collections & recovery.

How does the automated arrears escalation work?

When a payment fails, the system follows a configurable timeline: SMS notification at 24 hours, payment link at 48 hours, penalty fee application, and debt agent assignment if the balance remains unpaid. Access is automatically blocked for members in arrears and restored the moment payment clears.

Can I set up payment plans for members in arrears?

Yes. Payment plans split an outstanding balance into fixed monthly instalments processed as a separate debit order. The member continues paying their regular membership fee alongside the repayment. You control the amount, duration, and debit date.

What is a promise to pay?

A promise to pay is a commitment from the member to settle a specific amount by an agreed date. It can cover the full balance or a partial amount. If the promise is broken, the system can automatically restrict access and flag the account for further escalation.

Can I use my own debt collection agents?

Yes. You can create a dedicated debt collector role with specific permissions and assign members to internal agents directly from the platform. Every interaction, notes, calls, commitments, is logged against the member profile for full audit trail.

Does access blocking happen automatically?

Yes. Members who haven’t made full payment by a configurable date are automatically blocked at the gate. No staff intervention needed. Access is restored instantly when the outstanding amount is settled, whether through the app, at reception, or via a payment link.

Can I customise the SMS templates?

Yes. All arrears communication templates are fully customisable. You can adjust the wording, include your gym name, contact details, account references, and due dates. Templates support dynamic placeholders that auto-fill with the member’s actual data.

How do I track what’s been recovered?

The Debt Collection Report provides a real-time view of recovery rates, outstanding balances, promise-to-pay compliance, payment plan progress, and agent performance. You can filter by date range, status, or individual accounts.

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