Staff Reference Guide: Flexible Pricing

Flexible Pricing Overview
Updated August 2024

What is Flexible Pricing?

Flexible Pricing is a program providing income-based rates for individuals who apply and are approved through our online application process.

Who qualifies?

• Households with children, earning up to $140,000 per year (or up to $80,000 for Child Care Flex)

• Households without children, earning up to $100,000 per year

How does the application process work?

1. Ask the individual to submit this application form on our website and then enroll them in a complimentary 1 week guest pass so they can get started right away.

   1. Note: regular guest pass rules apply, for instance certain amenities may be excluded, like pickleball or outdoor pools.
      
      

2. Our Central Membership Team reviews their application within 1-2 business days and sends them a secure link to upload their income verification documents.

3. Once their income has been verified, the Central Membership Team sets up any approved scholarships for membership, program, camp and childcare in Daxko and sends a confirmation email to the individual welcoming them to enroll with their reduced rate.

TIP: The Central Membership Team always leaves a note on the account summarizing where the individual is in the approval process and how much they are approved for in each of the 4 scholarship categories: Membership, Program, Camp, and Childcare.

How do approved Flex Pricing recipients redeem their reduced rate?

• MEMBERSHIP:

  • They can redeem their reduced rate online, using a coupon code the Central Membership team sends them in the confirmation email.
                                                     – OR – 

  • They can enroll in the Welcome Center, and staff must add the appropriate Flex Discount Group (applicants will need to show you their confirmation email which indicates what % discount they were approved for).
    
    

• PROGRAM:

  • Program Flex scholarships will automatically apply to any regular fee-based program when they enroll online, or when staff enroll them in-house.
    
    

  • You can check the note on the individual’s Daxko account to confirm their program scholarship amount.

• You can also choose “Action > Register for Programs” from the individual's account, and select any fee based program to see the program scholarship appear as a blue banner at the top of the page.

• Program Flex scholarships do not apply to premium products like Birthday Parties, personal training, private lessons, or adult leagues (youth leagues DO allow Flex). Please encourage those with financial need to take advantage of their Flex membership to access preferred member pricing on premium products.
  
  

• CAMP & CHILDCARE:

  • Camp and childcare scholarships can be viewed in the same way as program scholarships - either reviewing the note on the account, or initiating a registration to verify the blue scholarship banner.
    
    

  • Camp and childcare scholarships must be up to date BEFORE enrolling in a camp or childcare program.
    
    

  • Flex scholarship and state child care vouchers are different! Most of our Flex child care scholarship recipients will have already been added to the state voucher waitlist - if state funds (voucher) become available, the association childcare admin team will change their payments accordingly.

How often are Flex Pricing scholarships renewed?

• Annual renewals are required. Applicants are prompted to acknowledge their understanding at the application and at multiple points in the approval and renewal processes. 

• Flex Pricing recipients receive a notice 60 days before their scholarship expires, requesting that they submit a new application. They also get a nudge (either email or phone) from the Central Membership Team at 30 days if they haven’t responded.

• Review a member unit for notes about reminder calls/emails from the central team working to complete the renewal.

• Once a new application has been submitted, the renewal process then works the same way as initial applications, with the Central Membership Team processing the renewal and confirming with the member.

What happens when someone’s income changes mid-year?

• If a member requests an updated scholarship discount before their annual renewal date, they may resubmit an application with updated income documentation and our team will update their scholarship accordingly for future enrollments. 

What about refunds for Flex Pricing recipients who got charged the full amount?

• Refunds are reviewed on a case-by-case basis.

• Generally, it is up to the individual to respond to multiple reminders to renew their scholarship. If they fail to take action, they will be charged the regular membership rate. We are happy to renew their scholarship going forward, but typically would not refund for the month that went through at the regular rate unless they petition citing extreme circumstances.

• Those refunds are submitted in the normal way, to be approved by your local Executive Director.

• The Central Membership Team is only involved in the review of the actual application or renewal, and is always happy to answer questions or make recommendations to an Exec, but is not the one approving a refund.

Can we apply Flexible Pricing retroactively (after a full price enrollment already went through)?

• Our policy is no, we do not retroactively apply Flex. The volume of enrollments is far too high to support this practice.

• On a case-by-case basis, COO will review petitions with extenuating circumstances.