Memberships

 

Would you like to give some extra perks or discounts to your most loyal customers maybe they would be able to book free sessions that no other customers if any of these questions were yes then let us introduce you to memberships

So what are these Membership It is what is said above you can add to customers so they can be entitled to different perks/discounts

Another great thing about memberships is that you can set them up with billing monthly/yearly etc. and if you want customers can sign up them self 

Creating a Membership Type

You will be able to find memberships at Admin Panel > Customers> On the middle of the window you can go to Membership types.

You will find all the memberships that you create or you can create a new membership with "Add Membership Type"

The Membership Type Editor

Here is where we can configure our our Membership Type:

The first tab that you see is the General tab.

• Insert a Name
  Add a clear and identifiable name for the membership.

• You can insert a Description to let people know what this membership does
  Optionally include a brief description to explain the purpose or benefits of the membership.

• You can give a color to how it will appear in your admin panel and as a customer
  Choose a color tag to visually represent the membership in both the admin panel and the customer interface.

• Venue Settings. You can show a Membership Type at 1 venue or Show at all venues. If you have multiple venues managed in your Organisation, you can choose to show the Membership Type at multiple venues or just 1 venue.
  Decide whether the membership is visible at a single venue or across multiple venues within your organization.

• Duration Type. You can have No end date or Fixed-term or you can have Fixed end date
  Select a duration type:
  – No end date: the membership automatically renews.
  – Fixed term: set a specific duration (days, weeks, months, or years).
  – Fixed end date: ends on a set calendar date (e.g. seasonal memberships).

  Note: For Fixed end date, the price remains constant even if fewer days are remaining. Also, billing dates cannot be configured for this option.

• If "No end date" it would mean that the membership renews itself
  This means the membership continues indefinitely unless manually cancelled.

• If it is a "Fixed term" then you can give a certain amount of time how long the Membership Duration would last, you can set this to days, weeks, months or years.
  Define a fixed duration for the membership. You can set this in terms of days, weeks, months, or years.

• IF it is "Fixed end date" that is an option if you looking to set a membership that finishes at a certain day like a seasonal (be aware that the price always will be the same even if they have less day - beware that if you set end date or this fixed start you wont be able to set the billing date)
  Use this if the membership needs to end on a specific date—ideal for seasonal plans.

  Be aware: The price remains the same regardless of the number of days left. Also, if this is set, you won’t be able to configure billing dates.

• Membership starts you can set up different way when the membership will start
  Choose when the membership will begin:

• "Anytime" - when they sign up the membership straight starts from that day
  The membership activates immediately upon sign-up.

• "On a fixed day of the month or year" if you would like to force the customer when the membership start you can set this option and with the toggle under it you can set how far in the future a customer able to purchase the membership (beware that if you set end date or this fixed start you wont be able to set the billing date)
  Use this to control when memberships begin. You can also limit how far in advance customers can purchase.

  Reminder: If this or a fixed end date is used, billing dates can’t be configured.

• Restrict Start date - This is useful if you are a new Venue but you would like a membership start a few months from now but dont want them to accidentally buy the membership earlier than you expect it
  Prevents early purchases—ideal if you're launching a new venue or want memberships to start at a future date.

• Flags. This enables you to add additional logic to a membership, the most common case would be to add a Tax Flag to apply an Additive or Inclusive tax to the Membership Type.
  Use flags to apply extra logic, such as tax settings. The most common use case is applying an Additive or Inclusive tax to the membership.

Billing

The second tab that we'll look at is the Billing tab, from here we can configure how we want to bill the customer.

• Membership Fee Type
  Choose whether the membership is free or paid.

• Free Membership
  Members receive the benefits of the membership at no cost.

• Paid Membership
  Members are required to pay in order to access benefits. Selecting this option will enable additional configuration settings.

• Billing Period
  Defines how often the customer is billed for the membership. Options include day, week, month, or year.

• Price Per Period
  The amount the customer pays for each billing period.

  Note: The value is entered in the smallest currency unit (e.g., £5.00 should be entered as 500).

• Grace Period
  Specifies how long a customer can retain membership benefits after a missed payment before losing access.

• Joining Fee
  An upfront one-time payment required when the customer joins the membership.

• Billing Start Date
  Choose when the billing should begin:

• Immediate
  The membership starts right away upon being assigned to the customer.

• Fixed Date
  Set a specific date (e.g., the 4th of each month) for when the membership should start.

• Require a Payment Method
  When enabled, customers must provide a payment method (e.g., a debit/credit card) to ensure timely billing through direct debit.

• Pay with Balance
  This option allows the customer to use their existing account balance to pay for the first billing cycle only.

• Payment Failed
  A notification email sent to the venue when a customer’s membership payment fails (e.g., due to insufficient funds or an inactive payment method).

Sign-up

The third tab that we'll look at is the Sign-up tab, from here you can switch on whether you would like to enable your customers to purchase this Membership Type themselves on one of your booking pages, without any interaction from you as a venue owner. It's important to note that this tab will only appear if you select Paid membership on the previously mentioned Billing tab.

• Signup Type
  • Venue signup only the venue can enroll new members
  • Self signup Customers will be able to purchase this membership themselves.
• Membership Tile Preview This will be how the membership tile is displayed when members are signing-up.
  • You can add additional Member Benefits to the list by simply typing a new benefit.
  • You can change the colour under the General tab.

Perks

The fourth tab we'll look at is the Perks tab. Perks are added to a Membership Type and these are the benefits the customer receives when they have a Membership applied to their account.

Here is a step-by-step guide for creating a Standard Perk and a Perk that applies an automatic Discount;

• You would need a Name 
• Type if it is a Discount or a Standard
• Give a Description of what this perk will achieve for you
• Perk availability let's say you have multiple venues under the organization. So if we set it to Organization that would give you the option that you only have to set up once and the perk and when the customer goes to different venues of yours he would be able to use the membership obviously if you set it to Venue then they only will be able to use in the Venue where this was set up
• Once you create it will add it to the list so you can choose it 
• If you choose the Type discount it will give you a new button called "Add Discount" if you click on that it will bring up a new window with setting the discount looking like this below:

 

Creating a Perk That Applies an Automatic Discount

• We would need a Name 
• Type it can be a percentage or Fixed amount that you would discount it
• The Percent Amount that we taking as a value
• Valid From - from which point of time this is valid
• Expires how long it Valid
• Max uses Per Purchase how many times you can apply this on a single purchase
• Is it Active as in can it be used?
• And flags if you would like to add for specific items

This image shows a Membership Type that has a Perk with the Type of 'Discount' that is only available for 1 venue, the venue that the Perk was created for.

If we take the example Discount you won't need to do anything once it is applied to the customer it will automatically apply to the purchase - as an admin you can manually remove the Discount applied.

Here is an example:

As you can see we booked an hour bay option that would have been 22.50 but since we got a membership perk that is 10% off it straight on applied and you can see 2.25 is minus on the line item

Standard Perk:

When we create a Standard Perk as itself won't do anything we have to connect it with what we try to achieve let's say we want some option to be able to book only those who have this perk 

A quick and Easy way to do that is to head to BayOptions > Create/choose a bay option where we would like to apply the perk double click on it

Scroll down and we will see a little box saying Membership Requirements here we can add some perks to the Bay option if we have our perk set up then when we click on the Add Perk it will show in the list and we can just add to it 

Once we do that it will add to the option and it will only show to those who have this perk assigned to their account

A bit more intermediate way to do this if we make this with Flags and restrictions

to see a basic guide for restrictions click here

Head to Settings > Venue Restrictions then press the little "+" to add one 

• We would add a Name 
• A message as a description (or if we choose to inform a little blue text under the option but it won't restrict you from being able to book that)
• Type to what are we applying to
• Effect
  • Exclude you cannot see it unless the restriction doesn't apply to you
  • Disable it will show with a red line across only those people with the perk will be able to choose
  • Inform having a blue text on it but not restrict anyone to be able to book it
• Then we need to add a Flag or create one that will link it together
• Once these are filled it will bring up the rule window to choose which Rule we would like to apply to the restriction
  • In this case, we would choose Requires Perk then we choose our perk in this scenario Cheaper Session then once we added the rule
• We Create the restriction
• Now the next step is to head to the different option that we would like to have this restriction
• We would head to let's say Bay options Choose a Bay option but this time we not using the "Add Perk" option we will just add a flag as you can see in the picture below we added a flag called Members this is the flag that we set up with the Restriction and this now applying it onto the Bay option

Membership Payments

It's important to note that a customer can have a Paid membership added to their account in 2 ways. Firstly, a customer can Purchase a Membership on your booking page, if the Membership is a rolling membership, the customer's card that they used to initially Purchase the Membership will be charged. A customer can easily change the card that they want to use to make payment by adding a new card under Payment Methods in their My Account page. Once Payment has been made, the customer will then have that Membership and all the Perks that are assigned to that Membership.

The Second way a customer can have a Paid Membership assigned to their account, is by an Admin Staff user from within the Venue's admin panel, as shown below:

Simply navigate to the Customer's tab and click on the customer you want to assign the Membership to > on the window that appears click the Memberships tab, and select the Membership that you want to assign to the customer. The Membership is now assigned to the customer, however the status is set to "Pending".

The status is set to Pending so that a customer isn't accidently billed for a Membership. In order for a customer to make the Membership Active, they will have to click the link in the email that they received when the Membership was assigned to their account from the admin panel by the admin staff member.

When the customer clicks the link in the email, they will be lead to their Memberships page in their account > from here they can either Accept the membership or Cancel the Membership. Once the customer has accepted the Membership the Membership will then be Active.

Changes to Membership Pricing

When memberships are first set up, they are generally cloned automatically. However, if you make a change to the membership pricing, the system will prompt you to decide whether you’d like to update the payment settings for all existing customer memberships or just for the New memebers

Important Information on Purchases and Payments

It's important to note that a Paid Membership creates a Purchase, and a Purchase can have a status of Unpaid and Paid. If a Purchase on a Membership is set to Unpaid, the customer will not have access to the Perks of that Membership. In order for a customer to have access to the Perks of a Membership, outstanding Purchases must either be paid for or Voided. It's important to note that an admin can also refund a Payment made on a Purchase associated with a Membership.

Currently you can’t change the price of a membership that has already been assigned to a customer. Currently you will have to end the membership for the customer and sign them up for a new one.

Membership Failed Payment Notification

The recipient of the Membership Failed Payment Notification email is in the Public Email Address field on a venue's admin panel under Settings > Venue Settings >Public Email Address.