📝 Overview
You can set up membership programs in the software. With memberships, you can give your clients discounts on all products or services, provide a specified number of services within a yearly or monthly billing cycle, or provide unlimited uses of a specific service. This article walks you through creating, selling, redeeming, and managing memberships.
✍️Note: You can create multiple membership packages, but a client can only be signed up for one membership at a time. Once a membership is set up and sold in the software, payments are recorded and synced automatically, so there is no manual step needed to record a membership payment.
⛔️ Stop-gap: Memberships can only be created if you are using CardConnect for your credit card processing.
🛠️ Setup
Create the membership packages you want to offer your clients.
➕ Create a Membership
Set the membership's price, billing cycle, discounts, and included services.
Click the Clients drop-down menu, then click Manage Memberships.
On the left side, click Add Membership.
Enter the ID, Name, and Price for the membership.
Select the Billing Cycle and set how often the membership bills.
If your membership provides a discount for all products or all services, set the percent discount for the Product Percentage or the Service Percentage.
If your membership includes services, check the box for This membership contains one or more services.
Click Add Service.
In the service lookup screen, double-click the service you want to add to the membership.
Repeat steps 7 and 8 for all services to be included in the membership.
If multiple of the same service are included in the membership, adjust the Qty Prch for that service to the amount you want.
If a service should have unlimited uses when a client purchases the membership, check the box in the Unlimited column.
Click Save to finish creating your membership package.
💳 Sell a Membership
Sell a membership to a client by adding it to a ticket and setting the start date, billing end, and card on file.
From either the appointment book or the ticket screen, create a new ticket and select the client you want to sell the membership to.
Click Add Item to Ticket, or double-click under the ID column.
Select Memberships from the search options drop-down list.
Double-click the membership you want to sell to the client. The Purchase Membership window appears.
Set the Start Date for the membership to begin.
Set the Bill Until value for the membership.
If the client does not already have a credit card on file, click Add Card on File.
In the Credit Card Information window, enter the Credit Card Number, Expiration Date, Security Code, and Zip Code. Click Add Card when you are finished.
Back in the Purchase Membership window, make sure the credit card to be used for the membership is selected. Click Save to save the membership for the client.
You return to the Ticket Information screen. Close out the ticket as you normally would by accepting payment and closing the ticket. Once the ticket is closed, you see the message below.
🎟️ Redeem Membership Services
Redeeming services included within a membership works just like redeeming regular prepaid services.
Create a ticket for the client.
Click Redeem Pre-paid Service. The Select Pre-Paid Service to Redeem window appears.
Highlight the service and click Redeem Pre-Paid Service.
Confirm the quantity to be redeemed. The item is added to the ticket at $0, since the service has already been paid for.
Click Schedule/Leave Open if the client is scheduling a future appointment, or close the ticket as you normally would if the client is ready for checkout now.
If the membership has a product or service discount set on it, the discount is automatically applied to all products or services when they are added to a ticket for the client.
👤 Manage a Client's Membership
View a client's membership billing and usage, process or void payments, and cancel a membership.
At the top of the software, click Clients > Edit Clients.
Double-click the client in your client list.
Click Membership.
In the Billing & Usage section, click the different tabs to view the Billing History, Future Payments, Service Usage, and Discounts Received.
To view or void a payment, click the Billing History tab, select the payment, and click either View Payment or Void Payment.
To view and process future payments, click the Future Payments tab. Select the payment you want to process and click Process Payment.
To view which services have been used with the membership, click the Service Usage tab. You can select individual tickets and either view or void them.
To view which services a client has left in the membership's payment cycle, click Available Services. The screen below appears.
To cancel the client's membership, click Cancel Membership in the bottom left.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Do I need to manually record membership payments?
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No. Once a membership is set up and sold in the software, payments are recorded and synced automatically. You do not need to manually enter or reconcile them.
A membership payment is not showing up or syncing correctly. What should I do?
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Reach out to Support. Payment recording and syncing happen automatically, so if something looks off, it is best to have the team investigate rather than entering a manual workaround.
Where can I see a client's membership payment history?
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Open the client's record under Clients > Edit Clients, double-click the client, and click Membership. The Billing & Usage section has tabs for Billing History, Future Payments, Service Usage, and Discounts Received.