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Membership Type Creation

In this guide, you will learn how to create Membership Types and examples of different Membership Types.

How to Create a Membership Type

Examples of Membership Types

 

Important Note: If you change the price of a membership type, it will only effect memberships that were sold after the change. All memberships that were sold before the price change will still charge the associated customers with the original price.

If you desire to update the pricing of a membership type and all the associated customers who have that membership type, please request a Data Update via the chat bubble in the Main App to start this manual process with our team and get information on pricing.

How to Create a Membership Type

First, click on Admin on the left side of the screen, then into Membership Types, then Add Membership Type.

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  • Name and Description 

First, add a name, a description to your membership type and a photo if desired. 

  • Setting the price, taxes, and activation

1. First determine if the membership is active (sellable)It’s important to remember that if this membership is public, your customers will be able to read the description online.
2. Next, enter the price of the Membership Type.
3. Then, decide taxation.  If this membership type is tax exempt, you will check the Tax Exempt box.  If it has a different tax rate than the overall tax rate for your whole gym, choose custom. 
4. Then you will assign Sign up and Hold fees.  If there is no fee associated for this membership, type “0.”  Note:  Hold fees are billed every billing period.  If the Hold fee is $10, it will bill $10 every billing period until the membership is either cancelled or reinstated.
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If I inactivate a recurring membership so it's no longer sellable, does that also prevent any future recurring billing to occur? No, making a membership inactive does not stop future recurring billing. This give you the ability to disable a membership and no longer offer it, but continue it's services that already have it. This is true for all assets (memberships, passes, etc.).

  • Setting the Billing Information

Then you will set the Membership Type's Billing Information. This is the most important section to get correct, as it is not editable after you save. 
For recurring memberships, adjust the billing type
  1. For date of purchase: determine the billing period (months, weeks, years) and billing duration (user choice)
  2. For monthly: determine the billing day of month
  3. For weekly: determine the billing day of week

For non-recurring memberships, adjust the billing period and billing duration. These two categories in conjunction adjust how long the membership is applicable for. 

  • Note: For non-recurring memberships, an end date will be set once it is sold. That end date is the day that the membership ends and will no longer be valid for check-in.
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  • Membership Cancellation and Contract Terms

Allow Cancellation:
  • Never: This means cancellations are not permitted online for this membership type. Customer's will see the cancellation terms when selecting 'Terms and Conditions' in the Portal for this membership: 
  • Allow Cancellation Only After Contract Term: The customer is only able to cancel their membership on the Portal if they are outside their "Contract Terms". If they are outside their contract terms, they will see “Are you sure you want to cancel?” when canceling. If they are still within their contract terms they will be met with “You are in contract until [date].”
    • Please Note: If this option is selected, the membership can still be canceled in the Main App by staff before the contract term end date. If a 'Cancellation Fee' applies, you can choose to charge the fee or waive it by adding a discount in the cart. 
  • Allow Cancellation Within Contract Term: The customer is able to cancel their membership on the Portal within or after the contract terms that were set. 

Cancellation Fee:
  • Never: There will never be a cancellation fee required when a customer attempts to cancel their membership.
  • Always: There will always be a cancellation fee required when a customer attempts to cancel their membership.
  • When cancellation is before contract term: The cancellation fee will be applied when the cancellation is completed before the end of the contract terms. This option only appears if 'Allow Cancellation Within Contract Term' is selected. 
Cancellation Deadline: This deadline, measured in days before the next billing cycle/date, will ensure that customers will need to cancel X days before their next billing cycle. So, if the cancellation happens after the deadline, the cancellation will apply to the next billing cycle.

Membership Terms: 
  • Contract Terms: Admins can enforce a contract timeline -based on the sale date- before a member is able to cancel their membership. This is measured in number of billing cycles. 
  • Terms and Conditions: The terms and conditions of the membership must be reviewed and the 'Terms and Conditions" box checked before purchasing the membership. 
 

  • "Other Information" Settings

  1. Prevent General Hours Access: when this is turned on, customers can no longer check in for general access but they can check in to FCFS events that have the Membership Type as an entrance requirement.
  2. Assign Revenue Category: assign the revenue category, so you can track the sale of this product through Quickbooks and Quicksight
  3. Valid locations: this Membership Type will be valid for these locations. 
  4. Terms and Conditions: your customer will have an opportunity to read these, if purchased online, and will be required to agree to them. 
  5. Guest passes: This is the field that decides how many guest passes the membership provides to the purchaser, per pay period. 
    • Note: guest passes do not roll over and are only good for the billing period that they are issued. Guest passes issued work in conjunction with Guest Pass Usage Rules set on your Location Information for your Gym.

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  • Portal Settings

  1. Portal Settings: adjust the following settings, as desired.
    • Permit customers to checkout this item as guest: on the portal, if the item is available for purchase, this permits customers to checkout this item as a guest. If this is left unselected and the item is available in the portal, customers will not be allowed to proceed to guest checkout in the portal. 
    • Put this Membership in Pre-sales mode:
    • Do Not Prorate: 
    • Manage online usage: 1) not for online use or sale-users will not be able to purchase this through the portal nor be able to checkin to events, 2) for sale & use online-public will be able to view, purchase and reserve applicable events, 3) for use online only-those who have purchased previously will be able to view and reserve an event spot online
  2. Age Restrictions: utilize this feature to manage age restrictions. Please note: if the user falls outside the age restriction, their checkin will fail. Also, membership types with age restrictions can be purchased by anyone and assigned to anyone, regardless of age.
 
Remember to save your work!!!

Examples of Membership Types

Monthly Membership that is billed on the 5th of every month:
  • Note: when a customer checks out with this membership on any other day of the month than  the 5th, it will prorate them for their first month until the 5th of the next month occurs 
 
 
Monthly Membership that is billed every month on the day that the customer purchases the Membership:
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Non recurring, 3 Month Membership:
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Non Recurring Annual Membership (billed once for the whole year):
 
 
Weekly Membership that is billed every Friday: 
  • Note:  If this membership is bought on any other day of the week, it will prorate them for their first week until the next Friday occurs
 
 
Quarterly Membership that bills every 3 months on the day that the customer purchased this membership:
 
 
 

Please Note: if your auto biller is enabled, recurring memberships will begin to bill on the next bill date. For more info on auto billing click here.

Do you still have more questions about how to set up a Membership Type? Drop us an email at cxm@approach.app. You can also submit your question through the Questions form in the main app. 

 

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