Create a Membership Template


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Setting up membership templates makes it easier for your staff to process a membership with a predetermined duration and pricing structure.

Choose from four main Membership template types that enable your contacts to attend events such as classes. Each type is tracked differently for classes remaining, expiry dates, and delinquency.

The pricing section of the template includes a powerful behind-the-scenes calculator that does the thinking for you. The payment amounts and pattern can still be adjusted at checkout.

This article shows you how to:

Plan Your Membership

Before you create a membership template, you need to know the answers to these fundamental questions:

Duration

  • Does the membership cover a specified time span with an end date, or is it ongoing?

Number of Sessions

  • Is the member entitled to attend an unlimited number of sessions, or a fixed number?

Pricing:

  • What is the total price including down payment?
  • Do you require a down payment (e.g., registration fee)?
  • What is the payment pattern (e.g., weekly, monthly)?

Access the Membership Members Page

This feature is for clients using POS 2.0 and using the new membership structure.

PerfectMind has restructured how membership data is stored, making it easier to access and report on membership details and connecting all the pieces of information you may need to coordinate your memberships, in a single easy-to-reference table. The layout for this object can be edited in SmartClient.

There are two ways to access the Membership Members page:

  1. Hover over the More tab, then Other Apps, and click Membership Members.

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The list shows existing memberships. In thumbnail view, the prices appear below each membership.

If a membership contains more than one potential fee and those fees are different amounts, for example, if there is a different price for residents and non-residents, the fees will not appear.

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Click the pencil icon beside the view in the side panel and select the list view to see the range of fees for each membership.

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  1. Hover over the Clients tab, click Manage Clients, select a client, and click the Memberships tab on the side panel.

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On the Client page, the membership tab shows only those memberships which are assigned to the member’s account.

Use the Memberships tab to review and report on the details of the memberships. Use the membership boxes at the top of the client page to perform an action on an assigned membership for the client. This includes reviewing, renewing, freezing, processing payment, terminating, printing, and adjusting assignees and services.

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Click a selection from this page you can review and alter an extensive list of membership details.

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At the bottom, you can view additional pages in the list, change the number of memberships that appear on a single page, and Print or Export the membership list.

Create a Membership Template

To create a new membership template, select one of the four options:

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  1. Hover over Store and click Manage Memberships.
  2. Click New.
  3. Select one of the four choices:

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Membership Type: Limited Duration Limited # of Sessions Fixed Price
Unlimited/Ongoing No No Automatic Renewal
Limited by Time Yes No Yes
Limited by Class Yes Yes
Limited by Time & Class Yes Yes Yes
Unlimited/Ongoing

Enroll contacts to a service or program which allows them to attend an unlimited number of sessions for a recurring fee, with no end date.

Limited By Time

Enroll contacts to a service or program which allows them to attend an unlimited number of sessions for a set fee during a set period of time.

Limited By Class

Enroll contacts to a service or program which has a limited number of sessions for a set fee.

Limited By Time & Class

Enroll contacts to a service or program which has a limited number of sessions for a set fee and a set period of time.

Identify Membership Criteria

Each Membership template has the same basic identification fields. Complete all the fields that apply to your template. See below for explanations of each field:

  • Name
  • Program/Style
  • Show To
  • Featured
  • Registration Form
  • Description
  • Image

Name

Give buyers and staff a clear understanding of what the membership is for, for example, 6 Month Unlimited (Paid in Full).

Program/Style (Services)

Attaching a service to the membership allows the contact to attend classes that are related to the service. If you do not add a service to a membership, the membership will only allow the contact to attend classes or events with no program/style.

TIP! Adding a service (program) with ranks enabled automates the assignment of ranks. For example, a new membership to a Jr. Karate Program assigns the first Jr. Karate rank to the contact’s profile.
To learn more about services and ranks, see:
- Create or Edit a Service (Program).
- Manage Ranks and Stripes.

Additional Programs (Services)

Use this lookup field to attach multiple services to the same membership. This feature is especially useful when creating family memberships, or all-access memberships.

Show To

Determine who can view these memberships online:

  • Staff: Only staff logged in as users can view the information, for example, a discounted membership or Groupon deal.
  • Members: Only contacts with SocialSite logins and staff can view the information online, for example, a members only special.
  • Public: Everyone can see the information online.
Featured

Click this check box to feature the membership in the top row of listings, for example, it could be a popular membership, or a membership that's featured in a promotion.

Description

Explain the features or benefits of the membership, for example, Get in shape in 3 months, or, Learn self-defence and gain confidence.

Registration Form (Questionnaire)

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Click this field to create and attach a questionnaire to the product. For example, you may want to ask the customer for opinions or additional information. You can also use this feature to prompt the staff to confirm that they have completed a process. Please refer to the article Create a Questionnaire.

Image

Help your staff and customers visualize your product or service.

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Set the Duration and Sessions

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Membership Type

This field is populated automatically. However, you can change the type using the pick list. If you do, the choices below will also change.

Time Limitation Type

The following time limitations apply to both Membership Types. Select how you wish to define the time limitation of the membership. It may be Limited by Duration or Limited by Date Range. In this way, you may create memberships which last for a certain duration, regardless of when they are purchased, while other memberships can be available only during a select range of dates.

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If the membership is Limited by Duration, select the Duration, which is the membership's duration in either days or months, then enter the number of days or months in the field beside the pick list.

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If the membership is Limited by Date Range, select the From and To dates. Memberships which have been Limited by Date Range cannot be renewed.

A new membership must be purchased for a new time period. Also, if a membership is purchased in the middle of an activation period, the system will not automatically prorate the purchase. For example, a winter holiday membership may be available from December 22nd to January 2nd, but a customer who purchases the membership on December 26th will not automatically receive a prorated fee.

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Number of Sessions

Enter the number of sessions included with the membership, for example, enter 10 for a 10 class Punch Pass.

NOTE: Depending on the type of membership selected, the fields for Duration or Number of Sessions may be hidden.

Enable the Family Option

To enable family members to access the benefits of a membership, be sure to click the Family Access checkbox:

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The remaining fields are optional, and allow you to restrict the scope of usage of a family membership.

Set Membership Pricing

The fields that display in this section depend on the Membership Type that you selected above. The dynamic fields will do all the calculations for you if you know these three points:

  • The total price of the membership (including registration fee or down payment)
  • The amount of the down payment
  • The payment pattern, for example, weekly, monthly

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The system automatically creates a General fee with no restrictions. If you create no additional fees, all memberships with a price will contain this general fee. You can add restrictions as you require. The general fee may be deleted if you desire, so long as no active memberships are using the general fee.

Enter the following information:

  • Payment Pattern: Select how frequently you expect your customer to pay: None, Weekly, Bi-Weekly, Monthly, Quarterly, Semi-Annually, or Annually.
  • Number of Payments: Enter the number of payments that should be made beyond the initial, or Pay Now payment. The system will calculate the amount of each remaining payment for you. If the Payment Pattern is set to None, this field will not be available.
  • Payment Amount:
    • Click the Add a Fee button
    • Select a Membership Fee from the dropdown list
    • Enter a dollar amount for the fee
    • Check the box beside Online to make this fee available to online customers.
    • Click the X to delete the payment amount.

If you have included a Number of Payments, and if the Payment Pattern is anything other than None, or Paid in Full, a Calculator icon will appear beside the dollar amount for the fee.

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If you enter the price of Each Payment, the system will calculate the Total Amount based on the # of Payments you selected. You could also enter the Total Amount and let the system calculate what Each Payment will be. Click Confirm to save your work.

If you enter a Total Amount which requires that the cost of each payment be rounded, a message will appear.

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To create multiple fees for the same membership, click the next Add a Fee button and repeat the procedure above.

  • Discounts: Click the dropdown list to choose from previously created discounts.
  • Taxes: Select a tax, if applicable.

Pay Now:" Enter an amount which must be paid upfront, during the Pay Now portion of the transaction.

  • Allow Subsidy: Check the box to allow subsidies to pay for all or a portion of the membership fee.
  • Each Payment: As you enter the Number of Payments, Price, and Pay Now, the price of each additional payment will be calculated here.

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For example, if you have a membership type that spans 12 months:

  • Total price = $1200
  • Taxes = 5%
  • Down payment = $200
  • Payment Pattern = Monthly
  • Number of payments = 11

In this scenario with 12 monthly payments the total including taxes is $1260. The down payment constitutes the first payment, so there are 11 remaining payments. The system divides the remaining $1060 by 11 automatically, and you see this number in the Each Payment field.

If you now adjust the amounts in any of the pricing fields, the system will update the other fields automatically.

TIP: If you select “Paid in Full” as the Payment Pattern, you can still change the setting at checkout if the customer prefers to pay by installment. Conversely, at checkout you can also change an installment pattern to “Paid in Full”.

If Payment Pattern is Limited

If the Payment Pattern is limited by Time, Class, or both, the Number of Payments field and the Each Payment field will not appear.

If a Payment Pattern is in Place

When the Payment Pattern is set to anything other than None, or Paid in Full, a calculator icon appears.

Once a fee has been added to a membership, it is possible to delete it, as long as no active memberships have been sold using that fee. If you try to delete the fee of an active membership, an alert informs you that the fee is assigned to an active membership.

The fee category of a membership cannot be changed to one of the other options (Event, or Event Group.) If you try to change the fee category to anything other than Membership, an alert informs you that this is not possible.

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Identify GL Accounts

For enterprise clients who have general ledger (GL) accounts, you must identify at least one GL account, and a deferral account.

In the GL Account section, both fields are required:

  1. Click Add a GL Account to display a picklist of accounts.
  2. Select the desired GL account.
  3. If you add more than one account, specify the percentage to be allocated to each account.
  4. Click the Deferred Account lookup field. A popup window lists the available accounts.
  5. Select the desired deferred account.

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  1. Check the box beside Use Event GL so that, when this membership is sold as an extra item for an event, its revenue is recorded in the event’s GL account, rather than its own. If this box is not checked, the sale will be recorded in a separate GL account for this particular membership.

This checkbox will only appear if the Extras Setting is checked. The checkbox will not appear if the Extra Items slider is disabled. See the article Specify Accounting Preferences for more information.

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Manage Renewal Options

You can configure a template to renew memberships automatically if they are either Limited by Time or Limited By Time & Class.

Select one of the following renewal options:

  • Non-Renewable: The membership cannot be renewed.
  • Manual (Renewable by Staff Only): The membership may be manually renewed by staff only.
  • Manual (Renewable by Staff and Members): The membership may be manually renewed by staff and members.
  • Limited Auto Renewal (One Time Renewal for the Same Duration): The membership will renew automatically at the end of the last membership cycle, once, and for the same duration as the original membership.
  • Ongoing Auto Renewal (Ongoing Monthly Renewal): The membership will automatically renew on a monthly basis.

When Ongoing Auto Renewal is enabled, the system processes the renewal 30 days before the original membership expires.

For example, a one-year membership, Price = $120, 12 Monthly Payments @ $10.00:

  • Renewal Option = Limited Auto Renewal: Renewal Total = $120.00 (12 new invoices for $10.00 each.)
  • Renewal Option = Ongoing Auto Renewal: Renewal Total = $10.00 (Each month one invoice will be created for $10.00.)

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If desired, you can adjust:

  • The renewal price.
  • The number of visits (for Limited by Time and Class).

Disable Auto Renewal

You can disable the Auto Renewal option on an active membership:

  1. Locate the membership at the top of a member's profile.
  2. Click the X icon.
  3. Click Cancel Auto Renewal.

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Edit a Membership Template

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When a membership template has been created, you can clone, edit, or delete it.

  1. Hover over Store and click Manage Memberships.
  2. Click the template you wish to edit.
  3. Click one of the buttons at the top of the page to Clone, Edit, or Delete this membership.
  4. If you are cloning or editing, click Save when done.

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