The Membership report lists the memberships your customers have purchased, regardless of their status, including which memberships are still active, their purchase and current values, status, and payment information. In addition to managing a customer's membership in their customer profile, you perform the same tasks in this report:
Prerequisites: This feature is available for all Vagaro businesses. At least one membership must have been purchased by a customer.
After running this report, you can perform the following tasks, when possible, for memberships in the list:
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Edit Membership: View or update the details of the customer's membership.
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Edit Balance: View or update the number of visits or products remaining on the membership.
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Cancel Membership: Revoke the customer's membership so that its benefits can no longer be used.
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Refund Membership: Revoke the customer's membership and return the paid amount.
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Pause or Resume Auto Renew: Stop or restart the membership's autorenewal.
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View Customer
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On a Phone: View the profile of the customer who owns the package.
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On the Web, Tablet, Pay Desk, or PayPro: Select the customer's name in the Customer column to view their profile.
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History: View the customer's usage history of that membership.
Generating the Membership report will show the following information about your customer's memberships:
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Customer: The name of the customer who purchased the membership. If the Friends & Family
icon is shown next to the name, it means that the membership is shared with the customer's friends and family. Select the icon to view those customers.
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Business Name: The business that the membership was purchased at.
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Modified Date: The date and time when the membership record was last accessed in Vagaro.
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Membership Card ID: The customer's unique membership ID or number.
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Membership Name: The name of the membership that the customer purchased.
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Price: The amount that the customer paid for the membership.
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Reward Points: The number of points the customer received for purchasing the membership.
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Charge Frequency: How often the customer has to pay to keep using this membership.
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Started Date: The day the customer purchased this membership.
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Next Payment Date: The date when the customer's next payment is due to renew the membership.
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Remaining Auto Renewal: The number of times that membership can be automatically renewed again, if its setting has a limited number of renewals.
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Status: Whether the membership is Active or Inactive.
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Modified By: Name of the employee who last updated this membershipfor the customer, either its information or for customer payment.
Generating the Membership report will show the following information about your customer's memberships:
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Business Name: The business that the membership was purchased at.
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Modified Date: The date and time when the membership record was last accessed in Vagaro.
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Customer: The name of the customer who purchased the membership.
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Membership Card ID: The customer's unique membership ID or number.
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Membership Name: The name of the membership that the customer purchased. If the Friends & Family
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Price: The amount that the customer paid for the membership.
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Reward Points: The number of points the customer received for purchasing the membership.
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Charge Frequency: How often the customer has to pay to keep using this membership.
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Started Date: The day the customer purchased this membership.
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Next Payment Date: The date when the customer's next payment is due to renew the membership.
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Remaining Auto Renewal: The number of times that membership can be automatically renewed again, if its setting has a limited number of renewals.
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Status: Whether the membership is Active or Inactive.
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Modified By: Name of the employee who last updated this memfor the customer, either its information or for customer payment.
Running the Memberships report will list all of your customers' memberships, regardless of their status. Use the report's filters to limit the results to only those you'd like to see, and then you can export or print the report for your own analysis and business records.
To run the Memberships report:
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Go to + → → .
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Optionally, select the Filter
button to set your report's filters, then select Run Report.
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Search Fields: Select whether to search by the name of the Customer, Membership, Business, or Any.
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Search Value: Enter some or all of the text to search for based on the Search Field selected.
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Status: Select one or more membership statuses to include, or select All Status.
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Active: Members can currently use this membership to redeem benefits.
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Inactive: The membership currently cannot be used because of a failed payment or the expiry date has passed.
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Paused: Auto renew for the membership has been paused and will be inactive after the current billing cycle, or the business has suspended this membership for all current members.
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Cancelled: The membership can no longer be used.
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Business Location: If your business has multiple locations, select the multi-location businesses or all locations in a group you want to review.
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Auto Renew: Select whether the memberships to search for are set to auto renew (Yes) or not (No).
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Renewal On: Select the charge frequency that the membership is set to renew.
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Sort By: Select the criteria to sort the report by.
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Optionally, select the Action
menu to perform the following additional tasks:
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Print: Print your report if your device is connected to a printer.
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Export PDF or Export Excel: Save the report to a PDF or Excel file.
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To run the Memberships report:
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Select → → .
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At the top of the screen, set the filters for your report, then select Run Report.
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Search Fields: Select whether to search by the name of the Customer, Membership, Business, or Any.
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Search Value: Enter some or all of the text to search for based on the Search Field selected.
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Status: Select one or more membership statuses to include, or select All Status.
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Active: Members can currently use this membership to redeem benefits.
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Inactive: The membership currently cannot be used because of a failed payment or the expiry date has passed.
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Paused: The membership currently cannot be used but can still be reactivated later.
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Cancelled: The membership can no longer be used.
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Advanced Filters: Optionally, select any additional filters to further refine the report.
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Auto Renew: Select whether the memberships to search for are set to auto renew (Yes) or not (No).
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Renewal On: Select the charge frequency that the membership is set to renew.
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Renewal Status: Select one or more appointment statuses to include, or select All Status.
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Business Location: If your business has multiple locations, select the multi-location businesses or all locations in a group you want to review.
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Optionally, sort the memberships by selecting the column headers at the top of the report.
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At the bottom of the screen, you can select:
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Export: Save the report to an Excel or PDF file (web version only).
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Print: Get a hard copy of the report.
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All memberships can be edited so that their settings are specific to a customer. None of these changes will affect the original membership created in the Memberships screen.
Updating a customer's balance allows a business to add more visits to their membership or reduce them.
To edit a customer's membership balance in the Memberships report:
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Go to + → → .
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Optionally, select the Filter
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Select the membership to update, then select Edit Balance.
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For Services/Classes/Add-Ons, update the number of Visits Remaining.
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For Products, select the tab, then update the Quantity Remaining.
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Select Save.
To edit a customer's membership balance in the Memberships report:
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Select → → .
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Select your report filters, then select Run Report.
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In the membership's row, select the Action list, then select Edit balance.
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Select the membership to update, then select Edit Balance.
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For Services/Classes/Add-Ons, update the number of Visits.
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For Products, select the tab, then update the Quantity Remaining.
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Select Save.
Viewing a customer's membership usage shows detailed information about the membership, such as when it was purchased, its benefits, status, who has used it, and the activity that has occurred on it.
A customer's membership can be switched to another without having to cancel or refund the existing one, such as upgrading, downgrading, or selecting a completely different membership.
To switch a customer's membership to another one in the Memberships report:
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Go to + → → .
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Optionally, select the Filter
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Select the Membership to switch, then select Edit Membership.
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In the Edit Membership screen, select a new Membership in the list.
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Optionally, update the rest of the customer's membership information as required.
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Select Save.
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Check out and take payment from the customer for the new membership.
To switch a customer's membership to another one in the Memberships report:
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Select → → .
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Select your report filters, then select Run Report.
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At the beginning of the membership's row, select the Action list, then select Edit Membership.
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Select a different Membership in the list.
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Optionally, update the rest of the customer's membership information as required.
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Select Save.
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Check out and take payment from the customer for the new membership.
You can tell whether a customer's membership will be automatically renewed by looking at its Status column. Memberships that have an Active status will automatically renew based on the charge frequency shown in the Charge Frequency column.
To pause or resume a customer's membership in the Memberships report:
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Go to + → → .
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Optionally, select the Filter
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To pause a membership:
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Select the membership to pause, then select Pause Auto Renew.
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In the popup, select whether the pause will be temporary, then select Pause Membership.
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Pause: Prevent customers from using the membership until it's been resumed again.
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Pause Temporarily: Select the options for the pause and the restrictions on the customer's use of the membership.
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Paused Billing Cycles: Enter the number of billing cycles that the membership will be paused for.
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Charge Temporary Price During Pause: Optionally, enter an updated amount to charge the customer auto renew will be paused for more than one billing cycle.
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Allow Continued Access to Membership Benefits During the Paused Billing Cycles: Select whether the customer can still use their membership benefits during the pause.
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Select Update Pause.
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To resume a customer's membership:
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Select the membership to resume, then select Resume Auto Renew.
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Review the information in the confirmation screen, and tell the customer that they can start using their memberships again immediately and will be charged on their next billing date.
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Resume Membership.
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To pause or resume a customer's membership in the Membership report:
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Select → → .
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Select your report filters, then select Run Report.
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To pause a membership:
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At the beginning of the membership's row, select the Action list, then select Pause Auto Renew.
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In the popup, select whether the pause will be temporary, then select Update Pause.
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Pause: Prevent customers from using the membership until it's been resumed again.
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Pause Temporarily: Select the options for the pause and its membership restrictions.
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Paused Billing Cycles: Enter the number of billing cycles that the membership will be paused for.
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Charge Temporary Price During Pause: Optionally, enter an updated amount to charge the customer auto renew will be paused for more than one billing cycle.
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Allow Continued Access to Membership Benefits During the Paused Billing Cycles: Select whether the customer can still use their membership benefits during the pause.
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Select Pause Membership.
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To resume a customer's membership:
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In the list of memberships, select the Action list, then select Resume Auto Renew.
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Review the information in the confirmation screen, and tell the customer that they can start using their memberships again immediately and charged on their next billing date.
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Select Resume Membership.
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Memberships that were not automatically renewed because of a failed payment are automatically deactivated and marked as Inactive. Such memberships cannot be used by customers or shared with friends and family until the customer repurchases the membership.
At the business's discretion, deactivated memberships can be reactivated for individual customers.
To reactivate an inactive membership:
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Go to + → → .
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Optionally, select the Filter
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Select the membership to activate, then select Activate.
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Optionally, update the rest of the customer's membership information as required.
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Select Save.
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Check out and take payment from the customer for the new membership.
To reactivate an inactive membership:
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Select → → .
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Select your report filters, then select Run Report.
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At the beginning of the membership's row, select the Action list, then select Activate. The Checkout screen is displayed.
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In the Activate Membership popup, select Activate.
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Optionally, update the rest of the customer's membership information as required.
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Select Save.
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Check out and take payment from the customer for the new membership.
Cancelling a membership makes the services, classes, or product discounts included unavailable to the customer. They are no longer charged for renewals, and the membership can no longer be used at checkout. Cancelled memberships cannot be reinstated and must be repurchased again if the customer wants to be a member again.
Important
Cancelling a membership does not automatically refund the cost to the customer. You can refund a membership in one of these ways:
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In the customer's profile on the Memberships tab, select the membership to refund.
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In the Memberships report, search for and select the membership to refund.
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In the Transaction List report, search for and select the membership to refund.
Depending on your business's refund and membership policy, you can refund a membership after it has been cancelled or the customer no longer wants to be a member of it.
To refund a membership in the Memberships report:
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Select → → .
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Optionally, select the Filter
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Select the membership, then select Refund Membership.
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In the Refund Membership screen, select a payment method to refund to.
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In the Refund Summary screen, enter the Refund Amount, choose whether to Cancel Membership, then select Next.
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In the Refund Summary popup:
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Enter a Reason for Refund
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Select whether to Email Receipt and/or Print Receipt.
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Select Refund.
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Enter the Refund Distribution amounts for each payment type, then select Confirm.
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Enter a Reason for Refund
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Select Refund.
Note
If the refund is going to a gift card and the customer already has gift cards with the business, select whether to: Add Existing or Add New.
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Add Existing: Update the customer's existing balance with the refund amount.
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Add New: Refund the amount to a new gift card.
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Confirm that the membership has been refunded by selecting its Action list and verifying that Refunded is shown instead of Refund Membership.
To refund a membership in the Memberships report:
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Select → → .
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Select your report filters, then select Run Report.
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At the beginning of the membership's row, select the Action list, then select Refund Membership.
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In the Refund popup:
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Select a payment method to refund to.
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In the Refund Summary popup:
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Enter the Refund Amount, choose whether to Cancel Membership, then select Next.
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Enter the Refund Distribution amounts for each payment type, then select Confirm.
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Enter a Reason for Refund
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Select Refund.
Note
If the refund is going to a gift card and the customer already has gift cards with the business, select whether to: Add Existing or Add New.
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Add Existing: Update the customer's existing balance with the refund amount.
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Add New: Refund the amount to a new gift card.
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Confirm that the membership has been refunded by selecting its Action list and verifying that Refunded is shown instead of Refund Membership.
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