Managing Customer Memberships

Memberships allow you to add discounts to multiple services, classes, and products at once. You additionally can offer discounts based on a set number of visits as well as set specific auto-renew options.

When you manage customer memberships from either the Reports/Memberships or Customer Profile/Memberships screens, changes you make affect ONLY that customer's use of the membership. Changes made on the Settings/Memberships page potentially affect all customers using that membership, depending on how the business implements a change.

The options to edit or manage a customer's membership are the same once you get to the Reports/Memberships or Customer Profile/Memberships pages, so let's first navigate to the page you want.

This article covers the following subjects:

• Navigation: Reports
• Navigation: Customer Profile
• Edit Membership
• Edit Balance
• Pause/Resume Auto Renew
• Cancel Membership
• Refund Membership
• Membership History

Navigation - Reports > Memberships

1. Click Reports, then Memberships from the Customers
   
2. Configure Search options or run the report with the default settings.
   Search Options:
   
   
   • Search Fields: Any, Customer, Membership Name
   • Search Value: enter text or numbers
   • Status: All, Active, Inactive, Paused, Cancelled
3. Click Run Report.
   
   Information on the Memberships Report is presented in the following columns.
   
   Customer, Membership Card ID, Membership Name, Price, Reward Points, Charge Frequency, Started Date, Next Payment Date, Remaining Auto Renewal, Status
   
   
4. Click the Action drop-down menu for editing options.
   Depending on the type and status of the membership, you'll see some of all of these options:
   

   Edit Membership Edit Balance Pause Auto Renew (if active) Resume Auto Renew (if paused) Cancel membership History

Navigation - Customer Profile > Memberships

1. Click the Customers tab, select a customer from the drop-down list (or begin to type a customer name to find), and then click Memberships from the tabs on the customer profile page.
   
2. Information on the Customer Profile / Memberships page is organized into the following columns:
   
   Purchase Date, Membership ID, Membership, Service Provider, Amount Paid, Charge Frequency, Remaining Auto Renewal, Pts Gained, Starting Balance, Current Balance, Status
   
   Access the "more actions" menu by clicking the 3 vertical dots in the last column.
3. Click the More (3-dots) menu for editing options.
   Depending on the type and status of the membership, you'll see some or all of these options:
   

   Edit Membership Edit Balance Pause Auto Renew (if active) Resume Auto Renew (if paused) Refund Membership Cancel Membership History

Making Changes to the Customer's Membership

Edit Membership

You can make changes to the following settings for a customer's membership from the Edit Membership screen.

• Membership Card ID number
• Membership - if you change the membership, you will be taken to a checkout screen to complete the transaction
• Charge Frequency - select from the renewal period options
• Description (view only)
• Price
• Payment Date
• Reward Points (view only)

• Turn Auto-Renew on or off using the toggle
• Auto Renew Limit: Set to a number of renewals after which the membership cannot be renewed again, or set to Unlimited
  
• Carry Balance Forward: Check this box to carry remaining visits from the current cycle to the next

• Discount Initial Payments: This option can only be edited while checking out a membership purchase or when creating or editing a membership from the Settings/Memberships page.

• Family & Friends: If the customer has Family & Friends sharing, you can add members of their Family & Friends list to this membership.
  • Family and friends that have not yet been added are shown as a gray button.
  • Family and friends that are part of the membership appear as a blue button
    You can add or remove a member by clicking the button for the member's name.
• When a membership has active Family & Friends sharing, the Family & Friends icon displays next to the membership name.
  

Edit Balance

You can edit the balance of remaining visits for services and classes in the membership, and for the quantity of products that can be purchased using the membership.

Pause/Resume Auto Renew

For memberships set to auto-renew, you can pause this feature from the Action or More menus. For complete information on using Pause and Resume for Auto-Renew, please see Memberships: Pause and Resume Renewal.

Cancel 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 is not available to use at checkout for a service that was included.

Cancelling a membership cannot be undone. You'll have to sell a new membership if the customer changes their mind about cancelling.

Refund Membership

This option is only available from the Customer Profile/Memberships tab. When you choose this option, you can choose the refund options (to the customer's credit card, cash, or a gift certificate.) You can also select the option to cancel the membership at the same time you issue the refund.

History

You can view a summary of all transactions for a membership by selecting History from the Action or More menus. For details, see Membership History.