Membership set up guide

Modified on Fri, 28 Apr 2023 at 02:20 PM

Membership can be used to charge a student a set amount for a period of time rather than a per class charge. 

Memberships can be set up as:

- a pro-rata charge. This is used when everyone on the particular Membership is charged for the same date range at the same time. For example everyone will be charged on the 1st of the month for the entire month. Anyone who joins partway through the month will be charged a pro-rata daily amount from their start date to the end of the month.

- as a rolling membership, charged for the full period term from the date of their sign up/membership start date and renewed on this date each period (so this could be a different date for everyone). For example, you charge an annual registration fee that falls due on the anniversary of their start date.

You need to decide how you want your memberships to charge before creating your membership types as this pro-rata or rolling configuration cannot be edited later.

Step One: Create POS Items for each Membership

To create a membership, you need to have first created a POS item for the membership with the amount you want to charge.

(For more information on creating POS Items, refer to this article: Setting Up Point of Sale (POS).)

1. Go to Configuration.

2. Click on POS Items. 

3. Click on "Add Item".

4. Enter the details for the item.

- Give the POS Item the same name as your membership for ease of reference. Repeat this name in the "Description on receipt" field.

- Enter your sell amount without a dollar sign o be the amount you want to charge for the term that you will set in the membership (so if it is a day/week/month/year charge, enter the total for the period, the example below would be 175.00 per month for a per month membership).

- Select your POS Item Category (you can edit this later if you have not yet created the category)

- Do not tick the "Show on Quick sell screen" or "Is this a pass item" boxes.

- Set your Tax Type and Revenue Type (these are to do with your financial reporting - refer to your accountant or bookkeeper if you need further advice on tax types and revenue types).

- Click "Save".

You can edit the POS Item details at any time.

Step Two: Create Membership Types

1. Go to Configuration.

2. Click on Membership Types

3. Click on "Add Membership Type".

4. Set the parameters for each Membership and then "Add Membership Type":

- Membership Type Name (e.g. Unlimited Session, Two Session, Mini Squad 2 days, Annual Membership)
- tick the Active box
- select the period duration, being per day, week, month or year and the number (e.g. 1 month will mean the membership is charged every one month)
- pro rata calculation tick box: tick this if people can join partway through that renewal period and you only charge a pro-rata'ed amount instead of the full amount for that shorter period of time.
EXAMPLE: You charge all memberships per month from the 1st of the month. A student joins on the 15th of May. 
For a pro-rata'ed membership, they would be charged from the 15th to the 31st of May for their first charge, and then would be charged a full membership amount for 1 to 30 June.

If the membership is not pro-rata'ed, they would be charged the full amount from 15 May to 14 June, renewing each month on the 15th of the month.

- start date for this membership type. A start date would normally be the start of the following month, or if you are setting up a new site, the date you want memberships to commence.
NOTE: Once you've created a membership type, you cannot change the start date, duration or if the membership if pro-rata'ed or not. You can only edit the name, the active status and the amount to charge.

5. In the next screen the top section will pre-fill from the first screen above. You then need to:

- select the membership POS item that you created from your "POS Item to Charge" from the dropdown menu

- enter the "Amount to charge per period ($)" without a dollar sign

- click "Save Membership Type".

Repeat this process for the number of different memberships you require.

The next step is to add a Membership to the required students. Refer to this article for the instructions:

How to Add a Membership to a Student

No charges will show against the family finance until you do a membership renewal. Refer to this article for the instructions:

Billing for Memberships (Membership Renewals)

Last updated 28 April 2023

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