Membership advanced settings

This article describes all advanced settings available when you are creating or modifying a membership.

To learn about the general information settings available when creating or modifying a membership, see Membership general information settings.

SettingDescription
Purchase RestrictionsThe purchase rules for the membership:

  • Select Client can buy online or Only staff can sell this Purchase Option depending on whether you want to allow clients to buy the membership online or only through a staff member. If you select Client can buy online, the following options are displayed. By default, All clients can buy online is selected.
    • All Clients can buy online – Selecting this option will allow any client who meets the Client Type restrictions to buy this membership online.
    • Only clients with Direct Buy URL can buy online – Selecting this option will make it so any client who meets the Client Type restrictions can only buy this membership through the Direct Buy URL. For example, if you select Only clients with Direct Buy URL can buy online as well as Introductory offer for new clients only, an Active Member with the Direct Buy URL for this Purchase Option won’t be able to purchase this membership.
  • Select which clients can purchase this membership: Available to all clients, Introductory offer for new clients only, or Available to select Client Types only.
    • If you select Available to select Client Types only, select one or more Client Types from the list and only the selected client types will be able to view and purchase the membership in your store.
    • For more information about introductory offers, see Creating an introductory offer for new or prospective clients.
  • Select how this membership is sold: Sold individually or Sold as part of package only.
  • Select No quantity limit or Limit quantity to determine whether to limit the number of times each client can purchase the membership during their lifetime with your business. When you select Limit quantity, you must enter a number for the limit.

NoteQuantity restrictions won’t apply to memberships that are Sold as part of package only. For more details, see Packages.

NoteIn cases where clients have reached the quantity limit, clients can still receive memberships transferred to them by other clients.
Access to RegionsDetermines the enterprise regions to which the membership will apply. If the membership is purchased at one of the Enterprise Locations in the region, it can be used to pay for services at any Enterprise Locations within the region that offer the same membership.

When a client purchases a membership at one location and the client is added to other locations in the region, staff members at those other locations will be able to see the membership on the Overview page of the client’s profile, and they can also see which location it was purchased at. The membership will also be visible on the Passes & Memberships page, but staff members won’t be able to view any details or make any changes to it.

NoteStaff members can’t see memberships for visiting clients on the Elevate Staff App.

This option is available to all corporate enterprises. It only works when the membership has been pushed to all applicable Enterprise Locations, and it can only be modified by corporate enterprises. If you manage a corporate enterprise and you can’t view this option, please contact WellnessLiving.

Purchase Option PriorityThe priority level of the membership. When booking a service, memberships with a higher priority level will be used to complete the booking process first. If multiple Purchase Options have the same priority level, the Purchase Option with the earliest expiration date will be used to pay for the service first. This option is only visible when it is enabled in the store settings.
Access to LocationsDetermines whether your client can use the Purchase Option in All or Specific locations. If you select Specific locations, select the checkbox for each applicable location.
Access to ClassesDetermines whether your clients can use the membership to access All or None of your Classes. If you click Selection, select the checkbox for each applicable class.

NoteThis option will only be visible if the Purchase Option Service Category is set to Class/Events.
Access to EventsDetermines whether your clients can use the membership to access All or None of your Events. If you click Selection, select the checkbox for each applicable event.

NoteIf you have created this Purchase Option so clients can use it to enroll in one specific Event instance, we recommend the activation and expiration dates you set for this Purchase Option match the dates the event instance begins and ends.

NoteThis option will only be visible if the Purchase Option Service Category is set to Class/Events.
Access to GymDetermines whether your clients can use their membership to access the Gym.

NoteThis option will only be visible if the Purchase Option Service Category is set to Class/Events.
Membership Attendance RestrictionsDetermines whether the number of available visits for a membership is restricted to a specific period. For example, a membership can have an attendance restriction that only allows a maximum of five visits every two weeks. You have the following options:

  • Apply attendance restriction – Clients can use the membership a maximum number of times during a specific number of days, weeks, months, or years.
  • No attendance restriction – Clients can use the membership as many times as they want while it’s active.

If you select Apply Attendance Restriction:

  • Set the maximum number of visits permitted during a specific number of days, weeks, months, or years.
  • Select whether you want to apply the restriction based on the calendar cycle or the payment cycle. You have the following options:
    • Attendance restriction is applied at the start of the calendar cycle – The attendance restriction set on the membership will be applied based on actual calendar dates. For example, if a membership has an attendance restriction of five visits each month, the client can use the membership for five visits between June 1 and June 30.
    • Attendance restriction is applied at the start of the payment cycle – The attendance restriction set on the membership will be applied based on the date payments for the membership begin. For example, if a membership has an attendance restriction of five visits each month and auto-payments on the ninth day of every month, the client can use the membership for five visits between June 9 and July 8.
  • Select whether unused visits should be carried over to the next attendance restriction period:
    • If you select Enable session rollover, you must choose what happens to the rollover sessions.
      • If you don’t want rollover sessions to expire, select Rollover sessions do not expire.
      • If you want rollover sessions to expire, select Rollover sessions expire after and set the amount of time the sessions will remain active. For example, a membership with a monthly attendance restriction is set up so that rollover sessions expire after three months. The membership starts in January and there were four unused visits left on January 31. The four rollover sessions will expire on April 30.
      • If you want unused visits to carry over after the membership auto-renews, set the Rollover sessions upon auto-renew option to ON.
        • When unused visits carry over after auto-renew, the original attendance restrictions set for the membership will no longer apply to the rollover sessions.
      • To limit the number of unused visits that will carry over, set the Limit number of rollover sessions option to ON and enter the limit for the number of rollover sessions. For example, a membership has a monthly attendance restriction with a maximum of five visits that can be carried over. If the client has six unused visits at the end of the month, they will lose a session.
        • If you choose not to set a limit, clients can accumulate an unlimited number of rollover sessions.
      • If you don’t want the membership to expire until all the rollover sessions are used, select Membership stays active until all remaining visits are used.
      • If you want the membership and any rollover sessions to expire on the expiration date, select Membership expires and remaining visits are no longer available.
    • If you are customizing an individual Purchase Option and you select Enable session rollover, you can’t set the date range to any date prior to the purchase date.
  • Select whether you want the visits from this membership to be applied to unpaid visits when the attendance restrictions reset. You have the following options:
    • Do not automatically reconcile unpaid sessions when attendance restrictions reset – The system won’t automatically reconcile any unpaid sessions whenever new visits are added to the membership. You will have to manually reconcile unpaid visits. For more information, see Reconciling an unpaid visit.
    • Automatically reconcile unpaid sessions when attendance restrictions reset – Unpaid sessions within the attendance restriction period will be reconciled automatically using new visits when they are added to the membership. For example, if a membership has an attendance restriction of one visit per week and a client has five unpaid sessions for the week, one visit from the membership will be automatically applied to the first unpaid session when the attendance restrictions reset.
  • Click the Add button to add another restriction. For example, you can add a restriction of only five visits per week and then click the add button to add another restriction of a maximum of 16 visits per month.
  • Click the Delete button to remove a restriction.

For more information, see Attendance restrictions.

Note When selecting attendance restriction options, keep the following information in mind:

  • If you select Attendance restriction is applied at the start of the payment cycle and want to set Rollover sessions upon auto renew to ON, you need to select the Classic option in the membership hold rules. Otherwise, the sessions won’t be carried over when the membership auto-renews.
  • If the Clients can only book sessions within their current paid period booking policy is set to OFF and a membership has Auto-renew disabled, the Apply attendance restriction, Enable session rollover, and Membership stays active until all remaining visits are used options must be selected for clients to book services that take place after the membership’s expiration date.
  • This option won’t be visible if FitVID Videos is selected as the Purchase Option service category.
  • If a Purchase Option has Apply attendance restriction and Enable rollover sessions selected, there will be no marker on the client’s Passes & Memberships page indicating which visits on the Purchase Option are rollover sessions.
ContractSelect whether the client must agree to a contract before purchasing the membership. Your choices are:

  • Clients must agree to a contract – The client must agree to a contract. Enter your contract in the text field.
    • If you want clients to sign a new contract when this Purchase Option is transferred to them, set the Clients to whom a Purchase Option was transferred must sign a contract option to ON.
  • No contract – The client doesn’t need to agree to a contract.

NoteClients won’t be required to sign a contract for memberships that were imported into WellnessLiving.

NoteIf you modify a membership’s existing contract, when you save your changes you will be asked whether you want clients who have already purchased the membership to re-sign the contract. If you select YES, clients will be prompted to sign the contract the next time they sign in to their account.

NoteIf a membership that has a contract associated with it is set to auto-renew, clients won’t be required to re-sign the contract each time the membership automatically renews.
Member TypeYou have the option to select the client type for clients who purchase this membership. See Client types for more details.
Sharing Membership and PassesDetermines whether this membership is shared with family members by default. Select one of the following options:

  • To share a membership between clients whose profiles are linked as family members, select Share membership with family members by default.
    Under FAMILY MEMBER, select the relationship between the client and the family member.
  • If you don’t want to share a membership between family members, select Do not share membership with family members by default.

If you select Do not share membership with family members by default, you can still manually share the membership with a family member. For more information, see Sharing a Purchase Option with a family member.

NoteIf a membership that is shared with a family member is included within a package, the membership won’t be shared with the family member when the package automatically renews. To continue allowing the membership or session pass to be shared with the family member, you must manually share it from the package owner’s client profile.
Membership Hold RulesDetermines whether a hold can be placed on the membership. If you choose Membership cannot be put on hold, no hold can be placed on the membership.

If you choose Membership can be put on hold, the membership can be placed on hold, and you must determine how holds will affect the membership. Your choices are:

  • Classic: Extends the length of a membership contract by the duration of the hold period. Scheduled payments are moved forward the same number of days as the duration of the hold.
  • Prorate: Extends the length of a membership contract by the duration of the hold. Scheduled payments are prorated and calculated based on the number of active days within the payment period.
    • If you select Prorate, you must determine when the prorated payment amount will be charged to the client. Under IF THE SCHEDULED PAYMENT OCCURS WITHIN THE HOLD PERIOD, select one of the following options:
      • To add the prorated payment amount to the next scheduled payment date, select Prorated amount is added to the next scheduled payment.
      • To add the prorated payment amount to the day after the hold period ends, select Prorated payments are moved to the day after the hold period ends.
  • Continue Billing: Extends the length of the membership contract by the duration of the hold period. Scheduled payments continue to be processed on their respective dates irrespective of the hold.

For more information, see Membership hold rules.

Revenue & Staff Payroll CalculationDetermines whether clients who use this membership are included or excluded in payroll calculation. Select Include clients who use this purchase option in payroll calculation or Exclude clients who use this purchase option from payroll calculation. If this membership is free, promotional, or both, you can use this option to exclude clients with this membership from payroll calculations. This is useful because staff members who are paid by the number of clients they instruct will only be paid for those clients who used paid memberships.

Select Approximate revenue per session or Approximate revenue based on sessions used to determine revenue per session or based on the number of visits respectively.

Membership Cancellation BehaviorThis setting is available if you have applied an attendance restriction. Choose from the following options:

  • Clients cannot use remaining visits after membership cancellation – Once clients cancel their membership, they can’t use their remaining visits.
  • Clients can use remaining visits after membership cancellation – After clients cancel their membership, they can continue to use their remaining visits.
    NoteMemberships that are set to this option and then canceled will display as active in the Client profile.
  • Staff member can choose whether a client can use remaining visits after membership cancellation – Staff members can choose on a case-by-case basis whether clients can continue to use their remaining visits after they cancel their membership.
Travel PrivilegesSelect Membership can be used to visit other locations or Membership can’t be used to visit other locations to choose whether clients can use this membership at your other enterprise locations.

NoteThis option is only available to Enterprise Cloud customers and can only be used for memberships with the Purchase Option Service Category set to Gym visits or Classes/Events. For more information, see Enterprise Cloud.
BarcodeEnter or generate a barcode to identify this membership in your WellnessLiving system.
ReceiptSelect Default email receipt to send your default receipt to a client who purchases this membership.

Select Custom email receipt to create a custom receipt to send to a client who purchases this membership.

For information on how to use variables in the email message, see Email variables.

NoteIf a membership that is set up with a custom receipt is purchased at the same time as another item, the client will receive the default receipt and not the custom receipt configured for either of the items.

For example, a 12-month membership is set up with a custom receipt. A 10-class session pass also has a custom receipt configured. A client purchases both the 12-month membership and 10-class pass together in the same transaction. The client will receive the default receipt and not the custom receipt configured for either of the Purchase Options.

TerminationDetermine whether the membership terminates on a specific date. Your choices are:

  • Terminate and auto-convert – The membership will be removed from the client’s Passes & Memberships page and automatically converted to the selected Purchase Option on the date you select. You can mark whether the conversion is an Upgrade, a Downgrade, or of Equal Value. For more information about converting Purchase Options, see Setting a Purchase Option to convert.
  • Terminate – The membership will be removed from the client’s Passes & Memberships page on the date you select.
  • Do not terminate – The membership will remain on the client’s Passes & Memberships page in their client profile.

When terminating a membership, keep the following information in mind:

Revenue CategoryThe revenue categories to which the membership is assigned. Click a revenue category to select or deselect it. You can select as many revenue categories as needed. The membership will be assigned to the selected revenue categories.

You can also manage revenue categories from here:

  • To add a new revenue category, enter a name for it in the box, and click ADD.
  • To rename a revenue category, click the revenue category’s Options button and select Edit .
  • To delete a revenue category, click the revenue category’s Options button and select Delete tag .
  • To make a revenue category the primary category, click the revenue category’s Options button and select Primary .
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