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.

Setting Description
Purchase Restrictions The 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.
  • 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.
  • Select how this membership is sold: Sold individually or Sold as part of package only.
  • Select No quantity limit or Limit quantity depending on whether or not you want to limit the number of purchases that can ever be made. When selecting Limit quantity, you must enter a number for the limit.

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

Note In cases where clients have reached the quantity limit, clients can still receive memberships transferred to them by other clients.
Access to Locations Determines 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 Classes Determines 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 Events Determines 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 Gym Determines 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 Restrictions Determines if the number of available sessions are restricted based on a specific time period (e.g., a maximum of 10 sessions per month).

If you select Apply Attendance Restriction:

  • In the Period list, select day, week, 4 Week, month, or year.
  • In the MAX SESSIONS field, enter the maximum number of sessions the client can attend in the selected time period. For example, if you select a PERIOD of a week and enter 5 in the MAX SESSIONS field, the client is restricted to 5 visits per week.
  • Select Attendance Restriction is applied at the start of the calendar cycle or Attendance Restriction is applied at the start of the payment cycle depending on whether you want to apply the restriction based on the calendar cycle, or the payment cycle respectively.
    • If you select Attendance Restriction is applied at the start of the calendar cycle, then 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 5 visits a month, the client can use the membership for 5 visits between June 1 and June 30.
    • If you select Attendance Restriction is applied at the start of the payment cycle, then 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 5 visits a month and auto-payments on the 15th of every month, the client can use the membership for 5 visits between June 15 and July 14.
  • Select Enable Rollover or Sessions do not rollover depending on whether you want to allow remaining visits to rollover to the next attendance restriction period. For example, if a client has a maximum of 5 visits per week for a membership with Enable Rollover and only uses 3 visits, 2 visits will be added to their membership the following week.
    • If you select Enable Rollover, choose what happens to the remaining sessions when the Purchase Option expires.
      • If you select Rollover sessions upon auto-renew, the membership will retain accumulated rollover sessions after it auto-renews. For example, if a membership with Rollover sessions upon auto-renew selected auto-renews on the first of every month and there are 3 sessions left on the membership at the end of the month, the client can use the 3 unused sessions next month.
      • If you select Do not rollover sessions upon auto-renew, the membership will not retain accumulated rollover sessions after it auto-renews. For example, if a membership with Do not rollover sessions upon auto-renew selected auto-renews on the first of every month and there are 3 sessions left on the membership at the end of the month, the client will not be able to use those 3 sessions next month.
      • If you select Membership stays active until all remaining visits are used, the membership expires only when all remaining sessions are used. If the membership is set to auto-renew, it renews instead of expiring and the membership remains active. For example, if there are 3 sessions remaining on a membership with Membership stays active until all remaining visits are used, when the membership expires the client will be able to use those 3 sessions. After the client uses those sessions, the membership will become inactive.
      • If you select Membership expires and remaining visits are no longer available, the membership and any remaining sessions expire on the expiration date. For example, if there are 3 sessions remaining on a membership with Membership expires and remaining visits are no longer available set, when the membership expires, the client will not be able to use those 3 sessions.
  • Select Do not automatically reconcile unpaid sessions when attendance restrictions reset or Automatically reconcile unpaid sessions when attendance restrictions reset if you want any unpaid sessions to be automatically marked as Paid whenever the attendance restrictions reset. 
    • If you select Do not automatically reconcile unpaid sessions when attendance restrictions reset, the system will not automatically reconcile any unpaid sessions whenever you add new visits are added to a membership. You will have to manually mark any unpaid visits as Paid. For example, if a membership with Do not automatically reconcile unpaid sessions when attendance restrictions reset selected has an attendance restriction of one visit per week and a client has five unpaid sessions for the week, you can use the membership to manually mark any one of the five unpaid sessions for the week as Paid. If there are any unpaid sessions for the next week, you can use the membership to mark one session as Paid when the attendance restrictions reset. To learn how to reconcile unpaid visits, see Reconciling an unpaid visit.
    • If you select Automatically reconcile unpaid sessions when attendance restrictions reset, any upcoming unpaid visits within the attendance restriction period will be automatically reconciled with paid visits whenever you add new visits are added to the membership. For example, if a membership with Automatically reconcile unpaid sessions when attendance restrictions reset selected has an attendance restriction of one visit per week and a client has five unpaid sessions for the week, session from the membership will be automatically applied to the first unpaid visit for the week when the attendance restrictions reset.
  • Click the Add button to add another restriction. For example, you can add a restriction of only 5 sessions per week and then click the add button to add another restriction of a maximum of 16 sessions per month.
  • Click the Remove button to remove a restriction.
  • If you select No Attendance Restriction, a client can use the membership as many times as they want while the membership is active.

For more information, see Attendance Restrictions.

NoteIf you select Attendance Restriction is applied at the start of the payment cycle and want to set Carry over Rollover Sessions upon Auto-Renew, you need to select the Classic option in Membership Hold Rules. Otherwise, the sessions will not roll over upon auto-renew.
Contract Select 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.
    • Set the Clients to whom a Purchase Option was transferred must sign a contract option to ON if you want clients to sign a new contract when this Purchase Option is transferred to them.
  • No Contract – The client does not need to agree to a contract.

Note Clients will not 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 log in to their account.

NoteIf an auto-renewing Purchase Option has a contract associated with it, clients will be required to re-sign the contract each time the Purchase Option automatically renews.
Member Type You have the option to select the client type for clients who purchase this membership. See Client types for more details.
Sharing Membership and Passes Determines whether to share a membership between family members.

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

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.

Membership Hold Rules Determines 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:

  • Select 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. to stop billing the client for the duration of the hold and to increase the duration of the membership respective to the length of the hold.
  • Select Prorate: Extends the length of a membership contract by the duration of the hold. Scheduled payment is prorated and is calculated based on the number of active days within the payment period. to skip a payment and add the skipped payment to the next scheduled payment period.
    • Under IF THE SCHEDULED PAYMENT OCCURS WITHIN THE HOLD PERIOD:
      Select Prorated amount is added to the next scheduled payment to add the prorated outstanding payment amount to the next scheduled payment date or select Prorated payments are moved to the day after the hold period ends to add the prorated outstanding payment amount to the day after the hold period ends.
  • Select 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. to continue billing the client during the hold and to increase the duration of the membership respective to the length of the hold.

For more information, see Membership hold rules.

Revenue & Staff Payroll Calculation   Determines 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 the number of Visits to determine revenue per session or based on the number of visits respectively.

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

  • Clients cannot use remaining visits after cancellation – Once clients cancel their membership, they cannot use their remaining visits.
  • Clients can use remaining visits after 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 members can choose whether a client can use remaining visits after 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 Privileges Select 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 franchise locations.

NoteThis option is only for franchises and it is available for memberships with the Purchase Option Service Category: Gym Visit Options or Class/Events. See Franchise for more details.
Barcode Enter or generate a barcode to identify this membership in your WellnessLiving system.
Receipt Select 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 has a custom receipt set up. 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.

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

  • Terminate and convert to – The membership will be removed from the client’s Passes & Memberships page and convert to your selected Purchase Option on the date you select.
  • 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.

NoteThese termination settings are only available when customizing an individual Purchase Option in the client’s profile.
Revenue Category The 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 click Primary .
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