Membership general information settings

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

To learn about the advanced settings available when creating or modifying an membership, see Membership advanced settings.

CautionIf you include the words Virtual, Video and/or On Demand in the MEMBERSHIP NAME or DESCRIPTION, the Purchase Option will not be displayed in the store or while a client is booking a service on the Achieve Client App or the Achieve White Label Client App on any iOS devices.

SettingDescription
Purchase Option Service CategoryThe services that can be booked with the Purchase Options. The options are:

  • Appointments – Appointments are generally one-on-one services, such as personal training sessions, but can include multiple clients.
  • Classes/Events – Classes are a series of sessions offered by your business. Unlike events, clients are not expected to attend every session in the series. Events, on the other hand, are a self-contained series of sessions offered by your business.
  • Assets – Book-a-Spot assets are physical objects or spaces offered by your business.
  • Gym visits – Gym Visits are a type of service that allows access to a gym or studio.
  • FitVID Videos – FitVID on Demand is a type of service that allows you to upload and store videos on WellnessLiving.
  • Account tab – Account tabs add a monetary value to a client’s account balance based on a predetermined amount and can be configured to be a one-time purchase or to auto-renew after a specified duration.
MEMBERSHIP NAMEThe name of the membership. The name is viewable by your clients, so it should be both descriptive and brief.
This field is required.
UPLOAD IMAGEClick to upload an image to represent the membership in the store and on client profiles after the purchase.
DESCRIPTIONA description of the membership. This is viewable by your clients, so it should be both descriptive and creative, but brief. This is not a required field, but it is highly recommended.
ACTIVATE ITEMClick this button to activate or deactivate the membership, or to set a deactivation date for the membership:

  • When this option is set to ON, the membership is activated and available for purchase.
  • When this option is set to OFF, the membership is deactivated and is unavailable for purchase.

When this option is set to OFF, the DEACTIVATE ON option is displayed. To set a date on which the membership will deactivate, click the date field and select a date from the calendar.

By default, deactivated memberships can still be used by clients who previously purchased them. To make a deactivated membership unusable by clients who have already purchased it, set the USABLE BY CLIENTS WHO ALREADY PURCHASED option to NO.

For information about cancelling a membership for an individual client, see Canceling a client’s membership.

NoteIf you deactivate a membership and make it unusable for clients who have already purchased it, you are effectively cancelling their membership. Clients’ canceled memberships cannot be reactivated and must be purchased again.
Membership DurationThe length of time for which the membership will be valid. You must specify the number of weeks, months, or years.
Auto-payments everyThe auto-payment schedule for the membership. You must specify the frequency in weeks, months, or years (based on what you chose for the duration), as well as the date on which the payments will start.

For information about auto-payment revenue if your business has multiple locations, see Membership auto-payments at multiple location businesses.

NoteIf you set auto-payments to occur every month starting on the sale date, and a client purchases the membership on the last day of the month, the client’s membership auto-payments will always be billed on the last day of the month. For example, if a client purchases a membership with monthly auto-payments on February 28, their next two payments will be charged on March 31 and April 30.

If you set auto-payments to occur every month starting on a specific date, and that day is the last day of a certain month, the system changes all future auto-payment dates to the last day of the month. For example, if a client purchases a membership on January 28, the next auto-payment date will be February 28. Since February 28 is the last day of the month, the client’s membership auto-payment dates that follow will be billed on the last day of the month.

NoteIf you set auto-payments to start on any day of the month except for the sale date, clients will be billed the full price of the membership on the day they purchase the membership but won’t have access to the membership until the date specified under Auto-payments every.

For example, a membership has a price of $50 and has auto-payments on the first of every month. If a client purchases this membership on April 26, they will have to pay the $50 membership fee for the month of April but won’t have access to the membership until May 1. The client will be billed for the next membership period on June 1.

You can prorate a client’s membership payment when purchasing the membership through the store or from the client’s profile after the membership has been purchased. For more information, see Prorating a client’s membership payment. You can also change the start date of a membership when purchasing it through the store. For more information, see Setting a membership start date from the shopping cart. You can allow clients to change a membership’s start date and prorate their first payment by setting the Allow clients to prorate their first payment option to ON in the membership’s general settings.

Allow clients to prorate their first paymentTo allow a client to change the start date of the membership and prorate their first payment when making a purchase in the Client Web App or Achieve Client App, set this option to ON. For more information, see Setting a membership start date from the shopping cart.

This option won’t be available if auto-payments are set to start on the date the membership was sold.

PriceThe price of the membership.

For Purchase Options with the Appointment Purchase Option Service Category selected, you must determine if the entered price will apply per period or per session:

  • Per period – Clients who purchase this membership will be charged the entered price once per period. The period is based on the Duration of the membership.
  • Per session – Clients will be charged the entered price one time when they purchase the membership. Clients will also be charged the entered price each time they book an appointment using this membership as the payment option. The price per session will accumulate on the payment schedule for each appointment booked during a payment period, and the accumulated amount will be charged to the client based on the time period selected in Auto-payments every.

When editing a client’s individual Purchase Option, click Show price breakdown to see detailed information about the amount the client pays for the membership, including the regular price of the membership, and any discounts or taxes applied to the membership payment.

In the price breakdown, you can also modify the regular price of the membership or the discount amount. If the Scheduled payment discount is changed, the new amount will override any previous discounts applied to the membership payments. For more information about membership discounts, see Applying a discount to a membership.

If there are scheduled discounts on the membership payment, you have the following options:

  • To apply the discount each time the membership auto-renews, set the Apply discount to auto-renewing payments option to ON.
  • To only apply the discount to the first payment of the item, set the Apply discount to the first scheduled payment only option to ON.
TaxesDetermines whether taxes are applied to the membership upon purchase. Your choices are:

  • Charge taxes – Select the checkbox for each type of tax that applies to the membership.
  • Do not charge tax – No taxes will be applied to the membership.
SummaryA summary of the membership payments including taxes.
After ExpirationDetermine what happens after the membership expires. Your choices are:

  • Do nothing – The membership simply expires.
  • Auto-renew – The membership will be automatically renewed the day after it expires.
  • Auto-convert – The membership will be converted to the selected Purchase Option after it expires. 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.

Additional options are available when Auto-renew or Auto-convert is selected:

  • Enable client control – Clients can opt out of the membership conversion or auto-renewal. The option to opt out is only available on the Client Web App and can’t be accessed on the Achieve Client App.
  • Disable client control – Clients can’t opt out of the membership conversion or auto-renewal.

If you modify the expiration behavior of a membership that has previously been sold and try to save your changes, a confirmation popup is displayed with the following options:

  • Apply to previously sold Purchase Options – If this option is set to ON, your changes will be applied to memberships that clients have purchased, and the following option will be displayed:
    • Apply to previously sold and edited Purchase Options – If this option is set to ON, your changes will be applied to memberships that clients have purchase and that have been individually modified.

The confirmation popup also displays the total number of clients affected by this change. Click the number to display a list of all affected clients.

Notes
  • When you disable Auto-Renew and apply the change to previously sold instances, if any impacted clients had a hold put on their membership, a second confirmation popup is displayed. This popup indicates that the duration of each membership with previous hold days will be extended by the same number of days.
  • Memberships won’t convert if you change their start date to a point in the past where they would have already converted by the present date; instead, they’ll auto-renew until the present date and then convert upon the next expiration date. For example, if you sell a 1-month membership on March 15 and you set its start date to January 1, it will automatically renew on February 1 and March 1, but then convert as intended on April 1.
  • If you enable Auto-renew and the Clients can only book sessions within their current paid period booking policy is set to OFF, clients can book services that take place after the membership’s expiration date.
  • If you disable Auto-renew and the Clients can only book sessions within their current paid period booking policy is set to OFF, the Apply attendance restriction, Enable session rollover, and Membership stays active until all remaining visits are used membership advanced settings must be enabled for clients to book services that take place after the membership’s expiration date.
  • If a membership has upcoming visits scheduled after its expiration date, it will continue to display an Active status on a client’s Passes & Memberships page until the attendance status of the sessions are changed from Pending to Checked-in, Early Cancel, Late Cancel, or No-show. For more information, see How can a Purchase Option be active and expired at the same time?
  • If a membership is placed on a hold with no end date, the membership won’t auto-renew, even if the membership is set to auto-renew before the hold period begins.
Category RestrictionsThis setting will only be displayed if you are creating a membership with FitVID Videos selected as the Purchase Option service category. You have the following options:

  • All Categories – The membership can be used to access all FitVID video categories.
  • Select Categories – The membership can be used to access specific FitVID video categories. Select the checkbox next to each FitVID video category that can be accessed using the Purchase Option or select the Select All

NoteClients who own a FitVID Videos membership will be able to watch videos in the selected categories regardless of their current client type or client group.
Access to AppointmentsThis setting will only be displayed if you are creating a membership with Appointments selected as the Purchase Option service category. Select the checkbox next to each appointment type that can be paid for using the membership or select the Select All checkbox.
Access to AssetsThis setting will only be displayed if you are creating a membership with Assets selected as the Purchase Option service category. Select the checkbox next to each Book-a-Spot asset type that can be paid for using the membership or select the Select All checkbox.
Online Store CategoryThe category or categories that this membership is listed under in the store.
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