Intro

Watch the video for a high-level view of Memberships

Create a membership product

1. Go to Products > Create Product

2. Select the Memberships option

3. Fill out the Name (mandatory), Description and upload a Thumbnail image

4. Add a Membership variation and fill in the following details in the pop-up modal:

• Name
• Price - set the amount, frequency, if payment is one-off, if recurring payments are indefinite or limited to a set amount of payments
• Membership discount - select all applicable products, the discounts, the number of redemptions and the frequency in relation to that. Check the unlimited option if there is no limit. Repeat steps for varying discount rates for different products
• Purchase limits - if there is a minimum and/or maximum purchase amount and the setting to force the minimum purchase
• Description and image - if required
• Tax override - override the tax settings
• Override reporting category
• Hide from online sales - turning this on will restrict this membership variation from being purchased online

Press Save and repeat the steps above to add more variations

5. Add Membership instructions with important information before they attend such as redemption, check-in instructions or information they should know about the venue. For members to redeem benefits on Checkout, customers must enter in their membership code, that is located under the QR code on their ticket, after clicking the Member number option on the payment page

6. Set the date settings as necessary:

• Days valid from date of purchase
• Days valid from date of redemption
• Sales period - when customers can purchase the membership
• Redemption dates

7. Under Product management, add add-ons, allocate product category and the tax rate

8. Set the Advanced Settings:

• Select the waiver (if the product purchased requires a waiver)
• Data capture - select the form to capture member details
• Product specific terms & conditions
• Product visibility - check this if it is not to be sold online
• Product specific venue - if the address is different to the venue address details

9. You could also edit the look and text of the emails sent to customers in relation to their membership through the Template Studio by going to Settings > Design > Email templates. 

Buying Membership on POS

When purchasing a membership in POS, it's important to understand that the card, being used for recurring payments, must be authorised/validated and then used to purchase what is in the cart via the payment terminal.

You also have the option to adjust the membership start date to a future date. The membership will be marked as "inactive" until the future date.

1. In the POS, select the membership product and add that to the cart. You'll notice that on the cart, a blue bar will appear on top of the membership line item that shows the Membership start date
   
   
   
2. Membership start date is always going to default to today's date. If you need to change this to a future date, click on the Edit button on the blue bar next to the sentence Membership start date. A calendar modal is going to appear where you can adjust the membership start date. The start date for the membership determines when the first payment occurs and therefore when the membership can be redeemed
   
3. Click Pay to proceed with the purchase.This will take you to the customer details page where you can attach an existing customer profile to a booking or add a new customer profile to attach to the booking. Note that name, email, and phone number is a mandatory field when purchasing a membership product
4. Select the tender type. If you are purchasing a recurring membership, you will need to select the card Card tender option. Once the tender type is selected, click the Complete Payment button
   
   
   
5. If you are purchasing a recurring membership, you will need to authorise the customer's credit card for future payments. Please note that this screen will display $0 and explicitly for authorisation purposes only
   
   • If you are integrated to a payment gateway using a third-party payment page (i.e. Worldpay), a pop-up modal will prompt this to redirect to the payment page once you click Authorise. Once card details have been captured in the new window, it will redirect to the cart screen in POS
     
   • If the payment gateway you are integrated to does not use a third-party payment page (i.e. Braintree), the Credit Card details of the customer can be entered directly in the pop-up modal - this will notify the amount, frequency and duration of the impending charges for the Membership. Click Authorise
     

6. To finalise the transaction, take payment for all items in the cart via the payment terminal

   
   

Redemption of Membership on POS

1. Search for the customer membership under the Members by either typing in the member name or membership number. If you have a barcode on your membership card, you can also scan in the barcode to find the member

2. Click the Redeem Membership button to put transactions through. If a waiver is required to redeem your membership product, you will need to ensure a waiver is attached to the membership before you can click Redeem Membership. You can attach a waiver to the membership by clicking the pen button

3. Add items to the cart, click Pay Total and complete the transaction - this will automatically discount any eligible items using the customer's membership

Finding a customer's membership in VM

Redeeming a membership on VM

1. Create a booking and prior to taking payment, click on the Order tab and click Add discount and input the Membership # here. Click Save to apply

2. Take Payment and send confirmation emails as required

Managing Memberships

1. Navigate to Customers > Memberships to find the list of membership holders
2. On this page, you can Search via Membership ID / membership holder name or filter by the following status: All, Active, Suspended, Deactivated
   
   
   The Membership grid gives you the Name, Email, date of birth, Membership type, Status, Redemptions, Created (date), and Total Discount Value
   
   
   
3. To update a customer's membership, click the more (three-dot) button and select Edit on their membership
   
   
   
4. Clicking Edit will take you to the Membership Details page. There are a few actions that you can do in this page:
   • Deactivate membership - at the top of the membership details page (just above the membership number), you can see the option to Deactivate the membership. This will set the membership status to Pending Deactivation which terminates any future payments however enables continued membership usage until the current period expires (at which time the membership status is updated to Deactivated) 
     
   • Edit credit card details - clicking the pencil icon under Payment method will allow you to update the payment method (i.e. credit card used to pay for the membership). If a customer has a suspended membership due to non-payment, updating the payment method will trigger any outstanding payment to be taken and charge the new card for the next payment as per the original cycle
   • See membership status - Under Status you will be able to see the current status of the membership. This could either be Active, Suspended, and Deactivated
   • See membership activity stream - through the Activity Stream, you will be able to see the history and flow of events relating to that membership, such as payment error (i.e. possible stolen card, do not honour, issuer or cardholder has put restriction on the card, or insufficient funds), first failure attempt and subsequent transaction fails, emails sent to customers, card information update, and successful transaction of arrears