Membership Options

Learn the different setups between our four membership options: open enrollment, custom, specific start/end date, and class package.

 

 

Overview

Membership options are often the different payment plans for specific programs. Our system offers four main payment structures for membership options. These are important in maintaining recurring revenue from members.


Permissions and Accessibility

Staff Access:

  • Admin
    • Full access
  • Manager
    • Access to view setup
    • No access to edit or delete
  • Staff
    • No access

MyStudio Plan Restrictions:

  • None

Specifications

General setup

Create membership options from services and products > programs > edit a program > live membership options > add membership option. You will then need to fill out the following general settings:

 

Details:

 

  • Title: title of the membership option or what the payment plan entails.
  • Subtitle: this is an optional field. Many studios will put age limitations here.
  • Description: write out important information about this option such as prerequisites.



Tax and processing fees:

 

If you selected that each there is not a global tax and processing fees across all programs, you will fill out these details here. Passing on fees means that admin fees will be passed on to your customers to pay. Absorb fees means that you will be responsible for the admin fees without your customers paying them.

 

Note: some states or countries have legislation forbidding a business to pass on these types of fees. Please ensure you are not part of this list before choosing “pass on.”



Discount codes:

 

Add any discount codes that customers can use at registration. This can be a dollar amount or a percentage and can be discounted from the membership fee or the registration fee. 

 

Note: our system only allows 1 discount code for membership fee and 1 discount code for registration fee to be used at one time.

 


Payment: open enrollment

An open enrollment payment structure means that the membership will never end unless manually canceled. Payments will be taken according to the following setting options:

 

  • Sign-up fee: enter if there is a fee that occurs to sign up for the program. This amount will always be taken at registration. 
    • This can also be used in scenarios where customers can pay a certain amount off for the first month. To do this, add that payment to the sign-up fee and utilize the “delay payment schedule” setting.
  • Membership fee: this is the amount that the customer will pay each payment.
  • Recurring payment frequency: select how often payment will be taken from your customers.
    • None: the customer will make one payment and then never again unless manually added later. Remember, open enrollment won’t automatically complete, so be careful when making this choice as a registration’s payment frequency cannot be edited later.
    • Weekly: the customer will make a payment every week. This payment gets taken out according to which day falls on the “charge first payment” selection. So if you charge first payment on registration date, and a registration occurs on a Tuesday, the weekly payments will be taken on Tuesdays. This can be manually adjusted later to a different day of the week.
    • Semi-monthly: the customer will make a payment every 1st and 15th of the month. This selection will always prorate the first payment.
    • Monthly: the customer will make a payment every month. This payment gets taken out according to both the “charge first payment” and “prorate first payment period” settings.
    • Annually: the customer will make a payment every year. This payment gets taken out according to which day falls on the “charge first payment” selection. So if you charge first payment on registration date, and a registration occurs on March 12, the annual payment will be taken every March 12. This can be manually adjusted later to a different date.
    • Custom: enter how often you want to charge the customer for every x weeks, months, or years.
  • Charge first payment: choose whether the first payment is taken at registration or on the membership start date.
  • Membership start date: choose whether to allow customers to select a future start date to their membership or if the start date is always the registration date.
  • prorate first payment period: this option will only appear for monthly recurring payments. If this is set to “yes,” the first payment will be prorated and each payment afterwards will be taken out on the 1st of the month. If this is set to “no,” then payment will be taken out on the date that “charge first payment” occurs. If the date happens to fall on the 31st, the prorated amount will be the current day plus the next month if the prorated amount would be less than $1. Additionally, if the date occurs on the 31st, payment for non-prorated memberships will occur on the last day of the following months. 
  • Delay payment schedule: select whether the payment schedule will be delayed and by how long. This will delay the first payment as well as future payments by that time frame. It will NOT delay the sign-up fee.
  • Use attendance limits: select whether there is a limited amount of classes a student with this membership option can attend. For example, if this is set to 2 per week, then students registered to this membership option can only attend classes twice a week.



Example:

Setup: There is a sign up fee of $100, a monthly billing of $100, the first payment is paid on the membership start date and is not prorated.

 

A customer registers for this membership option on May 30th with a membership start date of June 10th.

 

The customer will pay $100 on May 30th for the registration fee. Their first payment of $100 will be charged on June 10th. They will then be charged every 10th of the month afterwards until the membership is canceled.

 

 


Payment: custom

A custom payment structure means that the membership option will end according to an expiration date you set. Custom structures cannot be auto-renewed. Payments will be taken according to the following setting options:

 

  • Billing option: 
    • Pay in full: the customer will pay for the program in full instead of making a number of payments. 
    • Payment plan: the customer will pay a specified number of payments at a determined frequency.
  • Sign-up fee: enter if there is a fee that occurs to sign up for the program. This amount will always be taken at registration. 
    • This can also be used in scenarios where customers can pay a certain amount off for the first month. To do this, add that payment to the sign-up fee and utilize the “delay payment schedule” setting only available for payment plans.
  • Membership fee: this is the amount that the customer will pay each payment. If you selected “pay in full” then this will be the total cost the customer will pay according to the “charge total cost” setting.
  • Payment frequency: select how often payment will be taken from your customers. This is only available for payment plans.
    • Monthly: the customer will make a payment every month. This payment gets taken out according to both the “charge first payment” setting.
    • Weekly: the customer will make a payment every week. This payment gets taken out according to which day falls on the “charge first payment” selection. So if you charge first payment on registration date, and a registration occurs on a Tuesday, the weekly payments will be taken on Tuesdays. This can be manually adjusted later to a different day of the week.
    • Annually: the customer will make a payment every year. This payment gets taken out according to which day falls on the “charge first payment” selection. So if you charge first payment on registration date, and a registration occurs on March 12, the annual payment will be taken every March 12. This can be manually adjusted later to a different date.
    • Custom: enter how often you want to charge the customer for every x weeks, months, or years.
  • Number of payments: this is the number of payments that the customer will pay according to the frequency. This is only available for payment plans. For example, if these two settings are set to monthly 12, then the customer will make monthly payments for 12 months.
  • Charge first payment: choose whether the first payment is taken at registration, on the membership start date, or on a specified date. This changes to “charge total cost” if you select to pay in full which will only allow you to charge at registration or on membership start date.
  • Membership start date: choose whether to allow customers to select a future start date to their membership or if the start date is always the registration date.
  • Delay payment schedule: select whether the payment schedule will be delayed and by how long. This is only available for payment plans. This will delay the first payment as well as future payments by that time frame. It will NOT delay the sign-up fee.
  • Membership expiration date: select how long after the membership start date the membership will expire in x weeks, months, years. Generally, this is the same number as the number of payments unless you are utilizing the delay payment option.
  • Use attendance limits: select whether there is a limited amount of classes a student with this membership option can attend. For example, if this is set to 2 per week, then students registered to this membership option can only attend classes twice a week.

 

Example:

Setup: There is a sign up fee for $100 and a membership fee of $100 per month. This option has a deal where the first month is free so the membership is set to delay by one month and then have 11 total payments. The membership expires after 12 months.

 

A customer registers for this membership option on June 3, 2024 with a start date of today.

 

The customer will pay $100 at registration for the sign up fee. They will not pay for June’s membership fee even though setup says to charge the first payment at registration. They will then be charged on the 3rd of each month, starting July 3rd, with a last payment date of May 3, 2025. The customer will then be able to continue taking classes until the membership expires on June 3, 2025.

 

 


Payment: specific start and end date

A specific start and end date payment structure means that customers will only be in the membership option from the start date you enter to the end date you enter. This membership option also allows you to set blockout dates to not charge during certain date ranges. This is because this type of membership option is used primarily for seasonal time periods such as summer break or winter break or used as an after school program. Payments will be taken according to the following setting options:

 

  • Start date and end date: enter the date range the membership option is available. If you select membership fee per month, the first and last month will be pro-rated based on how many days out of the month are being used.
  • Days of the week the program is available: select which days the program is available. This will allow our system to properly pro-rate for days that you do not offer or charge for this program, such as Holidays.
  • Sign-up fee: enter if there is a fee that occurs to sign up for the program. This amount will always be taken at registration. 
    • This can also be used in scenarios where customers can pay a certain amount off for a specified amount of time. To do this, add that payment to the sign-up fee and utilize the “program in days to exclude from billing” setting.
  • Membership fee: enter the amount and frequency of payment.
    • Per week: The amount will be the same each week except for the first and last week which will be prorated according to the days of the week selected. These fees will also be affected by the “program in days to exclude from billing” setting.
    • Per month: The amount will either be split into equal payments per month or charged based on the days of the week selected and excluded billing days. This is according to the billing option you set.
  • Billing option: select whether customers will pay in full at registration or have a payment plan.
    • Pay in full: this option will auto-calculate based on the membership fee and frequency you enter, coupled with the start and end dates, and any excluded billing days. The total payments will be charged on the membership start date.
    • Weekly payment plan: enter how often weekly payments occur. Payments are taken out every Monday and will prorate based on the start date and end date and any excluded billing days.
    • Monthly payment plan: choose whether to “charge based on number of days serviced” or “split payments into equal amounts.”
      • Charge based on number of days serviced: this is connected to the start and end date and how many of the available days are in that time frame. It also accounts for excluded billing days. For example: if it’s only available Mondays, the system will consider the percentage of Mondays out of all the month’s Mondays the payment should consider.
      • Split payments into equal amounts: the first payment is prorated from the membership start date based on the number of days the option is available. The system then calculates the total of the remaining days available in the time frame and splits that total into equal payments per month.
  • Charge first payment: choose whether the first payment is taken at registration or on the membership start date.
  • Membership start date: choose whether to allow customers to select a future start date to their membership or if the start date is always the registration date.
  • Use attendance limits: select whether there is a limited amount of classes a student with this membership option can attend. For example, if this is set to 2 per week, then students registered to this membership option can only attend classes twice a week.
  • Program in days to exclude from billing: If this is set to no, then there will be no payment breaks for the membership option. If this is set to yes, you can then enter specific dates or date ranges to exclude from the billing. This is usually used in cases of studio closures for holidays. When you enter the date or date range, be sure to click the save icon next to the listing to formally add it.

 

Example

Setup: The membership option date range is July 1, 2024 - September 14, 2024. The days of the week available are Mondays, Wednesdays, and Fridays. There is a $50 sign up fee. The membership fee is $100/month paid in full at registration, and July 4 - 6 is excluded from billing. 

 

A customer registers for this option on June 3rd and sets the membership start date as soon as the option begins, July 1st. 

 

The customer will pay the $50 sign up fee and a prorated amount for July, since Friday, July 5th is excluded from billing. At registration, they will also pay the full month of August and a prorated amount for September based on the 6 Mondays, Wednesdays, and Fridays between September 1 - September 14th. This means the customer will pay a total of $245.76 at registration on June 3rd. The membership will end on September 14th.

 

 


Payment: class packages

A class package payment structure means that a customer will pay a certain amount for a certain number of class attendances. Payments will be taken according to the following setting options:

 

  • Number of classes: enter the number of attendances a customer can have with this membership. Note: if you set up a class to have an attendance weight of more than 1, this means a customer with this membership option will be able to attend that class less than the amount you entered in the membership option setting.
    • For example: if you allow 10 classes for the membership, but the class they are attending has an attendance weight of 2, the customer will only be able to attend 5 times before their membership runs out of available classes.
  • Billing option: choose whether the customer will pay in full or with a payment plan
    • Pay in full: customer will be charged the total amount according to the “charge total cost” setting.
    • Payment plan: customer will be charged according to the payment frequency and number of payments.
  • Sign-up fee: enter if there is a fee that occurs to sign up for the program. This amount will always be taken at registration. 
    • This can also be used in scenarios where customers can pay a certain amount off for the first month. To do this, add that payment to the sign-up fee and utilize the “delay payment schedule” setting (only available for payment plans).
  • Total cost / membership fee: this is the amount that the customer will pay each payment.
  • Payment frequency: select how often payment will be taken from your customers. This is only available for payment plans.
    • Monthly: the customer will make a payment every month. This payment gets taken out according to both the “charge first payment” setting.
    • Weekly: the customer will make a payment every week. This payment gets taken out according to which day falls on the “charge first payment” selection. So if you charge first payment on registration date, and a registration occurs on a Tuesday, the weekly payments will be taken on Tuesdays. This can be manually adjusted later to a different day of the week.
    • Annually: the customer will make a payment every year. This payment gets taken out according to which day falls on the “charge first payment” selection. So if you charge first payment on registration date, and a registration occurs on March 12, the annual payment will be taken every March 12. This can be manually adjusted later to a different date.
    • Custom: enter how often you want to charge the customer for every x weeks, months, or years.
  • Number of payments: this is the number of payments that the customer will pay according to the frequency. This is only available for payment plans. For example, if these two settings are set to monthly 12, then the customer will make monthly payments for 12 months.
  • Charge first payment: choose whether the first payment is taken at registration, on the membership start date, or on a specified date. This changes to “charge total cost” if you select to pay in full which will only allow you to charge at registration or on membership start date.
  • Membership start date: choose whether to allow customers to select a future start date to their membership or if the start date is always the registration date.
  • Delay payment schedule: select whether the payment schedule will be delayed and by how long. This is only available for payment plans. This will delay the first payment as well as future payments by that time frame. It will NOT delay the sign-up fee.
  • Use expiration date: you can choose whether the program has an expiration date or not.
    • No: selecting “no” means that the membership will go on forever until it is manually canceled. This allows you to keep the membership active and have the customer pay to add additional classes whenever they run out. 
      • Note: even though the membership will remain in active status, if you have a payment plan in place, there is no way to have ongoing payments. These will end after the specified amount of time unless you manually add more later.
    • Yes: selecting “yes” will have you set how long after the membership start date the membership will expire in x weeks, months, years. Generally, this is the same number as the number of payments unless you are utilizing the delay payment option.
      • Note: If a customer uses all their classes before the expiration date, the membership will remain active until the expiration date. If the expiration date occurs before the member uses all their classes, the membership will go into completed status anyway on the end date.



Example: 

Setup: There is a sign up fee of $100. The membership fee is $50/month for 6 months, and the first payment is charged on membership start date. The membership allows 25 classes. There is no expiration date.

 

A customer registers for this option on June 3rd with a membership start date of June 7th.

 

The customer will pay $100 for the sign up fee on June 3rd. On June 7th, they will be charged the first payment of $50, and they will be charged $50 on the first of every succeeding month, with a last payment on November 7th. 

 

 

The customer uses all 25 classes by November 12th and wants to renew, so you would go into their program registration, add additional 6 monthly payments beginning December 7th, and edit the sessions remaining to give back 25.