Configure Memberships for Family Members

Modified on Thu, 25 Sep at 4:28 PM

For accounts with family members activated, you can determine whether the membership benefits can be used by all members of a family, including the main client, or if each family member needs to have their own membership. In this article, we will guide you through the steps of configuring memberships for family members.

Things to know:

The ability to create memberships is governed by the "Memberships" access control setting.
Membership Configuration Options:
- Individual Family Member: If selected, the membership benefits apply only to the family member for whom the membership was purchased.
- All Family Members: If selected, the membership benefits can be used by any family member on the client profile.
- Value credits are not applicable for memberships configured for individual family members.
The monthly recurring charges for family memberships will be billed to the main client's credit card on file.
When purchasing a membership for a family member, if the client profile contains only one family member, that member is automatically included by default. However, you have the option to either select the main client from the member list or add a new family member.
Memberships cannot be restricted to specific locations and are available across all locations.
A membership is considered “used/ redeemed” after the ticket is closed OR after the appointment/class session has been completed OR after the appointment or class session time has passed, whichever comes first.
By default, membership credits do not apply to items with a $0 value. However, if the “Should generate bundle purchase usage for items with price $0” hidden setting is enabled, the item credit will be applied.
Value credits can be restricted for use on specific products and services.
You can set a custom expiration for membership value and item credits on both the membership template and on the client's profile. However, if a custom expiration date is configured, the rollover option for membership credits will not be available, while memberships with the rollover credit option enabled will not display a hyperlink to customize a custom expiration date.
Staff Commissions:
- Membership Discounts: Staff commission can be calculated based on either the pre-discount or post-discount value. This depends on how the "Calculate Staff Commissions" setting is configured on the Membership Discount tab.
- Membership Item Credits: Staff commission can be calculated using either the internal price defined on the Membership Credit tab or the regular retail price of the service, class, or product.
- Learn more about how commissions are calculated for appointments, classes, and products covered by memberships here.

Contents

Configure Membership for Individual Family Members
Configure Membership for All Family Members

Configure Membership for Individual Family Members

Navigate to Business Setup > Memberships tab
Select the location where you want the membership to be sold in the location filter
Click on the +Add New Membership link
Enter the Membership name
Enter all the membership details on the General Settings tab
- Membership Name: This is the name that will be displayed throughout the software, including in the POS, client profiles, reports, and online.
- Description: Any details you want to add about the membership.
- Contract Period: Indicates whether the membership is indefinite (no expiration date) or it is just for a certain term/period.
- Billing Frequency: This is the frequency at which the membership fee will be charged to the client's credit card on file.
  - Monthly - Select monthly payments to charge the membership fees monthly during the membership period. For monthly payments, credits will be received every month after a successful charge.
  - Weekly - This option is only available if the hidden setting at the parent level is enabled. To enable the hidden setting, please contact our Support Team at support@mytime.com. Select weekly payment to charge the membership fee weekly during the membership period. For weekly payments, credits will be received every week after a successful charge. Eg: If the membership is configured to provide 2 credits, the client will receive 2 credits each week
  - Bi-Weekly - This option is only available if the hidden setting at the parent level is enabled. To enable the hidden setting, please contact our Support Team at support@mytime.com. Select bi-weekly payment to charge the membership fee bi-weekly during the membership period.
    - For bi-weekly payments, credits will be received every two weeks after a successful charge. Eg: If the membership is configured to provide 2 credits, the client will receive 2 credits every two weeks
- Billing Cycle: This is where you decide if payment will be due on a specific day of the month or if it is based on the purchase date.
- Apply discounts only to locations where membership can be purchased: This setting is ON by default, but you can disable it at any time.
  - When enabled, the discount will only be applied to locations where the membership can be purchased.
  - When disabled, it will allow the discount to be applied at ANY location selected on the discounts tab.
- Enable Online Purchase: Set whether the membership can be purchased through the booking or membership purchase widget.
- Valid For: This setting determines whether a membership applies to a single family member or all family members on a client’s profile. Select the 'Individual Family Members' option.
  - Individual Family Member: The client must select which family member the membership applies to, and only that family member will receive the benefits.
- Registration Fee Amount: This is a one-time fee that is charged when the membership is purchased.
- Pause Fee Amount: This is a fee that is charged when a client pauses/freezes their membership. If a freeze fee is configured, it will be automatically charged every month on the membership billing date during the freeze period. Learn more here
- Cancellation Fee Amount: This is a fee that is charged when a client cancels their membership. This fee can only be charged if the client has a card on file. Once you set up a cancellation fee on a membership, initiating a cancellation from the client's profile will trigger a pop-up asking if you want to charge the client the cancellation fee. If you agree, the system will automatically charge the fee to the client’s card on file. Learn more here
- Rollover Unused Benefits: This determines if unused membership value credits and item credits are rolled over to the next membership period or if they're lost forever.
- At Expiration, Change Membership To: This setting allows you to automatically transition a client to a different membership, typically one with enhanced benefits, when their current membership expires. The new membership will be activated, and the previous one will be marked as expired. If the current membership is canceled before its expiration date, the transition will not occur, and the client will not be moved to the new membership.
Add pricing, discounts, and item credits on the respective tabs
Publish Membership

Once created, the membership can ONLY be used by the main client OR family member selected when the membership was purchased.

Configure Membership for All Family Members

Navigate to Business Setup > Memberships tab
Select the location where you want the membership to be sold in the location filter
Click on the +Add New Membership link
Enter the Membership name
Enter all the membership details on the General Settings tab
- Membership Name: This is the name that will be displayed throughout the software, including in the POS, client profiles, reports, and online.
- Description: Any details you want to add about the membership.
- Contract Period: Indicates whether the membership is indefinite (no expiration date) or it is just for a certain term/period.
- Billing Frequency: This is the frequency at which the membership fee will be charged to the client's credit card on file.
  - Monthly - Select monthly payments to charge the membership fees monthly during the membership period. For monthly payments, credits will be received every month after a successful charge.
  - Weekly - This option is only available if the hidden setting at the parent level is enabled. To enable the hidden setting, please contact our Support Team at support@mytime.com. Select weekly payment to charge the membership fee weekly during the membership period. For weekly payments, credits will be received every week after a successful charge. Eg: If the membership is configured to provide 2 credits, the client will receive 2 credits each week
  - Bi-Weekly - This option is only available if the hidden setting at the parent level is enabled. To enable the hidden setting, please contact our Support Team at support@mytime.com. Select bi-weekly payment to charge the membership fee bi-weekly during the membership period.
    - For bi-weekly payments, credits will be received every two weeks after a successful charge. Eg: If the membership is configured to provide 2 credits, the client will receive 2 credits every two weeks
- Billing Cycle: This is where you decide if payment will be due on a specific day of the month or if it is based on the purchase date.
- Apply discounts only to locations where membership can be purchased: This setting is ON by default, but you can disable it at any time.
  - When enabled, the discount will only be applied to locations where the membership can be purchased.
  - When disabled, it will allow the discount to be applied at ANY location selected on the discounts tab.
- Enable Online Purchase: Set whether the membership can be purchased through the booking or membership purchase widget.
- Valid For: This setting determines whether a membership applies to a single family member or all family members on a client’s profile. Select the 'Individual Family Member' option.
  - All Family Members: The client must select which family member the membership applies to, and only that family member will receive the benefits.
- Registration Fee Amount: This is a one-time fee that is charged when the membership is purchased.
- Pause Fee Amount: This is a fee that is charged when a client pauses/freezes their membership. If a freeze fee is configured, it will be automatically charged every month on the membership billing date during the freeze period. Learn more here
- Cancellation Fee Amount: This is a fee that is charged when a client cancels their membership. This fee can only be charged if the client has a card on file. Once you set up a cancellation fee on a membership, initiating a cancellation from the client's profile will trigger a pop-up asking if you want to charge the client the cancellation fee. If you agree, the system will automatically charge the fee to the client’s card on file. Learn more here
- Rollover Unused Benefits: This determines if unused membership value credits and item credits are rolled over to the next membership period or if they're lost forever.
- At Expiration, Change Membership To: This setting allows you to automatically transition a client to a different membership, typically one with enhanced benefits, when their current membership expires. The new membership will be activated, and the previous one will be marked as expired. If the current membership is canceled before its expiration date, the transition will not occur, and the client will not be moved to the new membership.
Select All Family Members for the Valid For option
Add pricing, discounts, value credits and item credits on the respective tabs
Publish Membership

Once created, the membership can be used by the main client AND all family members. The membership will not be tied to a specific owner.

For more information, contact us at support@mytime.com.

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