Difference between revisions of "Membership custom feature"

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|title=Membership custom feature - SimplyBook.me
 
|title=Membership custom feature - SimplyBook.me
 
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|titlemode=append
|keywords=faq, frequently asked questions, booking software, appointment system questions, appointments online, calendar software, booking system, booking calendar, scheduling software, online appointment scheduling, online scheduling, plugins, custom features, membership, abonnement, booking for members, special booking price for members
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|keywords=faq, frequently asked questions, booking software, appointment system questions, appointments online, calendar software, booking system, booking calendar, scheduling software, online appointment scheduling, online scheduling, plugins, custom features, membership, abonnement, booking for members, special booking price for members, recurring payments, issue memberships
 
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[[File:Membership new icon.png | left]]
 
[[File:Membership new icon.png | left]]
  
This Custom feature allows you to have services that only members can book provided they have active paid membership. This can be applied to a selection or all services, only classes or similar.
+
This Custom feature allows you to have services that only members can book provided they have an active paid membership. This can be applied to a selection or all services, only classes or similar.
[http://appointmentschedulingnews.com/membership-booking-software-feature-in-simplybook-me/ Here] you can check more cases when Membership can be useful.  
+
[https://simplybook.me/en/membership-solution Here] you can check more cases when Membership can be useful.  
 
<br><br>
 
<br><br>
[https://www.youtube.com/watch?v=sZXgGX7xoC0&feature=youtu.be Here] you can see video tutorial how to set it up.
+
Check video [[File:Youtube-Logo.png|link=https://www.youtube.com/watch?v=vD0-xUu_VfM]] tutorial how to set it up.<br><br>
 +
Demo page with Membership-related classes is available [https://classesandmembershipsdemo.simplybook.it/v2/# here].
  
 
<br>
 
<br>
'''Please note!''' This feature is not compatible with [[Custom_Features#Clean_History | Clean History]] and does not work with mobile apps.
+
<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">'''Please note!'''</span>
 +
*<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">This feature is not compatible with [[Custom_Features#Clean_History | Clean History]].</span>
 +
*<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">[[Custom_Features#Client_Login | Client login]] and [[Custom_Features#Accept_Payments | Accept payments]] custom features will be automatically enabled as well.</span>
 +
 
 
<br><br>
 
<br><br>
=How to enable Membership custom feature=
+
;How to use:
To enable this option please go to Custom Features section in your admin interface, find “Membership” and click on enable near it.
 
<br>
 
[[File:Membership enable path.png | center]]
 
<br><br>
 
'''Please note!''' [[Custom_Features#Client_Login | Client login]] and [[Custom_Features#Accept_Payments | Accept payments]] custom features will be automatically enabled as well.
 
  
 +
:1. To enable this feature please go to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom Features</span> section using left-side menu of your admin interface, find <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Membership</span> and click on <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Enable</span> button or use the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">switcher.</span>
 
<br>
 
<br>
=How to create Membership=
+
[[File:Membership new enable path.png |border|center]]
After you have enabled this Custom Feature you can go to Manage//Memberships and click  on “+” icon to create new membership.  In “Membership details” tab you will be able to set membership title, image, its duration, number of sessions included and price.
 
<br>
 
[[File:Create new membership v3.png | center]]
 
 
<br><br>
 
<br><br>
It is possible to set different First payment and Recurring prices if you wish, for example, to suggest lower price to regular customers.  
+
:2. Navigate to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Memberships</span> or use <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> button on <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> page near this feature to add new Membership to your system.<br>
<br>
+
:Click on <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">+</span> on the page you see.<br>
[[File:Membership price1.png| center]]
+
:Add membership title, set description, upload an image, select the desired duration and decide on the sessions limit included.<br>
 +
:The membership can be free or paid so you can set its price.<br>
 +
:If you would like to allow the membership to repeat please enable <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Is recurring</span> option there and set the recurring price (it can be the same or different from the first price).<br>
 +
:<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">'''Please note!''' Automatic membership renewal can work from client side via Stripe(previous integration) and Adyen payment processors only.</span>
 +
[[File:Membership new create.png|border|center]]
 
<br><br>
 
<br><br>
'''Please note!''' Recurring membership payments can work with Stripe payment processor only.
+
:3. Don't forget to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">attach the membership to services/classes</span> to restrict booking to the members only.
 +
[[File:Membership new attach to service.png|border|center]]
 
<br><br>
 
<br><br>
You can set price only for membership here and zero price for service(in Manage//Services//Service details//Price) connected to this membership(for gyms for example) or you can set prices for both Membership and Service, it will allow your clients who purchased membership book a service at a lower price.
+
:4. For sure, you will need to notify your clients about the membership purchase or send the information related to its renewal.<br>
 
+
:To adjust your templates please navigate to <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Membership</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">click on its name</span> on the left to open right-side options and see the list of available notifications:
<br>
+
[[File:Membership new notifications.png|border|center]]
=How to add service to Membership=
 
In “Services, attached to this membership” tab you will be able to check the boxes with services you wish to be attached to this Membership. It will be possible to book this service only if a client has purchased this Membership.
 
<br>
 
[[File:Attach services to membership.png | center]]
 
 
<br><br>
 
<br><br>
You have to add at least one service to membership to make it working.
+
:You can use the <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">variables</span> to automatically add the corresponding information to each email/SMS notification.
 
+
[[File:Membership new notifications variables.png|border|center]]
<br>
 
=Where will be Memberships displayed on the booking page=
 
After you enable this custom feature Membership tab will appear on the booking page.
 
<br>
 
[[File:Membership tab.png  | center]]
 
<br><br>
 
As well if clients click on the service related to membership but have not purchased it yet they will get a pop-up suggesting to purchase it. If they agree they will be redirected to Memberships page.
 
<br>
 
[[File:Membership confirm.png | center]]
 
 
<br><br>
 
<br><br>
 
+
:5. (optional) You may need to issue membership to some clients from admin side if they have already paid or you have given them some free period.<br>
<br>
+
:You can do that from the same <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Manage</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Memberships</span> page by clicking on <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Issue membership</span> button either near the membership name or in the top right corner of membership editing window.
=Where can i check payments my clients made for memberships=
+
[[File:Membership new issue.png|border|center]]
You will be able to see that information in Reports//Membership payments.<br>
 
If client has chosen "Pay Later" option instead of paying online you will be able to approve such membership purchases there.<br>
 
Only after  your approval the client will be able to book the services related to the selected membership.
 
 
<br><br>
 
<br><br>
 
+
:6. (optional) There are several issuing options to choose from:
=How will  be my clients notified about purchase/renewal=
+
:- you can set membership <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">start date</span>(current date is set by default);
The system will notify the client about recurring payment coming soon and membership period coming to an end to remind. There are notification about successful and unsuccessful recurring payments.
+
:- you can generate an <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">invoice</span> if you need it for accounting purposes;
<br>
+
:- you can issue membership without an invoice;
You can enable/disable some notifications related to all your memberships in Manage//Memberships//Membership details//Configure membership notifications or in Custom features//Membership//Settings//Notifications.
+
:- if you select issuing with the invoice and the membership is recurring it is possible to set manual or automatic <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">recurring mode</span> and set the number of times to repeat for the automatic one,
[[File:Membership notification types.png | center]]
+
:so that the new invoice will be generated each time the membership is prolonged if auto-prolonging is enabled. 
 +
:Otherwise, an offer will be created in Reports//Payment transactions and the membership will be prolonged when you approve it or you can prolong it manually in Reports//Payment transactions//Recurring profiles.;
 +
:<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">'''Please note!''' There will be no charges made by us in relation to your clients' accounts, this option only prolongs the clients' memberships for the new periods.</span><br>
 +
:<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">If you need to charge your clients please do it on your payment processor side.</span><br>
 +
:- as well you can choose several clients at once to issue the membership to.
 +
[[File:Membership new issue steps.png|border|center]]
 
<br><br>
 
<br><br>
As well you can adjust templates according to your needs there. Please use variables listed on the right side of the page if necessary so that relevant details will be reflected in notifications.
+
:7. When the memberships are purchased or issued there are several places to check the information related:
 +
:- <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Reports</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Membership payments</span> - contains the information of each membership period present in the system(each recurring period will be displayed as a separate row).<br>
 +
:You can cancel the specific client's membership here if necessary.
 +
[[File:Membership new report.png|border|center]]
 
<br><br>
 
<br><br>
=How to add membership to client from admin side=
+
:- <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Reports</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Payment transactions</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Invoices</span> - contains all the invoices present in the system, memberships included.
If your client has paid you in cash or you just wish to give somebody free membership please go to Manege//Clients page,
+
:<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">'''Please note!''' If you delete the invoice related to some membership purchase the corresponding membership will be canceled.</span>
click on "Edit" near necessary client there.  
+
:- <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Reports</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Payment transactions</span> -> <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Recurring profiles</span> - shows all membership recurring profiles created either by clients or from admin side.<br>
[[File:Attach membership from admin side v3.png | center]]
+
:It allows to cancel recurring profiles(both made by clients and admin) or prolong the recurring memberships issued from admin side only.<br>
 +
:<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">'''Please note!''' If one and the same client already has the recurring profile for some membership it is not possible to create new recurring profile for the same membership for this client.</span><br>
 +
:<span style="background-color:#ffe9e9; padding:5px; border-radius:5px;">You can either cancel current recurring profile and create a new one or issue another membership to this client.</span>
 +
[[File:Membership new recurring report prolong.png|border|center]]
 +
[[File:Membership new recurring report prolonged profile.png|border|center]]
 
<br><br>
 
<br><br>
Then select "memberships" tab in the pop-up that will appear and click on "Add new"
+
:8. From the client side the clients will see memberships tab on the booking site<br>
[[File:Attach membership from admin side step2 v3.png | center]]
+
:with the list of all options you have set as available and the services related will have clickable "Subscription required" labels<br>
 +
:that lead to the corresponding membership purchase.
 +
[[File:Memberships_client_side.png | center]]
 
<br><br>
 
<br><br>
Choose membership from available and set the start date(end date will be calculated by the system based on the selected membership duration). Click on "Add" to save your settings.
+
:9. (optional) As well you can add custom membership widget to your website if necessary following [[Widgets_for_your_own_website#Widgets_for_Client_Login.2C_Packages.2C_Memberships.2C_Gift_Cards|these instructions.]]
[[File:Attach membership to client2.png | center]]
 
 
<br><br>
 
<br><br>
As a result you will see membership successfully added.<br>
 
You will also see active clients' memberships with number of sessions left.<br>
 
[[File:Membership status admin side2.png | center]]
 
 
<br><br>
 
<br><br>

Latest revision as of 13:49, 19 June 2020




Membership new icon.png

This Custom feature allows you to have services that only members can book provided they have an active paid membership. This can be applied to a selection or all services, only classes or similar. Here you can check more cases when Membership can be useful.

Check video Youtube-Logo.png tutorial how to set it up.

Demo page with Membership-related classes is available here.


Please note!



How to use
1. To enable this feature please go to Custom Features section using left-side menu of your admin interface, find Membership and click on Enable button or use the switcher.


Membership new enable path.png



2. Navigate to Manage -> Memberships or use Manage button on Custom features page near this feature to add new Membership to your system.
Click on + on the page you see.
Add membership title, set description, upload an image, select the desired duration and decide on the sessions limit included.
The membership can be free or paid so you can set its price.
If you would like to allow the membership to repeat please enable Is recurring option there and set the recurring price (it can be the same or different from the first price).
Please note! Automatic membership renewal can work from client side via Stripe(previous integration) and Adyen payment processors only.
Membership new create.png



3. Don't forget to attach the membership to services/classes to restrict booking to the members only.
Membership new attach to service.png



4. For sure, you will need to notify your clients about the membership purchase or send the information related to its renewal.
To adjust your templates please navigate to Custom features -> Membership -> click on its name on the left to open right-side options and see the list of available notifications:
Membership new notifications.png



You can use the variables to automatically add the corresponding information to each email/SMS notification.
Membership new notifications variables.png



5. (optional) You may need to issue membership to some clients from admin side if they have already paid or you have given them some free period.
You can do that from the same Manage -> Memberships page by clicking on Issue membership button either near the membership name or in the top right corner of membership editing window.
Membership new issue.png



6. (optional) There are several issuing options to choose from:
- you can set membership start date(current date is set by default);
- you can generate an invoice if you need it for accounting purposes;
- you can issue membership without an invoice;
- if you select issuing with the invoice and the membership is recurring it is possible to set manual or automatic recurring mode and set the number of times to repeat for the automatic one,
so that the new invoice will be generated each time the membership is prolonged if auto-prolonging is enabled.
Otherwise, an offer will be created in Reports//Payment transactions and the membership will be prolonged when you approve it or you can prolong it manually in Reports//Payment transactions//Recurring profiles.;
Please note! There will be no charges made by us in relation to your clients' accounts, this option only prolongs the clients' memberships for the new periods.
If you need to charge your clients please do it on your payment processor side.
- as well you can choose several clients at once to issue the membership to.
Membership new issue steps.png



7. When the memberships are purchased or issued there are several places to check the information related:
- Reports -> Membership payments - contains the information of each membership period present in the system(each recurring period will be displayed as a separate row).
You can cancel the specific client's membership here if necessary.
Membership new report.png



- Reports -> Payment transactions -> Invoices - contains all the invoices present in the system, memberships included.
Please note! If you delete the invoice related to some membership purchase the corresponding membership will be canceled.
- Reports -> Payment transactions -> Recurring profiles - shows all membership recurring profiles created either by clients or from admin side.
It allows to cancel recurring profiles(both made by clients and admin) or prolong the recurring memberships issued from admin side only.
Please note! If one and the same client already has the recurring profile for some membership it is not possible to create new recurring profile for the same membership for this client.
You can either cancel current recurring profile and create a new one or issue another membership to this client.
Membership new recurring report prolong.png
Membership new recurring report prolonged profile.png



8. From the client side the clients will see memberships tab on the booking site
with the list of all options you have set as available and the services related will have clickable "Subscription required" labels
that lead to the corresponding membership purchase.
Memberships client side.png



9. (optional) As well you can add custom membership widget to your website if necessary following these instructions.