Memberships System in the system: Concepts and Workflow
The Memberships system in the system lets you sell paid subscriptions to your Clients for a set period, such as a monthly gym membership or a session package at a training center or clinic. You can track each Client: whether their subscription is active or expired, when it ends, and how much balance they have left (sessions or visits), with subscription and renewal invoices created automatically.
This guide explains the system’s concepts and how they relate to each other, the complete workflow from creating a package through renewal or expiry, and the apps, permissions, Settings, and Reports.
Article contents
Basic Concepts
| Concept | Definition | Example |
|---|---|---|
| Balance type | A unit that the Client consumes from their subscription. | A training session, a visit, a swimming class. |
| Package | The offer you sell: the price, the duration (daily, weekly, monthly, yearly, or never expires), and the balance types and their quantities. Its type is either Membership or Balance recharge. | A monthly package for 300 SAR that includes 12 sessions. |
| Membership | The Client’s subscription file; each Client has one membership, with a joining date, an end date, a status, and a current package. | The membership of the Client Ahmed since 1/1. |
| Subscription | Each paid period on the membership, created when the membership or renewal invoice is paid. | The October subscription from 1/10 to 31/10. |
| Balance recharge | The balance granted to the Client from the subscription, valid from the start of the subscription until its end. | 12 sessions available until 31/10. |
| Balance usage | A deduction from the Client’s balance when they use the service. | They attended a session, so 11 remain. |
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Note: A Membership package creates a membership, subscriptions, and balances, while a Balance Top-Up package only adds balances to the client without creating a membership.
Workflow
During the cycle, you can freeze a membership for a period (and compensate the client with the frozen days), suspend it manually, or edit its dates.
A Complete Example
A Sports Club
Membership Statuses and Credit Statuses
| Membership Status | When |
|---|---|
| Upcoming | The join date is in the future. |
| Active | The membership is valid, or it is within the grace period after expiration. |
| Expired | After expiration and the grace period, with no renewal. |
| Suspended | The membership was suspended manually until the suspension is lifted. |
| Frozen | During a pause period. |
| Credit Status | Meaning |
|---|---|
| Available | It can be used. |
| Consumed | It has been fully used. |
| Expired | It is no longer valid. |
| Suspended | It was suspended, for example when the payment, invoice, or subscription is deleted. |
Screens
| Screen | Use |
|---|---|
| Credit Types | Define credit units. |
| Packages | Add, activate, and deactivate packages. |
| Manage Memberships | Add and view memberships, and handle renewals, freezing, and suspension. |
| Membership Subscriptions | All paid subscriptions, with their dates and invoices. |
| Credit Charges | The credits granted to Clients and their validity. |
| Credit Usages | Record how Clients use their credits. |
| Clients Attendance | Record Clients Attendance, when the app is enabled. |
| Membership Settings | The grace days, who can record Attendance, and the type of subscription invoices. |
On the Client’s page, a Membership tab shows the Client’s membership and subscriptions, and on the subscription invoice, a Membership Subscriptions tab appears.
Settings
| Setting | Effect |
|---|---|
| Renewal Period Grace days | The number of days a membership stays active after it expires. This also determines the subscription start date when a renewal is late. |
| Clients allowed to log Attendance | All Clients, all members, or active members only. |
| Invoices generated for membership subscriptions | Draft or issued. |
Permissions
| Permission | Allows |
|---|---|
| Manage Memberships | Adding, editing, deleting, renewing, freezing, and suspending memberships, and managing subscriptions. |
| Manage Membership Settings | Membership settings. |
| Manage Packages | Packages. |
| Manage Credit Charges | Credit charges. |
| Manage Credit Usages | Credit usage. |
| Manage Credit Settings | Credit types. |
| View Clients Attendance / Manage Clients Attendance | Clients Attendance. |
You set these up from Employee Roles. To record subscription payments, the employee needs the Invoices and Estimates permissions.
Reports
| Report | Shows |
|---|---|
| New Membership | New memberships in a period. |
| Membership Subscriptions | Subscriptions and renewals. |
| Expired Memberships | Memberships that have expired, so you can follow up on renewals. |
| Credit Charge | Credits that were granted. |
| Credit Usage | Credits that were used. |
Examples of Suitable Businesses
| Business | Package | Credit Type |
|---|---|---|
| Gyms and fitness clubs | Monthly or annual subscription. | Visit, personal training session. |
| Educational centers | A 3-month course. | Lecture, class. |
| Clinics and physical therapy centers | A session package valid for two months. | Session. |
| Beauty Salons | Monthly services package. | Laser session, care session. |
| Recurring services | Annual maintenance subscription. | Maintenance visit. |
Important Rules
- Each client can have only one membership. To change the package, renew the membership with the new package.
- The subscription and credits are created when the invoice is paid (in full or in part), not when you add the membership.
- The membership expiration date is calculated from the last paid subscription.
- You cannot delete a membership that has subscriptions. Suspend it instead of deleting it.
- Suspending or freezing a membership does not stop the use of credits.
- The system does not send an automatic reminder when a membership expires. Track expired memberships from the Expired Memberships report.
Frequently Asked Questions
What is the difference between a membership and a subscription?
A membership is the client’s permanent record, and a subscription is a paid period; so a client has one membership and several subscriptions.
What is the difference between a membership package and a balance top-up package?
A membership package creates a membership with a duration, a status, and balances, while a balance top-up package only adds balances.
Do I need the Membership app if I don’t sell sessions?
Yes, the Memberships app depends on it to Manage Packages, even if the package has no balances.
When does a membership become active?
After its invoice is paid and the enrollment date arrives.
Does a membership renew automatically?
No, renewal is manual using Renew on the membership page.
Where can I see everything related to a client?
In the Membership tab on the client’s page.