{"id":158216,"date":"2026-10-25T13:16:57","date_gmt":"2026-10-25T13:16:57","guid":{"rendered":"https:\/\/docs.daftra.com\/tutorial\/memberships-system-concepts-and-workflow\/"},"modified":"2026-11-12T07:03:08","modified_gmt":"2026-11-12T07:03:08","slug":"memberships-system-concepts-and-workflow","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/memberships-system-concepts-and-workflow\/","title":{"rendered":"Memberships System in the system: Concepts and Workflow"},"content":{"rendered":"
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The Memberships system<\/strong> 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.<\/p>\n

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.<\/p>\n

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Required apps<\/span>Memberships<\/strong>. You can also add the Clients Attendance app. You activate them from Apps Manager<\/strong><\/a>.<\/span><\/div>\n
How to access<\/span>From the main menu: Memberships<\/strong>\u00a0for packages and balance types.<\/span><\/div>\n<\/div>\n
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Article contents<\/p>\n

    \n
  1. Basic Concepts<\/strong><\/a><\/li>\n
  2. Workflow<\/strong><\/a><\/li>\n
  3. Complete Example<\/strong><\/a><\/li>\n
  4. Membership Statuses and Balance Statuses<\/strong><\/a><\/li>\n
  5. Screens<\/strong><\/a><\/li>\n
  6. Settings<\/strong><\/a><\/li>\n
  7. Permissions<\/strong><\/a><\/li>\n
  8. Reports<\/strong><\/a><\/li>\n
  9. Examples of Suitable Businesses<\/strong><\/a><\/li>\n
  10. Important Rules<\/strong><\/a><\/li>\n
  11. Frequently Asked Questions<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n

    Basic Concepts<\/h2>\n\n\n\n\n\n\n\n\n\n
    Concept<\/th>\nDefinition<\/th>\nExample<\/th>\n<\/tr>\n
    Balance type<\/strong><\/td>\nA unit that the Client consumes from their subscription.<\/td>\nA training session, a visit, a swimming class.<\/td>\n<\/tr>\n
    Package<\/strong><\/td>\nThe 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<\/strong> or Balance recharge<\/strong>.<\/td>\nA monthly package for 300 SAR that includes 12 sessions.<\/td>\n<\/tr>\n
    Membership<\/strong><\/td>\nThe Client’s subscription file; each Client has one membership, with a joining date, an end date, a status, and a current package.<\/td>\nThe membership of the Client Ahmed since 1\/1.<\/td>\n<\/tr>\n
    Subscription<\/strong><\/td>\nEach paid period on the membership, created when the membership or renewal invoice is paid.<\/td>\nThe October subscription from 1\/10 to 31\/10.<\/td>\n<\/tr>\n
    Balance recharge<\/strong><\/td>\nThe balance granted to the Client from the subscription, valid from the start of the subscription until its end.<\/td>\n12 sessions available until 31\/10.<\/td>\n<\/tr>\n
    Balance usage<\/strong><\/td>\nA deduction from the Client’s balance when they use the service.<\/td>\nThey attended a session, so 11 remain.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
    \n

    \ud83d\udec8<\/span><\/p>\n

    Note:<\/strong> A Membership<\/strong> package creates a membership, subscriptions, and balances, while a Balance Top-Up<\/strong> package only adds balances to the client without creating a membership.<\/p>\n<\/div>\n

    Workflow<\/h2>\n
    \n
    \n
    1<\/div>\n
    Package<\/div>\n
    Create the balance types and the package with its price and duration.<\/div>\n<\/div>\n
    \u2192<\/div>\n
    \n
    2<\/div>\n
    Membership<\/div>\n
    Add a membership for the client and select the package.<\/div>\n<\/div>\n
    \u2192<\/div>\n
    \n
    3<\/div>\n
    Invoice<\/div>\n
    The subscription invoice is created automatically.<\/div>\n<\/div>\n<\/div>\n
    \n
    \n
    4<\/div>\n
    Payment<\/div>\n
    Record a payment on the invoice.<\/div>\n<\/div>\n
    \u2192<\/div>\n
    \n
    5<\/div>\n
    Subscription and Balances<\/div>\n
    The subscription is created, the balances are added, and the end date is calculated.<\/div>\n<\/div>\n
    \u2192<\/div>\n
    \n
    6<\/div>\n
    Usage<\/div>\n
    The client uses their balances and checks in.<\/div>\n<\/div>\n<\/div>\n
    \n
    \n
    7<\/div>\n
    Follow-Up<\/div>\n
    The status changes automatically: Active, Expired.<\/div>\n<\/div>\n
    \u2192<\/div>\n
    \n
    8<\/div>\n
    Renewal<\/div>\n
    Renew the membership, and a new invoice is created.<\/div>\n<\/div>\n
    \u2192<\/div>\n
    \n
    9<\/div>\n
    New Subscription<\/div>\n
    After the renewal is paid, a new subscription and new balances are added.<\/div>\n<\/div>\n<\/div>\n

    During the cycle, you can freeze<\/strong> a membership for a period (and compensate the client with the frozen days), suspend<\/strong> it manually, or edit its dates.<\/p>\n

    A Complete Example<\/h2>\n
    \n

    A Sports Club<\/p>\n

    1) The club created a credit type called Training Session<\/strong> and a Monthly<\/strong> package for 300 SAR that includes 12 sessions. 2) The club added a membership for the client Ahmed with a join date of 1\/10, and an invoice for 300 SAR was created. 3) Ahmed paid the invoice, so a subscription was created from 1\/10 to 31\/10, a credit of 12 sessions was added, and the membership became Active<\/strong>, ending on 31\/10. 4) Each attendance deducts one session from his credit. 5) On 28\/10, Ahmed renewed, and after payment a new subscription started from 1\/11 to 30\/11 with a new credit of 12 sessions. 6) If he does not renew, the membership becomes Expired<\/strong> after the grace period ends.<\/div>\n<\/div>\n

    Membership Statuses and Credit Statuses<\/h2>\n\n\n\n\n\n\n\n\n
    Membership Status<\/th>\nWhen<\/th>\n<\/tr>\n
    Upcoming<\/strong><\/td>\nThe join date is in the future.<\/td>\n<\/tr>\n
    Active<\/strong><\/td>\nThe membership is valid, or it is within the grace period after expiration.<\/td>\n<\/tr>\n
    Expired<\/strong><\/td>\nAfter expiration and the grace period, with no renewal.<\/td>\n<\/tr>\n
    Suspended<\/strong><\/td>\nThe membership was suspended manually until the suspension is lifted.<\/td>\n<\/tr>\n
    Frozen<\/strong><\/td>\nDuring a pause period.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n\n\n\n\n\n\n\n
    Credit Status<\/th>\nMeaning<\/th>\n<\/tr>\n
    Available<\/strong><\/td>\nIt can be used.<\/td>\n<\/tr>\n
    Consumed<\/strong><\/td>\nIt has been fully used.<\/td>\n<\/tr>\n
    Expired<\/strong><\/td>\nIt is no longer valid.<\/td>\n<\/tr>\n
    Suspended<\/strong><\/td>\nIt was suspended, for example when the payment, invoice, or subscription is deleted.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Screens<\/h2>\n\n\n\n\n\n\n\n\n\n\n\n
    Screen<\/th>\nUse<\/th>\n<\/tr>\n
    Credit Types<\/strong><\/a><\/td>\nDefine credit units.<\/td>\n<\/tr>\n
    Packages<\/strong><\/a><\/td>\nAdd, activate, and deactivate packages.<\/td>\n<\/tr>\n
    Manage Memberships<\/strong><\/a><\/td>\nAdd and view memberships, and handle renewals, freezing, and suspension.<\/td>\n<\/tr>\n
    Membership Subscriptions<\/strong><\/a><\/td>\nAll paid subscriptions, with their dates and invoices.<\/td>\n<\/tr>\n
    Credit Charges<\/strong><\/a><\/td>\nThe credits granted to Clients and their validity.<\/td>\n<\/tr>\n
    Credit Usages<\/strong><\/a><\/td>\nRecord how Clients use their credits.<\/td>\n<\/tr>\n
    Clients Attendance<\/strong><\/a><\/td>\nRecord Clients Attendance, when the app is enabled.<\/td>\n<\/tr>\n
    Membership Settings<\/strong><\/a><\/td>\nThe grace days, who can record Attendance, and the type of subscription invoices.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    On the Client’s page, a Membership<\/strong> tab shows the Client’s membership and subscriptions, and on the subscription invoice, a Membership Subscriptions<\/strong> tab appears.<\/p>\n

    Settings<\/h2>\n\n\n\n\n\n\n
    Setting<\/th>\nEffect<\/th>\n<\/tr>\n
    Renewal Period Grace days<\/strong><\/td>\nThe number of days a membership stays active after it expires. This also determines the subscription start date when a renewal is late.<\/td>\n<\/tr>\n
    Clients allowed to log Attendance<\/strong><\/td>\nAll Clients, all members, or active members only.<\/td>\n<\/tr>\n
    Invoices generated for membership subscriptions<\/strong><\/td>\nDraft or issued.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Permissions<\/h2>\n\n\n\n\n\n\n\n\n\n\n
    Permission<\/th>\nAllows<\/th>\n<\/tr>\n
    Manage Memberships<\/strong><\/td>\nAdding, editing, deleting, renewing, freezing, and suspending memberships, and managing subscriptions.<\/td>\n<\/tr>\n
    Manage Membership Settings<\/strong><\/td>\nMembership settings.<\/td>\n<\/tr>\n
    Manage Packages<\/strong><\/td>\nPackages.<\/td>\n<\/tr>\n
    Manage Credit Charges<\/strong><\/td>\nCredit charges.<\/td>\n<\/tr>\n
    Manage Credit Usages<\/strong><\/td>\nCredit usage.<\/td>\n<\/tr>\n
    Manage Credit Settings<\/strong><\/td>\nCredit types.<\/td>\n<\/tr>\n
    View Clients Attendance<\/strong> \/ Manage Clients Attendance<\/strong><\/td>\nClients Attendance.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    You set these up from Employee Roles<\/strong><\/a>. To record subscription payments, the employee needs the Invoices and Estimates permissions.<\/p>\n

    Reports<\/h2>\n\n\n\n\n\n\n\n\n
    Report<\/th>\nShows<\/th>\n<\/tr>\n
    New Membership<\/strong><\/a><\/td>\nNew memberships in a period.<\/td>\n<\/tr>\n
    Membership Subscriptions<\/strong><\/a><\/td>\nSubscriptions and renewals.<\/td>\n<\/tr>\n
    Expired Memberships<\/strong><\/a><\/td>\nMemberships that have expired, so you can follow up on renewals.<\/td>\n<\/tr>\n
    Credit Charge<\/strong><\/a><\/td>\nCredits that were granted.<\/td>\n<\/tr>\n
    Credit Usage<\/strong><\/a><\/td>\nCredits that were used.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Examples of Suitable Businesses<\/h2>\n\n\n\n\n\n\n\n\n
    Business<\/th>\nPackage<\/th>\nCredit Type<\/th>\n<\/tr>\n
    Gyms and fitness clubs<\/strong><\/td>\nMonthly or annual subscription.<\/td>\nVisit, personal training session.<\/td>\n<\/tr>\n
    Educational centers<\/strong><\/td>\nA 3-month course.<\/td>\nLecture, class.<\/td>\n<\/tr>\n
    Clinics and physical therapy centers<\/strong><\/td>\nA session package valid for two months.<\/td>\nSession.<\/td>\n<\/tr>\n
    Beauty Salons<\/strong><\/td>\nMonthly services package.<\/td>\nLaser session, care session.<\/td>\n<\/tr>\n
    Recurring services<\/strong><\/td>\nAnnual maintenance subscription.<\/td>\nMaintenance visit.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Important Rules<\/h2>\n