Creating a New Membership

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Whether you are just getting started or you're an existing admin or manager looking to set up a new membership template, this guide will go over how to configure both Class Plan and Class Pack membership types. You'll then be able to process through new sign-ups in just a few clicks. Follow along and become be a pro in no time! 

In this article, we will cover:

 

How to Create a Plan Template

Typically the most common type of membership, Class Plans provide you with the ability to configure an attendance limit, duration, and cost of your new membership which will help automate your billing process.

To create a new Class Plan:

  1. Go to Wodify Admin and navigate to Classes > Pricing.
  2. Click Actions > New Class Plan in the top right corner of the page.
  3. Enter your Plan Details:
    • Plan Name: Text field to enter the name of your plan. Choose a name that you can quickly identify like CrossFit Unlimited, CrossFit 3x Per Week.
    • Attendance Limit: Choose between 'Limited' and 'Unlimited'.  When 'Limited' is selected, enter the limit for the plan.  The limit can be a number of times per Year, Month, Week, or Day.
      • For Limited: X times per Day 
        This is perfect for 4 week billing cycles, as it can provide a 28 day session allotment across that period of time. Take caution, though, as the total of days in the session allotment must sync with the commitment period. Check out Aligning Session Limits and Billing below for more info.
      • For Limited: X times per Week
        A week in Wodify runs from Monday-Sunday
      • For Limited: X times per Month
        • If the client starts on the 15th and is billed on their start date (15th), the client will have 12 sessions to use until the 14th of the upcoming month.
        • If the client starts on the 15th of the month but the billing day is set to 1st of the month, they will technically have 12 sessions to use until the 1st of the upcoming month.
    •  
    • Revenue Category: Select which revenue category you would like the membership fees to be attributed to. 
    • Brief Description: Text entered here will be displayed on your online sales portal.
  1. Access: Select the program(s) this membership has access to. For multi-location facilities, choose which location clients can use.
  2. Payment Plans: Click '+New Payment Plan' to create a Payment Plan:

    • Name of payment plan: Text field to enter the name of your payment plan like Month to Month, 6 Month Contract.
    • Location(s) of Sale: Choose which locations the Payment Plan is available. Choose the tax rate applied at your chosen locations.
      • If you do not currently apply tax it is best practice to keep the tax rate for 'Services' (0%)selected, so that if you do update your tax rate in the future, the membership plan template will update automatically as well.
  3. Click 'Next' to configure your commitment periods and pricing for the membership fees. Choose the prices of your Initial Commitment's Setup Fee (one-time fee), Membership Fee(s). If the Renewal is enabled, enter your prices within the Membership Fee(s) as well.
    • Initial Commitment: This is the initial length of time the client is signing up for. You can select from weeks, months, or years. Please note this period of time can be different from the Renewal Commitment.
    • The client is billed every: Based on the time of measure chosen in 'Initial Commitment', this field determines how often a client is billed during the Initial and Renewal Commitments. If the unit of measure is 'Months' or 'Years' this value will always be 'Month'. If 'Weeks', this value is a multiple of the entered 'Initial Commitment' (e.g. Initial Commitment is 8 weeks, 'Client is billed every' value will be 1, 2, 4, or 8).
    • Auto-Renew: Toggle this on if you would like the membership to renew after the initial commitment has expired. Enter the length of time for Renewal Commitment.
      • When enabled, the auto-billing system will automatically generate a new membership and invoice when the membership expires. This process will take place at midnight (your local time).
  4. Click 'Save' to return to the Plan Template. Add as many payment plans to this membership as you need.
  5. Contract Template: click 'Edit.' To link this membership to an existing contract, click 'Add Contract Template' and select the contract name.

  6. Online Sales Confirmation Message: This is where you can edit the automated email that is sent to the purchasing client after confirmation. 
  7. Click 'Save' to save your brand new membership.

 

How to Create a Class Pack

A Class Pack provides clients with a specific number of classes they can attend over a certain period of time.  

Note: Class Packs will only auto-renew if the last class is reserved before the expiration date is reached. 

To create a new Class Pack:

  1. Go to Wodify Admin and navigate to Classes > Pricing.
  2. Click Actions > New Class Pack in the top right corner of the page.


  3. Enter your Class Pack Details:
    • Class Pack Name: Text field to enter the name of your plan. Choose a name that you can quickly identify like 10 Class Punch Card.
    • Number of Classes: Configure the total number of classes one can attend.
    • Expiration: (Optional) choose how long one has to use these classes. 
    • Revenue Category: Select which revenue category you would like the membership fees to be attributed to.
    • Brief Description: Text entered here will be displayed on your online sales portal.
  4. Program Access: Select the program(s) this membership has access to. For multi-location facilities, choose which location clients can use.
  5. Payment Plans: Click '+New Payment Plan' to create a Payment Plan:

    • If you do not currently apply tax it is best practice to keep the tax rate for 'Services' (0%) selected so that if you do update your tax rate in the future the membership will update automatically as well.
    • Name of payment plan: Text field to enter the name of your payment plan like Paid In Full, One Time Fee.
    • Location(s) of Sale: Choose which locations the Payment Plan is available. Choose the tax rate applied at your chosen locations.
    • Auto-Renew: Toggle this on if you would like the membership to renew after all classes are reserved.
      • When enabled, the auto-billing system will create a new Class Pack after the last class is reserved. This process will take place immediately, but the new membership will not bill until midnight (your local time).
      • Note: If the membership expires before all classes are reserved, the membership will not Auto-Renew.
  6. Click 'Next' to enter Pricing Options for the Membership. Choose the prices of your Initial Commitment's Setup Fee (one-time fee), Membership Fee(s). If the Renewal is enabled, enter your prices within the Membership Fee(s) as well.


  7. Click 'Save' to return to the Class Pack. Add as many payment plans to this membership as you need.
  8. Contract Template: click 'Edit.' To link this membership to an existing contract, click 'Add Contract Template' and select the contract name.
  9. Online Sales Confirmation Message: This is where you can edit the automated email that is sent to the purchasing client after confirmation. 
  10. Click 'Save' to save your brand new membership.

Note: When entering the pricing for the payment plan make sure to enter the fee for both the Initial Commitment as well as for the Renewal Commitment.

 

Aligning Session Limits and Billing Periods

Class Plans with Attendance Limits allow for the client to have a specific limit of sessions that they can attend across a specific period of time. 

This allows for a wide variety of billing and attendance variables, such as memberships that provide 3 classes per week, billed every 4 weeks (fortnightly billing).

 

It's important to note that there are some combinations of session limits and billing intervals that will not work. This is caused by the session time period not being aligned with the billing time period. Using the example of the screenshot showing 4 classes every 28 days above:

 

  • 4 Week Commitment duration does work, because 4 weeks equals 28 days.
  • 1 Month duration does not work, because 1 Month does not equal 28 days.

 

 

While the incorrect 1 month duration can be chosenit is advised to avoid illogical setups like this because it causes the allotment of sessions and the billing cycle to not work along the same timeframe, causing session availability to be extremely unpredictable.

 

 

 

 

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More Information

Now that you've created your new membership, check out these articles to set up your new contract or start billing your clients:

If you need any additional assistance with Creating a New Membership Template, feel free to reach out to us at support@wodify.comor via Priority Live Chat in your admin account (Promote only).

 

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