Managing Memberships
The Members > Members page in the Dashboard shows every pass your customers hold: what they have left, what is frozen, and what is about to end. The menu shows while the Memberships & passes business feature is on. In the Dashboard app (Android), the menu is named after your pass word (by default Memberships).
Owners and Admins can take every action on this page. Cashiers can only view and make renewal invoices. Every action asks for confirmation, needs a reason when it changes credits or dates, and is recorded in the pass history and the Activity Log.
Summary
The cards above the list (Owner and Admin) show:
- Active: the number of Active and Frozen passes, with "... of ... allowed by your plan" when your subscription plan has an active pass limit
- Monthly recurring revenue: Active or Frozen Time-based and Time + credits passes, the price paid worked out per month. Credits plans and free grants are not counted
- Unused credits value: the part of the price of Credits and Time + credits passes whose credits are not used yet, with the number of credits left
- Ending soon: passes ending within 7 days, and how many within 30 days. Click the card to filter the list
When passes were sold above your active pass limit, a notice shows above the list with a See plans link.
Pass list
Each row shows the customer (and holder), plan, status, Valid through, and Credits left or days left. Filter by:
- a search on Name, phone or holder
- status
- plan
- End date: Ends within 7 days or Ends within 30 days
- Above plan limit (shows when some passes are above the limit)
Clear filters resets them. Give for free at the top right creates a pass without payment (see below).
Pass detail
Open a pass to see:
- the status, Valid, Credits left, the order it came from (or Given for free), usage limits, Freezing (total days allowed), Valid for (coverage), Last check-in, and Remaining value, the basis of a suggested refund
- the History tab: every change of credits or dates, newest first, with the reason and who did it. Entry types: Issued, Used, Restored, Credits expired, Adjusted, Freeze started, Freeze ended, Transfer, and Canceled
- the Freezes tab: scheduled, running, and ended freezes, with who asked and whether the fee was waived
- the People tab: who can use this pass
- the Renewal tab: see Membership Renewals
The history cannot be edited or deleted. Credits left and the end date can always be recalculated from it.
Actions
The action buttons sit above the pass detail: Freeze (or End freeze), Adjust, and More actions (Move credits or days, Add a person, Cancel pass). Actions that change a pass need Memberships & passes on. A Canceled pass cannot be changed any more.
Giving a free pass
Give for free creates a pass without payment, for example for a prize, a staff perk, or a correction. Pick the customer, the plan, Starts on (optional), For someone else (optional) when the holder is someone else, and write the reason. Free passes count toward the active pass limit, are recorded in the activity log, and are not part of monthly recurring revenue.
Freezing
A freeze is only possible for a plan that allows freezing and a pass that is Active.
- First frozen day: from 7 days ago (backdated) up to 60 days ahead
- a freeze must be at least the Shortest freeze, and all freezes together cannot exceed the plan's Total freeze days per pass
- only one open freeze (scheduled or running) per pass
- when the plan charges a freeze fee, enter the customer's Paid fee order number, or tick Waive the fee (reason required)
A freeze that starts today or earlier runs at once and the pass becomes Frozen. A future freeze is scheduled and starts automatically. During a freeze the end date does not move. When the freeze ends, the end date moves out by the days actually frozen and the pass is Active again.
End freeze stops a freeze early: only the days already passed count. A scheduled freeze that has not started is canceled without using freeze days.
Customers can freeze from the storefront when the plan allows it, from today up to 30 days ahead. A customer can only end a freeze they requested. A freeze set by staff can only be ended by staff.
Adjusting credits or days
Adjust opens Adjust this pass: enter Credits (+/-) and/or Days (+/-) (use a minus sign to remove), with a required reason, then Save adjustment. Limits:
- credits left cannot go below 0
- the end date must stay after the start date
- credits cannot be adjusted on a Time-based pass, and days cannot be adjusted on a pass with no end date
An Expired pass adjusted to be valid again becomes Active. A Past due pass whose end date is moved forward also becomes Active again.
Moving credits or days
Move credits or days moves credits and/or days to another pass of the same customer, with a reason. Pick the receiving pass under To pass. Neither pass may be Canceled or Expired.
People on a pass (shared plans)
For plans with People who can use it above 1, Add a person adds The customer themself or Someone else (by name) up to the limit. Extra people can be removed on the People tab. The Main holder cannot be removed. Customers only see holder names.
Canceling
Cancel pass (reason required) ends the pass for good: remaining credits are removed and open freezes are canceled too. No money moves. The dialog shows Remaining value now, and you can refund the order for that amount from Orders. See Selling Memberships.
Renewals
The Renewal tab shows the auto-renew state and an open renewal invoice, with Make renewal invoice, Cancel invoice, and Stop auto-renew. See Membership Renewals.
Messages you may see
| Message | Meaning |
|---|---|
| can't be done while the pass is in its current status | the action is not possible for the pass's current status (for example a Canceled pass) |
| this plan doesn't allow freezing | the plan terms do not offer freezes |
| freeze shorter than the minimum / over the total freeze days | the freeze is shorter than the minimum, or all freezes together exceed the plan's limit |
| this pass already has a freeze | end the existing freeze first |
| this plan charges a freeze fee | enter the paid fee order, or waive the fee with a reason |
| already has the most holders | the number of people reached the plan's limit |
| this change isn't possible | the result would take credits below 0, the end date before the start date, or change credits on a time-based pass |