Memberships
Memberships & passes let you sell repeat access: a monthly membership, a 10-visit pack, or prepaid credit. Customers buy a pass like any product, and Etalasse tracks its validity, remaining credits, and usage history.
Memberships & passes is a business feature. Switch Memberships & passes on in Settings > Business Features (shop owner). While it is off, nothing changes in the Dashboard, POS, or storefront.
Member Levels (formerly Memberships) are loyalty tiers based on total spend, see Member Levels. A membership pass is something a customer buys that has a validity period or credits. You can use both at once.
You can rename the word "Membership", for example to "Member Card" or "Class Pack", with What do you call a pass plan? in Shop settings. The word shows on the storefront, in the POS, and on some Dashboard pages. See Wording for your business features.
Dashboard menu
While the feature is on, the Members menu shows in the web Dashboard with three pages:
| Page | What it holds |
|---|---|
| Members | every pass your customers hold, the summary, and staff actions. See Managing Memberships |
| Plans | the plans you sell. See Creating Membership Plans |
| Renewals | every renewal invoice. See Membership Renewals |
In the Dashboard app (Android), this menu is named after your pass word (by default Memberships).
Two things to tell apart
- A plan is a product sold as a pass: how long, how many credits, usage limits, freeze rules. You create it on the product form. See Creating Membership Plans.
- A customer pass is one customer's copy of a plan: start date, end date, remaining credits, status, and holders. It is created automatically when the order is paid. See Managing Memberships.
The plan terms are copied to the customer's pass at purchase. Editing the plan later does not change passes already sold.
Three kinds of plan
| Kind | Meaning | Example |
|---|---|---|
| Time-based | unlimited use for a period (days, weeks, months, or years), with optional per-day or per-week limits | 1-month membership, at most once a day |
| Credits | a number of uses, with or without an expiry window | 10 visits, valid 60 days |
| Time + credits | a number of uses inside a period | 8 visits in 1 month |
Statuses
| Status in the Dashboard and POS | In the customer's account (storefront) | Meaning | Usable? |
|---|---|---|---|
| Not started | Not started | paid, its start date is in the future | from its start date |
| Active | Active | valid | yes |
| Frozen | Frozen | on a freeze. The end date moves out by the frozen days | no |
| Past due | Renewal due | the period has ended but the pass is inside the grace days set on the plan, while a renewal invoice can still be paid. After the grace days it becomes Expired | no |
| Expired | Expired | the validity ran out. Remaining credits are forfeited | no |
| Canceled | Canceled | canceled or refunded. Can never become active again | no |
Statuses update automatically every hour by the date in your shop's time zone. Every screen that opens a pass also applies the date rules at once, so a pass past its end never shows as Active.
Valid through
Every pass shows Valid through, the last day the pass can be used, by the shop's calendar. Example: a 1-month pass starting 10 Oct 2026 is valid through 9 Nov 2026.
Monthly periods follow the calendar. When the start day does not exist in the next month, the date is moved to the end of that month (a 1-month pass starting 31 Jan ends at the end of February). Weeks for per-week limits run Monday to Sunday.
Active pass limit
Your Etalasse subscription plan limits how many passes are active at the same time (status Not started, Active, Frozen, or Past due):
| Subscription plan | Passes active at once |
|---|---|
| Free | 30 |
| Growth | 300 |
| Pro, Enterprise | unlimited |
At the limit, new purchases on the storefront and POS, free grants, and creating new plans are refused with an upgrade prompt. An order that is already paid always gets its pass, even at the limit: that pass is flagged Above limit so you know. Expired and canceled passes do not count.
Roles
| Role | Can |
|---|---|
| Owner, Admin | everything: create plans, view and manage passes, the revenue summary |
| Cashier | sell passes at the POS, view customers' passes, and make renewal invoices. Cannot see the revenue summary or change passes |
| Kitchen | no access |
When the feature is switched off
If Memberships & passes is switched off (or your plan no longer includes it), new sales and changes stop, but every pass, its history, and the reports stay readable. Statuses keep updating automatically, so end dates stay correct.