Membership Renewals
Etalasse can create a renewal invoice for a membership pass that is about to end, then remind the customer to pay it.
Nothing is charged automatically. "Auto-renew" means the invoice is sent automatically. The customer still pays each invoice themselves, online or at the counter. When the invoice is paid, the new pass is created and starts exactly on the day the old one ends, with no gap.
Which passes renew
- Time-based and Time + credits passes (they have an end date)
- Credits packs are not renewed: customers buy them again. They get a credits-expiring reminder instead
Plan settings
On the product form, the Renewal part of the plan:
| Field | Meaning |
|---|---|
| Customers can turn on auto-renew | customers agree to the terms once, then every period's invoice is sent to them by itself |
| Send the invoice (days before the end) | 1-60 days. Empty = 7 |
| Grace days after the end | days after the pass ends while the invoice can still be paid (status Past due). The pass cannot be used in that time |
| Keep the price the customer paid | a renewal uses the price the customer paid before. Off = the plan's current price |
Like the other plan terms, these are copied to the pass at purchase. Changing them only applies to the next purchases.
The customer switches it on and off
- switching on: under My Membership, the customer taps Turn on next to Auto-renew. The Turn on auto-renew sheet shows a summary of the terms (price, when the invoice is sent, grace days, freeze rules, a Shop terms link, "Nothing is charged automatically", and "You can stop any time in one tap"). The customer ticks I agree to these renewal terms, and the consent is stored. When the terms changed since the sheet was opened, the customer is asked to check them again
- stopping: Turn off in the account, or Stop auto-renew on the pay link page, with no form. An open invoice is canceled too. Stopping is always possible, even when the feature is switched off
The shop can never switch auto-renew on for a customer, because the consent is the customer's. Owners and Admins can stop it (with a reason), for example when the customer asks at the front desk.
The renewal invoice
The invoice is a regular order waiting for payment, one line, quantity 1:
- the plan's current price, or the old price when the plan uses Keep the price the customer paid (a free pass uses the current price)
- tax and service charge are added like a normal checkout. No coupon and no delivery
- the invoice does not expire under the usual unpaid-order rules. It closes when the old pass Expires or is canceled
- when the old pass is frozen or adjusted, the invoice's start date follows it
When the invoice is not paid, no new pass is created. The old pass is Past due during its grace days (if any), then Expires, and the invoice is closed.
Paying the invoice
Every invoice has a pay link that opens without signing in. The Renew Membership page shows the plan, the valid-through date, and the Renewal amount, then the customer picks under Choose how to pay and taps Pay now:
- online payment: the payment instructions (virtual account number, QR, or payment app) show like a normal checkout
- a manual method: the customer pays with the method they chose, then you confirm the order
- pay at the counter: the cashier marks the order paid as usual
Card payments through Stripe are not supported for renewal invoices yet. Once a method is picked, it cannot be changed until that payment expires.
In the Dashboard and POS
- the Renewal tab of the pass detail shows Auto-renew (On or Off) with the Auto-renew history, the open Renewal invoice (order, amount, Price locked, New period starts), and Earlier invoices
- Copy pay link or Send by WhatsApp to send the pay link to the customer
- Make renewal invoice makes an invoice now, also for passes without auto-renew (a front-desk renewal). Cashiers may do this, then take the money with the usual "mark paid" on the order
- Cancel invoice cancels the open invoice without changing auto-renew (Owner and Admin)
- Stop auto-renew with a reason (Owner and Admin)
- Members > Renewals lists every invoice with filters for status (Waiting for payment, Paid, Expired, Canceled) and plan
- at the POS, the customer's pass list has a Renew button. Renew Membership then Make invoice creates the invoice as a normal order. Take the payment from Orders with Mark paid
Reminders
The WhatsApp reminders are automations under Marketing Center > WhatsApp Automations (Marketing Center):
| Automation | Sent | Default |
|---|---|---|
| Pass Renewal Reminder | before the pass ends. Passes with an open invoice get the pay link, passes without auto-renew get a link to renew. Set under Send reminders: up to 4 reminders, 1-60 days before the end | 7, 3, and 1 days before |
| Pass Credits Expiring | Credits or Time + credits passes that still have credits, as the end nears (Days before the end) | 7 days before |
| Pass Expired Win-back | some days after the pass ended (Days after it ended), only when the customer holds no other pass | 3 days after |
| Pass Pause Ending | the day before a frozen pass becomes active again |
- these four automations only show while Memberships & passes is on. They are all off by default, their text can be edited, and they use the plan's monthly WhatsApp quota
- messages go out between 08:00 and 20:59 shop time
- customers who replied STOP get none of these WhatsApp messages
- for an open invoice, customers always get an email and an app notification, even when the WhatsApp automation is off or they replied STOP
To send WhatsApp outside the 24-hour window, the platform needs approved Meta templates (pass_renewal, pass_expiring_credits, pass_expired, and pass_freeze_ending). The Etalasse team sets these up, not the merchant.
Segment rules for passes
While Memberships & passes is on, the Customer Segments form gains a new part titled with your pass word (by default Membership):
| Field | Example |
|---|---|
| Status | holds an Active pass |
| Plan | holds a "Monthly Member" pass |
| Ends within (days) | 0-365. Valid through within the next 7 days. 0 = the last valid day is today |
| Not checked in for more than (days) | not seen for 14 days. Customers who never checked in count from the pass start |
| Checked in within (days) | regular visitors: came in within the last 7 days |
Status, Plan, and Ends within (days) must all match the same pass: "an Active Monthly Member pass that ends within 7 days".
When the feature is switched off
When Memberships & passes is switched off, no new invoices and no reminders go out for that shop. Data stays readable, and customers can still stop auto-renew.