Selling Memberships
Memberships are sold through the regular checkout, on the storefront and at the POS. The order total is worked out like any other product: price, discounts, coupons, flash sales (storefront only), tax, and service charge apply as usual. See Creating Membership Plans for the plan rules.
Rules for every pass line
- quantity is always 1. For two people, add two lines with different holders (for example two children, two passes)
- needs a registered customer: guests on the storefront are asked to sign in first, and the cashier at the POS must pick a customer
- no stock and no delivery: an order with only passes skips the shipping step. In a mixed cart, the other items ship as usual
- start date: for plans that let the customer choose, the start date can be today up to 60 days ahead. Plans that start on the day they are paid ignore a chosen date
- holder: a pass can be for the customer, for one of their saved attendees (on the storefront), or for a typed name (a child's name, a car plate). Pick only one
- the joining fee on a first purchase must be in the same order, when the plan uses one
If customer terms are on, the customer's acceptance at checkout is stored with their pass.
On the storefront
Plan products show a Membership terms card (or your own word): the validity or number of credits, usage limits, freeze rules, the joining fee, and Valid for (its coverage). The customer:
- taps Buy now or Add to cart
- in the Buy Membership sheet, picks a Start date (when allowed) and Who is it for?: Myself, one of their saved attendees, or Someone else with a name
- pays as usual. On a first purchase, the joining fee is added to their order
Once paid, the pass shows in the customer's account under My Membership (following your word): status, days or credits left, valid-through date, history, and a Freeze button when the plan lets customers freeze it themselves.
At the POS
- pick or add the customer on the order
- add the plan product, then fill in the Start date (Today, Tomorrow, or Other date) and the holder's Name (optional). Leave the name empty when the customer uses it themself
- for a new member, tick Add the joining fee to this order when asked
- complete payment as usual
When the joining fee was forgotten, the POS shows Joining fee needed with an Add joining fee button. Check the new total, then pay again.
The receipt prints the plan name as a normal line, with its start date and holder. Once a customer is picked, the cashier also sees that customer's passes.
When the pass is created
The pass is created once, when the order becomes Paid, whatever the payment method: online payment, manual transfer confirmation, cash or card at the POS, a Rp 0 order, or an on-account sale. The start date is never backdated: the pass starts on the chosen date or the payment day, whichever is later.
Orders canceled or expired before payment create no pass.
Cancellations and refunds
- order canceled after payment: its pass is canceled too
- a refund of the pass line cancels the pass. The refund form in Orders shows "Pass #...: ...% left, worth ..." with a Refund this amount button, as a suggested refund amount:
- Time-based: days left divided by total days
- Credits: credits left divided by total credits
- Time + credits: the smaller of the two
- Cancel pass on the pass page cancels without a refund and shows the same remaining value. Refund the order separately from Orders
A canceled pass can never become active again. See Refunds and returns.
Messages you may see
| Message | Meaning |
|---|---|
| a pass is sold one at a time | a pass line must have quantity 1, or the same line appears twice |
| must be logged in | guests cannot buy passes |
| needs a customer | selling a pass at the POS needs a customer |
| start date out of range | pick a date between today and 60 days ahead |
| joining fee needed | the first purchase of this plan must include the joining fee |
| active pass limit reached | your subscription plan reached its active pass limit |
| feature is switched off | Memberships & passes is switched off in Business Features |