Plans and memberships

A plan defines what you sell: how long it lasts, how much it costs and what it includes. A membership is that plan applied to a member, with its start and expiration dates. You set up the plans once and then assign them to your members.

How a plan is defined

Creating and editing a plan happens on its own page (Your space → Plans), not in a dialog: the form is long, and this way you see all of it, with the buttons pinned at the bottom. Deleting a plan still asks for confirmation in a dialog.

Each plan has:

• Name and description: what it's called and what it includes.
• Duration: how long the cycle lasts. The familiar cadences are daily (1 day), weekly (7), biweekly (14), monthly, bimonthly, quarterly, biannual and annual. You can also use a custom number of days.
• Type: individual or family. The selector sits before the price, so you already know whether the number you're about to type is for one person or for a group. A family plan also sets how many members it includes (2 to 20, counting the payer) and works as a group plan (see "Family plans" below).
• Price: what the member pays for that plan. A plan can be worth 0 (trial class, free plan). On a family plan you can enter it per member or as the group total (see "Family plans" below).
• Cash price (optional): a lower price applied only when the member pays cash at the desk. Leave it empty and cash pays the list price. It can't be higher than the list price; the difference is shown as a discount percentage.
• Weekly credits (optional): how many sessions per week the plan includes. See "Per-session plans" below.
• Benefits and category/tier (for example "basic", "premium"): optional text to organize and present your offering.
• Access to all locations: if you enable it, members with that plan can check in and book at any location; if not, they're limited to their own location.

By calendar month or by number of days

Monthly and longer cadences (monthly, bimonthly, quarterly, biannual, annual) are sold by calendar month: the cycle renews on the same day of the month. Someone who buys a monthly plan on the 5th keeps expiring on the 5th, without drifting a few days on every renewal.

Short cadences (day pass, weekly, biweekly) and custom durations are counted in consecutive days, which is what a pass or a pack means.

Per-session plans

If your studio sells by the visit or by individual classes, set a weekly credits cap: the maximum number of sessions the member can use per week (Monday to Sunday).

• It counts distinct days, not events: booking a class and also checking in that same day is one session.
• The cap applies both when booking a class and when checking in at the door.
• With no cap, the plan is unrestricted.

How the member sees it is covered in Classes and bookings.

Available vs. visible

There are two switches that are worth not confusing:

• Available (active): if you turn it off, the plan can no longer be assigned to anyone new. It's useful for "retiring" a plan without affecting those who already have it.
• Visible to members: if you turn it off, the member doesn't see it when choosing, but you (owner/staff) can still assign it. Useful for special or off-catalog plans.

A membership's life cycle

A membership goes through these statuses:

• Pending: created but with no confirmed payment yet. Doesn't allow check-in or booking.
• Active: the payment was confirmed. The member can check in and book classes until the expiration date.
• Paused: temporarily frozen (see below). Doesn't allow check-in or booking.
• Expired: the expiration date has passed. Doesn't allow check-in.
• Cancelled: cancelled.

Key transitions:

• Pending → Active: on confirming the payment. The expiration date is calculated by adding the plan's duration to the start date.
• Active → Expired: automatically, every day at midnight, when the expiration date passes.
• Active → Paused → Active: when the member freezes and then resumes.
• → Cancelled: when you or the member cancel (only from active or pending).

The system notifies the member a few days before expiration, and you can easily see who's about to expire with the roster's Expiration filter (see Member management).

Renewals: how the new date is calculated

• If the member is active and renews, the new period is added to their current expiration (they don't lose the days they had left). Example: expires on Jan 31 and renews for a month → new expiration Feb 28.
• If the member is expired and renews, the period starts from the day the payment is confirmed (a new cycle). Example: expired on Jan 31 and pays on Feb 15 → expires Mar 17.
• If they switch plans, the new cycle starts from today at the full price of the new plan. There's no proration or credit for unused days.

Amounts come from the plan or from what you record; the system never recalculates or prorates amounts on its own.

Pausing a membership

A pause freezes the membership for a defined period (with a start and end date). Rules:

• While paused, the member can't check in or book, and the membership doesn't expire.
• When resuming (manually or automatically when the end date arrives), the expiration date is extended by the days it was paused, so no paid time is lost.
• Only an active membership can be paused, the pause has a maximum duration and must end before the expiration. Two pauses can't overlap.

Family plans and groups

A family plan is a plan that includes several people: when you create it you pick Family and how many members it includes (2 to 20, counting the payer). With that plan you build a family group, where one person is the payer (the head) and the others sit under the same group.

The price: per member or group total

A family plan's price is entered the way you think about it:

• Per member (the default on a new plan): you type what each person pays.
• Group total: you type the group's full price.

Below the field you always see the three figures together — "$50,000 per member · 4 members · $200,000 in total" — so there's no arithmetic to do. Switching mode (or plan type) converts the number you already typed; it never silently reinterprets it. The plan stores the total, and editing one opens on the stored total.

Before this, you had to do the division by hand and assign an individual plan several times, which was indistinguishable from several unrelated memberships. That's no longer necessary.

How the group is built

There are two paths, and they do different things:

1. Create the family in one go (Members → Families tab → Create family). On a single screen you pick the payer, the members, the location, the family plan and the member cap. On confirming, each member gets a pending membership on the family's plan.

• Anyone who can't join is flagged before you save, with the reason: already has an active membership, membership is paused, or belongs to another location.
• If someone still fails on save, the family is created with those who did get in, and the screen tells you who couldn't be added and why.

2. Add the person to an existing family while you charge them (in Register payment or when assigning a new membership). Add to a family shows up there if the person isn't in one yet.

• This path doesn't touch their membership: they keep their plan, their price and their dates, and all that's added is the link to the group. This is how you group people who each pay their own way.
• Families that can't take them are shown with the reason: no seats left or a paid cycle running (the one case where joining would rewrite their dates).
• The link is written last, after the membership is created and charged, so if the group rejects them the payment still stands.

Group rules

• All members must belong to the same location.
• The number of members can't exceed that of the family plan.
• When someone is added with the group already paid and current, their membership activates locked to the group's same cycle (same dates).
• The same person can't be added twice to the same group.
• Billing a family group has its own rules (a single payment that activates everyone, or each member paying their share). We cover this in Payments and billing.

A family plan on a single person

Assigning a family plan to someone who isn't in any family is allowed — sometimes it's exactly what you want — but the app says so when you change plans or create the membership: "This is a family plan for 4 members and this person isn't in any family." It's a notice, not a block.