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

Each plan has:

• Name and description: what it's called and what it includes.
• Duration: how many days until the membership expires once activated. The duration is shown with familiar labels: daily (1 day), weekly (7), biweekly (14), monthly (30), quarterly (90), biannual (180), annual (365). You can also use a custom number of days.
• Price: what the member pays for that plan.
• 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 at any location; if not, they're limited to their own location.
• Family plan: if the plan allows several people (2 or more), it works as a group plan (see "Family plans" below).

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.
• Active: the payment was confirmed. The member can check in until the expiration date.
• Paused: temporarily frozen (see below). Doesn't allow check-in.
• 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 (see Reports and dashboard).

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, 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 allows several people (2 or more). With it you build a family group: one person is the group head (responsible for the payment) and the others are added under the same cycle.

• All members must belong to the same location.
• The group's capacity 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).
• Billing for a family group has its own rules (a single payment activates everyone, or several members contribute to a shared account). We cover this in Payments and billing.