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Membership Levels

The Membership Levels section allows you to define the different types of subscriptions or plans available to members in your organization. Each level controls pricing, billing interval, and visibility within the member portal.

📊 Overview Table​

The table shows all membership levels for your business. Columns include:

ColumnDescription
NameThe name of the membership level (e.g., "Monthly", "Family Pass").
PriceThe cost of the membership, formatted as a dollar amount (e.g., $29.99).
Billing IntervalHow often the membership renews (e.g., monthly, yearly).
ActiveA toggle indicating whether the membership is currently active or hidden from public view.

🔍 Filtering Memberships​

Use the Active filter at the top of the table to narrow results:

  • Active – Show only active plans
  • Inactive – Show only disabled plans
  • All – Show all membership levels

✏️ Editing a Membership Level​

Click the edit icon on any row to open a slide-over form with the same layout as creating one (see How the form is organized below). When you edit, any section that holds a setting this level already uses opens on its own, so nothing that's switched on stays hidden.

🗑️ Deleting a Membership Level​

You can delete a membership level only if no users are currently assigned to it.

If the level is in use:

  • A warning notification appears:

    "Can not delete memberships associated with a member"

➕ Creating a Membership Level​

Membership levels define the structure of your offerings, including pricing, billing frequency, trial logic, and bundling options. These configurations determine how members are billed and what options are available to them during sign-up or renewal.

How the form is organized​

Most levels only need a name, price, signup fee, billing interval, agreements and a description, so those sit in the Basics section, which is always open. Everything else is grouped into sections you can expand when you need them:

SectionWhat's in it
Basics (always open)Name, Free Membership, Price, Signup Fee, Billing Interval, Is Recurring, Expiration Days, Associated Agreements, Publicly Visible, Bundle Only, Description, Public Link
Pricing optionsTrial Membership, Max Billing Cycles, Additional Price Options
Family & bundlesMulti-Member, Flat Rate Pricing, Allow Bundles, Bundled Membership Levels, Bundle Description (paid SaaS plans only)
Check-ins & creditsClass credits, Additive Credits, Credits Never Expire, Advance Booking Limit (per month), Single Use
Eligibility & approvalMin/Max Age, Requires Approval
Expiration & renewalAfter Expiration Convert To, Annual Renewal, Months Penalty, Pause Fee
Custom fieldsExtra signup questions for this level
  • When you create a level, every section except Basics starts collapsed.
  • When you edit a level, a section opens on its own if the level uses anything in it.
  • A collapsed section still saves its settings. If one of its fields has a problem when you save, the section opens and scrolls to the error.

🧾 Basics​

Name​

  • A unique name for this membership (e.g., Monthly Adult, Quarterly Family).

Free Membership​

  • Indicates this level is free.
  • When enabled:
    • Billing options are hidden.
    • Price is automatically set to $0.
    • Billing interval defaults to monthly.
  • Free users (on the Free SaaS plan) are required to mark memberships as free.

Price​

  • Numeric field that sets the base price of the membership.
  • Must be $0 or $1+.
  • You can change it later, but a new price only applies to new signups. Existing members keep billing at the rate they signed up at.

Signup Fee​

  • One-time fee charged in addition to the base price during initial signup.

Billing Interval​

  • How often this membership bills:
    • Day, Week, Month, Quarter, Semi-Annual, or Yearly
  • ❗ Once created, this cannot be changed.
  • Only shown if the membership is not marked as free.

Is Recurring​

  • Indicates whether this membership auto-renews (i.e., subscription).
  • If disabled, you can set:
    • Expiration Days – How long the membership lasts before expiring. Required for non-recurring levels unless credits never expire.

Associated Agreements​

  • Specify which agreements must be signed for this membership level. You will see a warning if there are no agreements.

Publicly Visible​

  • Controls whether this membership level appears on the public registration page.
  • Turning this off also removes the level as a bundle option everywhere it is used, unless you turn on Bundle Only (below). If another plan offers it under Allow Bundles, you'll get a warning naming those plans so you can either turn on Bundle Only or update them — see Allow Bundles below.

Bundle Only​

  • Appears under Publicly Visible when that is turned off.
  • Keeps the level off the public registration page, but still offers it as an add-on inside the plans that list it under Allow Bundles.
  • Use it for add-ons that should never be bought on their own, such as a training upgrade on a family plan.
  • Bundle Only does nothing for a level that is Publicly Visible, which is already offered everywhere.

Description​

  • Rich text description of the membership level. Shown to prospective members during registration.
  • If editing an existing membership, this will show the registration link users can use to sign up for it.

💲 Pricing options​

Trial Membership​

  • Enables a trial period where the member is not billed immediately.
  • If checked, the following field appears:
    • Number of periods for free – The number of days/weeks/months the member can use the membership for free before billing begins.

Max Billing Cycles​

  • Optional field that limits how many times the member is billed.
  • Example: if set to 6 on a $30/month plan, the member will be billed $30 monthly for 6 months, then the subscription will automatically cancel.
  • Useful for limited-term memberships without requiring manual cancellation.
  • Only shown for recurring, paid levels.

Additional Price Options​

  • Use this section to offer alternate billing intervals with their own pricing (e.g., quarterly or yearly discounts).
  • Each option includes:
    • Billing interval (e.g., yearly)
    • Price in USD
    • Promotional text (optional, e.g. : 1 month free)
  • Great for encouraging longer commitments with discounts.

👨‍👩‍👧 Family & bundles​

🔐 This section only appears on paid SaaS accounts.

Multi-Member​

  • Enables charging for multiple people under one plan (e.g., family plan).
  • They will be billed for the monthly amount * the number of members. e.g. 3x$30/mo would be $90/mo
  • Adds these fields:
    • Minimum Additional Members – Minimum number of extra members.
    • Maximum Additional Members – Cap on how many can be added.

Flat Rate Pricing​

  • Only visible when Multi-Member is enabled.
  • When enabled, the price is the total group cost (not per-person) regardless of how many members are in the group.

Allow Bundles​

  • Enables bundling this membership with other levels.
  • Useful when members want to purchase add-ons (e.g., Monthly Membership + Coaching).
  • If enabled:
    • A multi-select appears to choose which other memberships can be bundled.
    • At least one of the levels you pick must be Publicly Visible or marked Bundle Only. Members are only ever offered those, so a bundle made up entirely of other hidden levels would show them an empty dropdown.
    • Levels that are marked Bundle Only appear in the picker as (bundle only). Levels that are hidden and not Bundle Only appear as (not publicly visible — members cannot see this). They're kept so an existing selection isn't silently dropped, but they don't count toward the requirement above and members are not offered them.

⚠️ If you later hide every level a bundle points at, that plan's bundle section simply stops appearing on the registration page. Members can still sign up for the plan itself — they just won't be offered the add-ons. Turn on Bundle Only for one of the bundled levels, re-enable Publicly Visible on it, or edit the plan to pick another, to bring it back.

  • Bundle Description (optional) is the text members see above the add-on picker. Leave it blank and they see the default: "This is a bundleable plan. You can add additional plans at 50% off..." That default is only wording, no discount is applied: each add-on is billed at its own level's price. If your add-ons are not half price, write your own, for example Add training for any family member for $61.50/mo each. Members you add this way don't get separate accounts.

Example: a training add-on. Create the add-on level (for example Training Add-On), turn Publicly Visible off and Bundle Only on. On the family plan, turn on Allow Bundles and pick the add-on. New members see the add-on while signing up for the family plan, and nobody can sign up for it on its own. Each add-on is its own subscription at the add-on's price (one per person who takes it), while the family plan keeps its flat price. Use Bundle Description to tell members what the add-on costs.

🎟️ Check-ins & credits​

Number of Check-ins / Class Credits​

  • Sets a fixed allowance of check-ins or class bookings for the membership.
  • This number is added to the member’s check-in quota and is deducted when registering for classes.
  • Each time the credits are granted they form their own pack, with its own size and expiration — see Class Credits & Packs.
  • Works with both recurring and non-recurring memberships:
    • Recurring memberships: A fresh allotment is granted each billing cycle when the invoice is paid. For example, a $29/month plan with 4 class credits gives the member 4 fresh credits every month.
    • Non-recurring memberships: The credits are assigned once on purchase and are not renewed.
  • Useful for:
    • Monthly plans with limited class access (e.g., "Basic: 4 classes/month")
    • Punch cards and fixed-session programs
    • Private training packages

Additive Credits (Class Pack)​

  • Visible when class credits are set on this level.
  • When enabled, purchasing this membership adds a new pack of credits alongside the member’s existing packs instead of replacing them.
  • Example: A member has 5 credits remaining and purchases a "10 Swim Credits" pack — they now have 15 credits, held as two packs that expire independently.
  • When disabled, the member’s existing packs are cleared and replaced by the new allotment (e.g., 5 remaining becomes 10, not 15).
  • For recurring memberships with additive credits, each billing cycle adds a fresh pack on top of any remaining credits. Credits are always spent from the pack expiring soonest.

Credits Never Expire​

  • Visible when class credits are set on this level.
  • When enabled, credits granted by this level have no expiration date.
  • When disabled, each granted pack expires Expiration Days after the day it was granted. On a recurring plan that means each cycle’s credits carry their own deadline rather than sharing one — January’s credits can lapse while February’s are still good.

Advance Booking Limit (per month)​

  • Optional field that limits how many classes a member on this level can book in advance each calendar month. An advance booking is a class that is more than 7 days away.
  • A class within 7 days can always be booked, even when the member has used their limit.
  • Leave blank for no limit.
  • The limit counts the bookings the member made that month for a class more than 7 days after the day they booked it. Cancelled bookings don't count, and a spot on a waitlist doesn't count either. The count starts again at the start of each calendar month.
  • Example: with the limit set to 1, a member who books a class three weeks away on November 3 has used their November limit. They can still book any class within the next 7 days, and they can book another class far ahead from December 1.
  • Where the limit applies, who can book past it and what members and staff see are covered under Advance Booking Limit in Classes.

Single Use​

  • When enabled, anyone who has ever held this membership level before — even if they later canceled, or their account was removed — cannot select it or be signed up for it again using the same email address.
  • Applies whether the member signs up themselves on the registration page or is added manually by staff.
  • Intended for one-time intro or promotional levels, so they can't be reused as a repeat discount.
  • ❗ This only recognizes someone by the email address they use. If they sign up again with a different email, there is no way to know it's the same person, so this will not catch that case.

🔒 Eligibility & approval​

Min/Max Age​

  • Optional fields to restrict who can purchase this membership.
  • Must have birthday collection enabled in portal settings to work.

Requires Approval​

  • When enabled, new members must be approved by an owner/manager before payment is collected. Members will see the price but won't enter payment info until approved.
  • Note: Approval-only memberships do not support multi-member or bundled signups. Those options are automatically disabled when Requires Approval is on.
  • Only available for paid (non-free) memberships.

🔁 Expiration & renewal​

After Expiration, Convert Members To​

  • Optional: automatically move members to another membership level when their subscription on this level expires.
  • Great for trial-style offers — e.g., a "10 days for $10" level that automatically upgrades to Unlimited when it expires, or downgrading lapsed members to a Drop-In level.
  • Billing follows the target level:
    • Recurring with a price – A new subscription is created and the member's card on file is charged that night. Recurring billing starts from the day of conversion (prorated on calendar-billing portals). No signup fee is charged. Failed charges follow the normal failed-invoice retry flow.
    • Free – The member is moved and keeps an active (unbilled) membership. No charge.
    • Non-recurring (drop-in / day pass) – The member is just moved. No charge is ever made — they pay per visit as usual.
  • Conversions run nightly. Members who already signed up for another membership on their own are skipped, and only recently expired memberships are converted — turning this on does not retroactively convert members who expired long ago.
  • Pair it with the "On Membership Auto-Conversion" instant trigger (Settings → Triggers) to email or text the member (or staff) when a conversion happens. Template variables: old_level, new_level, and price.

Annual Renewal​

  • If enabled, members must re-sign waivers or agreements each year.
  • This is useful for legal compliance in environments like gyms or schools.
  • When checked, an optional field appears:
    • Months Penalty – Number of months to penalize if a user cancels early.

Pause Fee ($)​

  • The fee charged each billing period while a member on this level is paused. Leave it blank or 0 for a free pause.
  • It only takes effect when Charge a Pause Fee is turned on in Settings → Portal Settings → Membership & Billing (see Portal Settings), and only for pauses started after that.
  • The fee comes from the level the paused subscription is on. A member on a quarterly plan is charged once every 3 months, not every month.
  • The amount is locked in on the day the pause starts. Changing the fee later does not change a pause that is already running.
  • To see how the fee is charged, see Pausing a Subscription.

🧾 Custom fields​

Custom Fields​

  • Use this section to collect extra information at signup.
  • Key-value input allows fields like:
    • emergency_contact → "Emergency Contact Name"
    • allergies → "Known Allergies"

These fields will show up on the member form and can be referenced in exports or internal views.

✅ Best Practices​

  • Always provide at least one billing interval and price (or mark it as free).
  • Use Additional Price Options to encourage long-term signups with savings.
  • If legally required, enable Annual Renewal to keep signed agreements up to date.
  • Consider bundling only where it simplifies the purchasing experience for your members.

🔀 Reordering Membership Levels​

To reorder how resources appear (e.g., in dropdowns or booking interfaces), click the up/down arrow icon in the top-left corner of the table, then drag and drop the rows into your preferred sequence. When done, click the checkbox to save the new order.

✅ Best Practices​

  • Keep membership names clear and recognizable (e.g., "Adult Monthly", "Family Annual").
  • Use the active toggle to hide legacy plans without deleting them.
  • Always associate an agreement template with each membership (see Agreement Templates).