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Issued memberships

This page is for day-to-day work with memberships that have already been sold. Here you can see which client the membership belongs to, how much it has been used, whether it is active, and in which sales it has been used.

Where to open it​

There are two entry points to this list:

  1. from "Membership plans" -> menu -> "All sold memberships";
  2. from a specific plan -> "View sold".

How an issued membership is created and activated​

An issued membership is created when you sell a membership plan through a sale. This can happen for example:

  • from "Membership plans" -> "Sell";
  • from the sales screen, from the memberships tab;
  • through a personal membership created directly from the sale.

After you save the sale, the system:

  • creates an issued membership for the selected client;
  • links it to the exact sale item that sold the plan;
  • sets the start and validity period based on the plan;
  • makes it usable immediately if it is within its validity period, not deactivated, and still has visits left.

Important:

  • activation is tied to the saved sale, not to a separate payment step;
  • if the sale is deleted, the issued membership stops being active;
  • if you manually set a future start date, the membership will exist but will not be usable until that date.

What you see in the list​

The list shows:

  • code;
  • client;
  • plan or personal membership;
  • location;
  • validity status;
  • active status.

From the header you can:

  • sell a new membership;
  • download a report for the current list.

What you can do from each row​

From the row menu you can:

  • open "View membership";
  • edit the membership;
  • open "Activity log";
  • deactivate or activate the membership.

How a visit is marked from a membership​

A visit from a membership is marked through a sale of a service or an appointment for the same client.

The usual workflow is:

  1. open a sale for the client;
  2. add a service or an unpaid appointment;
  3. if the system has already applied a matching membership, just save the sale;
  4. if no membership has been applied or you want a different one, open the item for editing and choose the issued membership in the membership field;
  5. save the sale.

The detailed checkout flow is in Sale.

After that, the system:

  • links that sale item to the selected issued membership;
  • marks the visit as used;
  • increases the used count;
  • decreases the remaining visits when the membership is not unlimited.

Important rules:

  • a membership can only be applied to service and appointment sale items, not to products or to the membership sale itself;
  • the selector shows the available memberships for the same client, and when you save, the system allows only a membership that can be used for the selected service;
  • if there is an active matching membership, the system can apply it automatically;
  • automatic application is not used for appointments with more than one seat for the client;
  • when a service item is covered by a membership, the service price becomes 0, and only extra consumables outside the service price remain payable.

When the system applies the membership automatically​

In a standard sale, the operator often does not need to choose the membership manually. If the conditions are met, the system applies it to the item automatically.

Automatic application works when:

  • the sale is for a specific client;
  • the item is a service or an appointment service;
  • the business has the memberships feature active;
  • the client has an available issued membership that:
    • is currently within its valid period;
    • is not deactivated;
    • has remaining visits or is unlimited;
    • covers the specific service or has no service restriction;
    • does not violate the configured usage restriction interval, if such a rule exists;
  • for an appointment, the client has a single seat rather than multiple seats in the same booking.

In practice, this means:

  • for a normal service sale, you often just add the item and save;
  • for an unpaid appointment, the system may apply the membership directly to the appointment item;
  • if no membership is applied, the most common reason is that there is no suitable active membership for that service or the usage restriction has already been reached;
  • if you want to use a different available membership, open the item and select it manually.

What you see in the details​

In the membership details you see:

  • client;
  • location;
  • code;
  • linked plan or personal membership;
  • created at;
  • status and used times;
  • the "Included services" tab;
  • the "Used in sales" tab.

If the membership is deactivated, deleted, or the related sale has been deleted, you will also see a warning for that.

What "Included services" shows​

Here you can see which services are included in the membership and during which period they are available.

For memberships with per-service usage, you also see:

  • the number of included visits;
  • the remaining visits;
  • the price per visit.

From a specific service you can open editing and adjust:

  • the number of included visits, when applicable;
  • the price per visit used for internal calculations such as commissions.

What "Used in sales" shows​

This tab shows all sale items linked to the membership.

You will see two types of records:

  • "Sold": the sale item that originally sold the membership;
  • "Used": service or appointment sale items where the membership was used for a visit.

This makes it easy to track:

  • when the membership was issued;
  • in which sales it was used;
  • where the current used count comes from.

What can be edited​

From the edit screen you can change:

  • location;
  • start date and time;
  • suspension date and time;
  • total number of included uses, when the membership uses total count.

Important rules​

  • If the related sale is deleted, the membership is shown as not active.
  • If there is no central plan, the membership is shown as a personal membership plan, but it is managed through the same workflow.
  • Deactivation and activation are done from the list or from the details when available.
  • Manual deactivation stops the membership from being used, but does not remove its history.
  • If you remove or delete a sale item that used the membership, the usage counts are recalculated.

When this page is most useful​

Use it when:

  • you want to confirm that a membership was created and became active after a sale;
  • you track usage of sold memberships;
  • you edit an issued membership;
  • you temporarily pause or reactivate a membership;
  • you want to review which services and sales are connected to it.