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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 who owns the membership, how much it has been used, whether it is active, whether it is shared with other clients, and where it has been used - in sales and in check-ins.

Where to open it​

There are two entry points to this list:

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

How an issued membership is created​

An issued membership is not created directly from this list. It always appears after a saved sale.

  • If you are selling an existing plan, you start a sale from "Membership plans" -> "Sell", from the client profile through "Sell membership", from this page through "Sell membership", or directly from "Sale", and select the plan in the "Memberships" tab.
  • If you are creating a personal membership, use the flow in Selling memberships.

After you save the sale, the system:

  • creates an issued membership for the selected client;
  • links it to the exact sale item that created it;
  • 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.

At the top of the list, 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 membership usage is recorded​

Membership usage can be recorded through:

  • a sale of a service or appointment;
  • the Check-ins flow when the check-in is linked to a membership.

This can be the membership owner or a client the membership is shared with.

The most common sale flow is:

  1. open a sale for the client;
  2. add a service or 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 usage;
  • increases the used count;
  • decreases the remaining visits when the membership is not unlimited.

When usage goes through a check-in:

  • the record appears in the "Usage" tab;
  • if the check-in is linked to a membership, the usage is counted against that membership;
  • from the row, you can open the check-in itself.

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 automatically to the item.

Automatic application works when:

  • the sale is for a specific client;
  • the item is a service or appointment service;
  • the business has memberships active;
  • the client has an available issued membership that is theirs or shared with them and that:
    • is in its valid period;
    • is not deactivated;
    • has remaining visits or is unlimited;
    • covers the specific service or has no service restriction;
    • does not break the configured usage interval restriction, if one exists;
  • for an appointment, the client has one seat rather than multiple seats in the same booking.

What you see in the details​

In the membership details you see:

  • the "Membership owner" section;
  • the "Shared with" section;
  • location;
  • code;
  • linked plan or personal membership;
  • created at;
  • status and used times;
  • the "Included services" tab;
  • the "Usage" tab.

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

From the "Shared with" section, you can add and remove clients who may use the same issued membership.

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.

What "Usage" shows​

This section shows all records related to how the membership is used.

Here you will see three main record types:

  • "Sold": the row through which the membership itself was sold;
  • "Used": service or appointment rows where the membership was used;
  • "Check-in": usage through the check-in flow.

This makes it easy to track:

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

If the row comes from a sale, you can open the sale. If the row comes from a check-in, you can open the check-in itself.

If the membership is shared and used by another client, the history also shows which client performed that usage.

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 inactive.
  • If there is no central plan, the membership is shown as a personal membership plan, but it is managed through the same workflow.
  • One issued membership has one owner, but when needed it can also be shared with other clients.
  • 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 or linked check-in 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, sales, and check-ins are connected to it.
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