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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:

  • search quickly by the issued membership "Code";
  • filter by "Usage type";
  • filter by "Visit status";
  • filter by "Previous membership history";
  • sell a new membership;
  • download a report for the current list.

If you work from a QR code, barcode, or dictated number, use "Code". It searches the code of the specific issued membership, not the membership plan name.

If the membership has upcoming bookings, a yellow "1 reserved" / "2 reserved" tag is shown next to it. For what it means, see Visits reserved by upcoming bookings.

How "Visit status" works​

The "Visit status" filter helps you find memberships by used and remaining visits:

  • "Not used yet" - memberships with no recorded usage;
  • "Fully used (no visits left)" - memberships where all visits are exhausted;
  • "Partially used (some services completed)" - memberships where at least some services are exhausted;
  • "Available visits remaining" - memberships that still have remaining visits or can still be used.

Use this filter when reception or an administrator needs to quickly find unused memberships, memberships with remaining visits, or memberships that are already exhausted.

How the additional filters work​

"Usage type" helps you separate issued memberships by the way usage is counted:

  • "Unlimited usage";
  • "Limited usage";
  • "Usage Per service".

Use it when you want to review only memberships with a specific usage model.

Previous membership history​

The "Previous membership history" section compares the current issued membership with earlier memberships for the same client.

First choose "Previous membership":

  • "Had previous membership";
  • "Had no previous membership".

Then you can refine:

  • "Previous membership period" - the period in which earlier memberships should be checked;
  • "Previous period check" - whether the period is checked by "Active in period" or "Purchased in period";
  • "Previous membership match" - "Any previous membership", "Same plan", or "Different plan".

Period and match details apply only after you choose whether the client had or had no previous membership.

What you can do from each row​

From the row menu you can:

  • open "View membership";
  • switch to another plan when the membership allows it;
  • 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.

Visits reserved by upcoming bookings​

When a booking is going to be paid with a membership, the visit is reserved at the moment of booking, not at the sale. This way a client cannot book more appointments than the membership covers.

Where you see reserved visits:

  • in the issued memberships list, at the top of the details and in the visits view there is a yellow "1 reserved" / "2 reserved" tag with the explanation "Reserved by upcoming bookings, not yet charged";
  • in the "Usage" tab, "Reserved" rows appear, from which you can open the booking holding the visit.

Important:

  • a reserved visit is not recorded yet — the used and remaining visit counters do not change because of it;
  • the hold is released on its own when the booking is cancelled, marked as a no-show, deleted or paid;
  • during online booking a client cannot pick a membership whose remaining visits are already reserved by other upcoming bookings;
  • on a shared membership the hold belongs to the client who will pay with it.

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 four 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;
  • "Reserved": an upcoming booking that holds a visit but has not been recorded yet.

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;
  • which upcoming bookings hold visits;
  • 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 row is "Reserved", you can open the booking that holds the visit.

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

Switching to another plan​

From the issued membership details you can use "Switch to another plan" when a client needs to move to a different membership plan without losing usage history.

The action is available only for active memberships with a linked sale that are not expired, deleted, deactivated, or already migrated. The detailed flow is in Switch to another membership plan.

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.
  • A membership that has already been migrated to another plan stays in history, but is not edited as an active source.
  • 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 need to find a specific issued membership by "Code";
  • you need to find unused or exhausted memberships through "Visit status";
  • you compare memberships by "Usage type" or "Previous membership history";
  • 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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