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Memberships in Reservation.Studio

Memberships are a powerful tool for building long-term customer relationships and ensuring a steady stream of revenue. Reservation.Studio offers a flexible system for managing different types of memberships, allowing you to create and manage a variety of plans to suit your business needs.

What you'll learn​

  • Which membership types are supported.
  • How to create plans, handle activation, payments, and renewals.
  • How to analyze usage and automate communication with members.

Memberships overview​

The Memberships module in Reservation.Studio allows you to:

  • Create different types of membership plans
  • Manage fixed-term or open-ended memberships
  • Track membership usage
  • Automate renewals and payments
  • Analyze the effectiveness of membership programs

Membership types​

Membership Plans​

Membership plans include periodic payments (monthly, quarterly, annually) and provide customers with access to certain services or discounts:

  • Standard plan: Fixed monthly fee for access to certain services
  • Premium plan: Higher fee with access to an expanded set of services
  • VIP plan: The highest level with exclusive privileges and priority service

Fixed-Term Memberships​

Fixed-term memberships are paid for once and are valid for a specific period:

  • Monthly Membership: Valid for 30 days from the date of purchase
  • Quarterly Membership: Valid for 90 days
  • Annual Membership: Valid for 365 days

Creating and Managing Memberships​

Creating a New Membership Plan​

  1. Go to the Memberships > Plans section.
  2. Click on "New Membership Plan".
  3. Enter basic information:
    • Plan name
    • Description
    • Price
    • Billing period (monthly, quarterly, annually)
  4. Configure the included services:
    • Unlimited access to certain services
    • Fixed number of services for the period
    • Discount on certain services
  5. Set additional options:
    • Activation fee (one-time)
    • Trial period (free or at a reduced price)
    • Minimum membership period
    • Cancellation conditions
  6. Save the membership plan.

Editing an Existing Plan​

  1. Go to the Memberships > Plans section.
  2. Select the plan you want to edit.
  3. Click on "Edit".
  4. Make the necessary changes.
  5. Save the changes.
Attention

Changes to membership plans usually do not affect existing members. If you want to apply the changes to them as well, you must use the "Migrate Members" function.

Synchronizing Commission Prices in Active Memberships​

If you change the price of a service that is part of an active membership, you can synchronize this change with all sold, active memberships. With one click, the system updates the visit price on which the employee's commission is calculated. This feature ensures that your employees' commissions are always fair and calculated on the current value of the service, even if the membership was sold at an older price.

Deactivating a Plan​

If you want to stop offering a certain plan to new customers:

  1. Go to the Memberships > Plans section.
  2. Select the plan you want to deactivate.
  3. Click on "Deactivate".
  4. Confirm the action.

Deactivated plans are not displayed when signing up new members, but existing members continue to use the plan until it expires or is canceled.

Creating and Managing Fixed-Term Memberships​

Creating a New Fixed-Term Membership​

  1. Go to the Memberships section.
  2. Click on "New Membership".
  3. Enter basic information:
    • Membership name
    • Description
    • Price
    • Duration (number of days, weeks, months)
  4. Configure the included services (similar to membership plans).
  5. Set additional options:
    • Renewal option
    • Renewal discount
    • Transferability (can it be used by another person)
  6. Save the membership.

Selling Memberships​

Selling a Membership to a New Customer​

  1. Go to the Customers section.
  2. Click on "Add New Customer" or select an existing customer.
  3. Click on "Sell Membership".
  4. Select a membership plan from the list.
  5. Configure the details:
    • Start date
    • Payment method
    • Apply a promotional code (if any)
  6. Review the payment information:
    • Initial fee
    • Activation fee (if any)
    • Recurring fee
    • Next payment date
  7. Confirm the sale.

Selling a Membership​

  1. Go to the Customers section.
  2. Select the customer.
  3. Click on "Sell Membership".
  4. Select the desired membership.
  5. Configure the details:
    • Start date
    • Payment method
    • Apply a discount (if any)
  6. Confirm the sale.

Online Sale of Memberships​

You can allow customers to purchase memberships online:

  1. Go to Settings > Online Bookings.
  2. In the "Memberships" section, enable the "Online Sale" option.
  3. Select which plans to be available online.
  4. Configure the payment options.
  5. Save the settings.

Managing Members​

Viewing All Members​

  1. Go to the Memberships > Members section.
  2. View the list of all active members.
  3. Filter by:
    • Membership plan
    • Status (active, expired, canceled)
    • Membership start date
    • Next payment date

Managing an Individual Membership​

  1. Go to the Memberships > Members section.
  2. Select the member whose membership you want to manage.
  3. View the membership details:
    • Current plan
    • Membership start date
    • Payment history
    • Used services
  4. Select an action:
    • Change Plan: Migrate to another membership plan
    • Pause Membership: Temporarily suspend the membership
    • Renew: Manually renew an expired membership
    • Cancel: Terminate the membership

Tracking Usage​

  1. Go to the Memberships > Usage section.
  2. Select the member or membership you want to track.
  3. View:
    • Used services
    • Remaining services
    • Visit history

Payments and Billing​

Automatic Billing​

Reservation.Studio can automatically bill members upon renewal:

  1. Go to Settings > Memberships > Payments.
  2. Enable the "Automatic Billing" option.
  3. Configure the settings:
    • Number of days before billing to send a notification
    • Action on failed payment
    • Number of retry attempts

Manual Billing​

You can also bill members manually:

  1. Go to the Memberships > Payments section.
  2. Select the member you want to bill.
  3. Click on "Bill Now".
  4. Select a payment method.
  5. Confirm the payment.

Invoicing​

The system automatically generates invoices for all payments:

  1. Go to the Memberships > Invoices section.
  2. View all generated invoices.
  3. Filter by customer, date, or status.
  4. Download or email an invoice.

Notifications and Communication​

Automatic Notifications​

Reservation.Studio sends automatic notifications to members:

  1. Go to Settings > Memberships > Notifications.
  2. Configure notifications for:
    • New membership confirmation
    • Upcoming renewal (reminder)
    • Successful payment
    • Failed payment
    • Membership expiration
    • Remaining services in the membership

Custom Messages​

You can send custom messages to members:

  1. Go to the Memberships section.
  2. Select one or more members.
  3. Click on "Send Message".
  4. Choose a channel (email or SMS).
  5. Write the message.
  6. Send or schedule the sending.

Reports and Analytics​

Membership Report​

  1. Go to the Reports > Memberships section.
  2. View the general report, which includes:
    • Total number of active members
    • Distribution by plans
    • Monthly Recurring Revenue (MRR)
    • Churn rate
    • Customer Lifetime Value (LTV)

Membership Report​

  1. Go to the Reports > Memberships section.
  2. View the report, which includes:
    • Number of sold memberships
    • Revenue from memberships
    • Most popular memberships
    • Renewal rate

Usage Analysis​

  1. Go to the Reports > Membership Usage section.
  2. View the report, which shows:
    • Frequency of use by plan
    • Most used services by members
    • Unused memberships (risk of churn)

Strategies for Successful Membership Programs​

Defining the Right Plans​

  • Know your customers: Research the needs and preferences of your customers.
  • Analyze the competition: Study what competitors are offering.
  • Create clear differentiation: Each plan should have clear advantages over lower tiers.
  • Test different price points: Experiment with different prices to find the optimal one.

Increasing Member Retention​

  • Provide constant value: Make sure members get value every month.
  • Communicate regularly: Keep in touch with members via email, SMS, or in-app notifications.
  • Collect feedback: Regularly ask members for their opinions and suggestions.
  • Reward loyalty: Offer special bonuses for long-term members.

Encouraging Upselling​

  • Create a clear upgrade path: Make it easy for customers to upgrade to a higher plan.
  • Offer temporary access: Give customers the opportunity to try features from higher plans.
  • Personalize offers: Use usage data to offer suitable upselling.

Frequently Asked Questions​

What happens when a customer cancels a membership?​

When a customer cancels a membership, they retain access to the services until the end of the current paid period. After that, the membership becomes inactive.

Can I offer a trial period?​

Yes, you can configure a free or reduced-price trial period for each membership plan.

How do I migrate customers from one plan to another?​

Use the "Change Plan" function in the membership details. You can choose whether the change takes effect immediately or at the next renewal.

What is churn rate and how can I reduce it?​

Churn rate shows how many members cancel their memberships within a certain period. To reduce it, focus on improving the customer experience, regular communication, and providing constant value.

Can I offer family or group memberships?​

Yes, you can create special plans for families or groups that allow sharing the membership among several users.