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Memberships and Subscriptions in Reservation.Studio

Subscriptions and 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 subscriptions and memberships, allowing you to create and manage a variety of plans to suit your business needs.

Overview of Subscriptions and Memberships​

The Subscriptions and Memberships module in Reservation.Studio allows you to:

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

Types of Subscriptions and Memberships​

Subscription Plans​

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

  • Standard Subscription: Fixed monthly fee for access to certain services
  • Premium Subscription: Higher fee with access to an expanded set of services
  • VIP Subscription: 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

Service Packages​

Packages include a certain number of services at a preferential price:

  • Package with a fixed number of visits: For example, 10 gym visits
  • Package with a variety of services: For example, 5 massages + 3 facials
  • Family package: Shared among family members

Creating and Managing Subscriptions​

Creating a New Subscription Plan​

  1. Go to the Subscriptions > Plans section.
  2. Click on "New Subscription 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 subscription period
    • Cancellation conditions
  6. Save the subscription plan.

Editing an Existing Plan​

  1. Go to the Subscriptions > 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 subscription plans usually do not affect existing subscribers. If you want to apply the changes to them as well, you must use the "Migrate Subscribers" function.

Synchronizing Commission Prices in Active Subscriptions​

If you change the price of a service that is part of an active subscription, you can synchronize this change with all sold, active subscriptions. 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 subscription 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 Subscriptions > 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 subscribers, but existing subscribers continue to use the plan until it expires or is canceled.

Creating and Managing Memberships​

Creating a New Membership​

  1. Go to the Subscriptions > 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 subscription plans).
  5. Set additional options:
    • Renewal option
    • Renewal discount
    • Transferability (can it be used by another person)
  6. Save the membership.

Managing Service Packages​

  1. Go to the Subscriptions > Packages section.
  2. Click on "New Package".
  3. Enter basic information:
    • Package name
    • Description
    • Price
    • Validity (how long the package can be used)
  4. Add services to the package:
    • Select a service
    • Set the quantity (number of visits/sessions)
    • Add more services if necessary
  5. Set additional options:
    • Sharing option
    • Option to transfer unused services
  6. Save the package.

Selling Subscriptions and Memberships​

Selling a Subscription 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 Subscription".
  4. Select a subscription 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 or Package​

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

Online Sale of Subscriptions and Memberships​

You can allow customers to purchase subscriptions and memberships online:

  1. Go to Settings > Online Bookings.
  2. In the "Subscriptions and 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 Subscribers​

Viewing All Subscribers​

  1. Go to the Subscriptions > Subscribers section.
  2. View the list of all active subscribers.
  3. Filter by:
    • Subscription plan
    • Status (active, expired, canceled)
    • Subscription date
    • Next payment date

Managing an Individual Subscription​

  1. Go to the Subscriptions > Subscribers section.
  2. Select the subscriber whose subscription you want to manage.
  3. View the subscription details:
    • Current plan
    • Subscription date
    • Payment history
    • Used services
  4. Select an action:
    • Change Plan: Migrate to another subscription plan
    • Pause Subscription: Temporarily suspend the subscription
    • Renew: Manually renew an expired subscription
    • Cancel: Terminate the subscription

Tracking Usage​

  1. Go to the Subscriptions > Usage section.
  2. Select the subscriber or membership you want to track.
  3. View:
    • Used services
    • Remaining services (for packages)
    • Visit history

Payments and Billing​

Automatic Billing​

Reservation.Studio can automatically bill subscribers upon renewal:

  1. Go to Settings > Subscriptions > 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 subscribers manually:

  1. Go to the Subscriptions > Payments section.
  2. Select the subscriber 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 Subscriptions > 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 subscribers:

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

Custom Messages​

You can send custom messages to subscribers:

  1. Go to the Subscriptions > Subscribers section.
  2. Select one or more subscribers.
  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​

Subscription Report​

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

Membership and Package Report​

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

Usage Analysis​

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

Strategies for Successful Subscription 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 Subscriber Retention​

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

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 subscription?​

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

Can I offer a trial period?​

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

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

Use the "Change Plan" function in the subscription 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 subscribers cancel their subscriptions 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 subscriptions?​

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