The name and description are shown in the store. The description field has smart formatting options (HTML is not supported) with a 500-million-character limit (all the space you could possibly need). Edit at any time. Changes are applied to all new and existing memberships (changes do not affect original invoices).

Tags let admins filter for memberships in the Memberships tab. One day, they'll also help your clients filter for items in the store (this perk isn't yet ready for release).

Does the membership apply to a single member, or to multiple members from the same account? Age restrictions (min, max, or both) can be toggled on for multi-person memberships. This can't be edited once it's sold.

Choose whether the membership has a recurring billing plan & never expires, or if it's invoiced just once & will expire. This can't be switched once it's sold.

No expiration (pick the effective date): Invoice at checkout and then on a recurring basis (recurring billing). Choose whether clients can opt out or request to cancel. It's possible to edit the effective date after a membership has been sold. You can learn more about what to expect with recurring billing in this article.

Duration (repurchase prior to expiration): Invoice once at checkout (only). It's effective on the purchase date and remains active for a length of time. Allow clients to renew (i.e., repurchase in the store) before it expires.

Dates (effective + expiration dates): Invoice once at checkout (only). You must set the effective and expiration dates. It can't be renewed and only admins may cancel it.

Link a recurring billing plan if there's no expiration. You can change the membership's billing option at any time, but it only applies to new purchases. It doesn't apply to existing members.

When does the membership show in the store? Edit at any time.

Immediately: Clients can buy it in the store. If it's linked to an activity, clients are prompted to add it to the cart (if they don't own the active membership).

Schedule: Set a date when clients can buy it in the store. If it's linked to an activity, clients are prompted to add it to the cart (if they don't own the active membership), however this only occurs as of the scheduled date.

Hidden from store: Clients can't buy it in the store unless they're prompted to add it to their cart when selecting a linked activity.

Unavailable from store: Clients can't buy it in the store, and it's not prompted when linked to an activity. Admins can buy it on behalf of clients. Can still be used as a required membership to register for activities.

Edit at any time. Changes are applied to new purchases.

📝 Forms: Link an adult and/or child form to answer at checkout. To export form answers, use the report template in the Memberships tab (Operations > Member list).

Memberships with no expiration will only require a client to fill out the form once during the initial purchase and checkout. If new information is needed, the client can login to their personal account and update the form information in the Members section of their account.

🛒 Merchandise: Prompt clients each time to add (suggested or required) merch to the cart, even if it was purchased in a previous store session. For individual memberships, merch goes to the selected member. For multi-person memberships, merch goes to the account owner. Merchandise isn't included in recurring billing.

If required merchandise is out of stock, clients won't get a prompt and may complete the membership purchase without it.

🔴 Restrictions: Memberships can be restricted at the time of purchase to participants that belong to a certain gender, community segment, or require skills. Recurring billing will still apply even if an existing member no longer meets the criteria.

The day of the month the membership is bought becomes the billing day. Each invoice covers the period until the next invoice.

You choose which day of the month is the billing day. The invoice covers for a period of one month. For example, if the billing day is the 15th of every month, this covers up until the 14th of the next month. If the membership is purchased before or after the billing day, the amount is prorated (the client pays for the period that remains until the next billing day). If the membership is paused, this does not change the billing day.

The membership is invoiced a month in advance, on the billing day you specify. When it's purchased before or after the billing day, any amount due is charged on the day of purchase.

Click the Memberships > Members list subtab to view the full list of members. Apply filters to fine tune your selection and then choose columns for your export, such as age, contact information, membership details and/or community segments.
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To perform actions for a specific member of a particular membership, click the number under the Members. This brings you to the Members page for that membership.

Use the Actions column on the Memberships > Members page to edit one member's membership at a time. Clients are unable to edit their own membership.

If the client's membership has no expiration, add notes, edit the recurring price, and/or the billing day (if so, the next invoice is prorated to reflect the change).

If the client's membership expires, add notes, and/or edit the expiration date.

Cancel a client's membership from the Memberships > Members page or the client's Purchases tab. When a multi-person membership is cancelled, it's for all account members. For now, it's not possible to replace a membership with another.

When you cancel a membership with an expiration date, it's no longer active. Issue a refund or apply the credit to another invoice directly in Client Billing.

For memberships without an expiration date, cancellation allows continued access until the end of the current billing cycle. For instance, if the client was billed for services spanning February 1st to February 29th, the membership remains active until 11:59pm on the final day before the next billing cycle begins on March 1st.

In the Memberships > Members page, click Actions and select Pause. While paused, a membership is considered inactive. The client isn't charged.

Client self-cancellation methods are toggled when the admin configures a recurring billing option. This means it's only supported for memberships with no expiration.

Client can cancel or request to cancel in My account:

Clients can only renew a membership if it expires after a duration (not if it has a specific expiration date). In addition, an admin must make repurchase available at least 1 day before the expiration date.

Admins need the 'View memberships' and/or 'Manage memberships' permission.

To purchase on behalf of a client, admins need the 'View client accounts' and 'Invoicing' permissions.

Only admins may bypass age restrictions in the store. Otherwise, the participant must fall within the membership's age range at the time of purchase.

If a member already has the membership and ages out of the range, their membership remains active until it expires or they opt out (if it's billed on a recurring basis). Otherwise, an admin must cancel the membership.

You can export your list of members and filter by age in the Memberships > Members list subtab.

You can't take payment at the checkout with an integrated terminal if a client is purchasing a recurring membership, or wishes to pay in installments. You'll notice the integrated terminal option is not available for admins at the checkout if either of these elements are in the cart.

Yes, you can buy a multi-person membership for less members than the max. number specified. However, you can't purchase a multi-person membership for more members than the max. number of people specified.

No, it's not possible at this time to add a member to a (multi-person) membership after it's been purchased, nor is it possible to swap one member for another. You must cancel the membership and repurchase it for the correct members. These steps ensure we have all members’ information as they pass through checkout.

Clients may purchase a membership before its effective date, but it can't be used to access your facilities or register to activities that require the membership. A membership only becomes active for use as of its effective date.

Clients may only cancel memberships without an expiration date. Clients may not cancel memberships that expire after a duration or on a specific date.

Choose whether clients can request to cancel or may cancel themselves while configuring the recurring billing option's cancellation method.

Clients can only renew memberships that expire after a duration and can be repurchased at least 1 day prior to its expiration. If so, clients can purchase the same membership in the store before their current one expires.

❗ You may be required by law to provide renewal options to your members. It's up to each organization to configure their membership(s) appropriately.

The account owner is emailed a reminder when they can repurchase the membership. They must click the blue button and will be brought to the store to buy (i.e., renew) the membership. If no action is taken, the membership expires as planned.

To be sent this type of reminder, clients must have emails from the Amilia Team enabled in the Communication tab in their personal account.

All discounts can be applied to new memberships; whereas most discounts (including Membership required) will continue to be applied to the monthly invoices as long as the discount criteria is met by the upcoming billing date.

❗ Please note that a discount will apply to the recurring billing if the participant is eligible by the time billing comes around. For example, if you have an 'Early bird' discount that is active from say June to September...anyone who purchased the membership in the past who still has it will have the discount applied on their recurring billing, because the membership is being invoiced while the early bird discount is active. Be careful! And be sure to retire discounts when they are no longer needed.

If a member no longer respects the restrictions (e.g., gender, community segments, skills) applied to a membership (with no expiration), it will still be invoiced each billing cycle, until an admin cancels the client's membership (or the client opts out).

Proration involves the proportional division of something, often related to finances or time. When an item is "prorated," it means that it's been fairly distributed in proportion to its use or duration. For example, in the case of buying a membership that doesn't expire in the middle of the month, the charge for that month might be prorated, allowing you to pay only for the specific portion of the month during which you began using the membership after its effective date.

When proration is applied at checkout, click 'Learn more' for more details on how the amount was calculated.

Admins with the right permissions can link a membership to an activity. It's possible to link hidden and unavailable memberships to an activity.

Client cancellation options are available for memberships with no expiration only. Admins can choose whether a client can request to cancel or cancel their membership themselves.
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A notification email is sent to the organization's main contact (look at the email address in the Account>Main information subtab) to inform them if the client has cancelled or requested to cancel. If the client requests to terminate the membership, two buttons appear in the Purchases tab in the client's account. Admins have the opportunity to contact the client first to keep the membership active before they confirm the cancellation.

By default, if the client has a credit in their account, the credit is taken into consideration before processing an automatic payment. For example, if the recurring invoice amount is 100$ and there's a 30$ credit in the account, a payment of only 70$ is charged. Admins will have to manually reconcile the credit amount to the right membership invoice.

You can toggle the 'Use for upcoming payments' feature on and off in the Accounting and Finance>Payments subtab and scrolling down to the Client balances section.

The best way to determine membership billing is to go ahead and add the membership to the cart and view the billing details at Step 1 of checkout (don't make the purchase!).

At this time, you must refer to the list of participants in the Skills tab. Click the number beneath the 'assigned persons' column to see the list belonging to that skill. You will need to cross reference with the list of members you generate in the Memberships > Members list subtab (Members list report).

Members can use the Amilia mobile app and show their Amilia ID to scan. If your organization would like to print physical membership cards, there are two options.

Go to the Memberships tab and click on the number beneath the Members column. Add a check mark next to the names and use the Operations to save the membership cards for printing.

You can also print ID cards from the Clients tab. You can learn more here.

Yes, it's possible to apply a scholarship to a membership with recurring billing. SmartRec automatically applies the scholarship to each invoice for every billing cycle based on the scholarship's terms and conditions.

For example, if a member has a 50% scholarship on their membership payment, the scholarship will cover 50% of the monthly invoice item price until the scholarship fund is empty , the scholarship expires, or the tag is removed.

It's possible to set up a registration period based on who has the required membership. Click here to learn more about setting up registration periods.