Important concept before you start
With Amilia’s Network Memberships, a Parent organization (e.g., Headquarters) can create memberships that are valid across its entire network of Child organizations (e.g., YMCA branches). The Parent can share these memberships with its Child branches, allowing each one to resell the same membership to its members.
1. How to get a membership from the Parent
- Important -
The Network memberships subtab provides the memberships from the Parent.
The Memberships subtab shows the list of memberships added to your branch.
1. Click the Memberships subtab to see the list of memberships in your branch. If you can't find the membership you're looking for, you need to get it from the Parent.
2. Click New membership to get the membership from the Parent.
3. This brings you to the Network Memberships subtab, with the list of memberships from the Parent that you can add to your branch. Can't find what you're looking for? Contact your HQ!
4. There are two types of membership. Make sure you get the right one!
Fixed term membership (12 months) - Invoiced once, lasts 12 months
Ongoing membership (month-to-month) - Invoiced automatically every month
5. When you've found the right one(s), you may add one or multiple memberships to your branch at a time:
To add a single membership to your branch at a time, click the '...' icon under the Actions column (to the right of the membership).
To add multiple memberships to your branch at the same time, add a checkmark on the left to the memberships, and then click the topmost '...' blue icon above the Actions column.
6. Click Add to this organization. A success message will confirm it's done.
7. You'll be redirected to the Memberships subtab, which lists the memberships available in your branch. The membership(s) you added will show a Draft status.
The Draft status means a membership needs more setup before it can be sold.
7. After a membership has been added to your branch, it needs to be set up before you can sell it in the SmartRec store. See 'How to set up memberships for sale'.
2. How to set up memberships for sale
After you add a membership to your branch, there are a few fields to double-check before you can sell it in the SmartRec store.
1. Go to the Memberships subtab to see the list of memberships in your branch.
2. A membership that hasn't been set up yet will have a Draft status.
3. Click the membership's name to open its configuration form and make edits.
The Parent decides if you can edit the membership price.
You can't edit the membership name, description, tags,
members configuration, term, or recurring billing option.
4. Follow along for info on each field that you can edit (price, ledger code, store display, linked drop-in activities, linked forms, and gender restrictions):
Price
The price shows in the store and is the base amount invoiced to the member.
Fixed term membership (12 months) - Invoiced just once at checkout.
Ongoing membership (month-to-month) - Invoiced at checkout and then invoiced automatically every month on the Billing day (the Billing day is determined by the recurring billing option set by the Parent).
In the example below, the member is invoiced a base price of $25 on the first day of each month. This payment covers their membership services from the 1st through the last day of that month.
Taxes
Add a check mark here to apply taxes.
Specify if taxes are or are not included in the Price.
E.g., if the price is $25 and taxes are not included in the price, the member is invoiced 25$+tx.
E.g., if the price is $25 and taxes are included in the price, the member is invoiced $+tx so that the total equals to $25.
Add a check mark to the applicable taxes to add on the invoice.
Ledger code
Select a ledger code to use to track sales of the membership.
Store display
Choose when the membership is available for purchase in the SmartRec store. You can change this setting 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 schedule date you set.
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.
Linked drop-in activities
An individual membership with included drop-ins allows participants to register to unlimited eligible drop-ins without paying and skip the checkout process.
❗ This setting isn't currently used by your branch. You can skip. ❗
Advanced settings - Linked forms
Link an adult and/or child form to answer at checkout when the membership is purchased from the SmartRec store.
Select an adult and/or child form from the dropdown of available forms.
If the form you need isn't there, click Create a new form. This opens a separate tab where you can create a new registration form. When finished, click on the tab where you're configuring the membership and select the newly created form.
Advanced settings - Restrictions
You can restrict this membership based on the gender. If you checkmark a gender here, the client must have this gender option in order to purchase the membership.
5. Click Save to save your edits on the membership.
3. FAQ
1. What permissions do I need to import memberships?
To see memberships in the Memberships and Network memberships subtabs, you’ll need the View memberships permission. (Required)
To import memberships to your branch and make edits, you’ll need the Manage membership configurations permission. (Required)
2. What can I expect with billing fixed and ongoing memberships?
There are two types of memberships: fixed and ongoing.
How does billing work for fixed memberships?
Fixed memberships are invoiced just once—at checkout. This means that if a fixed membership lasts 12 months, the client pays a single upfront price that covers the entire duration of the membership.
How does billing work for ongoing memberships?
Ongoing memberships work a little differently. They’re invoiced once at checkout, then continue on a set billing schedule—where new invoices are automatically generated at the start of each billing period. The day the invoice is generated is called the 'Billing day'.
Let’s see how that works for memberships billed on the 1st or the 15th of each month.
Billing day | 1st of the month | 15th of the month |
What does it cover? | From the 1st to the last day of the month (inclusively) | From the 15th of the month to the 14th of the next month (inclusively) |
| Jan 1st - Jan 31st Next Billing day is | Jan 15th - Feb 14th Next Billing day is |
Let’s take it a step further. The date a membership is first purchased in the store affects how much is charged at checkout. If a client buys their membership before or after the billing day, the invoice amount at checkout will be prorated accordingly.
Billing day | Feb 1st | Feb 15th |
Purchase date | Jan 28th | Jan 28th |
At checkout (what does it cover?) | The client is invoiced a prorated amount to cover from Jan 28th - Jan 31st | The client is invoiced a prorated amount to cover from Jan 28th - Feb 14th |
When is the next automated invoice? | On Feb 1st, the client is invoiced the full amount to cover from | On Feb 15th, the client is invoiced the full amount to cover from |
3. Can I change the order of memberships as they appear in the store?
In the store, memberships appear in the same order they're listed in the Memberships tab.
To rearrange the order:
Hover on the left of the membership. A hand icon appears.
Click and drag to the desired spot. Changes save automatically.
* Last updated in October 2025