Everything about memberships linked to recurring classes! 📆

Did you know that it was possible to book clients on a series of recurring classes at the same time as selling their membership? Recurring class memberships make it possible to save clicks and book clients on activities at the time of sale!

Points of attention⚠️​

• This type of membership is necessarily a fixed-term contract, in months. This feature is not available for memberships based on days or weeks. Also, the membership will always have fixed dates (example: from September 1 to July 31).
• The entire configuration must be consistent in terms of dates: membership period, fixed dates, and activity time slots must all be created for the same period. There will be no blocking during creation, so you must be meticulous when setting it up.
• Online cancellation of this type of membership is not possible.

How to configure a recurring class membership? ⚙️

To create a membership linked to a recurring class, go to Settings > Catalogue. Here simply create the membership, which can be paid by monthly, weekly or cash. Start creating the membership as usual.

Membership duration limit ⚠️

The duration of the membership cannot exceed 12 months. Moreover, the duration must be defined strictly in months (never in weeks or days).

On the first configuration screen, indicate…

1. Duration – Whether the membership is paid by direct debit or in full, this duration is expressed in months and must match the actual length of the membership. For example, if the membership runs from September 1 to July 31, that’s 11 months: you must enter 11 in the "duration" field.
2. Recurring classes – Book the beneficiary into a recurring schedule after the sale, as a membership type.
3. Next, select the activities for which a recurring booking can be made at the time of the membership sale.
4. Membership keywords must allow the activities specified. To make sure it is correctly configured, check the booking rights. 

Once the first 'Membership' screen has been configured, click on Save and you can move on to the Pricing. You can configure the prices as usual, depending on the conditions you require. 

• For a membership with direct debit, a fixed duration is mandatory. It must match the membership dates defined further down in the form. For example, if the membership runs from September 1 to July 31, that makes 11 months: you must therefore enter 11 in the "duration" field. 

• You then need to select the number of time slots per week that can be booked through the membership. For example, if two slots are bookable, the member will only be able to sign up once or twice per week.

• Assign the correct time slots to each offer : here you define the groups of time slots that go together for the same offer. For example: one pricing option grants access to the Monday 8:00 a.m. class and the Friday 10:00 a.m. class, but it can also grant access to the Tuesday 3:00 p.m. class and the Thursday 5:00 p.m. class.

• At the time of sale, these time slots will appear together in the purchase flow. The member will automatically be enrolled in both classes included in the selected offer. This setup allows you to offer multiple pricing options based on the number and schedule of available classes each week. 

• This allows you to create different pricing options with different schedules each week, for example based on skill levels : members in level A access certain time slots, those in level B access others, etc. ⚠️Time slots can only be part of one combination within the pricing option. 

If only one time slot is accessible: two options​📍​

• All time slots linked to activities configured in the membership are accessible: leave the checkbox "Restrict the schedule time slots selectable in the sales process for this offer". In this case, all configured activities from the schedule, set in the membership, will be available at the time of sale.

• Only specific time slots linked to the activities configured in the membership are accessible: check the box "Restrict the schedule time slots selectable in the sales process for this offer". Then, specify which time slots are accessible with the offer. 

• About the membership dates to be set (which must match the number of months)

📅 There won’t be any technical restrictions when setting the fixed dates, but it’s important that they match the duration entered in months. If you use the Full month mode, it’s essential that the period corresponds to a whole number of months (e.g., from September 15 to July 15 = 11 months). Otherwise, billing will be incorrect.

A few checks before you start selling your memberships⚠️

• The activity must be bookable with the keyword indicated in the membership configuration. This article on booking rights may help you to check this.
• The activity should be created on the planning with the desired recurrence. Ideally, the membership date and the activity recurrence date should match. A good idea might be to set the end date of an offer on the last recurrence proposed, for example.
• In the case of networks, the activity and recurrence must be visible to the club selling the membership.

How to sell this membership type from the back-office? 🏢

When selling from the back office, select the membership, then fill in the following information:

1. Membership start date. This is the date from which the membership will be valid.
2. The activity the client is booked on when you sell them the membership. 
3. You can then choose between the different recurrence times for the activities available by membership, along with the day and time of the week on which they take place. The number of places available for these same recurrences is also indicated.
4. The day on which the membership is debited. The client will be billed monthly or weekly on this day. In the case of a cash membership, this box is not displayed.
5. If multiple time slots are accessible through the pricing option, they will appear like this in the sales flow, and all time slots in the combination must be available for the booking to be completed.

You can then click on Proceed. A summary of the purchase appears in the shopping basket, along with information about the activity booked at the time of sale:

The sale is validated and completed as usual, from the signing of the contract to the payment due on sale. The membership is visible in the member file. If the member has several recurring memberships, with different slots, they will be easily identifiable thanks to the mention of the timetable under the slot title.

The membership is then visible on the member file, as are the related recurring bookings, which are visible from the "Recurring bookings" and "Bookings" menus on the member file, as well as on the relevant planning slots.

How do clients buy this type of membership online? 🛒

These are basically the same sales steps as usual, with the difference that the client also provides the following information when selecting their membership:

1. Membership start date. This is the date from which the membership will be valid.
2. The activity which the client books.
3. The recurrence chosen (day and time of the week) for the activity. The number of places available for these same recurrences is also indicated.

How to manage the waiting list for this type of membership?⌛

One of the main uses of a ‘recurring classes’ membership is to enable you to book a regular class throughout the year. For example, this could involve weekly classes such as yoga or swimming. Once the class is full, it's a good idea to put interested members on a waiting list. This makes it easy to contact them again as soon as a place becomes available.

⌛A member is interested, but there's no more vacancy?

• In the back office, when you select an activity in the sales tunnel, you can mark them as interested.

• In the member area, if they are logged in as a prospect or member, they can select the ‘Notify me if a vacancy opens up’ option when choosing an activity.

• If they have not yet booked with the club and are on the way to joining, they will also be able to select ‘Notify me if a vacancy opens up’, and will then have to fill in a form with their contact details, authorisations to communicate and validation of the legal points.
• On the Smartview of the member file, you can review the interest in the selected class and it is possible to indicate that the person is no longer interested or to book them if there are any vacancies.

⌛On the club side, an alert on the alerts dashboard will be activated when a membership that was linked to full recurring classes is cancelled.

The alert will lead to the always-accessible ‘Availability Tracker’ list, which shows all the activities linked to a membership. Various filters are available and the list can be exported in Excel format.

Above all, by clicking on the line corresponding to the activity, you can access the waiting list of members to contact in the event of cancellation. And you can go straight to the sale of the recurring class membership from this line by clicking on the pictogram that will take you to the sales tunnel:That's it, the person on the waiting list is now booked on recurrent classes thanks to the recurrent class membership.

Cancellations and special cases 📍

• If a client cancels their membership, all bookings linked to the membership after the effective cancellation date will be cancelled.
• It’s important to be thorough with cancellations to prevent a class that’s part of a combination from becoming available while the other is not. Manual cancellations are therefore not recommended, and attention should be paid to automated cancellations or those triggered by rejection scenarios.
• If the sale of the membership is cancelled, the membership AND all related bookings will be cancelled.