Creating membership plans and the freeze policy

Subscription Management is the module for the timed memberships you sell to your customers (a monthly gym membership, an annual package and so on). The Subscription Management group in the left menu has three pages: Subscription Plans, Subscriptions and Check-in / Check-out Records. On some screens a subscription is also called “access” (New Access Sale, Access Details).

You use the subscriptions you sell to record the member's check-ins; when a class has “Enroll with a subscription” turned on, an active subscription can also be used instead of a package when you enrol the student (classes after the subscription's end date cannot be booked this way).

Turning the module on and permissions

If Subscription Management is not in the left menu, either the module is off or your role is not allowed to see the menu. To turn the module on, open My Business → Pi Store, click the Subscription Management card and press Activate; when the page reloads, the module appears in the left menu. This needs the “Entegrasyonları yapabilir” (manage integrations) permission in your role, while seeing the menu needs “Erişim modülünü görüntüleyebilir” (view the access module).

Creating a plan needs “Erişim planı oluşturabilir” (create access plans); editing, archiving and reactivating need “Erişim planını düzenleyebilir” (edit access plans); deleting needs “Erişim planı silebilir” (delete access plans). These permissions are in the Access Control group under My Business → Settings → Roles & Permissions. The workspace owner and the “Yönetici” (Manager) role have all of them; the built-in “Personel” (Staff) role can see the plans but cannot change them.

Creating a new plan

1. 1

   Open the window

   On Subscription Management → Subscription Plans, press New Plan at the top right; the New Access Plan window opens.

2. 2

   Define the plan

   • Plan Name (required): becomes the name of the subscription when you sell it; this name is shown in the Subscriptions list, in check-in records and on the customer card.

   • Description: optional; shown under the name in the plan list (what the plan covers, which services it is valid for and so on).

   • Duration Type and Duration Value: choose day, month or year and enter the length (at least 1). The window opens with 1 month; the Overview field beside them shows the two together. The subscription's end date is calculated by adding this length to the start date of the sale.

   • Price: the plan's standard sale price. It is copied into the Price (Override) field when you sell and can be changed there; if you leave it at 0, no payment plan is asked for at the sale.

3. 3

   Enter the freeze rules

   Fill in the Freeze Policy section at the bottom of the window as described below. If you leave it as it is, freezing stays off.

4. 4

   Save

   Press Create (the button stays disabled until you type a plan name). “Plan created.” appears and the plan is added to the list with the Active status. Active plans can be picked in the New Access Sale and Renew Access windows.

Freeze policy

So that members can suspend their membership for a holiday, an illness and similar situations, you define three rules:

• Max. Freeze Days: the total number of days the subscription can be frozen for over its lifetime (0 by default).

• Max. Number of Freezes: how many separate times that allowance can be used (0 by default).

• Min. Freeze Period: the fewest days a single freeze can last (1 by default).

The Freeze column of the plan list summarises the rules: “4× / 30 days” with “min 10 days” underneath means the subscription can be frozen at most four times, for thirty days in total, and for at least ten days each time. A plan whose Max. Number of Freezes is 0 shows Closed in this column; a plan where only Max. Freeze Days is 0 shows “… / 0 days”, and freezing is still off.

Managing plans

The search box above the list looks in the plan name and description; next to it are the status filter (All Statuses, Active, Archive) and the sorting (Newest, Oldest, By Name (A-Z)). The three-dot menu on a plan's row offers:

• Edit: make the change in the Edit Plan window and press Update. Changes to the name, duration and price apply only to future sales; subscriptions already sold keep their own name, dates and price. The freeze rules, however, also apply to existing subscriptions.

• Archive: closes the plan to new sales and to renewals with this plan; the plan stays in the list with the Archive status. Subscriptions sold from it carry on and can still be frozen under its rules. Reopen an archived plan with Activate in the same menu.

• Delete: pressing Yes, Delete in the confirmation removes the plan from the list. Subscriptions sold from it are not deleted; their dates, status, payments and check-in records carry on unchanged. However, their detail page no longer shows the plan, they can no longer be frozen, and you have to pick another active plan when renewing them.