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System Settings Relevant to Memberships
This document outlines the areas of the system that influence how memberships operate and are managed. Where a section is used solely for memberships, a link is provided to a separate document that explains each field in detail, rather than describing them all here.
1. Settings - Global Configuration
Global Settings
| Create Member Numbers | Enables the automatic generation of a unique membership number for each customer. This setting must be turned on if the business offers memberships. The generated number is stored in the customer’s record and used to redeem membership benefits. |
| Member # Prefix | Adds a custom prefix to each membership number for easy identification. |
| Use Membership Forms | Enables direct debit membership sign-ups using a form instead of credit card payment. Currently only available for clients utilising the Merchant Warrior Payment Gateway. |
Booking Site Settings
| Membership Cancellations | Allows customers to cancel their own membership via the Online Customer Portal. |
| Membership Pauses | Allows customers to pause their own membership via the Online Customer Portal. |
| Allow Change Payment | Allows customers to update their own payment details via the Online Customer Portal. |
| Credit Card Changes | Allows customers to update their credit card details via the Online Customer Portal. |
| Bank Account Changes | Allows customers to update their bank details via the Online Customer Portal. |
| Allow Photo Upload | Allows customers to upload their own photo via the Online Customer Portal. |
| Lock Photo Upload Hours | If this setting has a number assigned to it, it indicates how many hours after the initial upload the photo can still be changed. For example, if set to 24 hours, the customer can upload their photo and make changes within 24 hours. After this period, the photo will be locked and cannot be altered. This ensures prompt verification while allowing time for adjustments, reducing the risk of fraudulent changes. |
2. Settings - Roles
| Manage Memberships | Controls who has access to create and maintain membership products |
| Manage Order Fees | Controls who can waive and remove membership fees on orders |
| Manage Reasons | Controls who can create and maintain reasons for membership pause and cancellations |
| Manage Fees | Controls who has access to add and maintain membership fees |
3. Settings - Reasons
5. Settings - Fees
| Type - Adhoc Membership | This fee can be manually applied to a customer who has purchased a membership by clicking the hamburger icon in the membership order and selecting Add Fee. Only fees with the type Adhoc Membership will appear in the dropdown list. The amount can be adjusted before the fee is saved, and it will be included in the customer’s next payment. |
| Type - Declined Membership Payment | This fee is applied automatically. If a membership payment is declined, the system will retry the payment. After a second failed attempt, the fee will be added to the order and processed during the next payment run. |
| Type - Pause Membership | Once a fee is created with the type Pause Membership, it becomes available in the Pause Restrictions section of a membership product. Under the setting Apply a fee each time a membership is paused, selecting the field will display a dropdown of all fees with this type. The selected fee will be applied each time a membership is paused and charged in the billing cycle following the start of the pause. |
6. Operations - Facilities
Facility Details
| For Members | If set to Yes, the facility will display with a lock symbol online. It can only be booked by customers with an active membership that includes the facility as a linked benefit. |
| Latest Booking | Set a number of days into the future that bookings can be made for this facility. Example: Setting it to 15 allows bookings up to 15 days ahead, overriding Global Configuration for Public, POS, and Admin users. |
| Latest Booking Date | Set a fixed end date for when bookings can be made. This overrides all other settings, including LATEST BOOKING and Global Configuration. Important: If this date is in the past, the facility cannot be booked and an error message will appear. |
| Allow Amendments | Controls how many hours before a booking a customer can make changes via the Customer Portal.
Use this setting to manage how close to the booking time customers can make their own changes. |
Prompt for Future Bookings
| On the Public Site | Prompts customers for future bookings |
| In the Back Office | Prompts staff for future bookings |
| Gap Between Dates | Sets the interval between bookings - daily, weekly or monthly |
| Maximum Number of Dates | Sets how many consecutive dates can be booked (e.g., 12 weekly sessions for a school term). Note: Latest Booking Date in Facility Details will override this limit. |
7. Operations - Discounts
Discount Voucher Details
| Create Single Use Codes | If linked to a membership product then one code will be created when a membership is purchased, providing the Maximum Voucher Quantity has not been reached. |
| Maximum Voucher Quantity | This sets the total number of vouchers that can be issued. For example, to give an extra discount to the first 50 members, set the quantity to 50. A tally is kept as memberships are sold. |
Members/Membership Details
| For Members Only | Set to YES when creating a discount to make the discount available for selection when creating the membership product |
| For Member Type | Set to MEMBER. |
8. Operations - Product Categories
| Name | Membership |
| Product Type | Membership |
| Hidden | Yes - Will prevent Memberships Being sold Online No - Memberships will be available online |