Once the Memberships feature has been enabled for your facility, you may create any number of membership plans. Navigate to Admin > Membership Plans to begin:
* Please contact our support staff if you want to enable memberships for your facility
Click Add Membership Plan to create the first plan for your facility:
You will notice that your new plan is inactive. It will not be available to sell subscriptions to this plan to your customers until it has been activated, and a plan may not be activated until the following criteria have been met:
- A Plan Name has been entered.
- Pricing has been set to any amount greater than 0.00.
- A Welcome Email Template has been selected.
- A Receipt Email Template has been selected.
Plan Settings
The General section contains fields for Plan Name and Plan Color.
General
Enter a name for your membership plan in the Plan Name field. This name is public and will appear throughout the software as well as on customer receipts:
Plan Color is an internal option and is intended to make it easier to visually sort membership plans within the software. This setting is not public will not be visible to your customers. The default option is #0000CC. Enter a hexadecimal color code in the Plan Color field, or simply click on the blue square to open a color selector:
A new color may be selected from here:
Plan Pricing
You may choose to have the option of either a monthly or yearly billing period for customers subscribed to this plan, or both. You may also have different pricing tiers for different age groups. Click Add Pricing to create multiple price tiers for different age groups:
Click the dropdown under Age from to select a starting age limit. Anyone younger than this age will not be able to subscribe to this plan. Select Any to not set a limit for this range. In this example, we have set the minimum age to 4:
Click the dropdown under Age to to select an ending age limit. Anyone older than this age will charged the price for the next age range:
Select Any to not set a limit for this age range.
Note: Your final age range MUST end with Any to prevent a customer from aging out of a plan. Age ranges may not overlap.
In this example we have set the first age range to 4 to 17 years old, and the second range to 18 to Any:
You must set an amount that you will bill each member subscribed to your plan.
If you have Monthly checked, enter an amount in the Monthly field(s):
If you have Yearly checked, enter an amount in the Yearly field(s):
If you have both check, enter an amount for both Monthly and Yearly. Customers will be able to choose whether they wish to be billed monthly or yearly for the plan upon signing up.
In this example, plan subscribers aged 4 through 17 are charged either $10 a month or $100 a year.
Plan subscribers aged 18 or older are charged either $15 a month or $160 a year:
If you have multiple price tiers for different age ranges, simply click on the trash can icon to remove one.
Activation Fee
If you wish to charge a one-time fee for each member added to your plan, check Enable:
Enter a name for this fee in the Activation Fee Name field, and then set an amount in the Activation Fee Per Person field:
You may choose to wave this fee for anyone who subscribes to a membership plan.
All membership plans must have a Welcome Email Template and a Receipt Email Template selected. These emails are populated with custom text as well as your plan's information. Welcome emails are sent to customers upon signing up, and receipt emails are sent to customers each time they are billed for a subscription.
Please see our article on membership email templates for more information.
You may send yourself a test email by clicking the gear icon and choosing Send Test:
Taxes
Taxes may be charged for subscriptions to your membership plan:
You may also choose to calculate the tax but include it in the price of the plan.
Tax rates may be created or modified by navigating to Admin > Facility Info > Preferences > Tax Rates.
Please see this article for more information on taxes in Party Center Software.
Cancel Subscription After Failed Payment
If a customer's recurring subscription payment fails to go through, you may choose a period of time before their subscription is automatically cancelled and removed from their profile.
The amount of time between a lapsed payment and a cancellation may be set to 1, 2, 3, 4, 5, or 6 months:
Activating and Deactivating a Plan
Once you have completed the configuration for your membership plan, click the Create Plan button:
A plan must be active before subscriptions to the plan may be sold. Scroll up and click the Activate button:
If you wish to delete a plan, if must first be deactivated. Click the Deactivate button to return this plan to an inactive state:
Deactivating a membership plan will make it immediately unavailable to sell and will stop automatic renewals for all members subscribed to this plan.
You may click the trash can icon to delete an inactive plan from your facility: