Memberships

This article explains how you can create and manage memberships on Pabau.

How to Create Memberships 

Step 1: Navigate to Setup 

Start by logging in to your Pabau account using your login credentials. Then, navigate to the Setup page and find Memberships under the Services section.

Step 2: Create a Membership 

Once you're on the Memberships page, click the "Create Membership" button to get started. 

Step 3: Insert Details

In the first step, you need to add the basic details of the membership plan, such as the membership name and description, and set the membership perks.

Step 4: Add Perks

The membership perks can be in the form of services or discounts:

Service: Choose services from your account and specify how many times each service is included in the membership.

Every time the membership is active, the client can access the list of selected services free of charge. This means that if any of these services require a deposit, they can be booked free of charge.

To add additional services, click on the "Service" button again.

Clients receive the service/s free of charge as long as the membership is active. If an appointment is booked and occurs during the membership period, it's free. If booked before the membership expires but happens after it ends, the service must be paid for.

Discount: Set automatic discounts for members at checkout. Choose from the discounts you have created in the system. Every time the membership is active, the client will have a discount rate auto-applied in the Point of Sale or online bookings. The rules of the discount will apply, i.e. which services or products the discount can be used with.
 

Other: A third type of membership perk is "Other". In this field, you can free-type any other external or additional benefits you want to offer to your clients. 

Rearrange the perks on your digital membership card by clicking the three-line icon next to each perk and dragging it to your preferred position.

Step 5: Set Up Pricing and Duration

Once you've set up the membership details and perks, click on "Next step" in the bottom right corner.

First, enter the price of the membership plan in the "Amount" field. 

Next, you can choose how you would like to charge your clients. Memberships can be offered with the following payment schedules:

• Weekly
• Monthly
• Yearly

You can also choose from two options for the first payment of a membership:

• Charge immediately and start the membership right away.
• Charge on a specific day of the month or year and start the membership from that date.

In the "Tax" field, choose the tax rate that should apply to this membership. For more details on creating and managing taxes, please refer to this article. 

Step 6: Customize Appearance 

Once you have set up the payment schedules, the next step is customizing the appearance.

In the builder on the left side of the page, you can make the membership available for online purchase and choose whether to display the discount amount on the digital membership card.

You can select the background theme of the membership card and choose the button color.

The membership will be marked as active by default. If needed, you can adjust the status by toggling the switch in the top-right corner.

To finalize the membership setup, click "Save" in the top-right corner of the screen.

By following these steps, you can create memberships in your Pabau account. 

How to Sell Memberships from the Point of Sale

In this article, we'll cover how you can sell memberships to your clients through the Point of Sale.

Step 1: Navigate to the Point of Sale

Step 2: Select Membership

Proceed as you would when performing a sale. Memberships will be displayed on the left-hand side. Clicking on Memberships will show all the memberships you have created in Pabau.

Step 3: Select Payment Method

Once the subscription is set up and the payment is successful, the following will occur:

• An invoice and payment under the item category "Membership" will be created.
• The employee listed on the invoice will be the one who sold the membership.
• The item name will match the name of the membership.
• The unit price will reflect the membership’s cost.
• Quantity will always be set to 1.
• No discount will be applied.
• Tax will follow the settings defined when the membership was created.
• The total price will include the membership cost after tax.

The invoice date and the associated payment will correspond to the date the membership is activated, which may differ from the actual sale date.

An invoice and payment will be generated each time the membership is due, whether weekly or monthly. Future invoices will be tied to the same location where the membership was originally sold.

By following these steps, you will be able to sell memberships successfully.

How to Manage Memberships

In this article, we'll cover how you can manage the memberships sold to clients through their client cards.

Step 1: Navigate to the Client Card

Search for the client name in the search bar to access the client card. Switch to the "Memberships" tab to view all active and expired memberships.

Step 2: Review Membership

By clicking on the three-dot icon next to the membership's name, you will be able to pause and cancel memberships. A client can have only 1 active membership at a time.

Each membership will have one of the following membership statuses:

• Green: The membership is active, and payments are being processed automatically.
• Blue: The membership is manually paused, or the current date hasn't reached the activation date.
• Red: The membership has been canceled or has expired after reaching the maximum allowed time. It won’t renew, and clients can no longer use it. It will be moved to the "Canceled" tab.
• Grey: The membership has been canceled as of a specific date or is set to expire on a specific date. The client can continue to use the membership’s perks until the cancellation takes effect.
  
  

By following these steps, you can easily keep track of active and expired memberships, pause or cancel them, and ensure clients get the most out of their plans. 

Overview of the Membership Dashboard

Memberships in Pabau make it easy to offer flexible plans to your clients, helping you build loyalty and recurring revenue. You can access the Membership dashboard under Clients in the left sidebar menu.

Memberships Sold by Month

In the Membership Dashboard, you'll be able to view a chart that tracks the number of memberships sold each month. 

Members

In the Members section, you can view details about your clients who have subscribed to memberships.

MMR: shows the total revenue generated from memberships on a monthly basis, helping you track your predictable income.

Total Subscribers: the total number of clients who are currently subscribed to your membership plans.

Subscriber Churn Rate: the percentage of clients who have canceled their memberships over a specific period, helping you assess client retention.

Clients

This section shows the clients who have subscribed to your membership plans. Here, you can view the following details for each client:

• Name: The client’s full name.
• Status: The current status of their membership (active, paused, canceled).
• Email: The client’s email address for communication.
• Default Payment Method: The payment method linked to their membership for automatic billing.
• Total Spend: The total amount the client has spent on memberships and treatments.
• Payments: A record of all payments made by the client.
• Last Payment: The most recent payment made by the client.
• Date Created: The date the client’s membership was first created.

Membership

In the Memberships section, you'll find all the membership plans customers can subscribe to. All the membership plans you've created in the system will be listed here.

Clicking on "View All Memberships" will take you to the Memberships page, where you can manage existing plans.

Clicking the "Add New Membership" button will direct you to the page for creating a new membership plan.

By following these steps, you can manage your membership dashboard.

How to Use a Membership to Pay for an Appointment

Step 1: Navigate to the Point of Sale

To access the Point of Sale, click the Create button at the top right corner of the screen and then "Sale."  

Step 2: Select Payment Option

Proceed as you would when performing a sale. When you reach the payment stage, the membership option will appear in the prepaid section if the selected client has an active membership.

If the client’s membership reward is a free service, the membership payment option will only be clickable when a service perk is available. Once selected, it will show the membership icon next to the service and remove the price.

If the membership is paused or not yet activated, it will still be visible but marked with a "Paused" status.

For discounts, there’s no need to select "Membership" at the Point of Sale —the discount is automatically applied to eligible products and services in the cart.

By following these steps, you can seamlessly use memberships as a payment method at the Point of Sale.

How to Edit a Membership

In this article, we'll guide you through the steps to edit the settings of an existing membership.

Step 1: Navigate to Memberships

Start by logging into your Pabau account. Once logged in, navigate to the left sidebar menu, click on Setup, and select "Memberships" under the Services section.

Step 2: Access the Memberships Page

Step 3: Make the Necessary Changes

Update the membership settings by following the same steps you used when originally creating the membership. Adjust the perks, pricing, or any other options as needed.

Step 4: Save Your Changes

Once you've made your edits, click "Save" in the top right corner to apply the changes.

By following these steps, you can easily modify your membership settings to keep them up-to-date.

How to Delete a Membership

In this article, we'll guide you through the steps to delete a membership.

Step 1: Navigate to Memberships

Start by logging into your Pabau account. Once logged in, navigate to the left sidebar menu, click on Setup, and select "Memberships" under the Services section.

Step 2: Access the Memberships Page

On the Memberships page, you’ll find all your existing memberships. Locate the membership you want to edit, click the three-dot icon next to it, and select "Delete." 

Step 3: Cancel Active Memberships

If the membership you’re trying to delete is currently active in any client cards, you’ll be prompted to first cancel those active memberships. Follow the prompts to complete the cancellation before proceeding with the deletion.

Step 4: Confirm Deletion

Once all active memberships have been canceled, you can confirm the deletion of the membership.

By following these steps, you can effectively delete memberships that are no longer needed.

How to Pause a Membership

In this guide, we'll cover how you can pause an active membership for a client.

Step 1: Open Client Card

Start by logging into your Pabau account and opening the client card of the client you wish to pause a membership for.

Step 2: Navigate to Memberships 

In the client card, click on the Memberships tab.

Step 3: Select the Membership and Choose Pause

Click on the three-dot icon next to the membership you want to pause and select "Pause" from the available options. You can choose between two options:

• Indefinite: The membership remains paused until manually re-enabled.
• Until a custom date: The membership is paused until the specified date.
  
  

Step 4: Confirm the Pause

Click on "OK" to confirm the pause.

Once a membership is paused:

• The "Membership" payment method will not appear in the Point of Sale, and payments using the membership will be unavailable.
• Discount perks included in the paused membership will not be automatically applied at the Point of Sale.
• During this time, the client will not be charged for the membership.

By following these steps, you can pause memberships.

How to Resume a Membership

In this guide, we'll cover the steps to resume a membership that was previously paused.

Step 1: Open Client Card

Start by logging into your Pabau account and navigate to the client card of the client whose membership you want to resume.

Step 2: Go to the Memberships Tab

In the client card, click on the Memberships tab to view the list of memberships associated with the client.

Step 3: Select and Resume Membership

Click on the three-dot icon next to the membership you wish to resume and select "Resume" from the available options.

You will have two options for resuming the membership:

• Today: This option will resume the membership and payment from the current day.
• From a Custom Date: This option will resume the membership from a specific date that you choose.

If you select Today, the system will display the client’s saved payment (card) information, along with an "Edit" icon, allowing you to update the client’s card details if needed.

Step 4: Confirm the Resume

Once you’ve selected and saved your preferred option, the membership will be resumed, and its status will return to "Active." This means the client will once again have access to the benefits of the membership.

By following these steps, you can easily resume a membership that was previously paused.

How to Cancel a Membership

In this guide, we'll cover the steps to cancel a membership for a client.

Step 1: Open Client Card

Start by logging into your Pabau account and navigating to the client card of the client whose membership you wish to cancel.

Step 2: Go to the Memberships Tab

In the client card, click on the "Memberships" tab to view the list of memberships associated with the client.

Step 3: Select and Cancel Membership

Click on the three-dot icon next to the membership you wish to cancel and select "Cancel" from the available options.

You will be presented with two cancellation options:

• Immediately: The membership is canceled immediately and moved to the Expired tab in the client card. The client will no longer have access to membership benefits.
• End of the Current Billing Period: The membership is canceled at the end of the current billing cycle, and the client will continue to have access to the membership benefits until the next billing period starts.

Step 4: Confirm Cancellation

After selecting your preferred option, click "OK" to confirm the cancellation. The membership will be canceled based on the selected option, and the client will no longer have access to the benefits as per your chosen cancellation date.

By following these steps, you can easily cancel a client's membership.

How to View Event Logs for Memberships

In this guide, we'll walk you through the steps to view the event logs for a membership.

Step 1: Open Client Card

Start by logging into your Pabau account and navigating to the client card of the client whose membership event logs you wish to view.

Step 2: Go to Memberships Tab

In the client card, click on the Memberships tab to view the list of memberships associated with the client.

Step 3: Select Event Log

Click on the three-dot icon next to the membership and select "Event Log" from the available options. This will open a side menu displaying detailed information about the membership.

Step 4: View Customer Details

The Customer section will show the name and email of the client whose membership is being viewed.

Step 5: View Invoices

The Invoices section displays all invoices processed for this membership, organized chronologically (most recent first). This section includes the following columns:

• Invoice Number: Clickable; clicking opens the Edit Invoice modal.
• Amount: The price paid for the membership.
• Status: The status of the invoice.
• Due: Shows the unpaid amount, if the invoice is outstanding.
• Created On: The date and time the invoice was created.

For each invoice, you'll have the following options when clicking the three-dot menu:

• Download as PDF: Download a PDF version of the invoice.
• View Invoice: Opens the Edit Invoice modal for the selected invoice.

Step 6: View Events

The Events section lists all events related to this membership, including actions like draft invoices created and payment attempts (both successful and unsuccessful).

The events are organized by Event and Created On in chronological order, with the most recent event listed first.

By following these steps, you can easily view event logs for a client's membership and access relevant information about invoices and events.