Memberships — plans customers buy for a discount

What a membership is

A membership is bought once and gives a discount on every visit until it ends. Memberships are being switched on business by business (salons first). Where they are on, CRM → Memberships sits in the menu under Customers; anywhere else the page says Memberships aren't switched on for this business.

A gym's monthly membership is usually a fee you collect every month — that is a recurring payment, not a membership plan.

Make a plan

On Memberships, tap New plan:

• Name — what customers call it (Gold membership).
• Runs for — how many months.
• Discount — the % off (like 10, or 12.5).
• The discount applies to — Services, Products, Packages, or any of them.
• Price — what the customer pays for the plan. You can leave it blank while you decide; a plan without a price can't be sold.
• GST on the plan — the rate on the plan's bill line.

Only the owner confirms a plan's price. The owner ticks Customers will be charged ₹… while saving, or taps Confirm ₹… on the plan later. A plan a team member priced shows Waiting for … to confirm ₹…, and the counter can't sell it until the owner does. A changed price, discount or length waits for the owner again; a new name does not.

Each plan becomes an item on your Bill counter. Change the plan here and its item follows — in Items & prices its name, price and GST can't be changed while the plan is on sale. A change counts for memberships sold from then on; a membership already sold keeps what it was sold with.

Stop selling asks first: customers who already have the plan keep it until it ends, and the plan's item leaves the counter. Show plans you stopped selling lists them. Making and changing plans needs the Manage staff, attendance, branches & setup permission.

Sell a membership

On the Bill counter, choose the customer first, then add the plan's tile. When the bill is paid in full it starts that day — the row reads Starts today — today's services already get it — and runs for the plan's months. A bill not paid yet (a credit bill, or only part paid) waits: the membership starts the day the rest is paid. It can also be sold on a bill made in Invoices, and paid through the bill's payment link — paid in full online, it starts that day.

One membership per bill — for a second person, make a second bill. The same plan bought again before the current one ends starts the day after the old one ends, so no days are lost.

The discount at the counter

Pick a customer with a running membership and the bill shows a membership row — Gold · 10% off with Till 31 Mar, or Ends 5 Nov — renew? in its last 30 days. Every line the plan covers gets its % off, and the totals show a Membership line. A bill discount and shop points work on what is left after it.

With an offer on the same bill, each line gets the bigger of the two discounts (the membership keeps a tie) unless the Offers page is set to Both discounts. If the membership can't be checked for a moment, the row says so and that bill goes without it.

On the customer's page

The customer's page has a Membership card: the plan, how far it has run, and what it saved them — ₹1,260 off so far · 7 visits. Its status is always one of these:

• Active till 4 Nov 2027 — running.
• Starts on … — a renewal bought early.
• Renewed — the next one starts … — the next one is already bought.
• Starts when the bill is paid — sold on a bill not yet paid.
• Paused — the bill is unpaid again — its bill was marked unpaid.
• Ended on … and Cancelled — past discounts stay.

Start now starts a membership whose bill isn't paid yet: it gives the discount from today, and its dates won't move when the bill is paid. It asks for a reason and needs the Manage staff, attendance, branches & setup permission.

The membership card

When a membership starts, a WhatsApp message with the customer's card is prepared for them within a few minutes — Hi Priya, your Gold membership at Glow Salon is active till 4 Nov 2027 — 10% off services. Your card: …. It goes the way your Customer messages are set up: by itself when sending is on, otherwise it waits in Customer messages for one tap. The card link opens the plan and the date it is valid till; the customer shows it at the counter.

On the Membership card, Send the card again sends a new link (the old one stops working) and Stop this card stops the link at once — the membership keeps running, and you can send a new card any time. These need the Add & edit contacts, notes, tasks permission. Some businesses' cards go as a message without a link for now; the customer shows the message instead.

Reminders before it ends

The Reminders card on the Memberships page says when customers hear about it; Change sets it:

• a reminder 7, 15 or 30 days before it ends (15 to start with);
• a reminder on the day it ends (on to start with);
• a renewal offer 7 or 15 days after it ends, or none (7 to start with).

Each one is sent once, the way your Customer messages are set up, and a customer who has already renewed hears nothing. The renewal offer asks them to come back, so it is a marketing message: it goes out by itself only when sending is on and you have allowed marketing messages — otherwise it waits in Customer messages for one tap — and never to a customer whose offers are paused. Changing the timings needs the Manage staff, attendance, branches & setup permission.

Cancel, refund or mark unpaid

• Cancel the bill that sold it — the membership is cancelled; discounts already given stay.
• A credit note for the whole membership line cancels it. The credit note says how much the membership gave in discounts so far, and the refund is filled in as the line's value less those discounts — change it if you agreed otherwise.
• Mark as unpaid pauses it; paid again, it carries on with its original dates. If that bill also used the membership it sells, you are asked first.
• To correct such a bill, issue a credit note and use Bill again — keep the membership dates on the bill: the new bill keeps the old membership's dates instead of starting fresh. A bill that sold or used a membership is never edited in place.

Bring in memberships you already had

If customers already had memberships in a register or another app, bring them in once: Import & export → Opening memberships. One row per membership: Phone, Plan (the name as it is on your Memberships page) and Valid till; Valid from can stay blank (it is worked out from the plan's months), and Amount paid is a record only — it is not added to any bill.

The customers must already be in your CRM (import them first). A membership that overlaps one they already hold is refused, and one that has already ended is kept as history with no reminders. The Check says what happens to every row before anything is saved; the import's Undo, within 7 days, cancels each imported membership that hasn't been used. It needs the Manage staff, attendance, branches & setup permission.

On your website

When your CRM's customer tools are on for a website, a signed-in customer's account page shows their running membership and the date it is valid till — see customer accounts.

Common questions

Can a family share one membership? Not yet — a membership belongs to the customer who bought it. Family members come later.

Can I change the discount for customers who already bought? No — a membership keeps the terms it was sold with. A changed plan counts for memberships sold after the change (once the owner confirms it).