Overview

The Memberships module was designed to address more advanced pass scenarios than ordinary passes. While it is included in the license for Passes and Reward Programs, you will have to enable the module separately. With the�Memberships module, you can create memberships that are customizable by time period, associated passes, and cost of renewal.

Memberships can also be configured to automatically renew with a secure encrypted credit card token when it is accompanied by our recurring billing license, or you can renew them manually. The credit card security technology used in auto-renewal, known as�tokenization, does not store actual identifying credit card data, which keeps both our clients and CenterEdge Software compliant with�PCI-DSS (Payment Card Industry Data Security Standards)�and�PA-DSS (Payment Application Data Security Standard). To store tokenized cards, you also need a credit card processor that supports tokenization. You can also configure the price of renewal to be different from the original purchase price if necessary.

Enable the Memberships Module

Before you can use memberships, you must enable the module.

1. From Manager Console, click�Maintenance.
2. Double-click�System Settings.
3. Double-click Modules.
   
   
4. Select the�Memberships�check box.

   

5. Click OK.

Create a New Membership

1. From Manager Console, click�Customers.
2. Double-click�Membership Maintenance.
   

   

3. Click�Add.

Configure the General Tab

1. Enter the name of the membership in the Description field.
   
   • This must be unique.
2. Select the�ID Type�from the pull-down list.
   • Selecting None means this membership will exist only in customer records and there will be no physical media created. Card No Swipe�is for scenarios where you will use a barcode to scan when customers use their membership. Card With Swipe lets you provide customers with a magstripe card.
     
     
   • Card ID Types enable a Print Card checkbox. If you have a card printer configured, selecting this will print a new card for members upon purchase.� Select Require Picture to require a photo of the customer before printing. You also must choose a Card Layout to print.
     
     
3. Select the�Membership�Type, which can be Individual, Family, or Group.
   
   • There are some differences in configuration between types, which are outlined later.
4. Select a�Membership Period.

   • This field determines how frequently a membership expires. You can set this to be Bi-Weekly, Monthly, Quarterly, Semi-Annually, Annually, or you can specify a Custom time period. The monthly option can be set to renew on a specific day each month by selecting Renew on Fixed Day. Keep in mind when using this, if a customer buys a membership on the 14th and the fixed renewal date is the 15th, they will be charged for the initial membership and then again for the renewal the next day

     Memberships with a custom Membership Period can't be auto-renewed.

    

5. Select the�Enabled�check box to enable its sale in POS.
6. Select�Auto-Renew�for the system to automatically request and store a credit card token when the membership is purchased.
   • Auto-Renew occurs on the day after the expiration date of the membership, at which point the software will attempt to charge the tokenized card.
   • Membership expiration dates cannot be manually extended.

Configure the Passes Tab

Memberships give customers access to multiple passes, which are configured on this tab.

1. Click�Add Pass.
2. Select the�Pass Description for the first pass you want to include with membership.
   • This will be a Pass type inventory item.

     

3. Enter the Quantity of this pass you want to include.

   For family and group memberships, this quantity indicates how many passes each individual member gets. If you had a family pass with 4 members, and the Quantity was set to 4, a total of 16 passes would be included in that membership.

4. Verify Enabled is selected, unless you want to temporarily disable the pass.
5. Add as many passes as are included with membership.

Configure the Billing Tab

This tab lets you define the cost of each membership period. You can also use a different price for renewals.

1. Select the item you configured as theInitial Fee Item.
   • Fee items should not be pass type items.
2. If your renewal fee is different from your initial membership fee, select the�Enable Separate Renewal Fee�check box.
   • If�Enable Separate Renewal Fee�is selected, a renewal fee inventory item is required.
3. Select the item you configured as the Renewal Fee Item.
4. To allow customers to renew their memberships at the cost of the renewal fee rather than the initial fee after their membership expiration date, enter a number or click the arrows to set the Days after expiration to allow renewal.
   

   • This number determines the number of days after a membership's expiration date it can still be renewed at the renewal price. If you enter 5, customers will be able to renew their memberships at the renewal price up to 5 days after their membership expires, after which they would be required to purchase the membership at the initial price.

     Entering a number here is optional. Leaving the number at 0 will require a new membership immediately after it expires and it hasn't been renewed.

Configure the Web and Images Tabs

The Web and Images tabs let you configure settings if you plan to sell this membership online.

1. To enable the online sale of this membership, select Web Enabled in the Web tab.
   • This activates the rest of the fields in this tab.
     
     
     

2. Select Will Call Ticket.

   If you don't select this, you won't be prompted for customer information at check-in. This can cause issues connecting the membership with the correct customers.

3. Configure the other fields as necessary:
   • Require Agreement: Selecting this requires customers to accept an agreement before purchase. A pencil icon will appear that lets you enter content for that agreement. The editor has a standard word processing toolbar and you can also edit the source code.
     
   • Web Name: If you want the membership to be called something different online, enter it here.
     
   • Web Fee: To add an extra charge when purchasing this membership online, enter an amount here.
     
   • Web Group: Add your membership to a Web Group by selecting one here.
     
   • Short Web Description: This description displays under the image associated with this membership when it is on a page with other items.
     
     
     
     
   • Long Web Description: This description displays on the individual membership page when you click the title or image to view more information.
     
     
     

Group and Family Memberships

Group and family memberships have some important differences from an individual membership that allow for multiple customers to have access the membership passes. Both group and family memberships have the same functionality, but are named differently for reporting and categorization. The only difference in configuration between these and an individual membership are on the Billing tab of Membership Maintenance. The following details the fields unique to family and group memberships.

• Initial Increment Fee Item: This field determines the initial base price of the membership.
• Base Members: This is the maximum amount of members an instance of this membership can have before any Increment Fees will apply.
  
  
  
  
• Initial Increment Fee Item: This item determines the additional charge that will be added if more than the Base Member amount are added. This is an optional field.
• Renewal Fee Item: If you select Enable Separate Renewal Fee for a family or group membership, this field determines the price for renewal as long as the Base Members number hasn't been exceeded.
• Renewal Increment Fee Item: This is the charge added on top of the Renewal Fee for every member past the Base Members.
  
  
  
  
• Max Membership Price: This lets you put a cap on the amount of money a member will be charged in Increment Fees. If it costs an extra $10 for every member above 4, but you don't want to charge any more than an extra $70 no matter how many members are added, you would enter that price here.
• Max Members: This is the maximum number of members you can add to a single membership. If your Max Members is set to 8, you will be unable to add a 9th member to an instance of this membership. Leaving this at 0 means there is no maximum number.
• Max Renewal Price: Like the Max Membership Price, this is the maximum Renewal Increment Fee that will be charged regardless of how many members there are.
  
  

Sell a Membership

Setup in POS

In order to sell a membership locally, you have to set up a specific membership button in POS.

1. From POS, click Setup.
   
   
2. Click Start Pos Screen Design.
3. Click an empty retail button.
   
   
4. Click Edit.

5. Select Sell Membership as the Button Type.

   
   
   
   
   

6. Select the membership you want to sell from the pull-down list below.
   
   
7. Enter Button Text if you want the button to display something different from the membership name.
8. Design the button as necessary by adjusting the text, color, or background image.
9. Click OK.

Performing the Transaction

The process of selling a membership will differ depending on whether it is a Family, Group, or Individual membership and on the ID Type set in Membership Maintenance.

1. From POS, click the button for the membership you want to sell.
2. Select or add a customer to associate with the membership.
   • For family and group memberships, a window to add more members and view the membership details appears.
     
     
   • Family members of the customer will show by default when adding a new member, but you can select anyone.
   • The Primary member is the owner of the membership and any tokenized cards will be associated with that account.
     
     
3. If applicable, once you have added all members, click OK.
4. Complete the transaction as usual.
   • If the ID Type is Card With Swipe, you will be prompted to swipe associated cards before completing the transaction.

View and Manage Customer Memberships

You can view any memberships a customer has from their customer record, which you can access from both POS and Manager Console. From POS, when you are logged in, click Cust Maint.



From Manager Console, double-click Customers within the Customers screen.

1. Search for and select the customer whose membership you want to view.
2. Open the Memberships tab.
   
   
   
   
   • All the customer's memberships and their statuses, which is also a pull-down list that allows you to change the status, display.
3. Click Edit to make changes to the membership.
   • You can click to expand any membership to see more information including the option to�Inspect Memberships, which opens�Membership Maintenance where you can make changes to the membership, or view all members in that membership type.� You can click�Change to add or remove members in group or family memberships. Click Print if Print Card is selected for the membership type and you want to reprint a card.
     
     
   • There is also a list of other members from which you can click Go to Customer to view and edit that customer's record.
     
     

Cancel a Membership

You can cancel a membership immediately or upon the next expiration date.

• To cancel the membership upon expiration, deselect�Auto Renew from the primary membership holder's customer record.

• To cancel the membership immediately, select Canceled as the Status in the primary membership holder's customer record. If the membership is a group or family type, you will need to remove all the other members from the membership before you can cancel the primary member. You can't cancel the other members, they must be completely removed from the membership.
  

  Canceling a membership is permanent and the customer will have to purchase another membership to have access again. You can also select Suspended for memberships that are temporarily disabled.