Creating a Membership

 

Zenoti offers you the flexibility to set up many different types of membership in the system, with varied payment options, benefits, and schedules. Membership are set up at the organization level, and can be applied to any center within the organization.

At a broad level, memberships can be divided into two types: Recurring and Non-Recurring. The benefits, payments, redemptions, and other configuration vary based on the membership type you are setting up.

The following is the list of key steps to set up memberships:

 Step Description Details
 1 Go to Create a Membership window Memberships are created for entire organization and later applied to individual centers, so make sure you are at the organization level to begin adding a membership. 
  1. On the Zenoti main menu, click the Marketing tab.
  2. On the Marketing Dashboard, click Memberships > Memberships.

  3. On the Manage Memberships window, click Add.

The system opens the Create a Membership window - General tab.

 2 Enter general membership details

Type the general information related to the membership, such as its name, identification, description, and terms and conditions.

See detailed configurations (in the Enter General Configurations section below)

 3 Select a membership type

A membership is either recurring or non-recurring.

Recurring memberships allow guests to pay the membership fee at regular intervals in terms of months and you can set up the different schedules for benefits depending on the payment schedules.

Non-recurring memberships are pre-paid memberships where clients pay the membership fee at one go and use the membership benefits through the tenure of the membership.

Payment options and benefits vary depending on the membership type.

Learn more (in the Enter General Information section below)

 4 Set up payment options

Membership payment options depends on the membership type. For recurring memberships, you can set up the payment frequency and the installation amounts, whereas for the non-recurring memberships, enter the membership price and the expiry period. 

See detailed configurations (in the Set up Payment Options section below)

 5 Set up benefits

Membership benefits include:

  • Credits: credits in a value higher than the membership price.
  • Service Credits: free services that are included as part of the membership.
  • Discounts: discount on specific (or all) services.

You can combine different types of benefits for a membership and how they can be redeemed.

See detailed configuration (in the Set up Benefits section below)

 6 Set up revenue recognition and commissions

Configure how the revenue is recognized from the membership and commissions are paid. Available options for revenue recognition include initial, monthly, and service credit revenues, each specifying how much revenue needs to be recognized as soon as the membership is sold, and how much revenue is recognized on a daily basis. As for the commission, you can select whether or not to pay commissions to employees on selling the membership, and on what basis the commissions need to be calculated.

See detailed configurations (in the Configure Revenue Recognition and Commissions section below)

7 Select centers for the membership and display it in the mobile app

Select the centers where the membership applies. If you want to show this membership in the mobile app for the center, configure the membership display in the Catalog tab. You can also upload a YouTube video about the membership.

See detailed configurations (in the Select Centers section below)

Detailed Membership Setups

The following sections describe the purpose and usage of the fields for setting up various aspects of memberships. Click the relevant section to expand the content.

Where: General Tab
Refer to these descriptions to fill in the general membership details:

Field

Description

Membership Name

Enter a name for the membership.

Membership Identification

Type a code for the membership identification in the system. Each membership should have a unique identification code, and you can use a combination of words and number to create one of your choice. 

Description

Enter a descriptions for the membership, which displays in the POS window when the membership is select for a sale.

HTML Description

Enter a description for the membership to display it in the mobile app and the webstore. You can use HTML for rich description, and include images. After you enter the description, click the preview icon next to the box to check how it appears to the end user.

Business Unit

Select the business unit of the membership to track the business by each business unit. 

Appointment Category

Select an appointment category for the membership.

Membership Type

Select one of the following options:

Recurring: Allows clients to pay the membership fee at regular intervals in terms of months. For recurring memberships, you can set up membership benefits to be given away with each installment as well as control the redemptions based on the frequency of usage.

For example, a recurring membership for massages can be set up in such a way that clients pay $50 every month and can avail 1 free massage every month. Alternatively, you can provide $ credits that clients can use to pay for service of their choice.

 Non-recurring: Select this for prepaid memberships where clients pay the membership fee at once and use the membership benefits through the tenure of the membership.

 

Active

Select a Yes or No to keep the membership active or inactive. Only active memberships can be sold from the POS window. When you want stop the sales of a membership, open the membership and select a No in this field.  

Membership Category

If you have created categories for your memberships, select a suitable category for the current membership.

Expiration

(only for Recurring memberships)                          

Select one of the following options:

Fixed: Select this option if the membership needs to expire after a specific number of days or months.

No Expiry: Select this option if the membership has no fixed expiry period.

Terms & Conditions

Enter your membership Terms and Conditions in the box. The system shows the terms and conditions while purchasing the membership from the webstore, on the receipt for the in-store purchases, and based on the notification settings, are also sent to the guest's mobile and email. To turn on the Membership Terms & Conditions notification, go to: Admin Dashboard > Organization > Organizations > Email/Text tab > Memberships and Packages.

Terms & Conditions Acceptance Message

If you enable email or mobile notifications for the membership terms and conditions, a hyperlink is sent in the email or text for the user to accept the terms and conditions. The text you enter in this box is used as the acceptance message from the user.

Where: General tab.

Payment options differ for recurring and non-recurring memberships. Click the following links based on your membership type to set up its payment options:

To enter payment details for a recurring membership

In the Membership Type field, make sure you select the Recurring option, and then enter the following details in the Payment section below. 

Field

Description

Payment Amount

Enter the amount that the client needs to pay in each installment.

Setup Fee

Enter the setup fee for the membership. It is the one-time fee that will be charged to the clients on selling this membership. If the membership doesn't have a setup fee, leave this field blank. 

Start First Collection After

Type the number of days after paying the Setup Fee post which you want the membership payment to start. Leave the Start first collection after field blank to keep the membership billing date on the same date. If necessary, you can change the first billing date from the POS window.

Expiry Period

(Appears only when you select the Expiry option in the Expiration field)

Enter a specific number of days or months after which the membership expires.

Payment Type

Select one of the following options:

  • Payment Frequency: Select the frequency of regular membership payments in terms of months. For example if the membership has quarterly payments, then enter 3 in the box, and for half-yearly payments, enter 6.
  • Payment Installments: Alternatively, enter the total number of monthly installments that the client needs to pay for this membership.

Lock-in Period

Enter the number of payments that the clients needs to complete before they can cancel the membership. Depending on the Payment Type, the value you enter in the box refers to either the number of installments, or number of schedule payments.

To enter payment details for a non-recurring membership

In the Membership Type field, make sure you select the Non-Recurring option, and then enter the following details in the Payment section below. 

Field

Description

Payment Amount

Enter the amount that the client needs to pay in each installment.

Setup Fee

Enter the setup fee for the membership. It is the one-time fee that will be charged to the clients on selling this membership. If the membership doesn't have a setup fee, leave this field blank. 

Expiry Period

(Appears only when you select the Expiry option in the Expiration field)

Enter a specific number of days or months after which the membership expires.

Payment Type

Select one of the following options:

  • Payment Frequency: Select the frequency of regular membership payments in terms of months. For example if the membership has quarterly payments, then enter 3 in the box, and for half-yearly payments, enter 6.
  • Payment Installments: Alternatively, enter the total number of monthly installments that the client needs to pay for this membership.

Lock-in Period

Enter the number of payments that the clients need to complete before they can cancel the membership. Depending on the Payment Type, the value you enter in the box refers to either the number of installments, or number of schedule payments.

You can configure three types of benefits for membership. Click the following links to learn how to set up the relevant membership benefits:

To set up credits

Some memberships offer credits worth more than the membership price. For example, for a membership price of $100, if you offer $150 worth of services, you are giving away $50 extra credits. If you award credits as a part of the membership, you need to set them up in the General tab, under the Benefits section. 

Refer the information below to set up membership credits:

Field

Description

Credit Value

Enter the total value of credits you give as a part of this membership. For example, if you provide $130 worth of services for a $100 membership, you need to enter $130 in this box.

Note that for recurring membership, the value you enter in this box is considered as monthly credits. 

If you do not provide any extra credits in your membership, leave this field blank.

# of Members

Enter the number of guests allowed on this membership. If you allow multiple members on a membership, you can add the new guest from the guest history page of the primary member. 

Add different membership code for secondary member

Select this checkbox if you want the system to generate a new membership code for the additional guests. 

Restrict redemption to only selected services

Select this checkbox if you want to allow the guest to use the credits only on selected services. You can select the services in the Benefits tab.

Need OTP authorization

Select the checkbox if you want to restrict the membership benefits to authorized users. After you select the checkbox, an OTP code is sent to the guest's registered mobile number on every attempt to use the membership benefits. Only when the code is entered on the payment page, payment is processed. To know more about OTP, read the Using One-Time Password (OTP) Feature article.

To set up discounts and service credits

If you are creating a membership that offer specific services free or offer discounts on services, click the Benefits tab to configure them.

Refer to the information below to set up discounts and service credits:

Field

Description

Discount Type

Select one of the following:

  • Percentage: select if you want to give a percentage of the service price as a discount.
  • Flat: select if you want to give a specific amount as discount on the selected services.

Benefits Period

(Appears only for recurring memberships)

Before you select the benefits period of the recurring membership, you need to select how frequently the customer can redeem a free service. You can do so in the General tab, using the Limit Redemption Based On field.

  • Last Visit: Select this to enforce a wait period for a specific number of days before redeeming the free services again. For example, if a membership offers ten massages, restrict a guest to wait at least 30 days between each massage. The frequency can be edited from the Benefits tab.
  • Frequency: Select this to enforce how frequently a customer can redeem a free service based on the frequency you've decided. For example, if a membership offers 10 massages, and you've defined monthly frequency, the customer is restricted to redeeming a massage once every calendar month.

 Now, select one of the following in the Benefits Period field:

  • Full membership period: Allows the guests to use their free services and discounts throughout the period of the membership.
  • Payment frequency: Allows the guests to use their benefits until the next payment due date. If there are any unused benefits, they get expired after the next payment due date. 

Service Equality Template

Select this checkbox if you want the system to generate a new membership code for the additional guests. 

Service 

Expand the list of services and click the name of a service to configure the benefits for it.

Free Service Quantity

Click the cell and enter the number of free services that you are awarding with this membership

Frequency

Enter the frequency for redeeming services. Once you select a frequency, the guests have to wait for the selected period after redeeming a service, before they can redeem another. 

Expire Days

Enter the number of days in which the unused services expire. 

Discount When Using Credits - Peak

Define peak hour discount for the service when you pay using the membership credits. Peak and Off Peak hours are defined for a center in the Center Settings page. 
Discount When Using Credits - Off Peak Define off peak hour discount for the service when you pay using the membership credits. Peak and Off Peak hours are defined for a center in the Center Settings page
Discount After Credits Used - Peak Define peak hour discount for the service you use up your membership credits. Peak and Off Peak hours are defined for a center in the Center Settings page. 
Discount After Credits Used - Off Peak Define off peak hour discount for the service you use up your membership credits. Peak and Off Peak hours are defined for a center in the Center Settings page. 
Select Select the checkbox to enable the service benefits you set up.

Where: General tab.

Use the Properties section to configure how the revenue should be recognized in the membership sales as well as how to calculate commissions for the employees.

Refer to the information below to set up revenue recognition and commissions:

Field

Description

Initially Recognized Revenue

Use this field to configure how the revenue should be recognized in the membership sales. If you configure initially recognized revenue, the revenue recognition from the membership sale is calculated as the difference between the initially revenue amount minus the value of the credits you award for the membership.

Monthly Recognized Revenue

Use this field to configure the revenue to recognize on a daily basis over the initially recognized revenue. Revenue to recognize is calculated by dividing the monthly recognized revenue by membership expiration days.

For example, for a membership with a validity of six months and price at $495, revenue recognition per day is 495/180=2.75.

If initially recognized revenue is also set up for the membership, revenue per day is calculated after deducting the initial revenue. For example, if the initial revenue of the membership in the above example is $90, then the monthly recognized revenue is 400-95/180 = $2.25.

Service Credit Revenue

Use this field to configure the revenue to recognize when the guests redeem their service credits (free services). 

Maximum Credit Redemption Per Invoice

Enter the maximum value of credits that a guest can use for each invoice. If you do not want to enforce any restriction, leave the field blank.

Commission

Select a Yes or No depending on whether you want to entitle the employees to commissions on selling this membership. 
Commission Adjustment %

If you want to adjust the employee commissions applicable on this membership by a certain percentage, enter the percentage value here.

For example, if you enter 90% in this field, the system first calculates the commission as per the applicable commission type (explained in the next field), and then calculates a 90% of it as the final commission.

If you do not want to reduce or increase the percentage of commissions, just leave this field blank.

If you set a number less than 100% here, the commissions for the membership is calculated based on the type of the commission you choose: Flat, Percentage, or Revenue Slabs (explained in the next row) and then this adjustment is applied to the outcome.  

So, if you set the Commission Adjustment field to 90%, the system calculates the membership commission applicable to the employee based on the type of commission you select for the membership, and then calculates 90% of it to arrive at the final commission you want to pay. 

Commission Adjustment (drop-down)

Select a commission type for the membership from the following options:

  • Commissions settings defined in employee or job profiles: award the commissions based on the settings in the employee or job profiles. Refer to these articles for help: 
  • Flat amount: Give a fixed amount on selling this membership. Enter the amount in the Commission box that the system shows after selecting the Flat amount option.
  • Percentage of discounted price: Give a certain percentage of the cost of the discounted membership service. Enter the percentage value in the Commission box that the system shows after selecting the Percentage of discounted price option.
Block payment if required fields are missing when selling this membership Select this checkbox if you want to stop selling the membership until the required guest data fields are filled. The system shows an alert for the required data if you miss filling any of the data in the Point of Sale (POS) window. 
Membership discount and benefit services contribute to free service amount Select this checkbox if you want to pay employee commissions even on service credit redemptions.

To Select Centers

Where: Centers tab

You can select the centers where the membership applies as follows: 

  1. Click the Centers tab
  2. Click the checkbox next to each center where you want to enable this membership.

To Show in the Catalog

Where: Centers tab.

Zenoti supports mobile application for your guests, such that your guests can download a mobile app for your spa\salon, select a center, view the digital catalog of your services, products, packages, and memberships online. If you want to show this membership in your center online, enable the settings here. You can also upload a YouTube video about this membership and the guest can also look at that video. 

Note: The mobile application feature must be activated at the Center level first before you can show the memberships in the app. 

Show in Catalog
Select this checkbox to show membership in the webstore and the customer mobile application of the center.
Display Name Enter a display name for this membership in the catalog.
Display Price Enter the price of the membership.
Display Order Enter a display order for this membership among the list of memberships in the catalog.
Show Price If you want to show the price of the membership in the catalog, select this checkbox.
Allow customer to buy this membership Select this checkbox to allow the visitors to buy the membership online. If you do not select this checkbox, the membership is only shown on the catalog.
Youtube Video ID If you want to show a Youtube video of the membership, enter and Video ID of the video. To know the Youtube Video ID, pay the video in Youtube and look at the URL of the page. You can see a combination of numbers and letters after an equal sign (=) at the end of the URL. This is the ID you need to enter in this field
Page Title Enter the page title for this membership in the catalog. 
Meta Keywords Enter the meta keywords for the membership. Meta Keywords are a specific type of meta tag that appear in the HTML code of a Web page and help the search engines to understand the topics of the page, and also help it locate the page based on the search keywords.
Meta Description Enter a meta description for the membership in the catalog. A meta description is an HTML element that help search engine understand your page and show the page for relevant searches.
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