Appointments in Membership

In this article, we will discuss appointments covered by membership.

Things to know:

• When a client books an appointment, the membership icon will appear, showing the number of item credits used and the remaining credits available in the membership.
• The membership label will not be shown in the POS for memberships that are either fully used or expired
• Membership Usage
  
  • By default, membership credits do not apply to appointment with a $0 value. However, if the “Should generate bundle purchase usage for items with price $0” hidden setting is enabled, the item credit will be applied.
  • In-store Bookings: A membership is considered used when the scheduled appointment time has passed, or a ticket for the appointment has been generated, even if the ticket has not yet been closed. Example: Sarah books a facial service in-store for 10 AM. The appointment time passes, so the membership credit is marked as used. Alternatively, if a ticket is created for Sarah’s booking before the appointment time, the membership is also considered used—even if the ticket is still open.
  • Online Bookings: A membership is considered used when the ticket for the appointment is either saved or closed, or when the scheduled appointment time has passed. For example, John books an online appointment for a men’s haircut at 2 PM. If his ticket is saved or closed before or after the appointment, the membership credit is marked as used. Additionally, if the ticket remains open but the appointment time passes, the membership is still considered used.
    
• A membership’s validity is determined by the local time zone of the location where it was purchased. The membership remains active starting from the purchase time and expires at 11:59 PM local time on the expiration date.
• Once the Automatically close all fully paid open tickets at the end of the day and Consume pending usages when ticket autoclosed hidden settings are enabled tickets will automatically close at the end of the day. Any pending membership credits will be applied and deducted, keeping the service price at zero.
• If a membership credit is reserved for an appointment and a client books multiple appointments, but the credit is used up before midnight (due to other tickets closing or manual deductions), the ticket will remain open and the original prices will apply. If other valid membership credits are available for those services, the system will automatically use them.
  
• Membership items follow a first-in, first-out (FIFO) consumption method. This means that items from the earliest purchased or added membership will be used first when redeeming on a ticket, regardless of whether other memberships in the profile have an earlier expiration date.
• Membership credits are applied to the cheapest eligible service on a ticket. For example, if checking out multiple eligible services in POS while the client has only 1 membership credit, the credit will be applied to the cheapest service on the ticket. 
• For multi-day appointments, membership item credits will be deducted based on the total duration of the appointment. For example, if the appointment lasts for seven nights and the client has five active membership item credits, those five credits will cover five nights. The remaining two nights will need to be paid for out of pocket by the client. Learn more here.
• Membership credits will not be deducted if the appointment is marked as a no-show.
• The available in-membership label will still be displayed on the appointment even when the appointment is marked as 'No-Show.
• If a membership is utilized to cover an appointment and subsequently the appointment is canceled, the credit will automatically be refunded to the membership benefit
• By default, membership credits do not apply to services with a $0 value. However, if the “Should generate bundle purchase usage for items with price $0” hidden setting is enabled, the item credit will be applied.
• The Membership Item Credit report will display all usage and balance information for membership item credits by client. Learn more here.
• For appointments covered by a membership, commissions can be calculated based on either the regular retail price or the internal price set in the membership template. Learn more here.

To schedule an appointment covered by a membership:

1. Navigate to the Schedule
2. Filter by the desired location
3. Click on the ‘New Appointment’ button below the calendar on the left-hand side of the Schedule or on a specific time slot directly in the schedule
4. When the appointment modal opens:
   
   • You can search for an existing client using the search field or add a new client using the icon on the right-hand side
   • Add a duration, staff, and service  
5. Click "Save"
6. Before clicking "Save" to confirm an appointment with an applicable service, the membership is automatically applied. The appointment modal will show "Available in Membership" beneath the service field, and the membership label will appear below the client's name. This information will remain in the same locations once the appointment is booked. 

After the ticket is closed or the appointment time has passed, the label on the appointment modal will be updated to "Membership Used," and the membership count will be shown with the membership icon appearing on the appointment modal and appointment tile when viewing the schedule.

Appointment Modal

Appointment Tile

The item credit balance will be updated on future appointments and the Membership Credit report.

For more information, contact us at support@mytime.com or (385) 233-6964. 

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