Adding Memberships for Clients on Client Profile

Modified on Wed, 13 May at 12:11 PM

In this article, we will guide you through the steps to add a membership to client profiles.

Things to Know:

The ability to add memberships from the client profile is governed by the "Accessing Memberships" access control permission.
Staff can either process the payment immediately or add the membership to the client’s profile without collecting payment.
The ability to prevent staff from adding a membership without processing payment is governed by the "Prevent adding a membership to a client record without taking payment" hidden setting. This setting can only be enabled by the MyTime team. To activate it, please contact support@mytime.com.
By default, membership credits expire one year after issuance
For indefinite memberships, a custom expiration period can be set in the membership template or on the client
Membership credits are applied using a First-In, First-Out (FIFO) method, so credits are deducted from the earliest purchased or added membership first — regardless of which membership has an earlier expiration date
MyTime provides 10 separate membership notification templates to keep your clients informed at every stage of their membership lifecycle. Each of the following templates must be individually activated under Marketing > Automated Messages:
Purchased - Membership Purchased
Canceled - Membership Canceled
Expired - Membership Expired
Paused - Membership Paused
Payment Failed - Membership Payment Failed
Purchase Failed - Membership Purchase Failed
Suspended - Membership Suspended
Credits Upcoming Expiration - Membership Credits Upcoming Expiration
Upcoming Expiration - Membership Upcoming Expiration
Consent for Renewal - Consent for Membership Renewal
Important: Enabling one template does not automatically activate the others. To ensure a seamless client experience, please review and toggle each relevant message to the "ON" position.
Membership prices can differ by location or location group
The timing of credit issuance depends on whether the membership is Term-based or Indefinite:
Term Memberships: Clients can receive all credits for the entire contract period upfront at the start of the contract.
Indefinite Memberships: Credits are issued incrementally (monthly, weekly, or bi-weekly) based on the chosen billing frequency.
Note: The weekly and bi-weekly billing options require a hidden setting. To activate these frequencies for your account, please contact our Support Team at support@mytime.com.
Once the membership configuration is saved, you cannot edit the contract period or the billing frequency
A membership is considered “used” once a ticket is saved or closed, the appointment or class is completed, or the scheduled appointment or class time has passed
If a membership is deleted, you cannot create a new membership using the same name as the deleted membership.

To add a membership for clients on their profile:

1. Go to the Clients tab

2. Filter by the desired location and labels

3. You can enter the name, phone number or email of the client in the 'Search Client' field

4. Select the client's name to open their profile

5. On the client's profile, navigate to the 'Membership' section

6. Select the 'Add Membership' hyperlink or the '+' icon

7. In the 'Add Membership' modal, select the location from the purchase location dropdown menu

8. Select the desired membership from the 'Membership' dropdown

9. If the membership is configured for individual family members, the 'Membership Owner' option will appear. From the dropdown menu, select the owner, who can be either the client or a family member

10. If you don't want to process payment for the membership, click the 'Save' button. Once saved, the membership will be added to the client's profile

11. To process payment for the membership, click the 'Take Payment' button