Membership Settings

Enable Members-Only Services

When enabled, this feature allows you to designate some or all of your services as bookable by members only. It is available exclusively to businesses with a membership subscription.

For franchise businesses with global services, this setting is managed at the parent level.

Example: If the Members-Only Services feature is enabled, a spa may designate specialty treatments—such as a Hot Stone Massage or a VIP Facial—as members-only. These services can then be booked only by clients with an active membership. Learn more here.

Allow freezing memberships?

Enabling this option activates the freeze membership feature. Once turned on, a Freeze link will appear on your clients’ membership records.

Example: If a client is going on vacation for a month or more, staff can open the client’s profile and click Freeze. This pauses the membership for the selected duration, ensuring the client is not charged during the freeze period (unless a freeze fee is configured). When the freeze ends, the membership will automatically resume. Learn more about freezing memberships here. 

Maximum freeze length per year X months 

You can set a cap on how long a membership can be frozen each year.

Example: If the cap is set to 3 months, a client’s membership cannot be frozen for more than 3 months within a single year.

Should value credits be usable during the freeze period?

Allows clients to use accrued value credits even while the membership is frozen.

Example: A client has $100 in value credits per month and freezes their membership for 2 months. While no new credits are added during the freeze, the client can still use previously accrued credits.

Should the membership contract be extended by freeze duration?

This setting applies only to annual memberships with a contract end date and only if the freeze period is longer than one month (30 days). When enabled, both the membership term and any associated credits are extended by the duration of the freeze.

Example: A business offers an annual membership ending December 31, 2025. A client freezes their membership for 2 months. Because the freeze meets the criteria, the contract end date is extended to February 28, 2026, and the member’s credits are extended accordingly, ensuring they receive the full value of their annual membership.

Should item credits be usable during the freeze period?

This setting allows clients to use accrued service, product, or class credits from their membership even while it is frozen.

Example: A client has a membership that includes 10 item credits per month and freezes their membership for 2 months. Although no new credits are added during the freeze, the client can still use any unused credits accrued prior to the freeze, ensuring they do not lose benefits already earned.

Should membership discounts apply during the freeze period?

This setting allows clients to continue receiving membership discounts on services or products even while the membership is frozen.

Example: A business offers a 20% discount on retail products as part of membership benefits. If a client freezes their membership for 3 months, they can still enjoy the 20% discount during the freeze period, ensuring continued access to membership perks.

Should item credits be usable when membership is suspended (payment failed)?

This setting allows clients to use accrued item credits from their membership even if the membership is temporarily suspended due to a failed payment. Clients do not accrue new credits during the suspension, but any previously earned credits remain usable.

Example: A client receives 1 item credit per month, but their membership is temporarily suspended due to a failed payment. While suspended, they cannot earn new credits, but they can still use existing credits to book and pay for services or products, ensuring they retain access to previously earned membership benefits.

Should value credits be usable when membership is suspended (payment failed)? 

This setting allows clients to use accrued value credits from their membership even if the membership is temporarily suspended due to a failed payment. Clients do not receive new credits during the suspension, but any previously earned value credits remain usable.

Example: A client has a membership that provides $50 in value credits per month, but their membership is temporarily suspended due to an expired credit card. During the suspension, the client cannot earn new credits, but they can still use any unused value credits accrued prior to the suspension to pay for services or products, ensuring they retain access to their existing benefits.

How Many Times In A Month Should We Retry A Failed Payment For Membership?

This setting controls how many times a failed membership payment should be retried within the same billing cycle.

Example: If the setting is configured to 2 retries and the client’s membership charge date is March 20th:

The first attempt will occur on March 20th.

If it fails, the system will retry once more on March 21st.

After these attempts, no further retries will occur until the next scheduled billing date (April 20th).

Important: If the setting “Initiate membership termination after X failed payments in a row” is enabled, the membership will be terminated once the specified number of consecutive failed charges is reached, regardless of the retry limit. Learn more here.

Should failed payments from previous months be back charged?

This setting determines whether the system should automatically collect unpaid membership fees from previous months once the client’s payment method is updated.

It applies only after one month has passed since the first failed payment.

It does not account for manual retries initiated by staff (e.g., from the Membership Payments report or by using the Reactivate button on the client’s profile).

It only applies to automatic charges made by the system on the next scheduled charge date or a custom charge date set for the membership.

The total amount collected will equal the membership price × number of unpaid months.

Example: If a client’s membership payment for February fails due to an expired card, and the card information is updated in March, the system will attempt to collect both the missed February payment and the March payment on the March billing date. This ensures that all missed payments are recovered once billing resumes.

This setting controls whether a renewing membership keeps its original price or updates to the current price listed in the membership template.

• When ON (default): The membership inherits the price from the client’s previous membership (grandfathered pricing).
• When OFF: The membership inherits the price from the membership template at the time of renewal.

This setting applies only to price changes. Updates to membership benefits in the template will not affect existing memberships.

Example: A salon originally offers a monthly membership for $50 but later updates the template price to $70.

• Setting ON (default): The client’s renewed membership stays at $50.
• Setting OFF: The client’s renewed membership updates to $70.

Once enabled, value credits may be used to pay for tips in addition to services.

Example: A business sets “Apply Membership Value Credits” to After Tax and enables the tip option.

• A client books a massage for $100 and adds a $15 tip.
• The system applies the member’s value credits after tax and uses them to cover both the service and the tip.

This allows members to maximize their value credits, including gratuities, when the setting is enabled.

Initiate membership termination after X failed payments in a row.

This setting controls how many consecutive failed membership payment attempts are allowed before the membership is automatically canceled.

If not configured or set to 0 (the default), the membership will never be canceled due to failed payments. Instead, it will remain in a failed payment status until a payment is successfully processed.

Only automatic charges made by the system are counted toward failed payment attempts. Manual retries performed by staff from the Membership Payments report or by using the Reactivate button on the client’s profile are not included.

Failed payments on custom charge dates are treated as automatic charges and therefore do count toward the failed payment total.

Example: A membership is set to terminate after 3 failed payments in a row.

• The first failed payment occurs in Month 1.
• The second failed payment occurs in Month 2.
• Even if staff manually attempts to reactivate the membership multiple times during this period, these retries do not count.
• If a third automatic payment fails (whether on the standard charge date or a custom charge date), the membership will be automatically canceled.

Should the membership contract be extended by suspension duration?

This setting determines whether the membership term should be extended when the membership is suspended.

• NO – The membership term does not extend. The suspension period is counted as part of the original contract duration.
• YES – The membership term does extend. The suspension period is added to the end of the contract so that the client does not lose membership time.

Example: A client signs up for a 12-month membership starting January 1, 2025, scheduled to end on December 31, 2025.

In June, the membership is suspended for 2 months due to failed payment.

• Setting: NO → Membership still ends on December 31, 2025. The suspension period is included within the original term.
• Setting: YES → Membership end date is extended by 2 months, moving it to February 28, 2026.

How long should value credits be valid after membership termination?  

This setting determines how long clients can continue using their accrued value credits after their membership has been terminated.

Once the specified time frame has passed, any remaining value credits will automatically expire and can no longer be redeemed.

Example: If the setting is configured to 10 days and a client cancels their membership on December 1st, their value credits will remain usable until December 11th at 23:59:59 (based on the business’s timezone).

This setting determines how long clients can continue using their accrued item credits after their membership has been terminated.

Once the specified time frame has passed, any remaining item credits will automatically expire and can no longer be redeemed.

Example: If the setting is configured to 10 days and a client cancels their membership on December 1st, their item credits will remain usable until December 11th at 23:59:59 (based on the business’s timezone).

This setting defines the default billing date for all monthly memberships in the business. The default can be customized for individual clients by updating their membership details on their profile.

Example: If the business sets the billing date to the 1st of each month, all members will be billed on that date by default. However, if one client requests to be billed on the 15th instead, the billing date can be updated on that client’s profile. Their membership will then renew and charge on the 15th, while all other clients continue to be billed on the 1st.

This setting defines the default billing day for all weekly and bi-weekly memberships in the business. As with monthly memberships, the default can be overridden on a client’s profile to set a different billing day.

Example: If the business sets the billing day to Monday, all weekly and bi-weekly memberships will bill on Mondays by default. However, if a client prefers billing on Friday (e.g., to match their payday), the billing day can be updated on their profile. That client will then be billed on Fridays, while all other clients continue to be billed on Mondays.

When enabled, this setting allows you to create and manage a list of predefined cancellation reasons. These reasons will appear in a dropdown menu whenever a membership is canceled, ensuring consistency in tracking why clients choose to end their memberships.

Example: A business enables the Membership Cancellation Reasons setting and adds several options, such as:

• Moving out of town
• Too expensive
• Not using enough

Later, when a client requests to cancel their membership, the staff member opens the cancellation screen. A dropdown list of the predefined reasons appears, and the staff member selects “Moving out of town” as the reason. Learn more here