Plans and memberships

Plans are in “Plans & products” → “Plans”, with their price, signup fee, visit limit, active memberships and status. The chips “All”, “On sale”, “Off sale” and “Archive” filter the list.

1. 1Press “Add” and enter the “Name”.
2. 2Pick the “Length”: from a week to a year, “Other” for your own number of days, weeks or months, or “One-time pack”.
3. 3Enter the “Price” per period and, if needed, a “Signup fee”: it is paid once with each new purchase and never discounted.
4. 4Leave “Renew automatically” on for a subscription, or turn it off so the membership simply ends. A one-time pack gets “Valid for days” instead; empty means no expiry.
5. 5Choose what the plan covers, the visits, who can see it and the branch. Under “Limits” you can narrow what it covers and when it works (see below). Press “Create plan”: it goes on sale at once; an online plan paid by card only — once card payments are connected.

• “Entry and class bookings” lets the member in and book classes, as well as rooms the front desk books for them; “Club entry only” opens the door without bookings.
• “Visits per period” counts check-ins and bookings; empty means unlimited. The count starts again with every renewal.
• Only plans that “Who can see it” shows to “Everyone” appear on the club website; the others are sold from the member card.
• “Branch” is where the plan works: its memberships let people in and cover bookings only at that branch, and a class or room booked at another branch is charged at its usual price. “All branches” makes it a club plan that works at every branch. “Branch” also decides whose billing cycle and membership fee apply.
• Edits never touch memberships already sold: they keep the terms they were bought on. “Branch” can’t be changed once a membership has been sold on the plan, because memberships work wherever their plan does. To sell in another branch, use the link under “Branch” to create a new plan from this one and choose the branch there.

Limits: classes, areas, days and hours

• “What it covers”: “Everything”, or “Only what’s ticked” — “Group classes” and “Areas and rentals”. Under “Group classes” tick class types to limit it further; nothing ticked means every class. “Areas and rentals” always means every area.
• Coming in without a booking counts as using the areas, so it needs “Areas and rentals”. With classes only, the front desk checks the member in only for something they booked, and says “The membership works only with a booking”.
• “When it works”: “Whenever the club is open”, or “Only on set days and hours” — tick the days and enter the hours, for example Mon–Fri 06:00–16:00, and press “Add hours for other days” for a second line such as Sat–Sun 00:00–00:00, which means all day.
• A class or booking must fit entirely inside those hours. Check-in outside them is refused with “The membership doesn’t work at this time”, and the door lets the member in only during them.
• A class or room the plan doesn’t cover, by type or by time, is charged at its usual price, just like at another branch. An entry-only plan can have days and hours too.
• The plan card on the website, the checkout page, the plan list and the sale form say it in words, for example “Only group classes” or “Valid Mon–Fri 06:00–16:00”.

A month or 4 weeks

“Settings” → “Billing cycle” sets how new plans are billed: “Calendar month”, 12 payments a year, or “4 weeks”, every 28 days, 13 payments a year on the same weekday. A branch can have its own cycle, and “Move existing plans” switches plans between the two; memberships already sold keep their cycle.

A charge for being a member, separate from the plan price: once per membership year, whatever the member buys. Turn on “Charge a membership fee” in “Settings” → “Billing cycle”; it applies to memberships sold afterwards.

• “Day of the first fee”: 0 adds it to the purchase itself; another number charges it that many days later.
• “Then every year on the membership anniversary”: the fee is paid together with the renewal the anniversary falls into.
• “First-year amount (promotion)”: a different amount for the first year; 0 makes it free.
• “Break after which the fee is due again, days”: after a longer break, membership and the fee start over. A pause is not a break.
• “Suspend access after non-payment, days”: an unpaid fee closes check-in and bookings until it is paid.

Branches and plans can follow the club, choose “No fee” or set an “Own amount”; a one-time pack carries no fee by default. On the member card, the “Membership fee” block lets staff “Accept payment” in cash or on the terminal, “Waive the fee” with a reason, or “Defer the suspension”.

• At the front desk: open the member card and press “Sell membership”; the front desk guide has the steps.
• On the club website: plans for “Everyone” can be bought once card payments are connected. The member pays on the club’s Stripe page, and the membership starts as soon as Stripe confirms the payment.
• At checkout, the separate tick “I agree to recurring charges of this amount to my saved card” saves the card for renewals; without it, each renewal arrives as an email with a payment link.

A membership with auto-renewal is charged a few days before its paid period ends, from the member’s saved card through the club’s own Stripe; the money never passes through easygym.

• The member gets an email at least 7 days before the first automatic charge, every yearly charge and any price change; a receipt follows every charge.
• If the bank declines, the member gets an email with a payment link, and the card is tried again the next day, 3 days later and a week later.
• After the last failed attempt, auto-renewal stops, one more email with a payment link goes out, and the membership runs to the end of its paid period.
• Without a saved card or consent, the renewal is paid through the link in the email, up to 7 days after the membership ends.

On the member card, the “Auto-renewal” block shows the next charge, the card and the “Charge attempts” with the bank’s reasons. Staff can press “Stop auto-renewal” there, or “Change plan” from the next renewal, without proration.

Paying a renewal at the desk

1. 1When a renewal shows “Invoiced, … to pay” and the member wants to pay in person, press “Accept payment” in that renewal’s block.
2. 2Choose “Cash” or “Terminal”, take the amount shown, together with any membership fee billed with the renewal, and press “Confirm”.

The membership is renewed for the next period, exactly as after a card payment, and cash goes into the branch’s cash drawer. This works while the membership isn’t paused or cancelled, and up to 7 days after it ends. Payment links already sent stop working; if the member still pays by card at the same moment, that payment is marked “Needs refund” in “Settings” → “Payments” and the membership isn’t renewed twice. While the saved card is being charged for this renewal, the desk waits for the bank’s answer. Auto-renewal stopped by bank declines stays stopped: a payment at the desk isn’t consent to card charges.

Members manage their membership in the member area, section “Memberships”, within the rules set in “Settings” → “Self-service”.

• “Stop auto-renewal” is always allowed: the membership runs to the end of the paid period, and “Resume auto-renewal” undoes it until then.
• A pause needs “Members can pause their membership themselves”, within the longest pause and the pauses per year you set. Members pause from today or schedule a pause ahead. Entry closes when the pause starts, the end date and the next charge move by the paused days, and “Resume now” ends it early.
• “Cancel now” needs “Members can cancel their membership immediately”: the membership and access end at once, and any refund follows the club’s rules.

From the member card

• “Pause”: choose “Paused from” — today, a later day to schedule the pause ahead, or an earlier day if the member stopped coming before telling you — and “Resumes on” or the number of days, plus an optional reason. It works as in the member area: entry closes at once, bookings on the paused days are cancelled with their sessions returned, and the end date and next charge move by the paused days. The club may go beyond the self-service limits; the membership is then marked “Beyond member rules”. A cancelled or expired membership can’t be paused.
• A pause scheduled ahead shows on the card as “Pause scheduled” with its dates. Until its first day nothing changes; on that day entry closes and bookings on the pause days are cancelled, exactly as for a pause from today. “Cancel pause” removes it before then. A pause can be scheduled up to 90 days ahead and must start before the membership ends; a membership has one scheduled pause at a time, and it counts toward the pauses per year straight away. If the membership has ended by the first day, the pause doesn’t start.
• “Resume now” ends a pause early; the dates move only by the days it actually lasted.
• “Cancel now” ends the membership and entry at once and cancels its upcoming bookings. Money for the rest of the period isn’t returned automatically: a card payment is refunded with “Refund” in “Online payments”.
• The member gets an email about each of these changes, if their card has an email address — and another when a scheduled pause starts.

Once members renew on a plan, its price locks in the form; schedule the new one on the plan page in “Price change for current memberships”.

1. 1Enter the “New price” and the “Effective from” date, between 7 days and a year ahead.
2. 2Set “Notify, days before”, at least 7, and choose “Everyone from their next renewal after the date” or “New members only — current members keep their price”.
3. 3Add an optional “Note for the email” and press “Schedule price change”.

With the first option, every renewing member is emailed in advance and pays the new price from their next renewal after the date; a member without an email address gets a payment link instead. “New members only” sends no emails. “Cancel change” keeps the old price.

Untick “On sale” to take a plan off the website and the desk; memberships already sold carry on. A plan can’t be deleted, but “Archive…” also hides it from the plan list and asks about members who renew on it:

• “Move them to another plan from their next renewal”, without proration.
• “Keep them on the old terms”.
• “End at the close of the paid period”.

Each member gets an email about the choice. “Restore from archive” brings the plan back off sale.