Membership may live at the heart of your business so it’s important that you know how to set them up; manage them; enrol members and track their contribution to your business through reporting.

Membership programs

Create a Membership

Manage Memberships

Delete a Membership

Managing members

How to Enrol a Member into a Membership

Membership applications

How to Pause a Membership

Giving your Members Access to their Digital Membership Card

Member Perks

Membership applications & forms

Reporting

Services vs Memberships

Create a Membership Program

The first step to enrolling members and creating your members club, is to create programs. These may be paid or complimentary membership programs that can be built to contain restrictions, perks, unique disclaimers and access options, to name a few things.

  1. On the toolbar, click Reward.

  2. Navigate to Memberships > Membership Programs and click on Setup New Membership Programs.

  3. In The Basics section, you will choose how you would like to charge for this membership and a title. You can also:

    • Assign an existing service fee to this new membership

    • Provide a brief description of the membership (which will be displayed to inform users what they are signing up for)

    • Provide a long description of the membership (which will be displayed on sign-up forms)

    • Set a disclaimer that will be displayed on the back of the membership cards for this membership

    • Choose if you would like to auto-generate member IDs or have them all the same value. The member IDs can be used to differentiate groups of members, or you can create your own sequencing.

  4. Under Settings, you can:

    • Choose the status of this membership. Choose Active if you would like it to be available to enrol members in or choose draft if you would like it to be unpublished.

    • Assign the membership to an existing category (if one exists).

    • Select the confirmation page

    • Add an existing form to capture additional data and choose when to capture it.

  5. The Member Signup settings allow you to:

    • Choose a signup option. Should members be able to access the signup from your website? Only via a direct link? Or should they need to ask a staff member to apply? This is useful if you would like to control who has access to your membership program and applications.

    • Identify the application that matches this membership.

    • Set an application/ processing fee (if one applies).

    • Allow an application fee to be applied to their first membership dues billing cycle. This is not a required field.

  6. The Member Perks settings allow you to automatically apply a discount at check out for members of this membership or you can give them spending money for signing up. This can also be managed afterwards.

  7. Design settings enable you to assign a colour scheme to the membership cards associated with this program:

    • Choose to use your default colour scheme or create a new colour scheme.

    • Allow or require a member to upload a photo to activate their card.

    • Upload a banner graphic to be associated with the membership program. Please note that we are currently unable to customise the membership cards any further due to restrictions imposed by the App store.

  8. In the Options section, you are able to:

    • Enable sub-members and identify how many sub-members a membership can have.

    • Allow a membership to be transferred between parties.

    • Enable a member directory for members to interact.

    • Select the way a membership card will be scanned. Please note that a QR code can be scanned by any QR code reader but a barcode must be scanned by the PeopleVine Venue app or a POS system integrated with PeopleVine

    • Add rules to when this membership can be scanned (must be in JSON format)

  9. In the Notifications sections, you can:

    • Set an email confirmation to automatically be sent to a member when they join

    • Set a text message confirmation to automatically be sent to a member when they join

    • Have a link automatically posted to your social media networks when this membership is created.

    • Set an alert to go to you when someone joins this membership

  10. Once you are satisfied with all of the settings, click Create.

  11. You are now going to set up the service that is attached to this membership if you did not assign it to an existing service in Step 3. In The Basics section, you can:

    • Name the service

    • Choose the service status as Active or Inactive

    • Assign this service to an existing category

    • Associate this service with a location

    • Provide a long-form description of the service.

  12. In the Billing & Credits section, you will set up the fees and frequency of them. You can:

    • Choose the amount subscribers to this service will pay and how often.

    • Determine an initiation fee

    • Require a deposit by choosing the amount and type of the deposit.

    • Add a service fee for credit card payments.

    • Choose to prorate billing to the first of the month.

    • Enable a free trial

    • Enable a financing with a payment tracker

  13. In the Processing section, you can:

    • Set a redirect page for people to visit after they subscribe

    • Enable the ability for subscribers to

      • setup multiple instances under one billing

      • enable or disable automatic billing

      • cancel their membership via "My Account"

      • change their plan subscription via "My Account"

    • Enable this service to auto-renew

  14. In the Notifications sections, you can:

    • Set an email confirmation to automatically be sent to a member when they join this service

    • Set a text message confirmation to automatically be sent to a member when they join this service

    • Have a link automatically posted to your social media networks when this service is created.

    • Set an alert to go to you when someone joins this service

  15. Once you are satisfied, click Continue.

Manage Membership Programs

  1. On the toolbar, click Reward.

  2. Navigate to Memberships > Membership Programs and click on Manage Membership Programs.

  3. Find the Membership you would like to edit and click the Edit button to the right.

  4. Make your desired changes.

  5. Once you are satisfied, click Update Membership.

Delete a Membership Program

Please note: you are only able to delete a membership if there are no members assigned to it, whether they are active or inactive.

  1. On the toolbar, click Reward.

  2. Navigate to Memberships > Membership Programs and click on Manage Membership Programs.

  3. Find the Membership you would like to delete and click the Menu button to the right.

  4. Click Delete

  5. Click Yes, Delete.

How to Enrol a New Member into a Membership

  1. From the Dashboard, click Enrol a Member.

  2. Select that you would like to Enrol a Member into a Membership.

  3. Select the Membership you would like to enrol someone in.

  4. Click Continue.

  5. Search for the person you would like to enrol in this membership and click on their record.

  6. Click Use This Person

  7. You will be directed to create a subscription for this member. Some of the fields will be filled with the default you have set up for this membership but you have the opportunity to make changes here.

  8. Be sure you enter the Payment Information for this member so they are charged properly.

  9. Once you are satisfied, click Create.

  10. You will be directed to create a membership card for this member. You have the option to:

    • Specify a membership number for them. If you would like this to auto-generate, leave this field blank.

    • Create an expiration date for this membership

    • Change the status of this membership. The options are: Active, Cancelled, Pending, Payment Failed or Expired.

    • Upload a Member Photo

  11. Once you are satisfied, click Create Membership Card. Your member is now enrolled.

How to Pause a Membership

  1. Search for the person you would like to pause membership for.

  2. Scroll down to memberships and click View on the one you would like to send a digital membership card for.

  3. On the right-hand side, under Membership Card, click Edit Subscription.

  4. Find the Subscription Status under Subscription Details.

  5. Select Pending/Paused.

  6. Click Update Subscription.

Giving your Members Access to their Digital Membership Card

In order to give someone access to a Digital Membership Card, they must be active and enrolled in a membership. If the member has access to the member portal, they are able to access their membership card there or by visiting https://member.yourwebsite.com/account/memberships. If you would like to send them a direct link to their membership card, follow the steps below:

  1. Search for the person you would like to send a digital membership card to.

  2. Scroll down to memberships and click View on the one you would like to send a digital membership card for.

  3. On the right-hand side, under the Membership Card column, find SMS to Customer or Email to Customer. Choose how you would like to send the direct link to your member and click the corresponding button.

  4. Complete the form.

  5. Once you are satisfied, click Send.

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