Memberships

A member record holds the person’s name, member number, email, join date and status. Members are Active, Paused, Expired or Closed. A membership plan is what the studio sells: a plan name, a price, a session allowance and a validity in days. When a member buys a plan, the front desk starts a member plan that links the member to the plan with a start date and an expiry date.

The member plan carries its own status, separate from the member. A member can stay Active while one plan expires and the next one starts. Bookings are confirmed only for an Active member holding an Active plan, so plan status is what the front desk checks first.

• Plans as products. The Studio Manager defines each plan once, such as a 10-class pass valid for 90 days or an unlimited monthly membership, with its price and allowance.
• One row per purchase. Each purchase or renewal creates a new member plan with its own dates, so the history of what a member bought stays intact.
• Allowance used by attendance. Each attended session counts once against the plan’s session allowance. Cancelled bookings and no-shows follow the studio’s own policy.

List the plans you sell today with prices, allowances and validity. Agree how pauses work: who approves a pause, how long it may last and whether the expiry date moves. Decide when a member becomes Expired and when the record is Closed. Prepare an import of current members with member numbers and emails, and of their current plans with start and expiry dates.

A member buys a 10-class pass valid for 90 days on 1 March. The front desk starts a member plan from 1 March to 30 May with status Active. Over six weeks she attends seven classes; each check-in counts once against the allowance. In mid-April she travels for a month, and the coordinator pauses the plan under the studio’s pause policy.

When she returns, the plan is set Active again. If the plan’s expiry date passes with sessions unused, the plan moves to Expired and the front desk offers a renewal, which starts a new member plan. Her member record stays Active throughout, so her earlier bookings and payments remain on her history.

• Active Members — Members who can currently book, with member number, email and join date.
• Active Member Plans — Plans in force with member, plan, start date and expiry date, for renewal calls.

• Membership enrollment to renewal: Register a member, start a plan, pause it and renew or close it.
• Booking to attendance: See how the plan status decides whether a booking is confirmed.

Map your member list before the first import.