Memberships

The Memberships page is where you manage memberships, credit packs, and gift cards. It has three tabs: Plans, Credit Packs, and Gift Cards.

Getting there

• Sidebar path: Sales → Memberships.
• Permission: the membership-plans resource (and gift-cards for the Gift Cards tab).

Plans

The Plans tab holds memberships. Use the Active and Archived tabs to switch lists, and Add Plan beside the section heading to create one.

• Columns: Name, Type (Monthly, Yearly, or Fixed Term), Price, and Status.
• Each row can be Edited, Archived, or (for archived plans) Restored.

Plan types

• Monthly and Yearly renew on a calendar interval and run until the customer cancels.
• Fixed Term grants unlimited access for a set number of days and then stops. It does not renew and it carries no credit balance. Set Access Duration (days) on the plan form: the window is counted from the day the customer buys it, so a 14 day offer bought on the 15th covers them through the 29th. The Type column shows the duration beside the badge.

Booking ahead on a renewing plan

A Monthly or Yearly membership paid through Stripe, Square, or PayPal covers sessions through the next billing period while it is set to renew. A member paid through June 28 can book a free seat for July 5 before the July renewal is charged. Coverage stops at the paid-through date instead when the membership is set to cancel at the end of the period, is paused, or has a renewal payment that failed and has not since succeeded. A membership without a payment provider subscription covers only the dates it is paid through.

If the renewal then stops, the free bookings it made past the paid-through date are canceled. This happens when a renewal payment fails, or the membership is canceled (now or at the end of the period) or paused, and the bookings are found within 7 days of that. Bookings inside the period the member already paid for are kept, except after an immediate cancellation, which ends the membership on the cancellation date. Bookings on a membership without a payment provider subscription are always kept. Each canceled seat is released to the waitlist, and the member gets the Booking canceled (membership lapsed) email asking them to rebook once their membership is active again. A later successful renewal does not restore the bookings. A cancellation made in Square or PayPal directly is picked up by the nightly membership check. A pause keeps the bookings on or after its resume date, since resuming extends the membership by the paused days.

Some bookings are not canceled automatically. They appear in Needs attention as Booking kept after membership lapsed so you can decide whether to cancel them and what to refund:

• A booking that also includes a payment, guests, or friends' seats.
• A booking on a membership that expired without a failed payment, cancellation, or pause. Its renewal may simply not have been reported yet.
• A booking whose membership stopped renewing more than 7 days before it was found.
• A booking on a membership paused in Stripe, Square, or PayPal directly rather than in Elara.

If the membership renews or resumes before you act, it covers the booking again and you can resolve the item without changes.

Type is fixed once a plan exists. To move an offer between types, archive the plan and create a replacement.

Late cancellation and no-show fees

Monthly, yearly, and fixed-term plans have separate Late cancellation fee and No-show fee fields, in the studio's currency. Both start at 0, which disables that fee. Credit packs do not use these fees.

Set each amount on the plan form and select Save Changes. Staff see the applicable amount when cancelling a booking inside the studio's cancellation window or marking a member as a no-show in Attendance. They must explicitly charge a saved card or waive the fee; changing these settings does not automatically charge customers or change customer self-cancellation behavior.

Eligibility follows the membership that actually funded the booking, not just the customer's current membership badge. Cancelling the booking does not cancel the membership. Later plan edits do not change a fee that has already been assessed.

Archive a plan

In the Active list, select the trash icon on the plan's row, then confirm with Archive. This hides the plan from new customers without affecting existing customers. The Archived button above the table only changes which plans you see; it does not archive a plan.

Archiving requires membership-plans:delete or covering membership-plans:manage authority.

Restore a plan

Select Archived above the table, find the plan, then select its row's Restore icon. Once restored, the plan appears in the Active list again and is available for new sales.

Restoring requires membership-plans:update or covering membership-plans:manage authority.

Move a customer to another plan

On a customer profile, the Membership card's Plan dropdown moves a staff-managed membership (a credit pack, comp, or plan assigned by staff) onto another plan. This re-issues the membership rather than relabelling it: the credit balance is replaced by the new plan's full count (or dropped for an unlimited plan), the access window restarts on the studio's current day using the new plan's duration, and the customer is notified if the Membership edited (by staff) automation is enabled. Picking a plan therefore opens a confirmation that states the new balance and window; cancelling it leaves the membership as it was. Memberships billed through Stripe or Square cannot be moved here.

Credit Packs

The Credit Packs tab works the same way, with Add Credit Pack and columns for Name, Price, Visits, and Status. A credit pack gives customers a number of visits (credits) to spend on bookings.

Expire credits after a set time

Credits Expire After sets how many days credits stay usable, counted from the purchase. Leave it blank and the credits never expire, which is how every pack sold before this setting existed behaves.

Customers see the deadline before they buy. A pack with an expiry set reads Credits expire 90 days after purchase. under its price in the membership plans widget and in the customer account, so the number you set here is public copy on your website.

WARNING

Editing this only changes packs sold from that point on. Packs customers already hold keep the expiry they were sold with, so raising or lowering the number never shortens or extends a balance somebody already paid for.

TIP

The same underlying plan type is labelled Visit Pack at the Point of Sale but Credit Pack here. They're the same thing, see the Glossary.

Gift Cards

The Gift Cards tab lets you issue and track gift cards.

Issue a gift card

1. Select Issue Gift Card.
2. Fill in the details and create it; you'll then see the gift card's details.

With a Recipient Email, Elara emails the recipient the code and any Gift Message. The Internal Note is for staff only: it is never sent to the recipient. A card a customer buys online shows the message they wrote as its gift message.

Look up or check a balance

Use the search box (Code, name, or email) and Look up by code, or filter by Status (All, Active, Redeemed, Void, Expired). A failed lookup shows No gift card found with code "{code}".

Columns include Code, Recipient, Balance, Initial, Status, and Expires. Select the view (eye) icon to open a card's full details.

Redeem online

Customers can use gift cards in booking checkout, on the passes and memberships page, and when buying a plan from their account. Gift cards can cover a purchase in full or combine with another payment. Recurring plans use gift credit for the first term only. See Customer billing for renewal, remaining-balance, and cancellation behavior.

Tips

• Archive a plan instead of deleting it, existing customers keep their plan, and it's simply hidden from new sales until you Restore it.
• Plans and credit packs you mark Active appear at the Point of Sale and in your booking widgets; archived ones don't.