Start and Manage Memberships

To start a membership for a client, you must first configure a Membership product. This includes setting parameters such as price, duration, and renewal cycle. Once the product is ready for sale, memberships can be initiated in two ways:

Membership Sign-Up by the Client

Clients can purchase membership products directly via the App or your website, just like any other product. Depending on your configured payment options, clients may subscribe using automatic credit card payments, invoice, or cash. The client-facing flow clearly outlines the terms and conditions of future scheduled payments.

Start a Membership on Behalf of the Client

Staff users can initiate a membership using the Assign Product to Client assistant. This allows you to define payment modalities and either:

• Start the membership immediately
• Send a purchase offer to the client

If sent as an offer, the client receives both an email and an in-app notification with links to review and complete the purchase—or decline it.

Manage a Membership

Navigate to Sales > Membership to view all active memberships. Tapping on a membership provides an overview of:

• The current billing cycle
• Planned end date (if applicable)
• Status of all collected payments

Staff users can cancel memberships at any time. Whether clients can cancel via the App depends on your configuration settings of the product. Find out more about this in Product rules & constraints.

Pause a Membership

If your studio or a client is on a planned holiday, you can temporarily suspend a membership for a defined period. Open any active membership and select Configure pause. You may apply the pause to an upcoming billing cycle, provided it is configured at least 24 hours before the cycle begins. The pause must cover at least one full billing cycle (for example, 7 days for weekly payments) or longer.

When the membership restarts, the selected restart date also becomes the new billing anchor. For example, if a weekly membership is restarted on a Monday, all future payments will be scheduled on Mondays.

Migrating Memberships to Appilates

If your studio is new to Appilates and you already have active memberships in a previous sales or booking system, you can migrate them into Appilates to ensure continuity for your clients.

Migrating Memberships with a Defined End Date

Some clients may hold memberships in your previous system with a fixed price and duration—for example, 12 monthly payments of $100. To honor these agreements, it is best practice to configure each client’s membership individually so the remaining duration matches the original conditions, and to restart the membership for each client on the date their renewal is due. Always ensure you cancel automatic payments on your previous sales or booking system to avoid double charging your customer.

Steps to migrate:

1. Create a Membership product
   If not already created, set up the Membership product. In this example, configure it as 12 monthly payments of $100.

2. Select the client
   Choose a client with an active membership at this price. For instance, John has 6 months remaining on his membership.

3. Assign the product
   Use the Assign Product to Client assistant and select the membership product.

4. Adjust the runtime
   Override the default 12-month duration with the remaining 6 months.

5. Configure payment
   Select one of the available payment options. For online payments, choose Send purchase offer to email the client. The client can then complete checkout and activate the membership by entering their credit card details.

Note: If you have existing memberships at a legacy price that has since been increased, you can mark the product as Not public. This allows you to continue assigning or offering the product directly to existing clients without making it available for purchase by new clients at outdated prices.