Admin User Guide to Memberships

Enrollsy offers a built-in Membership feature. However, this feature may not work fro some setups. In this article, we will show you how to create a Membership using the Membership feature and how to set up a special "Membership" Program.

A membership is a fee you pay to belong to a particular group. Often they come with benefits and/or discounts. Here is some important information about this feature:

First, be sure you have permission as an Admin User to manage memberships. Click here to change an Admin User's permissions.

Memberships are accessed from the Membership tab on the left side. On this page, begin by clicking the "Add New" button to add a new Membership. At the top, you will put in your Membership name and set the color:

In the following section, enter your Membership price, the renewal frequency, and a Charge Item.

The renewal frequencies available are:

The Membership will renew on the same date it was purchased.

In our example, this Membership will renew a year from the date it was purchased. If you have a monthly Membership, it will renew on the same date it was purchased a month later (i.e., purchased on the 5th, renews the next 5th).

You can set up a new Charge Item, such as "Membership Fee," if you want the Membership recurring charge to have a specific name.

Click here to learn how to create a new Charge Item.

The next section is where the benefits/discounts for this Membership go. These work a lot like Coupons.

The next part is where you can describe your Membership and its benefits and/or discounts.

Format your paragraph by clicking the three dots. This allows you to format your text (bold, italics, underline, and color) and include bullet points or number lists. You can also create a table or put in media or images to make your Membership stand out!

Be sure to hit Save to save all your hard work, AND make sure you have published it by hovering over the right side and clicking the eye icon. There you have your first Membership!

The figure below shows what the Membership looks like on the Enroll Form. If the Enrollee chooses the Membership by clicking it, the cost will be added to the enrollment.

You can also require a Membership selection on the Enroll Form by clicking on the cog wheel at the top:

Click the toggle switch to the on position if you want to require a Membership selection at the time of enrollment.

This will force the Enrollee to select a Membership to finish enrolling. You can see below that the "None" option is removed once you turn on Require Membership.

See this support article for more information on managing Memberships.

Click on Memberships on the left-side menu. Find the Membership and hover over the right side. Click on the eye icon that appears.

NOTE: If the eye is open, the Membership is published. If there is a line through the eye, the Membership is not published.

If you need any of the following, you may need to make your own Membership Program:

Here's how to create a "Membership" Program:

First, you will need to decide which level you want the Membership to be. It can be at the "Enrollment Period" level or Program level.

If you choose the Enrollment Period level, you can create a new Enrollment Period and call it "Membership" or whatever you want.

If you choose the Program level, you can add a Program under any Enrollment Period (or create an Enrollment Period just for memberships; see above step). You may have to create a new Program Option that incorporates your Membership option. Some examples:

Depending on which option you chose above, you will now need to create Classes under each Membership Program (or create Programs and Classes under the Membership Enrollment Period).

If you only have one Membership class, it's best to make the Enrollment Model the Simple Enrollment Model. The Simple Enrollment Model applies one price to all Class enrollments in the Program. It also assumes that Classes are not selected during enrollment, but an Admin or Instructor makes assignments post-enrollment.

All Enrollees are assigned to the Unassigned list in this enrollment model. However, there is a setting on the My Company page where you can auto-assign enrollments if there is only one Class (My Company > Enroll Form settings). Be sure to add the days if you are using this enrollment model.

If there will be more than one Membership Class, then you can make it the Classes Enrollment Model. If you have pricing, be sure to select the "Enrollees can pick their Class" option (otherwise, the pricing will not show on the Enroll Form).

Click here to learn how to create a free program.

If you need to add a Membership fee, you can do that under the Pricing section in the Program editor. If you are choosing to add pricing, you will most likely need to set it to the Subscription pricing model. Subscription Pricing is best for Programs or Classes where the price of the Program/Class gets invoiced and paid on a fixed frequency that recurs from the date of enrollment until canceled.

Click here to learn how to create Subscription Payment Plans.

Be sure to add any of the following in the "Enroll Form" settings of the Program:

You can also make the Program private or allow cancellation under the "Advanced" settings.

Memberships are accessed from the Membership tab on the left side. On this page, the list of Memberships will be on the left-hand side. HOVER over the membership, and tools will appear on the right side.

Click the pencil icon to edit the membership.

Make the changes you need in the following areas:

Click "Save" to save any changes made.

To publish or unpublish the Membership, click the eye icon. If the Membership is published, the eye icon will be open. If the Membership is unpublished, there will be a slash through the eye icon.

f you need to adjust the order your Memberships show up on the Enroll Form, follow these steps:

To delete a Membership, simply click the trashcan icon, then "Delete" and "Delete Anyway."

Once you create Memberships and the Members start flowing in, you'll need to know how to manage those Memberships and Members. This article shows you how to manage Members, as well as how Membership renewal works.

At the top of each membership list you'll see a toggle labeled Inactive. This toggle separates active members from inactive members.

When a membership renewal payment fails, Enrollsy will automatically move members to the Inactive list with Auto-renew set to off.

Seven days before a membership comes due for renewal, Enrollsy sends a renewal reminder email to the member. Admins with failed payment notifications enabled will also receive an email notification of the failed payment and membership cancellation.

You can access the Admin tools for managing memberships and renewals by clicking the three dots beside any Member. Here you can do the following:

The Auto-renew status will be an important aspect to understand when managing members.

Using the above screenshot as an example, this person became a member on Aug 5, 2021 and was made inactive at some point. In this scenario, if Auto-renew is turned on (as it is in the screenshot), Enrollsy will still attempt to collect for the membership renewal that should have happened on Aug 4, 2022, Aug. 4, 2023, and Aug 4, 2024.

So, unless that is desirable (as in if the member has been receiving membership benefits the entire time), you will want to select Change renews date from the action menu and set it to the correct date before turning Auto-renew on.

One caveat to memberships expiring is if the member enrolls in a different membership than the one they were previously enrolled in, the inactive account name will no longer be visible. Unfortunately, there is no way for us to find who this membership belonged to or if they have an active membership.

If the member enrolls in the same membership, the member's name will be viewable under the Inactive switch.

On the Membership tab, click on the Membership to view the Members on the right side. You may need to scroll up to view the list of members.

Click the three dots beside the Member's name to pull up a menu. Select "Turn off Auto-renew." This will turn off the automatic renewal that generates an invoice for the membership dues.