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Memberships & Services

End-to-end steps to create memberships, define services (1:1 or group), enable waitlists, and control access.

A. Create a Membership (who can book what)​

  1. Go to Settings → Memberships → New Membership.
  2. Fill details:
    • Name and description: what this plan includes.
    • Billing (optional): if you bill externally, describe terms here for staff reference.
  3. Benefits:
    • Included services: select services the member can book at no charge or discounted rate.
    • Discounts: percentage or fixed-amount discounts by service (optional).
  4. Location access:
    • Choose which locations members can book. Members will be restricted to these locations in the scheduler.
  5. Booking rules:
    • Min/Max advance booking time (e.g., not within 12 hours; up to 21 days out).
    • The Max advance booking time IS the client's booking window — it controls how far into the future your clients can see and book slots in the client portal and app. If you don't set it, the window defaults to 21 days. Clinics whose clients book far ahead (for example, a 24-session package used over a quarter) should raise it — set Max advance to 90 days and members on that plan can book up to 3 months out. Each membership can have its own window, so a premium plan can book further ahead than a basic one.
    • Free booking limits (e.g., 2 free visits/month) if applicable.
  6. Save. The membership can now be assigned to clients on invite or from the client profile.
tip
  • Keep plan names clear (e.g., “Remote Coaching”, “Clinic Gold”) so clients recognize them at checkout.
  • Use discounts for add-on services that are not fully included in the plan.

B. Create a Service (1:1 or Group)​

  1. Go to Settings → Services → New Service.
  2. Define basics:
    • Service name and short description.
    • Duration (e.g., 45 min) and buffers (pre/post, e.g., 5–10 min).
    • Remote toggle: enable for telehealth/virtual sessions.
  3. Service type:
    • One-to-one: capacity = 1 (default).
    • Group session: enable Group and set capacity (e.g., 6). Group events display remaining seats and can enable waitlists.
  4. Locations and visibility:
    • Select locations where this service is offered.
    • Visibility: Public (any eligible client can see) or By membership (only clients with specific memberships).
  5. Provider eligibility:
    • Assign which providers can deliver the service. Only eligible providers’ calendars will show for this service.
  6. Scheduling window:
    • Optional overrides of clinic booking windows (min/max advance) for this service.
  7. Pricing:
    • Base price (if shown to clients) and whether the service requires payment at booking.
  8. Save.

C. Enable Waitlists (optional)​

  1. Within the Service → Advanced → Waitlist → Enable.
  2. Capacity and policy:
    • Max waitlist size per timeslot (or unlimited).
    • Auto-promote: when a seat opens, notify clients in order; optionally auto-book the first confirmed client.
  3. Notifications:
    • Configure reminder message content and timing (clinic settings).
  4. Save.
  1. In Membership → Included services: choose services that are free or discounted.
  2. In Service → Visibility: set to “By membership” and select plans allowed to book.
  3. Test with a test client assigned to the membership:
    • Confirm the client can see and book eligible services at allowed locations.

E. Common Setups​

  • Remote coaching (1:1): Remote on, capacity 1, provider eligibility set, ICS invite enabled.
  • Group class: Group on with capacity N, waitlist enabled, location set to “Remote” or a physical studio.
  • Members-only clinic: Services set to “By membership”; public users cannot see.

F. Validation Checklist​

  • Membership assigned to a test client; client can see allowed services.
  • Service shows correct providers and locations.
  • Booking respects min/max advance and free booking limits.
  • Group capacity and waitlist behave as expected.