How do I create a membership type?

Go to Clients → Memberships and choose New membership. Start from a preset, then set What's included, Billing and At the door, and choose Save type.

How do I sell a membership to a client?

Open the client, use the ⋯ menu, choose Sell membership, pick the membership and Pay link, then press Sell and Copy Link. The membership starts when they pay.

Does Workspace369 send the pay link to my client?

No. The app sends nothing to the client. You copy the link and send it the way you usually do.

Can members buy a membership in the client portal?

No. You sell memberships from the client's ⋯ menu. Members see their membership and pass in the portal, and can update their card or cancel, and freeze when the type allows.

How do I check a member in?

Open Clients → Check-in and use Camera, Scanner or Search. The owner can always check members in; staff check-in is on Voyager and up.

Which plans include memberships and the Programs & Sessions report?

Memberships are on Cadet and up. Staff check-in and the Family preset are on Voyager and up, and so is the Programs & Sessions report. Multi-location membership rules are on Commander and up.

Billing & paymentsClients & CRMClient portal

Sell memberships and check members in

Create membership types, sell them with a pay link through your own Stripe, check members in at the front desk, and let members see their pass in the client portal.

Cut-paper illustration of fanned membership pass cards with punched holes and an amber check mark in front of an open archway, beside a render of a member's pass with its QR code.

Build membership types from presets

Open Clients → Memberships and choose New membership. Start from a preset: Unlimited, Minutes, Visit pack, Credits or Family, with Unlimited tanning, Salon membership, Coworking and Day pass under More presets. Then give the type a Name and set What's included, Billing and At the door.

What's included holds what a member gets: unlimited visits, minutes, visits or credits, with optional refills. Billing sets how the type is charged, with a sign-up fee, a commitment and what happens after a failed payment. At the door sets Freezes and Guest passes, and on Specialist and up, what a member must do Before first visit. A preview of the client's pass updates as you type, and Save type keeps it.

Memberships are on Cadet and up. The Family preset is on Voyager and up. It is on the web app now and comes to the iPhone app with its next update.

Presets for gyms, studios, tanning, salons, coworking and day passes
What's included, Billing and At the door in one editor
A live preview of the client's pass while you build

The New membership editor in Workspace369 with the preset cards Unlimited, Minutes, Visit pack, Credits, Family and More presets, a What's included row and a preview of the client's pass beside it.

Where to find it: Clients
Memberships
New membership
Plans: Cadet and up
Learn more: Payments Create a membership plan guide

Sell a membership with a pay link

Open a client, use the ⋯ menu and choose Sell membership. Pick the membership, then under How they pay choose Pay link and press Sell. The sheet says Pay link ready and Copy Link puts the link on your clipboard, so you can send it the way you usually do. The membership starts when the client pays. (Changed Nov 2: before you press Sell, the sheet shows First charge, with any setup fee, and Then, with what the client pays next and from when, or when the membership ends. Dates count from the day the client pays.)

The payment is billed through your own Stripe account, so connect Stripe first. Workspace369 doesn't email or text the link for you, so nothing reaches the client until you send it. Selling is on Cadet and up. It is on the web app now and comes to the iPhone app with its next update.

Client ⋯ menu → Sell membership → Pay link → Sell → Copy Link
Billed through your own Stripe account
You send the link; the app sends nothing to the client
Changed Nov 2: First charge and Then show before you press Sell

Choose a membership, press Sell and copy the pay link to send to the member. Example data.

Where to find it: Clients
a client
⋯ menu
Sell membership
Plans: Cadet and up
Learn more: Payments Create a membership plan guide

Check members in at the desk

Open Clients → Check-in. Check people in with Camera by scanning a member's pass, with Scanner for a handheld scanner, or with Search by name. The screen says Ready for the next member until someone arrives, and Today lists the day's check-ins. The owner can always check members in; staff check-in is on Voyager and up.

Each member has a pass with a QR code, so they can show it at the front desk. Multi-location membership rules are on Commander and up. It is on the web app now and comes to the iPhone app with its next update.

Camera, Scanner and Search at the front desk
A QR pass for every member
Staff check-in on Voyager and up; the owner can always check in

Where to find it: Clients
Check-in
Plans: Cadet and up
Learn more: CRM for yoga and Pilates studios CRM for gyms and boutique fitness

Members see their membership and pass in the portal

When a client has a membership, their client portal shows a Membership and pass section: the plan and its status, the QR code to show at the front desk, what's left in each balance, and Recent visits.

Under Manage, members can freeze when the type allows it, update their card, or cancel. Members can't buy a membership from the portal; you sell it from the client's ⋯ menu. The Membership and pass section shows only for clients who have a membership. It is on the web app now and comes to the iPhone app with its next update.

A Membership and pass section with the QR code and balances
Freeze membership when the type allows, Update card, Cancel membership
Selling stays with you, not in the portal

Where to find it: The client portal
Membership and pass
Plans: Cadet and up
Learn more: Client portal Memberships in the client portal guide

See check-ins in the Check-ins report

Open Finance → Reports and choose Check-ins, in the Memberships & check-ins group. It shows busy times and check-ins per day, and you can look at 7, 30 or 90 days, or set a custom range. The same report is on the Report tab of the Check-in screen. The location comparison report is on Commander and up. It is on the web app now and comes to the iPhone app with its next update.

Finance → Reports → Check-ins
Busy times and check-ins per day
7, 30, 90 days or a custom range

Where to find it: Finance
Reports
Check-ins
Plans: Cadet and up
Learn more: Analytics CRM for gyms and boutique fitness

See how your programs run in Programs & Sessions

Open Finance → Reports and choose Programs & Sessions. The tiles show Sessions, Show-up rate and Group calls held for the range you pick. By coach lists one-to-one sessions, no-shows and show-up for each coach, and By tier shows Members, Left and Joined for each program tier.

Monthly revenue shows to the owner and admins only. Members who pay in a different currency from their program are noted but not added to the revenue. The report is on Voyager and up. It is on the web app now and comes to the iPhone app with its next update.

Sessions, Show-up rate and Group calls held
By coach and By tier breakdowns
Monthly revenue shows to the owner and admins only

Where to find it: Finance
Reports
Programs & Sessions
Plans: Voyager and up
Learn more: Coaching business software Programs & Sessions report guide

Quick answers

How do I create a membership type?: Go to Clients → Memberships and choose New membership. Start from a preset, then set What's included, Billing and At the door, and choose Save type.
How do I sell a membership to a client?: Open the client, use the ⋯ menu, choose Sell membership, pick the membership and Pay link, then press Sell and Copy Link. The membership starts when they pay.
Does Workspace369 send the pay link to my client?: No. The app sends nothing to the client. You copy the link and send it the way you usually do.
Can members buy a membership in the client portal?: No. You sell memberships from the client's ⋯ menu. Members see their membership and pass in the portal, and can update their card or cancel, and freeze when the type allows.
How do I check a member in?: Open Clients → Check-in and use Camera, Scanner or Search. The owner can always check members in; staff check-in is on Voyager and up.
Which plans include memberships and the Programs & Sessions report?: Memberships are on Cadet and up. Staff check-in and the Family preset are on Voyager and up, and so is the Programs & Sessions report. Multi-location membership rules are on Commander and up.

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