Click here for what's new with memberships and how this affects your organization.
Memberships provides a consistent revenue stream, a way to foster loyalty through exclusive benefits and pricing, and cultivates a sense of community among members. Amilia SmartRec's memberships solution offers:
One-time or recurring payments and flexible billing cycles
Members-only registration periods
Members-only discount types
Merchandise as a fee (suggested or required at checkout)
Track member access to your facilities with memberships
Quickly create and save membership card templates
Track membership and member metrics, and measure performance
In this article:
5. FAQ
1. How to create memberships
Memberships can be used to keep track of your members, as a requirement to register for events, and even to grant access to your facilities. Admins need permission to view the Memberships tab as well as to create or edit memberships.
You may offer individual (single) or group memberships (multi-person) with expiration dates or opt for memberships that remain active indefinitely. Note that memberships with no expiration function differently from those that do expire.
🔄 With no expiration (ongoing) | 📆 With an expiration (fixed) |
Ideal for month-to-month | Ideal for annual memberships |
Billed at checkout & then monthly | Billed only once at checkout |
Doesn't expire | Expires after a duration or on a date |
Clients can opt out | Clients can repurchase (with duration) |
Prorated (by default) on day of purchase | No proration on day of purchase |
Eligible for discounts on monthly billing | Eligible for discounts |
Not eligible for installments | Eligible for installments |
General
General
The name and description are shown in the store. The description field has smart formatting options (HTML is not supported) with a 500-million-character limit (all the space you could possibly need). Edit at any time. Changes are applied to all new and existing memberships (changes do not affect original invoices).
Tags let admins filter for memberships in the Memberships tab. One day, they'll also help your clients filter for items in the store (this perk isn't yet ready for release).
Members configuration
Members configuration
Does the membership apply to a single member, or to multiple members from the same account? Age restrictions (min, max, or both) can be toggled on for multi-person memberships. This can't be edited once it's sold.
Dates or duration
Dates or duration
Choose whether the membership has a recurring billing plan & never expires, or if it's invoiced just once & will expire. This can't be switched once it's sold.
The effective date is when the membership becomes active for use, either
before the purchase date, on the purchase date, or on a future date.
A membership becomes inactive at 11:59PM (local time) on the expiration date.
No expiration (pick the effective date): Invoice at checkout and then on a recurring basis (recurring billing). Choose whether clients can opt out or request to cancel. It's possible to edit the effective date after a membership has been sold. You can learn more about what to expect with recurring billing in this article.
Duration (repurchase prior to expiration): Invoice once at checkout (only). It's effective on the purchase date and remains active for a length of time. Allow clients to renew (i.e., repurchase in the store) before it expires.
Dates (effective + expiration dates): Invoice once at checkout (only). You must set the effective and expiration dates. It can't be renewed and only admins may cancel it.
Price
Price
Link a recurring billing plan if there's no expiration. You can change the membership's billing option at any time, but it only applies to new purchases. It doesn't apply to existing members.
Store display
Store display
When does the membership show in the store? Edit at any time.
Immediately: Clients can buy it in the store. If it's linked to an activity, clients are prompted to add it to the cart (if they don't own the active membership).
Schedule: Set a date when clients can buy it in the store. If it's linked to an activity, clients are prompted to add it to the cart (if they don't own the active membership), however this only occurs as of the scheduled date.
Hidden from store: Clients can't buy it in the store unless they're prompted to add it to their cart when selecting a linked activity.
Unavailable from store: Clients can't buy it in the store, and it's not prompted when linked to an activity. Admins can buy it on behalf of clients. Can still be used as a required membership to register for activities.
Advanced settings
Advanced settings
Edit at any time. Changes are applied to new purchases.
📝 Forms: Link an adult and/or child form to answer at checkout. To export form answers, use the report template in the Memberships tab (Operations > Member list).
Memberships with no expiration will only require a client to fill out the form once during the initial purchase and checkout. If new information is needed, the client can login to their personal account and update the form information in the Members section of their account.
🛒 Merchandise: Prompt clients each time to add (suggested or required) merch to the cart, even if it was purchased in a previous store session. For individual memberships, merch goes to the selected member. For multi-person memberships, merch goes to the account owner. Merchandise isn't included in recurring billing.
💡 Pro tip: You can use this as an opportunity to charge a member fee. Create your fee as a merchandise item and keep it 'hidden' in the store. When linked, patrons will be prompted to add it to their cart when they select the membership, even if it was purchased in the past.
If required merchandise is out of stock, clients won't get a prompt and may complete the membership purchase without it.
🔴 Restrictions: Memberships can be restricted at the time of purchase to participants that belong to a certain gender, community segment, or require skills. Recurring billing will still apply even if an existing member no longer meets the criteria.
See the FAQ for more on individual and multi-person memberships.
1.1 How to create a recurring billing option
A recurring billing option is the configuration of a billing cycle and client cancellation method. They are only for memberships with no expiration. Access recurring billing from the Price section, or via the Accounting and finance > Recurring billing subtab. Once a billing option has been used, it can't be edited (although it's still possible to change which billing option is linked to the membership).
❗ Please note that integrated payment terminals are not
compatible with purchases that include memberships with recurring billing options.
There are 3 billing cycles to choose from:
On purchase day
On purchase day
The day of the month the membership is bought becomes the billing day. Each invoice covers the period until the next invoice.
Scenario: Buy a membership on Oct 18th
Oct 18th (at checkout), client pays for the period of Oct 18th-Nov 17th.
Nov 18th, client is invoiced for the period between Nov 18th-Dec 17th.
Dec 18th, client is invoiced for the period between Dec 18th-Jan 17th.
When billing is on the purchase day, the ongoing membership won't be prorated at checkout. The full amount is charged, regardless of when it's purchased.
Please note that if the ongoing membership is purchased before its start date, the start date becomes the Billing day (rather than the purchase day).
Purchase before the start date | Purchase after the start date (or none) |
At checkout, the full amount is invoiced to cover from the start date (i.e., the membership comes into effect) to the day before the next Billing day. | At checkout, the full amount is invoiced to cover from the purchase day to the day before the next Billing day. |
Ex: On the 15th, I buy a membership that only comes into effect on the 1st of the following month. The start date of the 1st becomes the Billing day. | Ex: On the 15th, I buy a membership that came into effect last month. The purchase day of the 15th becomes the Billing day. |
On a specific day each month, for one month
On a specific day each month, for one month
You choose which day of the month is the billing day. The invoice covers for a period of one month. For example, if the billing day is the 15th of every month, this covers up until the 14th of the next month. If the membership is purchased before or after the billing day, the amount is prorated (the client pays for the period that remains until the next billing day). If the membership is paused, this does not change the billing day.
Scenario: Buy a $31 membership on Oct 18th
Billing day: 15th of every month
Oct 18th (at checkout), client is invoiced a prorated amount of 13$ for the period of Oct 18th-Nov 14th.
Nov 15th, client is invoiced $31 for the period between Nov 15th-Dec 14th.
Dec 15th, client is invoiced $31 for the period between Dec 15th-Jan 14th.
When billing on a specific day, for one month:
Pro rata is generally applied at checkout to cover ongoing membership services for however many days remain in the billing period at the time of purchase.
If purchased before the Billing day, another invoice is generated within the same month on Billing day to cover services for one month, up to the day before the next Billing day.
Purchase before Billing day | Purchase on or after Billing day |
At checkout, the invoice is prorated to cover the number of days left before the next Billing day. After checkout, the client is invoiced again within the same month, to cover for one month. | At checkout, the invoice is prorated to cover the number of days left before the next Billing day. |
Ex: Billing day is the 15th If purchased before the 15th of the month, the invoice at checkout is prorated from the purchase day to the day before the upcoming Billing day within the same month (e.g., April 2nd - April 14th, May 1st - May 14th, June 13th - June 14th).
Another invoice is generated on the 15th for services from the 15th to 14th of the next month (one month) | Ex: Billing day is the 15th If purchased after the 15th of the month, the invoice at checkout is prorated for from the purchase day to the day before the next Billing day. (e.g., Apr 20th - May 14th, Jul 23rd - Aug 14th, Oct 30th - Nov 14th). |
The amount invoiced (and how it's prorated) at checkout depends on when the ongoing membership plan is purchased, based on these scenarios:
Before the start date / before Billing day
Before the start date / after Billing day
After the start date (or none) / before Billing day
After the start date (or none) / after Billing day
On a specific day each month, for the next calendar month
On a specific day each month, for the next calendar month
The membership is invoiced a month in advance, on the billing day you specify. When it's purchased before or after the billing day, any amount due is charged on the day of purchase.
Scenario: Buy a $31 membership on Oct 18th
Billing day: 13th of every month
Oct 18th (at checkout), client is invoiced a prorated amount of $14 for the period of Oct 18th-Oct 31st, which covers the current month. In addition, $31 is invoiced to cover the period of the following month of Nov 1st-Nov 30th.
Nov 13th, client is invoiced $31 for the period between Dec 1st-Dec 31st.
Dec 13th, client is invoiced $31 for the period between Jan 1st-Jan 31st.
When billing is on a specific day for the next calendar month:
A pro-rated charge is typically applied at checkout to cover the cost of ongoing membership services for the remaining days left in the month that services begin (i.e., from the start date until the end of that month).
In addition, clients may be invoiced a second time within the same month or be charged upfront at checkout for the full amount to cover the next calendar month (based on whether the ongoing membership is purchased before, on or after the Billing day).
If purchased before Billing day | If purchased on or after Billing day |
At checkout, a prorated amount is invoiced to cover from the start date | At checkout, a prorated amount is invoiced to cover from the start date to the last day of the month services begin; and |
After checkout, another invoice is generated on the Billing day to cover services for the next calendar month. | At checkout, the invoice also includes the full charge to cover services for the next calendar month. |
The amount charged at checkout depends on two factors:
If the ongoing membership is purchased before or after the start date (or no start date is set) (i.e., when it becomes active for use); and
If the purchase is made before, on or after the monthly Billing day.
2. When you buy memberships in the store
Clients can buy memberships in the Memberships section of your store or may be prompted to add one to the cart if a membership is required to register to an activity.
👉 Admins with permission can bypass restrictions when buying for a client.
If the 'Skip and pay later' option is used at checkout for a membership with recurring billing, no payment method is linked to the item. On the billing day, if the participant has a payment method saved in their Wallet, SmartRec refers to the saved payment method to process the payment, but only if your organization is authorized to use it!
Here's what to expect in the store, on the invoice and in the Purchases tab:
For individual memberships
For individual memberships
Select an eligible participant. Suggested or required merch is under the participant's name at checkout.
Review the account owner's contact info. If a registration form is linked, complete or review it for the participant.
The invoice for an individual membership shows the member's name and Amilia ID. In the Purchases tab, the membership is listed underneath the member's name.
For multi-person memberships
For multi-person memberships
Select the eligible participants (up to the max). Suggested or required merch is under the account owner's name at checkout.
Review the account owner's contact info. If a registration form is linked, complete or review it for each participant that was selected.
The invoice for a multi-person membership shows each member's name only. In the Purchases tab, a 'Multi-person memberships' section shows the membership with the member names listed underneath.
For memberships with no expiration
For memberships with no expiration
Memberships with no expiration are usually prorated at checkout and then invoiced in full on the billing day of each billing cycle. Admins and clients can 'learn more' about what's being charged and when to expect the next invoice.
The next billing date is also shown in the Purchases tab.
See the FAQ for more on invoicing memberships.
3. How to manage memberships and members
The Memberships tab offers two subtabs - one to oversee your memberships, and the other to oversee individual members. All you need are the right permissions!
📇When to use the | 👪 When to use the |
To manage your Membership plans
| To manage your Members' memberships
|
3.1 Membership subtab - Take action on your membership plans
The Memberships subtab lets you create and manage your membership plans. It provides useful exports to verify membership plan configurations, expired memberships, member info that includes account details, and more!
The Memberships subtab lists your membership plans |
✔️ Create new membership plans, and edit or archive existing ones ✔️ Filter by tag, type, and/or by active or archived membership plans ✔️ Generate virtual membership cards by membership, and opt to print ✔️ Send an email to active members by membership, through SmartRec ✔️ Export member info like answers to form questions and account balances |
👇 Click to expand the sections below for more info on the Memberships subtab.
Main jobs you can do from the Memberships subtab
Main jobs you can do from the Memberships subtab
To create a new membership plan, click New membership.
To edit or archive a membership plan, use the Actions column. Changes made apply to new purchases moving forward.
❗ Members can have an active membership on an archived plan (if it hasn’t expired). Archived plans aren't available for purchase by clients or admins.
To manage members and perform actions, go to the Membership management page.
🎗️ While you can make changes to a member's membership in the Memberships subtab, we recommend using the Membership Management page—it’s where everything’s eventually headed, so consider this a friendly nudge to get familiar with it!
To sort your membership plans, use filters.
To change the order they're listed in the store, first clear the filters, and then click & drag.
To send an email to one or more active members on a membership, add a check mark and click the Operations button. See the list of tasks below.
To export membership plan data, add a check next to the membership(s) and click the Operations button.
How to generate membership cards
How to generate membership cards
To generate virtual membership cards for a membership, open the configuration form and scroll to the Advanced settings to enable membership cards. You must select a card template to generate the membership card.
Click here to learn more about creating membership cards and templates.
-OR-
👣 Steps to print membership cards on paper (by membership)
1) Go to the Memberships > Memberships subtab.
2) Click the number of members under the Members column.
3) Click Operations > Save the membership cards for printing.
4) Choose which format to generate (card printer or regular printer). Please note a default template is used when printing cards in this manner.
5) This generates a PDF document that opens in a new window. You can save this document to your computer.
How to export registration form answers from members
How to export registration form answers from members
You can export registration form answers by membership—as long as the form is linked in the plan's configuration. Feel free to include default questions and extra questions in your saved report templates.
👣 Steps to export registration form answers from members
1) Go to the Memberships > Memberships subtab.
2) Check mark the membership(s), and click Operations > Member list.
3) Don't forget - the only fields you can export are those on the registration form (attached in the 'Linked forms and merchandise' section of the membership's configuration form). If the form isn't attached, you won't see its fields to add to your export.
How to filter & export your list of members
How to filter & export your list of members
The Memberships > Memberships subtab is mainly used to configure the membership plans you offer in the store.
While you can export data by selecting memberships and using the Operations menu, there are more reporting tools available.
Click here to see the Membership reports SmartRec has to offer!
How to send an email to members from SmartRec
How to send an email to members from SmartRec
When sending emails to members through the Memberships subtab, you can:
Send an email to all members on one or more membership plans; or
Send an email to one or more members on a single membership plan
👣 Steps to send an email to members
1) Go to the Memberships > Memberships subtab.
2) To send an email to all members on one or more memberships, add a check mark next to the membership name to capture every (active) member in the Members column.
In this example, an email is sent to a total of 3 members from 2 memberships.
- or-
To send an email to one or more members on a specific membership, click the number in the Members column of the membership you want to target.
This opens the membership's active member list. Add a check mark to one or more members.
In this example, an email is sent to one member on the Spring Membership.
3) Click Operations > Send an email to members.
4) Compose your email and attach a file if needed. This email is sent to members' email inbox and a copy is also saved in the Communications tab in their Amilia account (no matter what).
❗ To receive an email sent from SmartRec, the member must be subscribed to receive communications from your organization. Please note this is not necessary to receive transactional emails.
How to view your members' expired memberships
How to view your members' expired memberships
Membership plans created in the Memberships subtab don’t expire—they can only be archived.
Fixed duration: No set end date; expires for each member individually after their term ends.
Fixed dates: Has an end date that can be edited for future purchases.
No expiration: Ongoing until cancelled.
What actually expires is a member’s individual membership (for fixed duration or fixed dates). Once expired, the member becomes inactive for that membership.
Note that 'cancelled' memberships are not considered 'expired'. For cancelled memberships, refer to the Members List report or the Membership Performance Summary report in the Reports tab.
👣 How to export a list of member's expired fixed memberships
1) Go the Memberships > Memberships subtab.
2) Apply a check mark on one or more membership plans.
By default, the filter is on 'Active' memberships.
If you change the filter to 'Archived', archived memberships will show.
3) Click Operations > Expired memberships.
This provides an excel file with the names of members, the name of the membership, the start date (when membership benefits started), and the end date (the day membership benefits ended).
How do I make memberships required for drop-ins?
How do I make memberships required for drop-ins?
We’re glad you asked! While it’s not currently possible to restrict access to drop-ins with memberships, the good news is—we’ve already built the feature and it's available to try! If you’re interested, let us know at product@amilia.com.
We've got an article all about it - Click here to check it out!
3.2 Membership management - Take action on your members
The Membership management page lets you manage active members and their unique memberships. You can see key details about each member's membership, like price, term, status, scholarship eligibility, etc., and take action when needed.
The Membership Management page lists your active members |
✔️ Filter columns to focus on key members ✔️ View the member's account by clicking on their name ✔️ Accept/refuse ongoing membership cancellation requests ✔️ Add or remove members from a multi-person membership ✔️ Edit the end date of a member's fixed duration membership ✔️ Save notes to the History as you edit a member's membership ✔️ Remove/edit a pause on a member's ongoing or fixed membership ✔️ Stay informed of members with ongoing memberships up for renewal |
👇 Click to expand the sections below for more info on member management.
How do columns & filters work in Membership management?
How do columns & filters work in Membership management?
The Membership management page provides a snapshot of your active members and reflects the current status of each active member and their membership. Be mindful of the 'Start date' and 'End date' ranges when viewing your results.
Say it’s May and a membership has a pause scheduled in July, filtering for July will still show the plan's status as “Upcoming pause.” The status changes to “Paused” only when the pause begins, and to “Active” once it ends.
Say it's May and a member will soon be active in July. If you filter for active members between July and August, the member will appear, but the membership's status will still show as 'Soon to be active'.
-How filters work-
Apply up to 5 filters to narrow your member list. The table updates automatically and reflects the current status of each active member and their membership.
Filter name | Description |
Membership | The name of the member's membership plan. It's possible for an active member to be on an inactive membership. |
Term | Duration, Dates, and No expiration (i.e., recurring) |
Status | Active, Paused, Upcoming pause, Upcoming cancellation, Requested cancellation, and Soon to be active |
Start date | The start date is the day the membership becomes active and can be used to access facilities. Enter one date or a date range in the 'Start date' field to find members that became active on or within that range. Using the 'start date', without an end date:
Using the 'start date', with an end date:
|
End date *use alone or with a start date range | The end date is the day the membership becomes inactive for use and can no longer be used to access facilities. The membership remains valid until 11:59PM on that day. Enter two dates as a date range in the 'End date' field to find members that became inactive on or within that range. Using the 'end date', without a start date:
Using the 'end date', with a start date:
|
-How columns work-
The Membership management table provides 11 columns, that auto-updates as you add or remove them. The Members and Membership columns always show.
Column name | Description |
Members | The name(s) of the participant(s) in an account that actively hold the membership. Click a member's name to go to their profile in the Clients > Account members subtab. For multi-person memberships, multiple names appear in the column. |
Membership | The name of the membership plan. |
Term | No expiration = For ongoing plans (YYYY-MM-DD - YYYY-MM-DD) = Fixed term by duration X month(s) = Fixed term by dates |
Price | The fixed (e.g., $200.00) or monthly (e.g., $30.00 / month) price set in the membership's configuration. |
Status | Active = The member's membership is active for use and can be used to track entry in Access Management Paused = The member's membership is on pause. When paused, it can't be used to access services or facilities. Benefits will resume when it's unpaused. Requested cancellation = For ongoing memberships only. The recurring billing option must allow clients to request membership cancellation from their Amilia account. Click here for more info on requesting cancellations. |
Next billing date | The next recurring Billing Day for a member's ongoing membership (only). You can't edit the Billing day if the membership has the billing option 'On a specific day for one month'. |
Start date | The date the member's membership becomes active and can be used to access facilities. |
End date | The date when the member's membership becomes inactive and can't be used for facility access. Their membership remains valid until 11:59 PM on that day. |
Pause start date | The day a pause begins. The member's membership can't be used when paused. Click here for more on pauses. |
Pause end date | The last day the pause is in effect. If the last day is June 23rd, the membership is still paused and coverage only resumes on June 24th. |
Scholarship | A scholarship appears in this field if a membership is tagged with a scholarship and the member has the same scholarship tag applied to them. |
What to edit on a member's membership
What to edit on a member's membership
Use the Actions column on the Membership management page to edit one member's membership at a time. Clients are unable to edit their own membership.
If the member's membership doesn't expire (recurring billing), add notes, edit the recurring price, and/or the Billing day (if you edit the Billing day, the next invoice is prorated to reflect the change).
If the member's membership expires, add notes, and/or edit the expiration date (you can edit the expiration date on fixed duration memberships only, for new purchases moving forward).
If the member has a multi-person membership, you can add or remove members.
How to edit the expiration on a member's fixed membership
How to edit the expiration on a member's fixed membership
In the Actions column on the Membership management page, you can edit the end date (only) on a member's membership with a fixed duration, but not for those with fixed calendar dates, nor ongoing memberships.
🎗️ Don't forget - You can edit the end date on fixed duration or fixed dates memberships via the membership's configuration form (in the Memberships subtab). The new expiration term would only apply to new purchases.
Edit the end date on member's fixed membership - Overview |
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How to edit the price or Billing day of a member's membership
How to edit the price or Billing day of a member's membership
You can't edit the price of member's fixed membership, as it's already invoiced.
In the Actions column on the Membership Management page, you can edit the price of a member's ongoing membership, and the monthly recurring Billing day.
This is useful when:
You need to change the monthly price for a single member.
The client wants to be billed on a different day of the month.
Edit a member's price or Billing day - Overview |
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👇 Click to expand steps on how to edit a member's price or Billing day. |
👣 Steps to edit a member's ongoing price or Billing day
👣 Steps to edit a member's ongoing price or Billing day
1) Go to Memberships > Membership management.
2) Find the member(s) and in the Actions column, click 'Edit'.
3) To change the price, click your cursor in the 'Price/month' field and put the new amount (subject to taxes, proration, discounts, and/or fees if they apply). This amount will be invoiced moving forward, as of the next Billing date.
The new price shows in the Price column on the Membership management page. The price is also updated in the Client > Purchases tab. Look at the member's 'Active Memberships' (for an individual membership), or at the 'Multi-person memberships' section (for a multi-person membership).
4) To change the monthly Billing day, click your cursor in the 'Day' field and put the new Billing Day. This updates the upcoming Billing date (if you change the Billing day for the current date, it will only apply to the next invoice).
The new Billing day shows in the 'Next billing date' column.
The new Billing day is updated in the Client > Purchases tab under the member's 'Active Memberships' (for individual memberships), or under the 'Multi-person memberships' section (for multi-person memberships).
How to add or remove members from a multi-person membership
How to add or remove members from a multi-person membership
In the Actions column on the Membership management page, you can add or remove account members from a multi-person membership. This doesn't change the price, only who receives the benefits. This is helpful when:
You must update which account members benefit from the multi-person plan.
A mistake was made during purchase, and you'd rather adjust the members than cancel and repurchase.
Add/remove members from a multi-person membership - Overview |
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👇 Click to expand steps to add/remove members. |
👣 Steps to add/remove members from a multi-person membership
👣 Steps to add/remove members from a multi-person membership
1) Go to Memberships > Membership management.
2) Locate the member(s) and under the Actions column, click 'Edit'.
3) In the 'Edit membership' modal, look at the Members section:
The info box shows which types of members are allowed from the membership's 'Members configuration'. It doesn't include any other restriction types.
Beneath is the list of participants in the client account. Those with a check mark are already on the membership.
4) To add members to the multi-person membership, apply a check mark next to their name. To remove a member, uncheck the box next to their name.
🔴 Be sure to respect the member type limits (if any)
If someone on the membership doesn't meet the member type criteria (i.e., the type of members allowed in the membership's Members configuration), a warning message appears at the bottom of the 'Edit membership' modal:
You can save even if members don't fall within the member type criteria.
5) Save when finished. This updates the names in the Members column.
How to pause a member's membership
How to pause a member's membership
The Pause tool temporarily suspends a member's fixed duration or ongoing membership, blocking access to services and facilities. The member isn't charged during this period. It's useful when:
A member is away and doesn't want to be charged during their absence.
Your facilities are temporarily closed and you don't want to penalize members who've already paid.
🔁 Pause behavior for | 📆 Pause behavior for |
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👇 Click below to expand steps on pausing fixed and ongoing memberships. |
👣 Steps on how to pause a member's membership
👣 Steps on how to pause a member's membership
You can pause ongoing and fixed duration memberships, but not fixed date memberships. Only one pause period can be applied to a member's plan at a time (no mass assign). Pausing does not cancel any planned installments.
1) Go to Memberships > Membership management.
2) Find the member and under the Actions column, click Pause.
3) In the Pause / Unpause modal, define the pause dates.
Ongoing membership - the pause can occur on any date in the future.
Fixed duration membership - the pause must occur while the membership is active. For example, the membership below is active until June 13th inclusively. Therefore, the pause must occur within this window of time.
4) Pausing can impact a membership's recurring billing or expiration date.
Ongoing membership - Proration and the next Billing day depend on whether the pause occurs during a period that was already invoiced, and whether the membership has a specific Billing day, or the Billing day is the Purchase day. For more details, expand the section below on pausing ongoing memberships.
Fixed duration membership - The expiration date is extended the number of days that were paused. For example, a membership ending on June 13th is paused for 5 days; so that it now expires on June 18th. The member can use their membership up to 11:59pm on June 18th, before it expires.
5) In the Status column on the Membership management page, the plan shows Upcoming pause if scheduled, and Paused once the pause period starts.
❗ While a member's plan is paused, their status is not active, but paused.
6) Admins with the right permissions can see the updated expiration date or ongoing Billing day in Clients > Purchases (as shown in image above). Members see the same info in their Amilia account, in the Purchases tab.
🔁 Scenarios when you pause a member's ongoing membership
🔁 Scenarios when you pause a member's ongoing membership
When pausing an ongoing membership, one of several scenarios may apply, depending on the billing option used, and whether the pause is added before the billing period (i.e., before it's invoiced), or during the billing period (i.e., after it's been invoiced):
Billing day is on the Purchase day | Billing day is on a specific day |
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📚 Pausing an ongoing membership works just like pausing legacy subscriptions. Click below to see examples in the original article:
How to edit a pause or unpause a member's membership
How to edit a pause or unpause a member's membership
The Unpause tool lets you edit an existing pause, or remove it completely.
Unpause - Overview |
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👇 Click below to expand steps on how to unpause a member's membership. |
👣 Steps to unpause a member's membership
👣 Steps to unpause a member's membership
1) Go to Memberships > Membership management.
2) To help find the member, use a Status filter for 'Upcoming pause' to drill down to membership plans that have a pause scheduled.
3) In the Actions column, click Pause/Unpause.
4) In the Pause/Unpause modal, you may edit the existing pause or erase the dates to end the pause. Save when finished.
How an admin cancels a member's membership
How an admin cancels a member's membership
When a member's membership is cancelled, it becomes inactive and they lose its benefits. When a multi-person membership is cancelled, it becomes inactive for all members in the account.
Admins with permission may only cancel a member's membership individually (not in mass).
📆 Cancel a fixed term membership | 🔁 Cancel an ongoing membership |
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👣 Steps to cancel a member's membership plan
👣 Steps to cancel a member's membership plan
Cancelling a membership from the Membership management page produces the same effect as cancelling the membership from Client Billing.
1) Go to the Memberships > Membership Management.
2)Type the member's name in the search bar to pull relevant results.
3) In the Actions column, click 'Cancel'.
📆 If the membership is fixed (expires after a duration or date)
You may select the amount to credit (none, full amount, prorated).
If no dollar amount is credited, a 0$ invoice is created in Client Billing for the cancelled purchase.
If a dollar amount is credited, a credit memo is created in Client Billing for the cancelled purchase.
Click Save. The membership becomes inactive immediately.
🔁 If the membership is ongoing (no expiration)
You may select the month of cancellation. For example, if you select 'July 2025', the last billing period to be invoiced will occur in June, and the membership will terminate in July, at 11:59pm on the last day before the next billing period in July. Which day that is relies on the recurring billing option and Billing day.
The cancellation month will be visible in the client's Amilia account under the Purchases tab.
Click Save. In the month of cancellation, the membership will become inactive on the day before the next Billing day.
To know on which date in the membership expires in the month of cancellation, you must consider the membership's recurring billing plan.
❗ If the member has already been invoiced to cover for the cancellation month in advance, you must manually cancel the invoice (and issue an appropriate credit and refund) in Client Billing.
On purchase day: Say the member is invoiced on June 15th, for the billing period from June 15th - July 14th. If the month of cancellation is July, then no new invoice is created in July for services from July 15th - Aug 14th.
On a specific day, for one month: Say the member is invoiced on June 10th, for the billing period from June 10th - July 9th. If the month of cancellation is July, then no new invoice is created in July for services from July 10th - Aug 9th.
On a specific day, for the next calendar month: Say the member is invoiced on May 1st for the billing period from June 1st - June 30th. If the month of cancellation is July, then no new invoice is created in June for services from July 1st - July 31st.
How members cancel their own membership
How members cancel their own membership
Self-cancellation is only available for ongoing memberships (i,e. with recurring billing). You can set this option when you configure or edit an unused recurring billing option in Accounting and finance > Recurring billing.
❗ Once a recurring billing option is used, you can only edit the cancellation method.
There are two cancellation methods available to members:
1️⃣ Clients can request to cancel: Members can log into their Amilia account to send a cancellation request for admin approval before the membership can be cancelled.
2️⃣ Clients can cancel themselves: Members can log into their Amilia account to cancel the membership on their own, without admin approval.
👣 Steps for members to cancel their own membership plan
1) First, members will log into their Amilia account.
2) Then, navigate to the Purchases tab.
3) Pick the organization from the dropdown.
4) Locate the membership purchase under the right person.
5) Click Cancel membership. A modal explains what to expect depending on the cancellation method available.
1️⃣ Clients can request to cancel:
A modal explains that a request is being submitted to terminate the membership and that access is continued until the organization takes action.
A notification email is sent to your organization's main contact (the email address in the Account > Main information subtab) informing them a client has requested to cancel.
The admin must confirm the cancellation request, otherwise membership services will continue.
2️⃣ Clients can cancel themselves:
A modal explains when the membership plan will terminate (since the services are billed in advance, members benefit from coverage until the end of the billing period that was already invoiced).
A notification email is sent to your organization's main contact (the email address in the Account > Main information subtab) informing them of the cancellation.
The membership remains active for as long as the client was previously billed for. When the new billing period begins, no new invoice is generated. The membership is terminated.
What to do when you get a cancellation request
What to do when you get a cancellation request
Cancellation requests come from members with an ongoing membership where they must submit a request to cancel before their membership can be terminated (see How members cancel their own membership plan).
You must confirm the cancellation or keep the membership active.
You can filter for cancellation requests on the Membership management page.
💡 To see when the cancellation was requested, click on the member's name to go to Clients > Purchases. You can also process the cancellation request from here.
👣 Steps to confirm cancellation
👣 Steps to confirm cancellation
1) Go to Memberships > Membership management.
2) Locate (with the help of filters) members who've requested cancellation.
3) In the Actions column, click Confirm cancellation.
4) Select the month of cancellation. The membership will terminate on day before the next billing period.
e.g., if you select 'July 2025', then the last billing period charged to the member will be for services in June.
The cancellation confirmation and termination date appears in Clients > Purchases. Members can also see this from their Amilia account.
5) The membership's status changes to 'Upcoming cancellation' in the Status column. You may add an 'end date' column on the Membership management page to see the specific date the membership will be cancelled.
6) A confirmation email is sent to the account owner letting them the know the cancellation request has been approved and when their ongoing membership will be cancelled.
👣 Steps to keep the member's membership active
👣 Steps to keep the member's membership active
1) Go to Memberships > Membership management.
2) Locate (with the help of filters) members who've requested cancellation.
3) In the Actions column, click Keep active.
4) Click Save to keep the membership plan active.
5) The membership's status changes from 'Requested cancellation' to 'Active'. An email is sent to the member informing them the membership remains active.
How members can renew their own membership plan
How members can renew their own membership plan
Currently, renewals are only supported for membership plans that expire after a set duration (no specified end dates). You can configure repurchase prior to expiration so that members can repurchase their membership in the store before it expires.
👣 Steps to allow repurchase for fixed memberships by duration
1) Go to the Memberships > Memberships subtab.
2) Click on the membership to open its configuration form.
3) Scroll to the Date or Duration section.
4) Make repurchase available at least 1 day before expiration.
5) When repurchase is available, members can go to the store (within the time frame) and repurchase the same membership. This creates a new invoice, and the expiration date is updated. Coverage continues uninterrupted.
This plan expires on May 18, 2025. It can be repurchased 1 day prior to the expiration on May 17. When repurchased, the updated plan shows in the Purchases tab of the member's account, along with a new invoice number and expiration date.
💡 You can use the Members list with a 'Membership end date' filter to identify members whose membership is coming up to the renewal window.
Note to admins: When a member repurchases, the member's name will appear twice in your records as active for the same membership (with different end dates), until the older membership plan expires.
💡 If you'd like to notify your clients when it's time to repurchase, we have partners such as Pidj.co, iPost, and Cyberimpact - who can help with time-based triggers and reminders based on purchase or expiration dates.
How to add notes to keep in the Membership history
How to add notes to keep in the Membership history
The Membership history tracks admin on a member's membership plan, such as:
When you edit the Price or Billing day of an ongoing membership
When you edit the end date on a membership with fixed duration
You can add Admin notes when you make any of these changes. While admin notes disappear after saving, they're logged in the Membership history. You can't export these admin notes.
If you edit both the price and billing day at the same time (and add a note), the note appears alongside both changes in the log, with the same timestamp.
👣 Steps to add Admin notes & check the Membership history
Admin notes and edits are recorded in the Actions column > History. You may only leave admin notes if you're editing the plan's monthly price, Billing day, and/or a the end date of a membership with a fixed duration.
1) Go to the Memberships > Membership management subtab.
2) Find the member and under the Actions column, click 'Edit'.
3) In the 'Edit membership' modal, makes your changes. Then, write your Admin notes. Click Save.
4) To view saved admin notes, click 'History' under the Actions column. Admin notes won't stay visible in the field after saving - they're stored in the plan's History.
4. Membership Reporting
Here’s a quick look at SmartRec reports that focus on memberships:
Report | Description |
(in the Reports tab) | High level overview of membership plan performance,
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(in the Reports tab) | Full list of members and their membership history
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(in the Reports tab) | Memberships purchased during selected date range
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(on the Membership management page) | Real-time snapshot of each member's membership
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4.1 Membership Performance Summary Report
You'll find the Membership performance summary report in the Reports tab.
It includes counts of members on the membership, units sold, scans tracked in Access management, gross and net sales, cancelled/expired members and units.
Use this report to answer questions like...
I want to identify new members
I want to identify renewed members
I want to know the number of members for each membership type
I want to know how many units were cancelled and cancellation amounts
I want to analyze churn, monthly performance, and best performing plans
📆 Dates
📆 Dates
Membership results appear if they fall within the start date OR the end date.
To obtain information for a given date: Choose the same start date and end date for the report. For example, if you'd like to know the number of members as of October 31st, 2024, choose that date as both start date and end date for the report.
To obtain information on a whole month: Choose the first day of the month as start date for the report, and the last day of the month as end date. For example, if you wish to know how many members have cancelled during the month of October, choose the 1st of October as start date and the 31st of October as end date.
❗ About members who cancel on a given date
A member cancelling a membership on day X will be counted as an active member, but also as a cancelled member, if day X is included within the dates of the report, including the case where the report covers only day X.
e.g., someone who cancels on October 31st will be shown as active and cancelled if October 31st is the report start date, or the report end date, or both, or if October 31st falls between the report start and end date.
❗ About members whose membership expires
A member whose membership expires will be counted as expired, even if the membership is repurchased before or after the expiration date.
e.g., someone repurchases membership A after their first purchase of membership A expired. This means they're counted as one in the members column, and 1 in the cancelled/expired column.
📊 Columns
📊 Columns
There are 15 columns available. Membership name and Members always show.
Column | Description |
Membership configuration Id | Identification number associated with each membership. This number is generated by the system. |
Membership name | The name of each membership. |
Members | Definition: Number of people with a specific membership. Calculation: A person with 1 membership = 1 member; a family of 5 with the same membership = 5 members. Includes: Members with an active membership at any time within the selected date range. Active memberships include those paused or with an upcoming pause, as well as those with an upcoming cancellation or a declined or pending cancellation request. Excludes: Any member whose membership ended before the selected date range. Any member whose membership started after the selected date range. Any member who cancelled their membership before the selected date range. Any member whose membership expired before the selected date range. Members with “soon to be active” status are not considered to have started their membership. |
Units | Definition: Number of units with a specific membership. A unit is one or more individuals from the same household with a specific membership. Calculation: A person with 1 membership = 1 unit; a family of 5 with the same membership = 1 unit. Includes: Units with an active membership at any time within the selected date range. Excludes: Same exclusions as for Members. |
Visits | Number of times members have scanned their card to access facilities. |
Gross sales | Definition: Total revenue from a membership before any adjustments are applied. Revenue is recognized in full at the time of sale. Calculation: Total of invoiced revenue from a membership. Includes: All revenue from a membership invoiced within the selected date range. All revenue from a membership invoiced as a part of a transfer. Excludes: Adjustments such as discounts, custom discounts, as well as any adjustments from prorated calculations, even if invoiced within the selected date range. |
Net sales | Definition: Total revenue from a membership after adjustments are applied. Revenue is recognized in full at the time of the sale. Calculation: Total invoiced revenue from a membership - total related discounts - total custom discounts - total prorated adjustments. Includes: All revenue and adjustments within the selected date range. Excludes: Fees and any invoiced revenue from merchandise or activities. |
Cancelled/expired members | Definition: Number of members whose membership has been cancelled or has expired. Calculation: The sum of members with fixed duration or fixed date memberships who cancelled before the end date + the sum of members with fixed duration or fixed date memberships that expired (whether renewed or not) + the sum of members with no expiration memberships who cancelled. Includes: Also includes members with memberships cancelled due to a transfer. |
Cancelled/expired units | Same as Cancelled/expired members, but calculated by unit instead of person. |
Cancellation amounts | Definition: Total value of cancellations from a membership after adjustments. Calculation: Sum of cancelled amounts + cancelled discounts + cancelled personalized discounts + cancelled prorated adjustments. Includes: All relevant cancelled data within the date range. Excludes: Cancelled fees and merchandise/activity revenue. |
New members | Definition: Number of members who started their membership within the selected date range. Calculation: A person = 1 member; a family of 5 = 5 members. Includes: Active members who started in the date range. Excludes: “Soon to be active” members. |
New units | Same as New members but counted by unit. |
Net sales - new | Same definition and calculation as Net sales, but only for new memberships that started during the date range. |
Transferred in | The number of memberships transferred into a plan from another plan. Includes intra-plan changes that updated the member count. |
Transferred out | The number of memberships transferred out of a plan to another plan. Also includes intra-plan changes. |
4.2 Members list report
You'll find the Members list report in the Reports tab (not to be confused with the 'Member list' export in the Memberships subtab).
It includes a list of all members by membership, their status (active, cancelled, expired, paused, transferred*), term, type (individual or multi-person), contact info, price (before discounts, credits, or prorated adjustments), price per member, billing details, next billing date, and more.
Use this report to answer questions like...
I want to track membership sales and cancellations
I want to know how many members I currently have
I want to identify which members are donors
I want to list all active users to generate an address book
I want to identify inactive members so I can follow up with them
I want to identify members who did not renew their memberships
I want to access member IDs to perform VLOOKUP operations
I want to see members who're about to age out of membership restrictions
📆 Filters and dates
📆 Filters and dates
There are 5 membership status filters. Keep in mind that when you filter for memberships, the status that appears is the membership's current status:
Membership status | Definition |
Active | The member's membership is active and can be used to access facilities. |
Cancelled | The member's membership has been cancelled by the client or an admin. |
Expired | The member's membership has run its course and reached its end date (fixed or duration). Only fixed term memberships can expire. |
Paused | The member's membership is currently on pause. It can't be used. |
Transferred (available soon) | 🎁 What's this?! Stay tuned as we work on bringing the Transfer tool to memberships!!! |
You can use the start and end date filters on their own, or with each other. The membership must fall on or within the start date and the end date.
Start date *use alone or with the end date(s) | The start date is the day the membership becomes active and can be used to access facilities. Enter one date or a date range in the 'Start date' field to find members that became active on or within that range. Using the 'start date', without an end date:
Using the 'start date', with an end date:
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End date *use alone or with the start date(s) | The end date is the day the membership becomes inactive and can no longer be used to access facilities. The membership remains valid until 11:59PM on that day. Enter one date or a date range in the 'End date' field to find members that became inactive on or within that range. Using the 'end date', without a start date:
Using the 'end date', with a start date:
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📊 Columns
📊 Columns
There are 36 columns available. First name, Last name, Membership name, and Membership status always show. Here are more details on some of the other columns.
Column | Description |
Membership status | The membership status shows the status of the membership as it is today. This means the current status doesn't change, regardless of the date filters applied.
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Participant tags | This refers to tags assigned on a person basis. This column doesn't show tags assigned on an account level. You can track donors by assigning them a 'donor' tag. |
Price | The price shows for memberships with recurring billing only. This shows the recurring amount that is invoiced (minus discounts, credits, proration, etc.,). |
Payment method | The payment method used at checkout when purchasing the membership (Credit card, eCheck, Offline). |
Next billing date | Billing day - when the recurring invoice is generated. |
Recurring billing name | The name of the recurring billing option configuration in Accounting and finance > Recurring billing |
4.3 Membership sales and cancellations by date
You'll find the Membership sales and cancellations by date report in the Reports tab.
It includes member info, contact info, membership price (without taxes applied), GL code, the membership's current status (as of the date the report is pulled), date of purchase, invoice number, start and end dates, and more.
Use this report to answer questions like...
I want to know when a membership was sold
I want to know the membership sale's invoice number
I want to know when a sold membership was cancelled
I want to identify members who did not renew their memberships
4.4 Membership management page export
You can export the data table from the Membership management page.
You can include filters to drill down on any membership, membership term, active status (active, upcoming pause, upcoming cancellation, requested cancellation), and membership start and end date ranges.
Customize your column selection to include the membership's start and end dates, its term, price, status, pause start and end dates, and whether the member and membership are eligible for a scholarship.
This export is useful for...
Reviewing pricing, status, terms, and more
Tracking upcoming expiries or renewals
Segmenting members by plan, status, billing type, or expiry (in Excel)
Audit membership changes by tracking pauses and cancellation requests
4.5 Exports in the Memberships subtab
You can access several exports from the Operations menu in the Memberships > Memberships subtab. They may be older exports, but they still pull their weight!
Membership export
This export combines membership configuration data and current member counts.
Use this export to:
See how many members you have (active/inactive), per membership.
Verify the configuration of your memberships to ensure there's no mistakes.
Member list
This export provides a detailed, customizable report for selected members (click on the number under the Members column in the Memberships > Memberships subtab if you want to select specific members). Use this export to:
Build address lists
Identify new clients
Export a members list with registration form information and more.
Expired memberships
This export lists all expired memberships for specific memberships. Use this export to:
Identify clients who are no longer members
Identify members who did not renew their memberships
5. Frequently Asked Questions
1. What permissions do admins need for memberships?
1. What permissions do admins need for memberships?
Admins need at least the 'View memberships' permission to view the Memberships subtab and the Membership management page. Assign other membership permissions depending on the level of access they need.
To purchase on behalf of a client, admins need the 'View client accounts' and 'Invoicing' permissions.
2. What if a member doesn't fall within a membership's age restrictions?
2. What if a member doesn't fall within a membership's age restrictions?
Only admins may bypass age restrictions in the store. Otherwise, the participant must fall within the membership's age range at the time of purchase.
If a member already has the membership and ages out of the range, their membership remains active until it expires or they opt out (if it's billed on a recurring basis). Otherwise, an admin must cancel the membership.
You can export your list of members and filter by age in the Memberships > Members list subtab.
3. Can I use an integrated terminal to take payment for memberships with recurring billing ?
3. Can I use an integrated terminal to take payment for memberships with recurring billing ?
You can't take payment at the checkout with an integrated terminal if a client is purchasing a recurring membership, or wishes to pay in installments. You'll notice the integrated terminal option is not available for admins at the checkout if either of these elements are in the cart.
4. Can I buy a multi-person membership for less members than the max?
4. Can I buy a multi-person membership for less members than the max?
Yes, you can buy a multi-person membership for less members than the max. number specified. However, you can't purchase a multi-person membership for more members than the max. number of people specified.
5. Can I add or swap members on a membership after it's purchased?
5. Can I add or swap members on a membership after it's purchased?
Yes, this is possible for multi-person memberships only.
6. Can clients use a membership before the effective date?
6. Can clients use a membership before the effective date?
Clients may purchase a membership before its effective date, but it can't be used to access your facilities or register to activities that require the membership. A membership only becomes active for use as of its effective date.
7. Can clients cancel a membership by themselves?
7. Can clients cancel a membership by themselves?
Clients may only cancel memberships without an expiration date. Clients may not cancel memberships that expire after a duration or on a specific date.
Choose whether clients can request to cancel or may cancel themselves while configuring the recurring billing option's cancellation method.
8. Can clients renew their membership?
8. Can clients renew their membership?
At this time, renewals are not supported. However, a client may repurchase a membership before it expires if it expires after a duration (not if it has a specific expiration date). An admin must make repurchase available at least 1 day before the expiration date.
💡 If you'd like to notify your clients when it's time to repurchase, we have partners such as Pidj.co, iPost, and Cyberimpact - who can help with time-based triggers and reminders based on purchase or expiration dates.
9. Do discounts work on memberships and with recurring billing?
9. Do discounts work on memberships and with recurring billing?
All discounts can be applied to new memberships; whereas most discounts (including Membership required) will continue to be applied to the monthly invoices as long as the discount criteria is met by the upcoming billing date.
❗ Please note that a discount will apply to the recurring billing if the participant is eligible by the time billing comes around. For example, if you have an 'Early bird' discount that is active from say June to September...anyone who purchased the membership in the past who still has it will have the discount applied on their recurring billing, because the membership is being invoiced while the early bird discount is active. Be careful! And be sure to retire discounts when they are no longer needed.
If a member no longer respects the restrictions (e.g., gender, community segments, skills) applied to a membership (with no expiration), it will still be invoiced each billing cycle, until an admin cancels the client's membership (or the client opts out).
🎗️ Multi-person and combo discounts will only re-apply if the billing date is the same day and the same credit card or eCheck is used to pay the invoice.
10. What is proration on memberships?
10. What is proration on memberships?
Proration involves the proportional division of something, often related to finances or time. When an item is "prorated," it means that it's been fairly distributed in proportion to its use or duration. For example, in the case of buying a membership that doesn't expire in the middle of the month, the charge for that month might be prorated, allowing you to pay only for the specific portion of the month during which you began using the membership after its effective date.
Proration does not apply to memberships with an expiration.
Proration is calculated based on the number of days in the month.
Proration is calculated after the discounts and automated fees are applied.
When proration is applied at checkout, click 'Learn more' for more details on how the amount was calculated.
11. How do I link a membership to an activity?
11. How do I link a membership to an activity?
Admins with the right permissions can link a membership to an activity. It's possible to link hidden and unavailable memberships to an activity.
Go to the Activities > Edit subtab.
Open the edit window of an activity and scroll to the Additional settings and expand the Memberships section.
All selected memberships are required: The participant must have all the selected memberships to be eligible and add the activity to their cart.
At least one membership is required: The participant must have at least one of the selected memberships to be eligible and add the activity to their cart.
12. What are client cancellation options?
12. What are client cancellation options?
Client cancellation options are available for memberships with no expiration only. Admins can choose whether a client can request to cancel or cancel their membership themselves.
A notification email is sent to the organization's main contact (look at the email address in the Account>Main information subtab) to inform them if the client has cancelled or requested to cancel. If the client requests to terminate the membership, two buttons appear in the Purchases tab in the client's account. Admins have the opportunity to contact the client first to keep the membership active before they confirm the cancellation.
13. Can clients pay with an account credit during recurring billing?
13. Can clients pay with an account credit during recurring billing?
By default, if the client has a credit in their account, the credit is taken into consideration before processing an automatic payment. For example, if the recurring invoice amount is 100$ and there's a 30$ credit in the account, a payment of only 70$ is charged. Admins will have to manually reconcile the credit amount to the right membership invoice.
You can toggle the 'Use for upcoming payments' feature on and off in the Accounting and Finance>Payments subtab and scrolling down to the Client balances section.
14. Is there a way to preview a Billing cycle?
14. Is there a way to preview a Billing cycle?
The best way to determine membership billing is to go ahead and add the membership to the cart and view the billing details at Step 1 of checkout (don't make the purchase!).
📆 Memberships with an expiration are charged once (in full), at checkout.
🔄 Memberships with no expiration may be prorated at checkout (i.e., the price is adjusted in proportion to when it's purchased) based on the recurring billing option, the effective date, and/or the billing day.
Click here to see recurring billing examples on memberships with no expiration.
15. How do I check if a member is still eligible for a skill?
15. How do I check if a member is still eligible for a skill?
At this time, you must refer to the list of participants in the Skills tab. Click the number beneath the 'assigned persons' column to see the list belonging to that skill. You will need to cross reference with the list of members you generate in the Memberships > Members list subtab (Members list report).
16. How do I print membership cards?
16. How do I print membership cards?
Members can use the Amilia mobile app and show their Amilia ID to scan. If your organization would like to print physical membership cards, there are two options.
Go to the Memberships tab and click on the number beneath the Members column. Add a check mark next to the names and use the Operations to save the membership cards for printing.
Click here to learn more about membership cards and how to print them.
17. Can I apply a scholarship to a membership with recurring billing?
17. Can I apply a scholarship to a membership with recurring billing?
Yes, it's possible to apply a scholarship to a membership with recurring billing. SmartRec automatically applies the scholarship to each invoice for every billing cycle based on the scholarship's terms and conditions.
For example, if a member has a 50% scholarship on their membership payment, the scholarship will cover 50% of the monthly invoice item price until the scholarship fund is empty , the scholarship expires, or the tag is removed.
Assign the Scholarship tag
Ensure the scholarship tag is assigned to the right membership.
Only account level scholarships can be used with a multi-person membership.
Using the Scholarship
New Membership Purchase - With the store checkout
The user with the right tag can use the scholarship when purchasing a membership. Only one scholarship can be used per Invoice. Future recurring billings will automatically use the scholarship.
Existing Recurring billing Membership - When the billing is generated
For current members, once the scholarship tag is applied to the account or individual, the scholarship will be used for the next billing cycle when the billing is running. Unlike at checkout time, one Scholarship can be used per item, such that multiple Scholarships can be used per Invoice.
Important notes
If a person has multiple scholarships available for an item, only one scholarship will be applied—the one that offers the greatest benefit.
18. Can I set up a registration period based on membership?
18. Can I set up a registration period based on membership?
It's possible to set up a registration period based on who has the required membership. Click here to learn more about setting up registration periods.
* Last updated in June 2025
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