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).

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.

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.

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.

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.

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.

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.

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.

The day of the month the membership is bought becomes the billing day. Each invoice covers the period until the next invoice.

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).

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.

When billing on a specific day, for one month:

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
​

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.

When billing is on a specific day for the next calendar month:

The amount charged at checkout depends on two factors:

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.

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.

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.

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.
​

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!

When sending emails to members through the Memberships subtab, you can:

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.

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.

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.
​

​Membership plans created in the Memberships subtab don’t expire—they can only be archived.

What actually expires is a member’s individual membership (for fixed duration or fixed dates). Once expired, the member becomes inactive for that membership.

1) Go the Memberships > Memberships subtab.

2) Apply a check mark on one or more membership plans.

3) Click Operations > Expired memberships.

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.

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.

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.

The Membership management table provides 11 columns, that auto-updates as you add or remove them. The Members and Membership columns always show.

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.

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.

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:

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:

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:

The Unpause tool lets you edit an existing pause, or remove it completely.

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).

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.

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.

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 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.

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.

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.

💡 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.

The Membership history tracks admin on a member's membership plan, such as:

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.

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.

​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.

There are 15 columns available. Membership name and Members always show.

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:

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.

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.

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.

To view membership related reports:

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.

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.

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.

Yes, this is possible for multi-person memberships only.

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.

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.

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.

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).

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.

When proration is applied at checkout, click 'Learn more' for more details on how the amount was calculated.

Admins with the right permissions can link a membership to an activity. It's possible to link hidden and unavailable memberships to an activity.

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.

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.

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!).

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).

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.

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.

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.