*Only available for New Memberships. Contact product@amilia.com to get started!
An individual membership with included drop-ins allows participants to register to unlimited eligible drop-ins without paying and skip the checkout process.
✔️ Use Membership as a method of payment!
✔️ Use to invoice a one-time or monthly fee for unlimited drop-ins!
✔️ Priority registration for members!
1. Setting up a membership for drop-ins
Drop-in activities can be linked to an individual membership only. You can choose to invoice the membership once or on a recurring basis. As long as the membership is active, members can register for linked drop-ins at no cost.
In the Memberships tab, configure the membership as usual.
To invoice the membership every month (recurring billing):
It must have no expiration date.
Pick a recurring billing option so that clients are invoiced monthly. You may allow clients to cancel the membership by themselves.
OR
To invoice the membership just once (one-time fee):
It must expire after a duration or a specific date. If it expires after a duration, you can let clients renew their own membership.
Clients are invoiced once, at check out, for the membership while it's active.
Scroll down to link eligible drop-ins. While their membership is active, clients can register to these drop-in activities at no cost.
2. Linking the membership to drop-ins
Under the Drop-ins section, choose your registration options. To link the membership to your drop-in, select" Included with Membership”. This will automatically link all configured memberships with this drop-in included.
You may also choose the Payment or Included with multipass options. This will not interfere with those who have the membership. All three options can be checked off at the same time. Members with the appropriate membership will always bypass payment or multipass use.
3. Client experience in the store
Clients must first purchase the membership (in a separate cart).
Once purchased, they can register for any eligible drop-in directly from the calendar—no checkout required.
If they add a non-eligible item, they’ll need to proceed through checkout and pay for it separately.
What if the client doesn’t have a membership?
If other payment options are available, they can still register by paying or by purchasing a multipass.
If 2 or 3 options are configured, the system will default to requiring payment.
Want to restrict access to members only?
Select Included with Membership only as the registration option.
Or add a membership restriction to the activity.
4. Billing and reporting
4.1 On an invoice
4.1 On an invoice
Registering for a drop-in with a membership creates a $0 standalone invoice.
The invoice uses the drop-in’s ledger code.
Example: A client bought a membership with included drop-ins and paid $114.98 at checkout. Next, they registered to two eligible drop-ins with the membership. As a result, two separate $0 invoices were created, which don't need to be reconciled.
📒 No journal entries are created for $0 invoices.
4.2 In your Sales reports
4.2 In your Sales reports
Memberships for drop-ins show as usual in your sales reports.
Drops-ins purchased with a membership with included drop-ins display as $0.
4.3 Membership cancellation
4.3 Membership cancellation
When a client cancels their membership, previously purchased past drop-ins will remain unaffected and visible in their account. For future drop-in bookings, the outcome depends on the type of membership the client has:
Fixed membership
When a fixed membership is cancelled, all future drop-in bookings are immediately cancelled at the time of cancellation.
Recurring:
Cancelling a recurring membership means the membership will remain active until the end of the current billing period.
Any drop-ins booked for dates within the current billing period will remain valid. This ensures that clients retain access to the services they've paid for during their active period.
Drop-ins scheduled for after the current billing period will be automatically cancelled as soon as the cancellation is submitted.
Membership Type | Drop-ins During Active Period | Drop-ins After Cancellation |
Fixed | Cancelled immediately | Cancelled immediately |
Recurring | Remain valid | Cancelled after current billing period |
Cancel a drop-in purchased with a membership with included drop-ins
To cancel a drop-in purchased with a membership:
Go to the Purchases subtab.
Click Invoice.
Select Cancel/Refund Items.
Credit the $0 or add an admin fee.
⚠️ Admin fees generate a separate invoice and must be reconciled with a payment.
4.4 During replacement
4.4 During replacement
The replacement feature is available for drop-ins purchased with a membership. You can only replace a drop-in with another drop-in included with the membership.
4.5 Membership transfer
4.5 Membership transfer
📆 Our membership transfer feature is on the way. Subscribe to our updates page to stay in the loop!
When paused
When paused
During a membership pause, participants are unable to use their membership for drop-ins scheduled for that period. To learn how to pause a client's membership, click here.
Clients will not have the option to register to drop-in's with their membership during the pause period. However, they can still register for a drop-in that will take place after the pause period.
Any drop-in registrations made for activities scheduled during the paused period will be automatically cancelled. These cancellations will be reflected in the client's billing records.
5. In Access Management
Access Management makes it easy for members with included drop-ins to check into activities or the facility—whether they’re coming through the front desk or using the kiosk. The system knows what their membership includes and gives them access without needing extra steps.
Front desk check-in
Front desk check-in
Staff can check in members from the back office. When you open the check-in screen, there are two access type options that may appear:
Upcoming Activity – This shows up if the member is registered for something happening that day. You can check them into the activity directly.
Membership with Included Drop-Ins – This always appears as long as they have a valid membership. Once selected, you’ll get two more options:
Membership option 1: General Facility Check-In
Use this when the member wants access to the facility (like the gym floor). Select the membership and hit check-in.
Membership option 2: Add a member to an eligible drop-in
Click “Select Activity”
Choose the member
Pick one or more eligible drop-in activities
Click “Check-In” to finish & register the client
The registration will appear under the client's purchases and in Client Billing
Visitor Kiosk (Self-Serve Check-In)
Visitor Kiosk (Self-Serve Check-In)
Members can also check themselves in using a self-service visitor kiosk. This provides a quick, intuitive experience for returning members and frees up staff time.
Scan membership card or Amilia ID
The member begins by scanning their pass, which triggers a lookup of all memberships tied to their profile.The screen can display 3 options:
An upcoming activity, if they are registered to one
A general check-in option (if enabled for that membership type)
A list of eligible drop-in activities included with the membership that they can register to
Select and Confirm
Once the user selects either general check-in or a specific activity, the system will automatically verify eligibility and complete the check-in.
6. FAQ
🔄 FAQ about memberships with included drop-ins
What is recurring billing ?
What is recurring billing ?
SmartRec's 'Recurring billing' tool from our New Membership feature lets you set up automated, monthly invoicing on memberships that don't have an expiry date.
Organizations use different terminology to mean the same thing, such as: Subscription style, never-ending membership, long-term membership, indeterminate membership, ongoing membership, open-ended membership, draft membership, monthly membership, etc.
What if I have required form questions linked to the drop-in?
What if I have required form questions linked to the drop-in?
When a client has a membership with included drop-ins, they skip the form and payment for convenience! If you need specific form questions answered, add a form to the membership in advanced settings—clients will complete it once when purchasing the membership.
What if a client has a multipass?
What if a client has a multipass?
If a client has a valid multipass as well as an active membership, SmartRec recognizes the membership first, meaning they will register without using a pass, and skip the checkout process.
However, if the activity requires a multipass, clients must use the multipass to register. They won't be able to use the membership.
If a client has a valid multipass but doesn't have an active membership, they can use a pass to register to the drop-in activity (if it's eligible for a multipass).
Can clients register to drop-ins if their membership is cancelled?
Can clients register to drop-ins if their membership is cancelled?
If a membership with no expiration is cancelled, clients may still use the membership to register to drop-ins until the end of the current billing cycle. Click here to learn more about what happens when you cancel a client's membership (with no expiration) that has a recurring billing option attached.
If a membership with an expiration is cancelled, clients can no longer use it effective immediately.
If a membership is cancelled, but the activity doesn't require the membership, clients can still register to drop-ins as usual, by selecting an occurrence in the calendar and paying for it at checkout.
Can I buy the drop-in and the membership in the same cart, or does it need to be separately ?
Can I buy the drop-in and the membership in the same cart, or does it need to be separately ?
The membership must always be purchased on its own. Once the membership is linked to the member, they can register to any eligible drop-in in the store without having to pay.
Can I limit the number of drop-ins that a member can purchase?
Can I limit the number of drop-ins that a member can purchase?
No – once a member has purchased the membership, they can buy as many eligible drop-ins as they like.