INTRODUCTION
Feature Summary: Setup packages to auto-assign to specific membership types on a monthly basis at no cost.
Use Cases: Auto-Assigning Packages can be used as an additional perk that certain membership types can receive. If a Premium Membership should receive a certain amount of free bookings or registrations a month, this is one way to achieve that.
PREREQUISITES
The Packages Additional Feature must be enabled in set this up.
Create Package Categories to keep your packages organized. Click here to learn more on enabling packages and creating categories.
SETUP REQUIREMENTS
Log in to the admin dashboard.
Click SETTINGS on the side menu.
Scroll down to the BILLING SETTINGS row.
Click Packages, and then Create Package.
Give your package a Name, select the category, and describe the package.
From here, admins can enable Set Package to be Auto-Assigned. Once this setting is enabled, admins can choose the Punch Eligibility Period. This will decide if players can use these punches for bookings only from the assigned month, or if the punches can be used for bookings on upcoming months too.
Assigned Month Only: If selected, players can only use this package on bookings and registrations that take place in this assigned month. For example, a package auto-assigned in April can only be used on reservations or events that take place in April.
Any Time Period: If selected, players can use punches from this package for any eligible reservation, lesson, or event regardless of when the booking or registration takes place. In this case, a package auto-assigned in April could be used for a reservation taking place in May or any other upcoming month.
Admins can then choose which memberships this package should be assigned to in the Auto-Assign to Following Membership(s) field.
Once Set Package to be Auto-Assigned is enabled, certain settings on the Package Setup page will be disabled. This is because a price cannot be associated with an auto-assigned package.
The tabs at the bottom of the Edit Package screen are key—they define which items are eligible for punches in the package.
In the example below, this package applies to any Adult Pickleball Social event, and one punch will be deducted per use. You can specify any combination of the options available here to deduct punches from the package.
After clicking Save, the selected memberships will be set up for auto-assignment.
How Auto-Assignment Works
Initial Package Auto-Assignment
When setting up auto-assignment for the first time, all selected memberships will receive their package(s) the following morning. The system does not wait for the start of the next month. This allows admins to review and make any necessary updates before the packages are auto-assigned. Packages assigned mid-month will still expire at the end of the month.
If a membership type is removed from the Set Package to be Auto-Assigned setting while editing a package, any previously auto-assigned packages will automatically expire the next morning.
After the Initial Package Auto-Assignment
Once the initial auto-assignment is complete, any new packages will be auto-assigned on the first of the month. Auto-assigned packages from previous months will expire at the end of the month.
Punch Usage
For packages that are auto-assigned monthly, punches can only be used within the month the package was assigned. For example, if a package is auto-assigned to a player in February, the punches can only be used for reservations, lessons, or events that take place in February. Therefore, if a Player/Member is ever confused why their package isn't working to pay for something, the first things to check are if they're signing up in the correct month and if they have any punches remaining in their package.
Assigning Memberships with Auto-Assigned Packages
When a membership type is set up for auto-assigned packages, any player who purchases or is assigned this membership mid-month will receive the associated packages immediately. These packages will still follow the standard expiration cycle and expire at the end of the month.
If a membership with auto-assigned packages is canceled mid-month, the associated packages will automatically expire immediately upon cancellation.
ADMIN PERSPECTIVE
In the example below, a package was created to give all paying members four Open Play sessions per month. Since the system auto-assigns the package, the price is set to zero and cannot be changed. Each drop-in to an Adult Pickleball Social session deducts one punch from the package.
In the Admin Portal, you can confirm that a member has received their package by navigating to Member (select a Member) > Billing > Packages. If this is the first time the feature has been enabled, the package will be added to their account the following morning. It will expire at the end of the same month, and a new package will be automatically assigned on the member’s next auto-pay date. Here is an example of the member receiving their sessions:
Under Punches, you'll see how many they have used.
When registering a player for Open Play, they will initially appear as Unpaid on the admin side. When you select Pay, you’ll see the option to Pay by Package, along with the available package(s) and the number of remaining punches.
After processing the package payment, you will see how they paid from the Event List and on their Member > Billing > Packages screen.
Event List view: Cost for the event is showing 1 punch.
Member > Billing > Packages view: Punches have adjusted to they've used 1 of 4.
Click the number of Punches link to view the package details.
You will see a summary screen of their package including total punches, punches used, and punches remaining. Other things to note:
Click Deduct Punch(es) to manually remove punches from a package.
Under Usage, you can review details such as the event, date, time, number of punches used, and the player associated with each deduction.
Under Eligible Items, view the specific items in your system that are configured to deduct punches from this package type.
Note: If a Player/Member cancels an event tied to a package "punch", it will show in the TRANSACTIONS > REFUNDS > Pending Refunds. It will need to be Accepted by the admin to return the punch to the Player /Member. Example of a refund:
USER PERSPECTIVE
The Player/Member will see the package and the available sessions under Billing > Packages. Here is an example from the Member Portal:
Players/Members can click their package link to view details, including how many punches they have remaining and how they’ve been used.
If they’d like to purchase additional sessions, a Purchase Package button is available on this screen for any packages you’ve configured.
When a Player/Member registers for an event or reservation eligible for their existing package—and if your organization requires upfront payment—they will see the following screen, allowing them to apply their package for payment.
