The Memberships View in Groovio helps you manage all recurring memberships your studio offers. Memberships allow students to pay regularly for ongoing access to classes, with customizable options to suit different commitment levels and attendance needs.
Accessing the Memberships View
To manage memberships, go to Groovio > Manage Studio > Memberships. This view displays a list of all current memberships, including details such as name, cost, type, frequency, expiration, and creation date. You can also create new memberships or manage existing ones.
Handling Unsuccessful Payments
In cases where a student's payment is unsuccessful, Groovio automatically sends an email and notification to prompt them to complete their payment. Common causes of failed payments include students not saving their card details in Groovio. For scheduled payments involving deposits and balances, Groovio initially schedules the balance payment without flagging it as due. The payment only appears as "owing" after a payment attempt fails, which then triggers system notifications. When a student opens the mobile app, they'll see a PAY NOW button, which they can click to complete their payment independently. Additionally, Groovio provides a 7-day grace period during which students can resolve payment issues by updating their payment details or ensuring sufficient funds.
As the studio owner or administrator, you can also process the payment manually if a student is unable to resolve the issue themselves. This can be done by navigating to the student's profile, accessing the 'Memberships' section, clicking on the action button, and selecting the 'Pay Now' option. This ensures payments are quickly addressed if needed. If payment is not completed by the start of the next class, the student will be removed from the class, and their membership will be canceled.
Creating a New Membership
Roles in Payment Management
Students: Responsible for addressing failed payments via app notifications and self-service tools.
Administrators: Provide additional support by intervening to resolve payment issues through the 'Pay Now' feature on the student's profile.
To create a new membership:
In the Memberships View, select Create New Membership and complete the following fields:
Name: Name of the membership (e.g., “Unlimited Monthly Access”).
Cost: The price students will be billed each payment cycle.
Auto Payments Every: Set the payment frequency (every few weeks or months, up to once a year).
Description: A summary of the membership’s benefits and terms.
Type of Membership: Choose between Regular or Term:
Regular: Allows you to set an expiration period (in days) if desired. If there’s no end date, leave the expiration toggle off.
Term: Allows you to set a specific expiration date for the membership.
Start Date (Optional): Set a start date for a membership that is active for a specific term - this allows you to ensure that the students don't purchase the membership before the term starts, and end up paying extra, or running out of credits too early.
Expiration Date (Optional): Set an expiration date for all instances of the membership that are purchased
Commitment Period (Optional): Number of days the student must keep the membership active before they can cancel.
Sign-Up Fee (Optional): Additional fee applied to the first payment.
Classes per Payment: Number of classes included with each payment cycle.
Tags: Keywords to help categorize and identify the membership.
Tag Specific Limits: Optionally set a limit on how many of each tag can be used with the membership per payment period
Weekly Class Limit: Optionally set a weekly limit on the number of classes (ensure it accommodates rollover classes if allowed).
Class Rollover: Choose whether unused classes from one payment period roll over to the next. Rollover classes remain valid as long as the membership is active. Be careful not to restrict the weekly limit in a way that would prevent students from using these rollover classes.
Important Information: Add any terms and conditions or important notes. The student must agree to this by checking a box during signup.
Available For New Students Only: Toggle if you want the membership to be available for all students, or only students who haven't yet made a purchase with the studio.
Status: Set the membership as Public or Private:
Public: Available for all students to purchase.
Private: Restricted to studio-managed enrolment only.
Agreement: Set an agreement that the student must agree to before purchasing the membership - such as cancellation policies, refund policies, usage policies, etc.
Managing Existing Memberships
In the Memberships View, you can perform the following actions:
View All Memberships: Get an overview of each membership’s essential details.
Edit Membership: Make changes to any part of an existing membership.
Remove Membership: Permanently delete memberships that are no longer relevant.
Share Membership: Share membership details with students or on social media.
Duplicate Membership: Create a copy of an existing membership to set up a similar option quickly.
Archive Membership: Archive memberships that are no longer active but may be referenced in the future.
Note: If you upgrade a students membership, it will require waiting until the next billing cycle before their membership upgrade is complete.
Membership Cancellation Process
Students can cancel their Groovio memberships at any time without incurring further payments. To cancel a membership:
Submit a cancellation request through the platform. Once accepted, no further charges will apply.
If an auto-payment was successfully processed, no additional fees will be charged for missed payments prior to cancellation.
After all outstanding payments are cleared, the membership will be canceled and no future charges will be generated.
The Memberships View in Groovio provides full control over your studio’s recurring membership offerings, allowing you to customize options and manage payments easily.