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Membership Lifecycle

High Level Overview

  1. A customer is sent to the Stripe Payment Link for a product which renews
  2. Upon successful signup they have entered their credit card details and the very first membership invoice has been generated (IE: for the next week if it's a weekly membership) which is how stripe handles all Memberships (pay in advance)
  3. When that period ends a new invoice is generated and the credit card is charged. The cycle continues forever until the subscription is cancelled. 
  4. The BOS is notified of all subscriptions and subscription invoices. It links up the subscription invoices with the classes that are covered by that subscription (IE: The $50 membership for cycling classes is mapped immediately to the two cycling classes that client has booked in for this week at $25 each). 
  5. Any changes to the class attendances (IE: joining an extra cycling class, cancelling one) will cause The BOS to reallocate the funds interally (IE: cancelling one of the classes means that the remaining class is billed off as $50)
  6. At the end of the invoice period the finalised invoice is sent to Nookal. 

Benefits of the Memberships System

Automated Billing in Nookal saves time and prevents errors. 

Class attendances are automatically billed off at the end of the billing cycle so administration staff don't need to manually bill of each attendance and cross reference data between multiple systems (class attendances in nookal calendar vs active stripe subscriptions).

This process gets more time consuming and more error prone as both number of subscriptions and number of types of subscriptions (each with their own list of permitted classes) increases. 

Powerful Reporting and Data

Without The BOS Memberships system you would just have invoices for "subscription" without knowing exactly how profitable each class is because you can't accurately put a real value on what each attendance is costing. 

As each class is billed off for the appropriate amount of the total subscription it causes all the other metrics to be calculated appropriately such as:

  • Revenue per class
  • Hours per client
  • Reporting by type of class
  • ... and many more

So you can make appropriate business decisions based on the most accurate data. 

Definitions

Term Data Source Description
Stripe Subscription Stripe A Subscription created in stripe (usually via sign-up page) for an individual customer.
Class Nookal A type of Class set up in your PMS
Membership Type BOS Links a Stripe Product with one or more Classes so The BOS can report on Memberships using this product and generate matching invoices. 
Stripe Invoice Stripe An Invoice is generated at the start of every subscription period. 
EG: A Weekly subscription will generate a new invoice covering the next 7 days on the signup date and every week after. 
Matching Classes BOS When looking at a particular Invoice the matching classes are classes that are:
  • attended by the client who the subscription belongs to
  • covered by that MembershipType
  • not cancelled or DN
Nookal Invoice BOS then Nookal A Nookal Invoice is generated at the end of a Stripe Invoice period and sent to Nookal to bill off any class attendances in that period

How the Nookal Invoice is calculated

Find Matching Classes

Matching classes are determined by: Invoice.Subscription.Membership.MatchingClasses which means:

  1. Find the Stripe Subscription that this invoice belongs to
  2. Find the matching BOS Managed Membership that has been set up (if any)
  3. Find the classes that this BOS Managed Membership has been set up for

The BOS then finds any classes of those types that have been booked for the patient associated with the subscription, then ignores any of the following:

  • Any attendances that are marked as Cancelled or DNA
  • Any attendances that have been marked as invoiced manually (IE: not by BOS Memberships system)

Any classes that remain will be included in the Nookal Invoice. If there are no classes remaining then an AdHoc Invoice is generated, which is associated with the client but is not linked to any classes and is just there to represent that the client was charged. 

To calculate the charges:

  • The 'normal' price of a class is completely ignored.
  • Divide subscription amount (full amount client was charged) by the number of classes
  • Make small adjustments to amounts to ensure that the totals match (EG: 3 classes at $100.00 would be $33.33, $33.33, and $33.34 so it matches exactly $100). 

If you use the Invoice Shipper: The 'normal' stripe invoice is shipped to Xero so it will simply be a charge for whatever the subscription is called, not an itemised invoice for individual classes like we send to Nookal. 

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