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Memberships Setup & Management

Introduction

The BOS Memberships module allows you to create a fully fledged memberships system allowing your customers to sign up to automatically renewing subscriptions that cover access to certain types of classes that you offer. 

The basic functionality is as follows:

  • Subscriptions and payments are managed by Stripe, this is where you set pricing and charge customers
  • Classes are set up in your PMS (Nookal) and attendances are added/removed as you normally would
  • Class attendance data is immediately recorded in The BOS
  • At the end of each subscription period your subscription client attendances are billed off in Nookal

Definitions

Before getting started you should be familiar with the following terms.

Term Data Source Description
Stripe Product Stripe An active Product setup in stripe with a Recurring Usage Price configured.
Stripe Subscription Stripe A Subscription created in stripe (usually via sign-up page) for an individual customer and linked to a specific Product
Class Type 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. 
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

*NOTE: Most reporting is based on the Membership Type so if you want to separate clients into multiple groups for reporting purposes you should make two separate Stripe Products and a Membership Type for each. 

How to set up a Membership

Prerequisites

Memberships should be set up by a general manager or somebody with a similar level of access. You will require the following access to set everything up:

  1. Access to the Memberships Module on The BOS. This is only available on some plans. 
  2. Access to create products, set recurring pricing, and create signup pages in Stripe
  3. Access to create/edit class types in Nookal
  4. Access to Company Settings page in The BOS
  5. Have fully set up your Nookal Connection and Stripe Connection in The BOS.

Set up Stripe Product

  1. Log in to Stripe Dashboard and click Products.
  2. Select the existing product or add a new product.
    Try to use descriptive names when naming the product
    EG: Atkins Health Weekly Pilates Membership not Subscription.
  3. Set the pricing to be Recurring and don't mark it as metered. 
    Remember that this is the amount that the client gets charged but stripe fees are taken out. 
    EG: If you want to clear $45 you should charge around $47
  4. Once you have finished setting it up it should appear in The BOS Membership Settings page immediately. 

Generate a payment link

This step isn't required if you have other methods for clients to be able to sign up to the subscription, but is the most often used way. 

  1. While looking at a product in the stripe dashboard you should see a list of prices for the product in a table near the bottom of the page. 
  2. Click the button beside the price labelled Generate Payment Link. 
  3. Change any options if you want, then click to finish the generation process. 
  4. You can now copy the link. 

Anybody with this link can sign up for the subscription. Common ways to use the link are:

  • A 'sign up now' button on your website
  • Send the link via Email to clients who have expressed an interest in signing up (individually or via newsletter)
  • Keep the link on an iPad in clinic so clients can sign up on site.

Set up The BOS Memberships

If you have set up your Stripe Connection correctly in The BOS then the new Product and Pricing information from Stripe should immediately appear in The BOS. 

  1. Log in to The BOS then click the user menu (top right corner) and choose 'Company Settings'
  2. Click 'Memberships' and a list of all Stripe Products related to recurring pricing should appear. 
  3. Click on a Product to set it up in The BOS.
  4. If it's a product that isn't already 'BOS Managed' then you will be asked if you want it to be BOS Managed, you will need to press 'Yes'.
  5. Once you have pressed yes OR if it's already BOS managed: you will see a list of classes. Tick any classes that are covered by this membership type and press 'Save' when done. 
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