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2. Billing Module - Creating Memberships, Putting Members/Leads Into Memberships and Trials

Creating Memberships, Putting Members/Trials Into Memberships

Written by Sofia Zúñiga Vega

In this module, we will learn about the Billing feature in Fit Pro Tracker. Please take a look at the video below to help you understand how to create a membership plan.

Check Merchant Status

Your merchant application must be completed and approved before creating memberships and starting billing contacts. If you need to complete the application, please see the article Merchant Application.

Membership Categories

Membership categories is the place where you can create categories for your active membership plans. You must create categories before creating different membership/subscription plans for your members.

Under the Membership Billing Menu, select Categories. Next, click the "Add Category" button

Creating a Membership Plan

  1. To create a membership plan, you will first need to click on the Membership Billing tab on the left side of Fit Pro Tracker.

  2. Click Memberships under it.

  3. Click on the "Add membership" tab on the upper right side.

You will be asked to fill out the following:


​A. Membership Information

  1. Category Name- Select the Category you created before, where you'd like the membership to be under.

  2. Name - This will be used on the client's invoices. Remember, only letters and numbers can be used to name the Plan.

  3. Code - You can leave this blank if not applicable.

  4. You can choose a color for easier navigation.

  5. You may opt to have the membership on Auto Renew

  6. You may also opt to have discounts.

    B. Billing Details

  7. Revenue Type
    Choosing to turn on the revenue type button is usually for your recurring membership. Turning it off is usually for one-time payment memberships such as trials.

  8. You may choose its billing period to be weekly, monthly, quarterly, or annually depending on the membership.

  9. Revenue Category
    You may choose this membership to be a member, paid in full, challenge, or add-on service

  10. Groups
    You may choose to assign which groups the contact will be placed in once they subscribe to this membership.
    ​
    ​Important: Automatic contact group change — the rules

    All four must be true, or nothing happens

    1. The membership has a Group set.

    2. It is the contact's primary membership.

    3. The membership is active (not cancelled, not expired).

    4. The new group is higher than the contact's current group. Order: Members > Trials > Prospects > Leads > Past Members / Archive / Staff.

    If any rule fails, the contact is not moved

    When it happens:

    • Membership starts today → right away.

    • Membership starts later → overnight at 2:00 AM local time, the night it starts.

    There is only one attempt. If the rules were not met that night, it never tries again, and the group has to be changed by hand.

    Pro tip: If you enable the Revenue Type button, the contact with this membership will show under the Active Members Report, and if you disable it, the membership will show under the Trials Report.

11. Determine the length and the installment amount of the membership.

Pro tip: If you set the membership to auto-renew, you can select 1 as the length for any recurring membership, but if the auto-renew toggle is off, you would need to have 2 or more installments.

12. Installment Amount - The price of the membership that the client will be charged per billing cycle.

13. You may also add extra charges (Signup fee and maintenance fee, others) that will only be charged to the client once on the first payment along with the membership price.

14. You may also add tax to it (Retail tax, Government tax, Sales Tax)

C. Credit Settings

This part is only applicable if you configure the membership as limited or for memberships that are paid one-time, such as trials; if not, you can skip this step.

Note: If you are creating a limited membership, you may refer to this article https://help.fitprotracker.com/en/articles/6720412-session-credits-and-rules to properly set up the Credit Setting tab if you turn the Limited toggle on.

Adding Clients to Membership/Trials

  1. Go to the contact's profile first and set up their Billing Membership and credit card info by clicking the "Billing" tab and then "Create Billing Profile"

2. If the client has no active subscriptions yet, click the "Create a Subscription" tab under Subscriptions, or click the "Add Subscription" tab either way.

3. You can now choose a membership that you'd like the client to be under.

4. Preview Billing details - It'll give you an overview of the billing, including the dates that the client will be charged based on how you configured the membership.

5. Next is adding a payment method.

*IMPORTANT: You need a primary and active payment option.

After adding a payment method, you may now select one to be associated with the membership as the primary one.

6. Subscription Fees - You may add extra charges (Signup fee, maintenance fee, etc.) and give the client a discount by percentage or amount, or skip this part and click "Continue"

The summary of the membership details will show up where you can put notes if you like. Then, Click "Confirm Membership Terms".

And finally, the added subscription will reflect on the client's profile under Subscriptions.

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