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Converting Prospects to Members

A member is a person who has made a commitment to participate in group classes at your studio on a regular basis for a period of time. This commitment is called a membership. Zen Planner helps you keep track of your memberships, which includes the member's attendance in your programs. If you are a martial arts studio, you can also keep track of a member's rank and belt history.

The Prospect-to-Member Conversion Process

Once a person is listed as a prospect in your Zen Planner account, you can convert them into a member by adding a membership to their account. Anyone who has a membership with a begin date and an end date that includes today's current date is automatically updated from Prospect status to Student status. Zen Planner provides the following tools to help you manage your members and memberships:

Member Website - Your member website is an important tool that lets your members securely service and maintain their memberships. The website is password protected and you determine which features you want your members to be able to access themselves. In addition to all the features that are available to the general public, members can use the website to view and pay their bills, review their attendance and use the online reservation system to reserve space in your classes. You can also create your own custom web pages, then limit access to these pages to members-only.The member website can be embedded into your regular studio website so your members can access all these services seamlessly from your website.

Dashboard - You can use the existing membership and attendance dashboard reports or create your own reports to monitor your member retention statistics each month, including your prospect-to-member conversion ratio. Many of these reports can provide a historical view so you can watch for trends in your data over a period of time.

Document Templates / Automations - You can customize our default document templates or create your own templates for sending email to your members. The automation system can be used to create schedule and trigger sending out a welcome email to your new members and username and password for access to your member website. You can also trigger emails and assign tasks to your staff based on when a prospect converts to a member to help introduce your member to the studio.

Paying vs. Non-Paying Members

In Zen Planner, a membership can exist without any bills due, i.e. non-paying or free membership. Non-paying members look exactly as a regular paying member, except they have no bills due pay on their membership. You can use these free memberships to allow your staff to attend classes or exchange a free membership for services at your studio. Non-paying members are include in calculating your monthly active student count for your Zen Planner fee.

Free Trial Memberships - Instead of using free trial classes, you can create a free trial membership that lets customers attend more than one class for free. You can set up these memberships to automatically expire after a period of time or a certain number of classes, then renew automatically as one of your regular paying membership options. For example, you may offer a free week of classes at your studio which automatically converts into a month-to-month membership when the free week ends.

Family or Couple Memberships - To support members who have more than one family member at your studio, you can create one membership under the head of household that includes and bills due for the entire family, then create free memberships for the other family members. This allows you to group all the family members under one paying member in your studio and still keep separate attendance records for each family member. This setup makes it easier to set up and make changes to the family's bills and payments when needed.

Memberships on Hold - You can put a membership on a hold when a member needs to have temporary pause in their membership due to vacation, illness or some other life changes. A member still appears in Student status but they will not be able to reserve a class from the member website or check-in via the attendance kiosk while their membership is on hold. You can choose to place the bills on hold as well, which will delay any bills due during the hold until the hold period ends.

  • If a member is going to be on hold for longer than 3 months, we recommend dropping the membership and changing the member to Alumni status. This prevents the member from being included in your active student account. When the member returns, you can reactivate their old account by adding a new membership to their profile.
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