Follow

Setting up Memberships for Session Based Classes

In this series of articles we are focusing on setting up & maintaining a session based class schedule.

 

Overview

In this article we will go through the best practices for setting up your session based memberships.  If you have questions or need additional assistance, please reach out to a customer success agent for specific help with your setup:

Phone:  866-541-3570, Mon-Fri (9a-9p US eastern time)
Email:  help@zenplanner.com

 

Creating your memberships

Membership Options

In order to effectively manage students enrolled in the current session, and pre-sales for the next session, you need to create a membership option, or set of membership options, that you will continuously update to support the current session registrations & pre-sales for future sessions.

In this example, we run boot camps in four week sessions with some downtime in between the sessions.  After the first class day of a four week session, people can no longer register online for the current session, but they can register for the next upcoming session.

 

Membership option settings through the first day of class:

Label: Boot Camp
Length: 4 weeks
Attendance limits: Unlimited
Autorenewal: OFF
# of Installments: Single Payment
Enrollments: Boot Camp classes checked off
Online: Yes/checked off
Due at Signup: Signup Fee & First Recommended
Enrollment begins: 1/5/16
Enrollment ends: 2/1/16
Begin Date: Membership begins on 2/1/16 

 

Membership option settings updated after first day, pre-sales for next session:

Label: Boot Camp
Length: 4 weeks
Attendance limits: Unlimited
Autorenewal: OFF
# of Installments: Single Payment
Enrollments: Boot Camp classes checked off
Online: Yes/checked off
Due at Signup: Signup Fee & First Recommended
Enrollment begins: 2/2/16
Enrollment ends: 3/14/16
Begin Date: Membership begins on 3/14/16 

 

Let's break these settings down line by line:

Label:
Name of the membership. Since you will be re-using this, don't put any calendar or date-specific info in this field, keep it neutral.  For example:

Good Label: Boot Camp

Bad Label:  Boot Camp March 2016

 

Length:

This is crucial when setting up session based classes.  This should match the session length. In this example, it's a 4 week boot camp, so the length of the membership is 4 weeks.

 

Attendance Limits:
Set this up like you would for any regular membership option. 

 

Autorenewal:
OFF, because a student needs to register for each session independently. 

 

# of Installments:
Single Payment.  This is the typical selection for session sign ups, the student pays for the full session ahead of time, but you can select another option to fit business needs.

 

Enrollments:
Only check off the class(es) that the student should have automatic access to.  If you require student's to signup up for a specific day & time, only select that class and make sure you include that info in the membership Label (for example, Boot Camp Tue 4p (A)).

 

Online:
In this example, it's ON to allow online sales.  Regardless of whether you plan on selling these online or not, you will need to select ON and set up the Enrollment Begins, Enrollment Ends and Begin Date fields.  If you allow online sales leave this setting ON, if you want to limit sales to in-person by staff members, set up the Enrollment Begins, Enrollment Ends and Begin Date fields and save the membership option; then click back into the membership option and de-select the Online setting to hide it from public view.  The system will still obey those underlying dates for sales & begin date.

 

Due at Signup:
If you are allowing online sales, set this to whichever option fits business needs.

 

Enrollment Begins:
This is the first day that you will allow online sales of this membership option. Staff will still be able to sell this membership manually through studio before this date.

 

Enrollment Ends:
This is the last day that you will allow online sales of this membership option. Staff will still be able to sell this membership manually through studio after this date.  

 

Begin Date:
This is crucial when setting up session based classes.  This is the day that the membership will begin, regardless of when it is purchased. With pre-sales, this allows someone to buy a membership to a session ahead of time, but they will not be able to use the membership until the actual begin date.  

 

Tips & Best Practices

  • If you require people to sign up for a specific day & time (or a specific combination of days & times) you will need to have a separate membership option for each enrollment (Boot Camp Tue at 4p, Boot Camp Mon Wed Fri at 5a) in each set of membership options.
  • If you allow pre-sales for more than one future session at a time, you will need to create additional sets of memberships to manage the process. If you allow pre-sales for the next two sessions, you may have Bootcamp (A) memberships and Bootcamp (B) memberships where (A) memberships are currently in session and simultaneously set up for pre-sales for the next session, and (B) memberships are in pre-sales for the session after next.  This can be a more challenging setup, please reach out to our customer success team to receive help (866-541-3570 or help@zenplanner.com).

 

 

Capping Membership Sales (Optional)

The only additional step you may want to take would be if you need to control the number of memberships that can be sold for each session.

If you allow an unlimited number of memberships to be sold per session, skip this step and move on to to the next article, <<Maintaining....>>

 

Setting a Cap on the Number of Memberships that Can be Sold

To cap the number of memberships that can be sold per session you will use the Max Enrollments function.  You can find max enrollments settings on the Memberships page of each class that you created.

Navigate to Setup>Programs>Classes, click on the class you need to set the sales cap for, then click the Memberships tab.

In the example below, we only want to have a maximum of 10 people enrolling in each Boot Camp session, so we set the Max Enrollment to 10 and checked off the Boot Camp class.  Once the tenth membership for a any individual Boot Camp session is sold, the system won't allow any additional memberships to be sold for that session.   

 

 

If you require people to register for specific class days & times, then you will repeat the above for each individual class, only clicking off the membership option(s) created for that day & time.

 

Next Steps

Once your memberships are set up, and you have set up any max enrollments that are needed, you can move on to the next article to learn how to use & maintain your session based classes & memberships.

 

Click here to learn how to use & maintain your session based classes.

 

 

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

0 Comments

Article is closed for comments.
Powered by Zendesk