Defining a Membership

1. Select Data > Memberships > Membership Definitions.

The Membership Definitions window displays.

2. Click New.
3. Enter basic information for the membership.

   1. In the Membership Name field, type a name for the membership.

   2. In the Abbreviation field, type a four-character abbreviation for the membership.

   3. In the Membership Length fields, select the length of the membership.

   4. In the Appt Category field, select the appointment category to use for appointments booked by holders of the membership.

   5. In the Type field, select a membership type to assign to the membership.

   6. Select Non-Taxable if the membership is tax exempt.

   7. Select Member if the membership has an enrollment fee and/or recurring fee.

   Note:  You should deselect this option if you are defining a free membership that entitles holders to discounts on purchases.  This feature allows you to prevent free memberships being included on membership sales reports.

   8. Complete the following if you want clients to earn reward points for purchasing the membership:

   • In the Points for Membership Purchase field, type the number of reward points to award.

   • In the Valued At field, specify the value of the reward points.

   • In the To Be Redeemed Within _ Weeks field, select the number of weeks after purchasing the membership that clients have to redeem the reward points.

   9. In the Apply Service Override Template field, select the service override template to use for the membership.

   Note:  Click here for instructions on how to add a service override template.

    

4. Select one of the following options:

• If your business is located in the USA, proceed to Step 5.

• If your business is not located in the USA, proceed to Step 7.

5. Select one of the following options:

• If the membership is going to include prepaid services that are subject to excise tax, proceed to Step 6.

• If the membership is not going to include prepaid services that are subject to excise tax, proceed to Step 7.

6. Define the excise tax rates for the membership.

   • If you are required to charge excise tax on the full amount of any enrollment, recurring, or renewal fees collected, select Charge x.

   • If you are only required to charge excise tax on a percentage of any enrollment, recurring, or renewal fees collected, select Charge x and click Override Tax.  Select the percentage of the enrollment fee, recurring fee, and renewal fee that are subject to excise tax, and click Ok.

   Note:  The Charge x option only displays if your business is located in the USA and you have set up an add-on tax.  Click here for instructions on how to enter tax rates.

    

7. Define the commission to pay on the enrollment fee.

   • Pay a specific commission to all employees

     1. Select Pay Commission.

     2. Type the dollar amount to pay in commission or click $ and type the percentage of the enrollment fee to pay in commission.

     3. Select Apply to Each Member to allow employees to receive commission for selling add-on memberships.

      

   • Pay different commissions to different employees

     1. Select Pay Commission.

     2. Type the default amount to pay in commission.

     3. Click Employee Specific Commission Override.

     The Commission Overrides window displays.

     4. Define employee-specific commissions and click Ok.

     5. Select Apply to Each Member to allow employees to receive commission for selling add-on memberships.

      

   • Copy the commission structure for another membership

     1. Click Copy Commissions from Another Membership.

     A selection field displays.

     2. Select the membership with the commission structure you want to copy.

      

    

8. Move to the Membership Information tab and define the billing, sharing, auto-renew, and freezing options for the membership.

   Important:  You must set up the Millennium Membership and Billing service before you can define memberships with recurring dues and automatic renewal.  Refer to the Millennium Services Setup Guide for instructions.

   1. In the Billing Options field, select a payment option for the membership:

   • Manual Billing = Select if you are creating a free membership for employees or valued clients that only entitles the holder to discounts on purchases.

   • Paid In Full (PIF) = Select for memberships that require clients to pay all membership fees in full at the start of the membership term.

   • Periodic/Recurring = Select for memberships that require clients to pay membership dues throughout the membership term.  Then select a payment frequency.

   2. In the Pkg/Series field, select a sharing option for the prepaid services included with the membership:

   • Share Only within Membership = Select to only allow members to share their prepaid services with add-on members.

   • Share with Anyone = Select to allow members to share their prepaid services with any client.

   Important:  You can control clients' ability to share prepaid services using the Only Allow Pre-Paid Pkgs to be Used by Recipient preference on the Business Information window.  Click here for instructions on how to configure this preference.

   3. Select Auto-Renew to allow clients to renew their membership automatically at the end of the membership term.  Then select one of the automatic renewal options:

   • Full Renew = Select to allow clients to renew their membership for another full term by paying all membership fees up front.

   • Monthly = Select to allow clients to renew their membership on a month-to-month basis by paying a monthly fee.  When this option is selected, a renewal fee can be specified on the Primary Renewal Period Fee and/or Add-On Member Renewal Period Fee tabs.

   4. (Paid In Full memberships only)  Select Award points for PIF renewal to allow clients whose membership is set up to renew automatically to earn reward points when they renew their membership.

   Note:  You must make entries in the Points for Membership Purchase and Valued At fields before you can award clients points for renewing their membership.  

   5. Select Allow Freezing Between to allow clients to freeze (deactivate) the membership for a specified period.  Then select the minimum and maximum time that clients can freeze their membership.

   Note:  When you freeze a membership, the membership term extends to cover the period of the freeze.  If you freeze a membership for 60 days, the membership term extends by 60 days.

   Important:  If a frozen membership has a recurring payment, the member(s) must o resume payments on the next scheduled payment date after reactivation.

   5. (Optional) In the Fee Charged During Freeze field, type the dollar amount to charge when the membership is frozen, or click $ and type the percentage of the dues payment to charge when the membership is frozen.

   6. Select Allow Add-Ons to allow clients to have add-on members for their membership.  Then select the minimum and maximum number of add-on members allowed.

   Note:  If you select "0" in the _ min field, you cannot sell the membership with an add-on member.  If you select "1" in the _ min field, you can sell the membership with at least one add-on member.

    

9. Click the Primary Member tab and define the enrollment fee for primary members.

   1. In the Enrollment Fee field, type the enrollment fee for the membership.

   Important:  The enrollment fee should cover the total price of all the services selected in the Fee Includes section.  If the enrollment fee is more than the sum of all services included with the membership, Millennium classes the difference as a membership fee.  The MR080: Register Summary report displays this membership fee as a membership sale and not as a liability.

   2. Select Fee can change to allow employees to change the enrollment fee during ring up.

   3. In the Fee Includes (optional) list, select the X check box next to the prepaid services that clients can redeem once the enrollment fee is paid.

    

10. Click the Primary Recurring Fee tab and define the dues for primary members.

    Important:  The Primary Recurring Fee tab is only active if you selected the Periodic/Recurring option on the Membership Information tab.

    1. In the Recurring Fee field, type the dues for the membership.

    2. Select Fee can change to allow employees to change the dues amount during ring up.  Type the minimum amount to charge for dues in the Minimum Fee field.

    3. In the Bill 1st Payment _ Days After Enrollment field, select the number of days after the enrollment date to bill the client for dues.

    4. Define the commission to pay on the dues:

    • Pay a specific commission to all employees

      1. Select Pay Commission.

      2. Type the dollar amount to pay in commission or click $ and type the percentage of the recurring fee to pay in commission.

       

    • Pay different commissions to different employees

      1. Select Pay Commission.

      2. Type the default amount to pay in commission.

      3. Click Employee Specific Commission Override.

      The Commission Overrides window displays.

      4. Define employee-specific commissions and click Ok.

       

    • Copy the commission structure defined for another membership

      1. Click Copy EFT Commissions from Another Membership.

      A selection field displays.

      2. Select the membership with the commission structure you want to copy.

       

    5. In the Recurring Fee Includes (optional) list, select the X check box next to the prepaid services that clients can redeem once they pay their dues.

     

11. Click the Primary Renewal Period Fee tab and define the renewal dues for primary members.

    Important:  The Primary Renewal Period Fee tab is only active if you selected the Auto-Renew option on the Membership Information tab.

    1. Select Recurring Fee Changes once in Renewal to charge different dues after a client renews the membership.

    2. In the Fee Charged Once in Renewal field, type the dues to charge after a client renews the membership.

    3. Select Fee can change to allow employees to change the dues amount when renewing a membership.  Type the minimum amount to charge for dues in the Minimum Fee field.

     

12. Click the Primary Discounts tab and define the discounts for primary members.

    1. Select Round Prices to round the price of discounted items to the nearest dollar.

    2. In the Service field, type the percentage discount to grant members on service purchases.

    2. In the Product field, type the percentage discount to grant members on product purchases.

    3. In the Pkg/Series field, type the percentage discount to grant members on package and series purchases.

    4. In the Tanning field, type the percentage discount to grant members on tanning package purchases.

    5. Select the days when members can receive discounts.

    Important:  Clients cannot receive discounts when their membership is frozen or suspended.

     

13. Click the Add-On Members tab and define the enrollment fee for add-on members.

    Important:  The Add-On Members tab is only active if you selected the Allow Add-Ons option on the Membership Information tab.

    1. In the Enrollment Fee field, type the enrollment fee for add-on members.

    Important:  The enrollment fee should cover the total price of all the services selected in the Fee Includes section.  If the enrollment fee is more than the sum of all services included with the membership, Millennium classes the difference as a membership fee.  The MR080: Register Summary report displays this membership fee as a membership sale and not as a liability.

    2. Select Fee can change to allow employees to change the enrollment fee during ring up.

    3. In the Fee Includes (optional) list, select the X check box next to the prepaid services that add-on members can redeem once the enrollment fee is paid.

     

14. Click the Add-On Recurring Fee tab and define the dues for add-on members.

    Important:  The Add-On Recurring Fee tab is only active if you selected the Periodic/Recurring option on the Membership Information tab.

    1. In the Recurring Fee field, type the dues for add-on members.

    2. Select Fee can change to allow employees to change the dues amount during ring up.  Type the minimum amount to charge for dues in the Minimum Fee field.

    3. In the Bill 1st Payment _ Days After Enrollment field, select the number of days after the enrollment date to bill add-on members for dues.

    4. In the Recurring Fee Includes (optional) list, select the X check box next to the prepaid services that add-on members can redeem once they pay their dues.

     

15. Click the Add-On Renewal Period Fee tab and define the renewal dues for add-on members.

    1. Select Recurring Fee Changes once in Renewal to charge different dues after an add-on member renews the membership.

    2. In the Fee Charged Once in Renewal field, type the dues to charge after an add-on member renews the membership.

    3. Select Fee can change to allow employees to change the dues amount when renewing a membership.  Type the minimum amount to charge for dues in the Minimum Fee field.

     

16. Click the Add-On Discounts tab and define the discounts for add-on members.

    1. Select Round Prices to round the price of discounted items to the nearest dollar.

    2. In the Service field, type the percentage discount to grant add-on members on service purchases.

    3. In the Product field, type the percentage discount to grant add-on members on product purchases.

    4. In the Pkg/Series field, type the percentage discount to grant add-on members on package and series purchases.

    5. In the Tanning field, type the percentage discount to grant add-on members on tanning package purchases.

    6. Select the days when add-on members can receive discounts.

    Important:  Clients cannot receive discounts when their membership is frozen or suspended.

     

17. Click the Docs and Forms tab and select the documents that members need to complete when they purchase the membership.

    1. Click Edit Membership Document Selections.

    The Select Membership Documents to print window displays.

    2. Select the documents that clients need to read and/or complete when they purchase the membership.

    Note:  Employees receive a prompt to print these documents when selling the membership.

    More Info:  Click here for instructions on how to define membership documents.

    3. Click Ok.

     

18. Click the Unlimited Services tab and select the service that members receive free as part of their membership privileges.

    1. In the Available Services list, select the service.

    2. Click Move.

    3. Select Globally Redeemable to allow members to receive the service at other locations.

    Important:  You can only use this feature if you are using Central Office.

     

19. Click Save.

related links

Memberships Overview

Ringing Up a Membership