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SETTING UP YOUR PACKAGES

The Packages Section Allows You To Create And Manage Different Membership Options For Your Clients

  It is divided into two parts:

1️⃣ Packages – Create, edit, and manage various types of packages.
2️⃣ Package Freeze – Set up and manage package freezing options.

 

✅ Managing Packages
Go to Company Settings > Click on Packages from the left side menu

You can:
✅ Add new packages
✅ Bulk update prices
✅ Create combo packages
✅ Edit, disable, or delete packages

✅ Creating a New Package

When adding a new package, you’ll choose from the following types:

  • Class Package – For group classes

  • Private Session – For one-on-one training

  • Contract – For long-term memberships

  • Registration – For one-time registration fees

  • Day Pass – For short-term access

🔹 Step-by-Step Package Setup:

1️⃣ Enter package details

  • Name, price, and number of passes included.

2️⃣ Select the base type:

  • Unlimited – Clients can attend unlimited sessions.

  • Passes – A fixed number of sessions.

  • Preselected Unlimited – Clients choose specific schedules.

3️⃣ Choose the package start date:

  • Purchase Date – Starts when the package is bought.

  • Beginning of Cycle – Starts with your billing cycle.

  • First Session – Begins when the first session is attended.

4️⃣ Set the expiration period:

  • Choose how long the package remains active:

    • Days, Weeks, Bi-Weeks, Months, or Terms.

5️⃣ Optional settings:

  • Client Categories – Limit access to specific groups (e.g., VIP, Regular). Requires allocation from the client profile.

  • Client Gender – Restrict package by gender if needed.

6️⃣ Additional options:

 ✅ Shareable Package – Allow multiple people to use the same package.
✅ Mandatory Package – Require clients to buy another package first.
✅ Intro Package – Show only to first-time buyers.
✅ Guest Package – Available for guests only.
✅ Auto-Renew – Automatically renews when expired or when all passes are used.
Renewals Types:

  1. Invoiced

  2. Incomplete 

  3. Pending
 Auto Renew: 
  • Self (same package)
  • Auto renew after x number of passes 
  • Expiry date 

1. Invoiced 

  • Package is renewed > invoice is issued > Outstanding balance shows on the client's profile 

2. Incomplete

  • Package is renewed > Save as incomplete > it shows in yellow

3. Pending

  • Set the Trigger — When creating the package, choose the attendance count that should trigger early renewal (e.g., renew after 4 out of 8 passes used).

  • Threshold Reached — Once the client hits that attendance number, the system creates a backend package with a proforma invoice, dated from the beginning.

  • Sessions Owed Appear — The owed sessions are visible on the client's profile.

  • A Visible Package Created — The system automatically generates the new package on the front end, marked as un-invoiced. You can go through them all from the incomplete membership report

or from the clients profile under packages (shows in red)

  • Invoice & Reconcile — Press on Invoice to generate the invoice, then the sessions owed are reconciled

     

✅ Disable Online – Hide from the client app (still accessible through the portal).

7️⃣ Save Changes

  • Click OK to finalize the package.

⚠️ Note: Changes made to a package apply only to future purchases.

Unassigned Packages 

What it does: Flags packages that aren't assigned to any event, service, or activity, since these stay hidden from customers.
 

How it works:

  • A warning banner appears on the Packages page if any packages are unassigned, with a "View unassigned packages" link to redirect you to the Unassigned Packages tab.
  • A dedicated Unassigned Packages tab lists all affected packages with a count badge.

Why it matters: Unassigned packages aren't visible for purchase — this makes it easy to spot and fix them so customers can buy them.

 

✅ Package Freeze

The Package Freeze feature allows clients to temporarily pause their memberships.

🔹 Setting Up a Package Freeze:

✅ Add a freeze option with the following details:

  • Name – Give the freeze a clear title

  • Price – Set the cost (if applicable)

  • Duration – Define how long the freeze lasts

  • Status – Enable or disable the freeze option

🗑 You can also delete freeze options if needed.

Note that you can't delete in-use packages. This prevents them from being removed while their active links still exist — instead, you can disable them, and full membership history remains available on the Package Details page.



Prefer watching? This YouTube video below explains everything in detail!