Memberships

Memberships allow you to charge customers automatically on a recurring basis (ex. every week, every month or every year) - and in return, provide them with discounted rates or credits for services at your facility. It's an excellent way to generate recurring revenue and provide a premium experience for customers.

You can visit the Memberships page by navigating to Services > Memberships in the Swift Admin Dashboard.

When to Use Memberships

You can use memberships for:

• Managing a team and giving the team members exclusive access to your facility
• If you need to group a certain set of customers, you can create a specific membership group at $0
• Making special membership offerings for different age groups or special sections of society (veterans, teachers, etc)

Creating a Membership

To create a new Membership:

1. Navigate to Services > Memberships in Swift Admin

   

2. Click the "+ New" button located at the top right corner.

   

3. Complete the Add Membership form — this is where you will set the name, pricing, discounts and​ credits for this specific membership.

   

Let's take a deeper dive into the membership settings!

Name Your Membership

Type in the name of the membership into the Name box.

Common naming conventions among our clients include "Bronze, Silver, Gold, Platinum," "Double A, Triple A, Major Leagues," and "Standard, Premium, Premium Plus." Your names should ideally differentiate the memberships from one another at first glance.

Add a Description (Required)

Use the description box to outline the perks and benefits included with the membership. Be detailed to ensure customers know exactly what they’re purchasing. You can use formatting options (headings, bullet points, hyperlinks) to enhance the description.

Set Up Your Pricing

Pricing for memberships is recurring, and the cadence can be set as weekly, monthly or yearly. Simply enter the price and select the billing frequency. If you want to offer a free membership (e.g., for coaches), set the price to $0.

For example, if the coaches at your facility are required to book spaces like regular clients through the client-facing interface, but you want to give them discounted booking rates, you can set up a free membership for coaches specifically.

Set Up Discounts

If one of the perks that customers gain from purchasing your membership is discounted rates to other services, such as ($20 for 1 hour of Cage Rentals) these discounts will need to be created here or within the Pricing section of each individual service. An example of this is covered in the articles on Rentals, Lessons, and Classes.

1. Click on the Add Discounts and Special Prices button
2. In the Service drop down field, select the service to which the discount applies.
3. For Price - enter the special rate which this specific membership group will receive. For certain services (i.e rentals), you can have multiple prices for different units or durations.
4. Click Save

Note: If you would like to set a public (non-members) price for Services, this will have to be done on the service page itself.

In the screenshot above, you can also offer exclusive rates for specific durations that are only available to members of a particular membership type. For example, you might offer a 2-hour duration at a discounted rate of $120, but this rate will be visible only to members who hold this specific membership (and not available to public (non-members).

Set Up Credits

If one of the perks that customers get from your membership is free services, then you'll need to set up credits. These credits are similar to package credits and can also be redeemed by customers during the checkout flow. However, membership credits are slightly more complex and require additional configuration.

When you first click the "Add credits" button, a dropdown will open up with several options:

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  Firstly, let's set up the service and duration. For example, if you wanted members to have access to 5 free hourly batting cage rentals, you would select cage rentals as the service and set the minimum duration to an hour.

  
  
• Next, let's add the number of credits that you want to include in the "Credits" box.

• Now, let's structure your credit setup. If you want the credits to renew on a regular basis, then select a daily, weekly, or monthly renewal period. If you want the credits to be one-time usage, then set the renewal period to "Never."

• Finally, if you set your credits up to renew, but you don't want members to stack and accumulate credits, you'll need to toggle "Limit credit usage" on. From there, you can set how many credits need to be used within your credit renewal period.

Save the Membership

Click the black "Save" button at the bottom right corner of the page to save your membership in Swift.

Congratulations! 🎉 You've officially set up your first membership in Swift.

Advanced Settings

To set up advanced membership features, click on the "Advanced Settings" section at the bottom of your membership setup page to access the advanced features.

Collect Tax on a Membership

Enable the "Collect tax" toggle to charge customers a pre-defined tax rate when they purchase this membership. This will populate the correct tax amount on your booking page, as well as internally on the admin side of Swift when you charge customers.

If you don't have any tax rates created, visit the Tax Rates settings section to learn how to create them.

How to Set Up a Membership Initiation Fee

If you want to charge a one-time fee alongside the initial membership purchase, enter the desired fee in this box.

How to Change the Membership Billing Cycle Start Date

To modify the start of the membership, you can adjust the "Start billing cycle on" dropdown. There are 3 options here:

1. Day of purchase: The default behaviour, the customer will get billed as soon as they purchase the membership
2. 1st day of the period: The billing cycle will be set to the beginning of each period. For monthly memberships, this will be the 1st of the month. And for yearly memberships, this will be January 1st.
3. Specific date: The customer will get charged on a specific date in the future, and the period (monthly or yearly) will begin from that point onwards.

It's important to note that for options 2 & 3 above, if the customer joins after the intended start date, payment proration will take place.

For example, if there is a $100/month membership, set to bill on the 1st of every month, and a customer joins on the 28th - they will be charged a prorated amount (ex: $6) for their first payment. The next payment will be in full, and will occur a few days later on the 1st of the following month. Proration only applies for the payment and not membership benefits.

How to Change the Membership Billing Cycle End Date

Similarly, you can also modify the end of the membership. To do this, adjust the "End membership on" dropdown. There are 3 options here as well:

1. Day of cancellation: The default behaviour, the membership, it's benefits, and the associated automatic payments will all stop as soon as they cancel the membership
2. After N billing cycles: The membership will automatically cancel after a specific number of billing cycles. This is what you'd use to create a 3-month, 6-month, or 9-month membership.
3. Specific date: The membership will automatically cancel on a specific date.

For cancellations, prorated refunds will not occur. So, if a customer cancels their memberships a few days after joining it, they will not receive a refund for that month. You can choose to give them a refund from the Swift Admin, but it will not happen automatically.

How to Hide a Membership and Make It Private

Under "Advanced Settings", you can turn on the "Private" toggle to "On" to make a membership private.

By doing this, only customers with a direct booking link to this membership will be able to book it. It will be invisible to all other customers, and will not appear on your booking page.

How to Edit a Membership

To edit a membership, click into the specific membership from the Services > Memberships page and you will be taken to the "Edit Membership" form.

Here, you can edit any of the details mentioned above. Just remember to click "Save" at the bottom to apply your changes!

How to Duplicate an Existing Membership

To make it easier to create multiple memberships, you can click into an existing membership on the Services > Memberships page, and then click the "bottom arrow" icon on the top right, beside the "Copy direct booking link" button.

You'll now be navigated to a new "Add Membership" form, with all the details of the previous membership filled in! The title will have the word "(Copy)" added to it, to indicate that this is a duplicated membership.

Deleting a Membership

To delete a membership, click into an existing membership and scroll down to the bottom of the page. There, you'll see a "Delete" button on the bottom left.

This button may be disabled if you don't have the permission to delete it (in which case, you should talk to the owner or someone with more access).

Another common case that causes the button to be unavailable is if you haven't removed all of your customers from the membership. If that is the case, see the section below to learn how to remove customers from your memberships.

If the membership can be deleted, you can click Delete and hit "Confirm" on the modal that appears to remove this membership. Remember, this action cannot be undone.

Miscellaneous

There are some additional things you can do with memberships, which are explained below.

Direct Booking Link for a Membership

Want to send a direct link to book a membership to a customer? Perhaps you have a private membership that only specific customers can book? Or you would like to add a button on your website that takes customers directly to this membership?

This button does exactly that! On the top right of a membership form, you should see the "Copy direct booking link" button. Click this, and a direct link to the membership will be copied to your clipboard.

How to Change How Memberships Look On My Booking Page

You may also want to control how the "Memberships" category as a whole appears on the booking page. You may want to call it "Monthly Subscriptions" instead of the generic "Memberships" shown on Swift. In that case, you can visit the Services > Memberships page in your admin dashboard, and click the "gear" icon on the top right.

You will now see a modal pop up, with a few options. Here, you can customize:

• The title of the Memberships category - you can call it "Monthly Subscriptions" for example
• The description of the Memberships category - you can add any additional context here

Once you hit Save, both of these changes will be immediately reflected on your booking page.

How to Cancel a Membership For a Customer

A customer can be removed from a membership using two methods:

1. Scroll down to the bottom of the membership page and you will see a list of the associated members. From there, click the circular arrow button with a strike-through to cancel the customer's membership.

A modal will pop up and ask if you want to cancel the membership for this customer. Click confirm to cancel the membership.

2. Navigate to the Customers tab and select the customer whose membership you want to cancel. Navigate to the "Activity" tab, which is the second tab from the right. Then, click the circular "X" button to the right of the membership that you would like to cancel.

The same cancellation modal will pop up and ask if you want to cancel the membership for this customer. Click confirm to cancel the membership.