Enrolling Clients in Memberships
Signing up a new member takes just a few minutes. Walk through the enrollment form, capture their agreement, set up billing, and they’re ready to start using their benefits immediately.
✨ Best for:
Front desk staff, service providers, or anyone signing up new members. Use this guide during client conversations or training.
Quick Steps
- Open Memberships and click Enroll Client
- Select the client and choose a membership plan
- Set the start date and billing method
- Capture the membership agreement (signature or send link)
- Collect payment or set up card on file
✅ Done! The client is now a member with credits ready to use.
Step-by-Step Guide
Step 1: Start the Enrollment
Navigate to the Memberships page from the main menu and click Enroll Client.
[Screenshot: Memberships page with Enroll Client button highlighted]
💡 Tip: You can also start enrollment from a client's profile page—look for the "Enroll in Membership" action.
Step 2: Select Client and Plan
Choose the client: Start typing their name and select from the dropdown. If they’re not in the system yet, you’ll need to create their profile first.
Choose the membership plan: Select from your available plans. You’ll see the price, what’s included, and billing frequency.
[Screenshot: Enrollment form showing client selection and plan options]
💡 Tip: Not sure which plan to recommend? Start with your most popular option. You can always upgrade them later.
Step 3: Set Start Date and Billing
Start date: Choose when the membership begins. Today is the default, but you can schedule it for a future date.
Billing method:
| Option | When to Use |
|---|---|
| Automatic (recommended) | Card on file, charges automatically each cycle |
| Manual | Client pays cash, check, or other methods—you record payments |
If you choose automatic billing, you’ll set up their card in the next step.
[Screenshot: Billing configuration section]
Step 4: Capture the Agreement
Most memberships require the client to agree to terms (cancellation policy, billing terms, etc.).
Two options:
Sign now (in person):
- Show the agreement on screen
- Client reviews and signs on the device
- Agreement is captured immediately
Send link (sign later):
- System emails the client an activation link
- They review and sign on their own device
- Membership activates when they complete it
[Screenshot: Agreement signing screen]
💡 Tip: Signing in person is faster and ensures they complete enrollment. Only send a link if the client is in a hurry or prefers to review later.
Step 5: Collect Payment or Set Up Card
For automatic billing: Enter the client’s card information. This card will be charged automatically each billing cycle.
You can either:
- Charge the first payment now — Card is charged immediately
- Set up for future billing — Card is saved, first charge on start date
For manual billing: Record the payment method (cash, check, etc.) and the amount. You’ll record future payments as they come in.
[Screenshot: Payment setup screen]
Step 6: Complete Enrollment
Review the summary and click Complete Enrollment.
What happens:
- Membership is created and activated
- Initial credits are issued immediately
- Client receives a welcome email
- Billing is scheduled for the next cycle
[Screenshot: Enrollment confirmation screen]
What Happens Next?
- ✅ Client is now an active member
- ✅ Their credits are available to use immediately
- ✅ Member discounts apply at their next checkout
- ✅ Billing will run automatically on their renewal date
- ✅ They’ll receive reminders before credits expire
Common Questions
What if the client already has a membership?
The system will warn you if they’re already enrolled in the same plan. You can:
- Cancel their existing membership first
- Choose a different plan
- Or override with a reason (requires manager permission)
Can I backdate a membership?
No—memberships can only start today or in the future. If you need to credit them for a past period, you can adjust their credits manually after enrollment.
What if their card is declined?
If the card fails during enrollment, you’ll see an error. Ask for a different card or switch to manual billing and collect payment another way.
When do they get their first credits?
Immediately! As soon as enrollment is complete, credits are issued and ready to use. They can book an appointment or use credits at checkout right away.
What if they don’t complete the agreement link?
If you sent an activation link and they haven’t signed:
- Their membership shows as “Pending Agreement”
- No billing occurs until they complete it
- You can resend the link from their membership details
Can I waive the first payment?
Yes—if your business allows it, you can skip the initial payment and start billing from the next cycle. This is useful for promotional enrollments.
Pro Tips
📱 Sign in person: Clients who sign in person have higher activation rates. The link option is convenient, but some clients forget to complete it.
💳 Always recommend automatic billing: Manual billing means more work for you—and more risk of missed payments. Automatic is easier for everyone.
🎯 Book their first appointment: Right after enrollment, ask "Would you like to book your first visit?" It sets the habit and they start using their credits immediately.