SOP: Setting Up Memberships - Club Fee Over $25

Objective

This SOP explains how to configure a membership product in the Membership tab for clubs charging more than $25, including setting the monthly price, handling tax, saving changes, and activating the product so it can be sold.

To view the video click here

Key Steps

1. Open the Membership Setup tile and go to the Membership tab 0:00

• Locate the Membership Setup tile.
• Open the tile and navigate to the Membership tab.
• Confirm you are in the correct area before making any changes.

2. Review existing membership products and identify the correct one to edit 0:15

• In the Membership tab, review the membership products already linked to your club.
• Confirm the product you need is the one associated with the Auscycling product in the background.
• Understand that changes made here will not affect the linked product, they will only affect the club component of the memebrship.

3. Do not edit or activate historical membership products 0:36

• Scroll to the bottom of the page and identify any historical products.
• Do not edit or activate these products.
• These records are used to preserve expired historical data.

4. Confirm this SOP applies to memberships charged over $25 0:52

• Check whether your club charges more than $25 for membership.
• If your membership fee is over $25, continue with this SOP.
• If your membership fee is under $25, use the separate process/video because a different setup is required.

5. Open the correct membership product and verify the membership type 1:28

• Select the membership product you need to configure.
• Confirm the membership type and annual fee structure match your club’s offering.
• Example: a race membership with an annual fee of $120.
• Any change that is required on multiple products need to be created independently against each product required.

6. Leave the membership name and benefits text unchanged 1:55

• Do not edit the membership name, membership information, or benefits text.
• These fields are written in a specific way to help customers choose the correct product.
• Only update fields that are intended for club-specific pricing or settings.

7. Set the membership price as a monthly amount 2:03

• Find the membership pricing field.
• Enter the price as a monthly figure, not an annual total.
• Calculate the monthly amount by dividing the annual fee by 12.
• Example: $120 annual fee = $10 per month.

8. Decide if tax should be applied 2:24

• Determine whether your club charges tax.
• If tax applies, note that the GST rate is already included in the system.
• Choose whether to:
• include tax in the total price, or
• add tax on top of the price.

9. Add optional restrictions, discounts, or surcharges if needed 2:45

• If your membership requires special conditions, use the available options for:
• restrictions
• discounts
• surcharges
• Use the additional requirements section for capturing data about your club members
• Refer to the separate training material for instructions on these settings.

10. Save the product after all updates are complete 3:13

• Review all entered information for accuracy.
• Save the membership product once pricing and any optional settings are complete.
• Confirm the product saves successfully before moving on.

11. Activate the membership product so it can be sold 3:33

• Locate the activation arrow or status control for the product.
• If the product is inactive, switch it to Active.
• Verify the product is active so customers can purchase it.

Cautionary Notes

• Do not edit or activate historical products at the bottom of the page; they are used for expired records.
• Do not change the membership name, membership information, or benefits text unless specifically instructed.
• This SOP applies only to clubs charging over $25 for membership.
• For clubs charging under $25, use the separate process because the system requires a minimum $2 monthly charge.
• Ensure the monthly price is entered correctly; the system multiplies it to calculate the annual total.
• Confirm tax handling before saving to avoid pricing errors.