SOP: Setting Up Memberships - Club Fee under $25

Objective

This SOP explains how to configure club memberships when the annual fee is under $25. It ensures the membership is set to $0 monthly and that the full annual amount is collected upfront through a required upsell product.

To view the video click here

Key Steps

1. Confirm the membership pricing rule 0:00

• Verify whether the club charges under $25 per year for the membership.
• If the club charges over $25 per year, stop and use the separate process/video for that membership type.
• Continue only if the annual membership fee is under $25.

2. Open the membership setup area 0:16

• Navigate to the Membership Setup tile.
• This opens the home page containing all available memberships.
• Use this area to edit the club-specific version of the membership product.

3. Understand why this setup is required 0:35

• The system requires a minimum $2 per month fee.
• To work around this for memberships under $25 per year, the membership must be configured as:
• a free membership for the recurring membership product, and
• a one-off upsell payment for the full annual amount collected upfront.

4. Review existing products without changing historical records 0:59

• You may see historic products on the page.
• Do not edit, activate, or change any historical memberships.
• These records are needed so the club can view expired memberships later.
• You will also see AusCycling products and a club-specific version of those products.

5. Edit the club-specific membership product 1:19

• Open the membership product that is linked to your club record.
• Changes made here affect only the club version of the product, not the AusCycling master version.
• Proceed into the membership details page for the product you want to sell.

6. Leave the default product description and benefits unchanged 1:50

• Do not edit the following fields:
• Product name
• About this membership description
• Benefits list
• These fields are already designed to help customers compare membership options.

7. Set the membership price to $0 2:14

• Change the membership so the recurring membership price is $0.
• This allows the member to purchase an annual or monthly membership without monthly payments being taken out.
• The membership still runs for the full year, but the fee will be collected separately.

8. Add an upsell product for the annual payment 2:25

• Scroll to the Additional Requirements section.
• Add an Upsell Product to collect the full membership amount as a single upfront payment.
• Click the Add Upsell icon to create the new product.

9. Configure the upsell product details 2:42

• Name the upsell product Demo Club Membership Payment.
• Set it as quantity-based.
• Enter the annual fee amount, for example $7.50 per year.
• Set the quantity so the member purchases one of the product.
• Confirm whether tax should be applied based on the club’s tax setup.

10. Save the upsell product and make it mandatory 3:18

• Click Done to save the upsell product.
• Confirm the product appears in the additional requirements area.
• Mark the upsell as required so the member must select it.
• On the settings tab, enable:
• Pre-ticked
• Is Subscription Mandatory
• This ensures the member is charged the club fee and will be recharged on renewal if applicable.

11. Finalize and save the membership 3:50

• Click Done to close the product setup.
• Scroll down and save the membership.
• After saving, the member will be charged:
• the club fee as a one-off upfront payment, and
• the Ozcycling component separately.

12. Activate the membership if needed 4:11

• If the membership is inactive, click the arrow or activation control to make it active.
• Ensure customers can see and purchase the product when they visit the club.
• Repeat this process for all memberships the club wants to sell.

Cautionary Notes

• Do not edit historical memberships.
• Do not change the AusCycling master product; only edit the club-specific version.
• Do not modify the product name, description, or benefits unless instructed.
• Ensure the upsell is configured correctly as a one-off upfront payment, not a monthly charge.
• Confirm tax settings match the club’s setup before saving.
• If the membership is inactive, it will not be visible to customers until activated.