Update as of July 2025: Added an "Allow click to cancel" check box for Auto Renew memberships so customers have the ability to cancel their membership.
Update as of Sept 2024: A "renewable" toggle has been added to the membership settings section. This allows you to turn off the ability for a customer to renew their membership online.
📝 Overview
There are 3 types of products (fees) you can create:
Membership Product
Membership products can be used in the software to charge customers a "Registration fee" or a "Family Membership fee". You can choose to call your "membership" what you would like. The term "membership" that appears Online for your customer can be customized to something different. You will need to email support at [email protected] to let us know what you would like to change it to.
➕ Creating a New Membership Product
To access the "products" page, in the global search box in the top navigation bar, start typing "products". To create a new product, Press the "+" button.
🔧 Product Settings
Click the arrow to learn to get started setting up a membership
Click the arrow to learn to get started setting up a membership
Fill out all of the required fields marked with a red triangle along with any other settings you wish to add at this time. Extra help information is provided on fields with a question mark icon. Hover over the icon with your cursor or tap it for more information on the field.
Product Name: Type a Description for the membership (Ex: Arena Sports Annual Individual Membership or Arena Sports Annual Family Membership).
Product is a : Choose "Membership". For directions on how to create a "Normal" product please visit this article below.
Global Price: What is the base price for this membership.
Report Category: Select Miscellaneous
Subcategory: Memberships
Description (optional): Enter a description for the membership product that will appear online for customers when purchasing.
Program: Each product can be tied to a Program if you choose. If you create programs you can run your financial reports and narrow down the money your company brought in by program type.
Customer Required: Toggle on
Available Online: If you want your customers to see this membership as an option to purchase Online if they have an expired membership or if they are required to have a membership in order to play in a season, then check this box.
If the Available online is toggled on, there is an additional option to "Hide on Membership and Passes Page".
Prerequisite Membership ensures that customers must purchase a membership before they can buy a related product. For example, if a membership is set as a prerequisite for a class fee, customers will be prompted to buy the membership during checkout before completing their registration.
⚙️ Membership Settings
Click the arrow to learn more about the membership settings section
Click the arrow to learn more about the membership settings section
Requires USA Hockey Membership: You can require a customer to purchase a USA Hockey membership in order to register for a program. This option will only appear if the feature has been turned on. Learn more below:
Length: Select the duration of your membership.
For Yearly Memberships, you can specify a month and day for the membership to expire. The membership will end at the close of the selected day. If no specific date is chosen, the membership will expire 365 days from the date of purchase.
For Monthly Memberships, select a specific day for expiration. If you choose the 31st, the membership will expire on the last day of the month, regardless of whether that month has 31 days.
Other Notes:
Prorating adjusts the membership price based on the number of days remaining.
Auto Renew will automatically create a new membership starting the day after the "Expires On" date.
For Daily Memberships, renewal dates cannot be set.
Renewable:
This toggle provides you the ability to turn off access for customers to renew their membership online. This could be used for a 1 time membership such as a fishing license or a parking permit.
Auto Renew: If you choose to turn this on, the customer's membership will automatically renew when it expires and will create a new invoice.
Allow click to cancel:
Once "auto renew" is toggled on, the option to allow customers to cancel their memberships online will appear.
Want to learn more about Auto Renew memberships? Click below to learn more.
Expires On: This is an optional field. If you want to set all of your customer's memberships to expire on the same day, you can set a date for this.
Prorate: you can enable pro-rating if you only want to charge the customer the actual time that is remaining of the membership period.
Billing Cycle: The membership length set above can be broken up into smaller amounts that the customer pays with a payment schedule. For example, an annual membership can be broken into 12 monthly payments.
Available Locations: Memberships can be sold at specific locations only if you choose or sold at all locations. Online membership purchases will be filtered by the customer's primary Location that they have set on their profile.
Card Design File: This section is to be used if you are printing membership cards through Dash or Jolly Print Software.
Enable Check-in: Memberships can be used to allow access to a facility using the check in module.
👨👩👧 Family Membership Settings
Click the arrow to learn more about the family membership settings
Click the arrow to learn more about the family membership settings
Family Membership: If this is going to be a Family membership, the system will know to apply a membership to others listed under the primary account.
Auto Add Family to Membership: With this turned on, all linked family members will be assigned to the membership upon purchase.
Additional members can be added or removed after the purchase.
Max Family Members: A cap can be set to the number of family members that will be allowed to be added to a family membership. The default is "0" meaning you can have as many members as there are on the account.
Adult Membership: This box can be checked when you want to limit the family membership to adults only over the age of 18.
💵 Financial Settings
Click the arrow to learn more about the financial settings section
Click the arrow to learn more about the financial settings section
GL Account: Enter in a GL Code if you have already created one for your membership (highly recommended for accounting reporting purposes).
Purchase Settings:
Hide Quantity: If you would like to hide the quantity and the "Per Price" for a product, this can be checked.
Tax Deductible: If product should be reported as a tax deductible on the Child Care Statement, then check this box
Require Credit Card to be stored: If a customer is purchasing this membership and will be paying in installments, it would be good to check this box on the product level to store the credit card by default.
Create Purchase Order: If you would like to have this item tied to a purchase order and track it via the Purchase Orders, click the checkbox.
UPC Code: The UPC is not used for this type of product because it will not be able to be rung up anywhere else except from the customer's profile page.
Fund: Create a fund or assign your membership to an existing Fund for tracking purposes.
🛠️ Other Settings
Click the arrow to learn more about the other settings section
Click the arrow to learn more about the other settings section
Required Customer Tags: Add customer tags that the customer must have on their account in order to purchase the membership
Email Template: Anytime a customer purchases this product, you can choose an e-mail template to be included along with their receipt.
Image: An image can be uploaded for "Gift Card" products so for a membership, no need.
Product Icon: An icon can be used for products that will appear as an addon when registering.
Print Sticker/Wrist Band on Purchase: For some products, a sticker may be printed off at time of purchase at the facility.
Note: Sticker printing must be enabled through the Integrations & Add-ons page to use this feature. For more information, check out the article below:
Once you save your product, you are taken to the newly created product’s page where you can edit the product’s settings.
📍 Additional Setup
Click the arrow to learn more about additional settings for a product
Click the arrow to learn more about additional settings for a product
Location Settings: If you charge sales tax on your membership, you will need to add a Location for the product and set the Sales Tax at this point.
Add-ons: If you would like to add alternate products to offer the customer to purchase at the time the shopping cart appears, you can add these products here. Start typing in the first word of the product and it will begin to auto fill in products stored. Click on product name to Add.
💳 Adding a Membership via Customer Profile Page
Click the arrow to learn how to purchase a membership from the profile page
Click the arrow to learn how to purchase a membership from the profile page
Go to the customer's profile page.
On the upper right-hand side of the page, a list of memberships purchased will appear. If the customer has never purchased a specific membership, click the "Buy" button to display available memberships.
Choose the appropriate membership needed. This will automatically add it to the shopping cart.
Proceed to Check-out as usual.
🔄 Automatically Prompted Memberships
You can set up memberships as "required" so that customers must have a membership when purchasing certain products, such as a program fee or an item from the Cash Register page.
Click the arrow to learn how to set up a required membership
Click the arrow to learn how to set up a required membership
To require a membership for a product, go to the Product Setup page and click Settings.
If a customer already has the required membership, they can proceed with the purchase. If they don't, they will be prompted to buy the appropriate membership before checking out.
🔔 Important Note:
For more information on how to set up and manage Required Memberships for Products, check out our detailed article below.
📱 Purchasing a Membership From the Member App
Customers can easily purchase a membership directly through the member app in two ways:
Click the arrow to learn how to purchase memberships online
Click the arrow to learn how to purchase memberships online
When Registering for a Program with a Required Membership
If a program requires a membership, customers will be prompted to purchase a membership during the registration process.
At checkout, the app will display a message prompting the customer to purchase the required membership before they can complete the registration.
View or Purchase Membership from the Memberships and Passes Tab
Customers can also navigate to the Memberships and Passes tab in the app to view any existing memberships linked to their account.
If they don’t have the required membership or wish to buy a new one, they can simply select the option to "Add Membership" directly from this tab.
Choose the customer that the membership is for (defaults to person logged in) then select the membership.
