Bulk change membership prices

If you need to change the membership prices for all your athletes there are a few options depending on your exact requirements

Introduction

There are a few situations in which you may want to bulk update customers membership prices, the most common of which are:

An annual price change of your memberships
A reduction in price for a period of time due to some external factors (eg covid virus forcing your facility to close)
A change of membership structure and pricing

The best approach for making the change depends on whether it is a permanent one or just for a period of time.

Making permanent price changes

To make a permanent price simply edit the membership (Memberships -> Edit next to the right plan) and all customers will start paying the new price when they're next charged. It's best to make the price change on the last day of the month so there's a clear line of when the new prices apply.

Anyone who has a discount will still have that discount apply. For example:

A customer has a £100 per month membership and a £20 discount so pays £80 a month
The price of the membership is risen to £110 per month. With their discount the new price will now be £90 per month

If you want to keep old members on the same net price (eg £80 in the case above) the easiest way to do this is to edit he £20 discount and change it to £30. Make sure you alter both the discount amount and name so it doesn't get confusing at a later date.

You'll also want to communicate to your customers about the price change and when it's going to happen so they don't think they've been billed the wrong amount.

Making temporary price changes

There are a few options on how to make temporary price changes:

Change the price of the membership

As described in permanent prices above you can change the price of the membership and then change it back when the temporary period is over. This is the simplest and quickest way but has the major disadvantage that it'll only work if you charge for membership on the same day each month and the price reduction period start and ends on that day.

For example a customer pays £100 on the 1st each month, they pay £100 in March, they pay £50 in April and May, and £100 in June. The amounts charged:

are correct if the lowered price period was 1st April -> 1st June as the charging and lowered prices line up exactly
are kind of correct if the lowered price period was 15th March -> 15th April. The net amounts charged £100 March, £50 April are correct overall it's just in both months they should have been charged £75 (half the month at £50, half at £100).
are not correct if the lowered price period was 1st April -> 15th May. That's because in May they should pay half the month at £50 and half the month at £100 effective rates = £75 total. However the price they paid on May 1st was £50

If you do not know the date the prices will go back up you cannot use this method as the dates may not line up even if the start dates do.

Discount a membership

This is the same as changing the price - it has the same simplicity but also the same restrictions. See the change price section above for details.

Change the membership

This is our recommended approach as it handles all cases. Start by creating a new membership for the new price (eg "Covid membership" at £50/month). When you switch a customer from their current plan to the Covid membership the amount owed will be worked out automatically and credited as a credit note. Using the earlier example the charges will be correct:

if the lowered price period was 1st April -> 1st June then the new membership amount (£50) is used in April and May so the correct amount is charged
if the lowered price period was 15th March -> 15th April. On the price change day a £25 credit note will be added to the customers account due to the price difference between the plans and it being half way through the month. On April 1st £50-£25 credit note = £25 total will be charged. Then on 15th April £25 pro-rated will be charged due to changing back to the £100 membership
if the lowered price period was 1st April -> 15th May. At the start of May they will be charged £50 and then a pro-rated amount of £25 on May 15th

In the last two case it seems like the 15th charge could be done at the start of the month but that's only because you can see the whole picture now. In reality at the start of month you may not know when the price change is going to occur, and even if you do then it may change. As such any changes in membership prices are only done on the change date.

To change a membership between one plan and another head to the membership details area on the customer page.

To change all your members over head to Settings -> Bulk Actions -> Membership change which allows you to do a bulk change. The tool allows you to choose a set of customers to change over from a certain membership to another:

If you wish to change all your customers except 5 people say, then the fastest way is to bulk change everybody with a date of tomorrow or later. You can then visit those 5 customer pages and remove the scheduled change from those who shouldn't be changed over. This is much faster than going through each customer individually. If you do this choosing a date in the future is key or the changes will be immediate and you won't be able to stop them in time.

Pausing a membership and adding a new one

A fourth option could be to pause the current membership and add a new one. This shouldn't be used as a cancelling membership doesn't give a credit note for unused time. For example:

Customer charged £100 on March 1st
Membership is paused on April 1st and a new £50 membership added
May 1st charged £50
May 15th temporary membership is cancelled and £100 membership is resumed. It is charged at £100 pro-rated on May 15th = £50. No credit is give for cancellation of the £50 membership un-used time.
- Net effect is customer paid £100 in May when should have been £75