If a client's membership isn't being applied to an appointment or class invoice, work through the checks below to find and fix the issue.
Use the check for membership button
Start by checking for available membership coverage on the booking itself.
Go to Calendar → Appointments or Calendar → Classes
Then select the appointment
Or class you want the membership to cover.
Alternatively, you can navigate via Clients → Appointment and Classes → Appointments / Class list, then select the relevant booking from there.
On an appointment, the Check for membership button appears next to Create invoice on the appointment card.
On a class, you’ll find Check for membership in the ⋮ menu on the class card.
Click Check for membership. A modal will appear confirming the results of the membership scan.
If coverage is found and applied, you’re done.
If the modal confirms this booking is Not covered, continue with the troubleshooting steps below.
Check that the client has a Current active membership
Go to Clients → Appointment and Classes → Memberships → Current active membership.
Confirm that:
The coverage start date is not in the future. If the start date is in the future, the membership won’t cover current bookings. The start date cannot be edited; you’ll need to create a new membership if it’s incorrect.
The coverage end date has not passed. If it has, extend the membership by editing the end date, or create a new membership.
If there is no current active membership listed, create one for the client before trying again.
Check that the membership usage or session limit has not been reached
Go to Clients → Appointment and Classes → Memberships → Current active membership → Usage.
Check that the usage tally has not been exhausted, i.e. that the membership still shows remaining classes or appointments.
Some memberships cap how many sessions they cover per period, or set Attendance per week — for example, 8 appointments per month or 3 group classes per week.
To review the membership’s usage settings, open the membership type:
Go to the Action … menu on the membership type and select Edit.
For Pass Card memberships, check How many sessions, e.g., 3.
For Non-recurring memberships, check Attendance per week, e.g., 3.
If the client has used their full allocation, the membership won’t cover additional bookings until it renews.
Tip: If the client has hit their limit, you can wait for the membership to renew (for recurring memberships) or invoice additional sessions outside the membership.
Check that the membership type is active
For a membership to cover an appointment or class, its membership type must be active.
Go to Settings → Appointments, classes & memberships → Membership types and confirm the membership type shows a status of Active.
If the status shows Inactive and this is incorrect,
Open the Action … menu
And choose Active/Inactive to toggle it.
You’ll be asked, “Are you sure?” — select Yes to confirm.
Check membership settings
Confirm that the membership is configured to cover this location, class type, time (off‑peak/peak), appointments, and appointment types.
Go to Settings → Appointments, classes & memberships → Membership types
Then open the membership type using the Action … menu → Edit.
Location
Check that the booking’s location is listed under Location accessible.
If it isn’t, use the dropdown to add the required location.
Classes included
Check that the relevant class is included under Classes included.
If it isn’t, use the dropdown to add the class you want covered.
Off-Peak membership
Check whether the membership is set as an off‑peak membership.
If Off‑peak membership is set to Yes, then members can only use this membership to cover classes during off‑peak times.
Update the dropdown if you want the membership to cover all times.
Appointments
Not all memberships cover appointments — some are designed for classes only.
Check the One on one appointment/s included setting:
If No, one‑on‑one appointments are not covered by this membership.
If Yes, appointments can be covered.
Appointment types
Check whether the specific appointment type for this booking is listed under Appointment types.
If it isn’t, use the dropdown to add the appropriate appointment type.
Check if an invoice or payment for this service already exists
A membership can only be applied when there is no existing invoice attached to that appointment or class.
For non‑recurring memberships, the membership itself must be paid before it can be used to cover bookings.
For recurring memberships, payment is handled via direct debit, but individual appointments/classes still must not already have a separate invoice attached.
The booking cannot have an invoice — paid or unpaid — linked to it if you want to apply membership coverage.
Appointments
To check, go to Calendar → Appointments.
If an unpaid invoice icon appears on the appointment card, there is an invoice linked to this booking.
Select the appointment to open it, then choose Pay invoice to view, pay, or edit the invoice details.
From the Pay invoice screen, scroll to the bottom and select Edit invoice if you want to remove this appointment from the invoice.
In the Update invoice view, remove the linked appointment, then select Update invoice at the bottom of the page to save your changes.
Classes
To check class invoices, go to Calendar → Classes and open the class card.
If an unpaid invoice icon appears next to the client, there is an invoice linked for that attendance.
Open the ⋮ menu next to the client and select Pay invoice to view, pay, or edit the invoice.
From the Pay invoice screen, scroll to the bottom and select Edit invoice if you want to remove this class from the invoice.
In Update invoice, remove the linked class, then select Update invoice to save.
Once any incorrect invoices have been updated or removed, return to the booking and click Check for membership again to re‑scan for coverage.