Recurring memberships automatically renew on a billing cycle - for example, every month or every week. You set the price, the class and appointment types covered, and any usage limits. Stripe then handles the billing automatically each cycle.
TIP: We recommend your business be connected to Stripe, this will allow you to save the client's billing details and automatically charge them for their next membership. If you're not connected, or the client's billing details are not saved, you can still create recurring memberships, Pogozo will automatically raise an unpaid invoice instead.
Creating a simple recurring membership
This example walks through a basic monthly membership that gives clients unlimited access to one class type - for example, all mat Pilates classes.
Go to Settings then Appointments, classes & memberships and select Membership types.
Click + Add new membership.
The Create new membership page opens. Under Membership title, enter a name for this membership - for example, "Monthly Mat Unlimited".
Under Membership type, select Recurring from the dropdown.
In Membership description, enter a description of what the membership includes. This is shown to clients when they purchase through the Pogozo App.
Under Location accessible, select the location or locations where this membership can be used.
Under Billing item, select the billable item that sets the price for this membership. The price you've set on that billable item is what clients will be charged each billing cycle.
Under Membership renews, select the option that applies.
For an unlimited Membership select End of billing cycle - this means the membership renews at the end of each fixed billing period regardless of usage.
Now set the billing cycle for the membership, this is the set period of time between one membership payment and the next
Under Billing cycle unit, select either Day, Week, or Month
Under Billing cycle duration, select the number of Days/Weeks/Months.
Under Available for purchase online, select Yes if you want clients to be able to buy this membership through the Pogozo App.
Adjust Allow client to purchase for future start date, Discounts/Concessions applicable, and Can only be purchased once as needed, or leave them set to their default settings.
Under Invoices on check-in select the appropriate setting for your membership needs. For unlimited we'll leave this set to No.
Scroll down to the Inclusions section.
In the Total appointments/classes per billing cycle (blank = unlimited) set the maximum number of sessions available in this membership. Leave this blank for unlimited sessions.
Under Appointments/classes included, click into the field and select your class type - for example, "Mat Pilates".
Optionally you can set a maximum usage per billing cycle and per week. Or leave Max number per billing cycle and Max session per week (blank = unlimited) both blank - this gives clients unlimited access to that class type each cycle.
Optionally you can set Contracts, Waivers, and Forms that need be completed to purchase the membership via the Pogozo App.
Scroll down and click Create new membership.
The membership is now active and available for clients to purchase.
TIP: Not ready to go live? Click Save as draft in the top right of the page instead. Draft memberships won't be visible to clients until you activate them.
Creating a complex recurring membership
This example builds a richer membership that covers multiple class and appointment types, each with their own usage caps - for example, a physiotherapy wellness membership that includes a combination of mat classes, up to 2 reformer sessions per week, and 1 physio appointment per billing cycle.
Go to Settings, then Appointments, classes & memberships, select Membership types and click + Add new membership.
Select Recurring from the Membership type dropdown.
Enter a Membership title.
Enter a Membership description, this is seen in the Pogozo App.
Next select the Location/s accessible.
Under Billing item, select the billable item for this membership.
Enable or disable Update price for those currently on membership. When set to Yes, changing the linked billing item's price will update the price charged to clients who are already on this membership.
Under Membership renews, choose the renewal rule that fits your business:
End of billing cycle - renews after a fixed period (e.g. every month), regardless of how many sessions the client has used.
End of usage or billing cycle (whichever comes first) - renews when the client uses up their included sessions, or at the end of the billing cycle, whichever happens first.
End of usage - renews only when the client exhausts all their included sessions. The billing cycle unit and duration fields are hidden when this option is selected, and you must set a Total appointments/classes per billing cycle in the Inclusions section.
If you selected End of billing cycle or End of usage or billing cycle (whichever comes first), set Billing cycle unit and Billing cycle duration - for example fortnightly renewals would be, unit = Week, duration = 2.
Under Membership should always start on a (billed on), choose Monday if you want all memberships to align to a Monday billing week, or leave it as Any day to start on the client's purchase date. Note that Monday is only available when the renewal type includes a billing cycle - if you selected End of usage, this is automatically locked to Any day.
Set Available for purchase online, if Yes is selected the membership will be available for purchase on the Pogozo App.
Adjust Allow client to purchase for future start date, Discounts/Concessions applicable, and Can only be purchased once as needed.
Under Invoices on check-in select one of the 3 options
No - no individual invoices are generated for check-ins. This is the default.
Yes, at the time of check in - an invoice is created each time a client checks in to an appointment or class covered by this membership. Note: this option is only available when Total appointments/classes per billing cycle (in the Inclusions section) is set to a specific number. If the total is left blank (unlimited), this option appears greyed out with the note "set total sessions per billing cycle to enable."
Yes, collated at the end of the billing cycle - invoices for all check-ins during the billing period are generated in a batch at the end of the cycle.
If you've selected Yes in the above setting the Price allocated per appointment/class option will appear. There are 2 options
Price allocated evenly across appointments/classes (minus the set up fee) - the membership price is divided equally across all sessions in the billing cycle. The setup fee is subtracted first.
Price specific to appointment/class type - you set a specific dollar amount per inclusion row in the Inclusions section.
IMPORTANT: The sum of the specified appointment/class types amounts is not capped at the membership price, so it's possible for individual invoices to total more than the membership fee. A warning is shown in the Inclusions section when this is the case.
Optionally you can set a Setup fee.
Scroll down to the Inclusions section.
In the Total appointments/classes per billing cycle (blank = unlimited) field, enter the maximum total number of sessions a client can book per cycle across all inclusions - for example, 11. Leave it blank for unlimited.
Add an inclusion row by clicking +Add inclusion. Under Appointments/classes included, select your first class type - for example, "Mat Pilates".
Next set the Max number per billing cycle. This is the maximum number of session this pass can be covered by the membership for the entire billing cycle (for example, this membership can be used for a total of 6 Mat sessions in the 2 week cycle).
You can also set a Max session per week. This limits the number of sessions that can be covered within a one week period.
TIP: You can add multiple class types and appointment types to a single inclusion row. This is useful when you want to apply the same cap to a group of related types (e.g. all initial and review physio appointments together), rather than managing them as separate inclusions.
Click + Add inclusion to add a second row.
In the new row, repeat the process of selecting the Appointments/classes included, the Max number per billing cycle, and Max session per week.
Continue to add inclusion rows as needed for your membership.
TIP: If the per-row billing cycle caps you've entered add up to less than the Total appointments/classes per billing cycle you set, Pogozo will show a warning alerting you that the total may not be fully used. This isn't an error - it just means clients may hit their per-row caps before reaching the overall total.
Scroll down to the Contracts and waivers section. If you want clients to sign a contract or waiver when they purchase this membership, select one from the Contract for membership and Waiver for membership dropdowns. You can also attach a form using Form template for membership.
Scroll down to the Customer to hold section. If you want to allow clients to pause their membership, set Allow customer to hold to Yes.
When enabled, additional fields appear:
How can customers pause? - choose Date range (the client sets a start and end date for the pause) or Duration (the client sets how long to pause for).
Minimum hold duration - the shortest pause a client can request (1--24 in the selected period).
Period of time - the unit for the minimum hold duration (days or weeks).
Maximum hold duration per 12 months - the longest total pause allowed in a rolling 12-month period, from Unlimited up to 24 weeks (or 24 days if you selected days).
If you want to allow clients to cancel this membership themselves from the Pogozo App, set Allow clients to cancel membership in mobile app to Yes.
Optionally you can link Stock items to the membership. This will reduce the stock count of the linked items when the membership is purchased.
Click Create new membership at the bottom of the page.
