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How Do I Create a Subscription?

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Kylie
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Subscriptions in Clubfit allow you to sell pre-paid and/or recurring service-based access that can be linked to a member’s account and used for bookings, services, or facility access.

Common examples include:

  • PT Sessions
  • Sauna Access
  • Recovery Rooms
  • Reformer Pilates
  • Massage Services

Navigate to:

Administrator >> POS >> Subscriptions 

Click Add New

Subscription Settings Explained

Club

Select which club/s the subscription belongs to.

If enabled across multiple clubs, the subscription can be shared depending on your settings.

A subscription can:

  • be purchased on its own
  • be attached automatically to a membership
  • be purchased later as an extra
  • provide a fixed number of sessions
  • provide unlimited access
  • refresh sessions weekly, fortnightly or monthly
  • be prepaid or paid via Direct Debit

Once created, subscriptions can be linked to:

  • PT & Services
  • Group Fitness
  • Creche
  • Booking Types
  • Online purchases
  • The MyClub App

Name of Subscription

Enter the subscription name members and staff will see.

Example:

  • PT Single Session 45 Min
  • Sauna Access
  • Unlimited Recovery Access

Active

Enable this toggle to make the subscription available for use and purchase.

Mobile Access (Mobile Access Sites Only)

Used when the subscription grants mobile door access permissions.

Example:

  • Sauna room access
  • Recovery room access
  • VIP access areas

Allowed Mobile Access Doors

Select which doors the subscription grants access to.

Only applicable if mobile access is configured.

Type of Subscription

Select the subscription type.

Example types may include:

  • PT or Service - Can be Direct Debit and/or Pre Paid

  • Group Fitness - Direct Debit Only

  • Creche -  Can be Direct Debit and/or Pre Paid

Subscription Payment Compatibility

Subscriptions can only be purchased based on the member’s membership payment type and billing frequency.

Paid in Full Memberships

Members on a Paid in Full membership can only purchase:

  • Paid in Full subscriptions

Example:

  • Paid in Full Gym Membership
  • Paid in Full Sauna Subscription

Direct Debit Memberships

Members on a Direct Debit membership can purchase:

  • Direct Debit subscriptions matching their billing cycle
  • or Prepaid subscriptions

Examples:

Membership BillingAllowed Subscription Billing
Weekly Direct DebitWeekly DD or Prepaid
Fortnightly Direct DebitFortnightly DD or Prepaid
Monthly Direct DebitMonthly DD or Prepaid

Category

Optional grouping category for reporting and organisation.

Cancel subscription when member renewed to other membership type

If enabled:

  • the subscription will automatically cancel when the member changes memberships.

Useful when subscriptions are tied specifically to one membership type.

Please note : this setting only appears on prepaids.    DD subs will always cancel if member moves to other membership type.

Is this subscription frequency based?

Enable this if the subscription is to count their entitled sessions based on a recurring frequency as they are booked.

Example:

  • 1 PT session per week
  • 5 classes per fortnight
  • 2 sauna visits per month

When enabled:

  • sessions reset based on the selected frequency period.

Frequency Based vs Prepaid

Frequency Based subscriptions reset a member's entitlement each billing period.

Example:

  • 1 PT session every week
  • if unused and Stored Credits is OFF
  • the session expires at the end of the week.

Prepaid subscriptions do not reset.

They simply count down until all purchased sessions have been used.

Booking Frequency

Select how often sessions refresh.

Examples:

  • Weekly
  • Fortnightly
  • Monthly

Unlimited Sessions?

Enable this if members should have unlimited bookings or usage.

Example:

  • Unlimited Sauna Access
  • Unlimited Reformer Pilates

If disabled:

  • members will be restricted to the session limit entered.

Unlimited Sessions works differently depending on whether Frequency Based is enabled.

Examples:

Unlimited + Frequency Based

Unlimited bookings during each frequency period.

Unlimited + Not Frequency Based

Unlimited bookings until the subscription expires or is cancelled.

Max Number of Sessions

Enter the number of sessions allowed during the selected frequency.

Example:

  • 1 PT session weekly
  • 5 Sauna Sessions Fortnightly

Allow stored credits - (Only available to PT/Service Subscriptions)

If enabled:

  • unused sessions can roll over and accumulate.

Example:

  • member misses 1 weekly PT session
  • the unused session carries forward as a credit

(Only available to PT/Service Subscriptions, even though the setting is visible in creche dd and GF dd it doesn't accumulate anything for these.)

Example:

Member purchases:

1 PT session per week

Week 1

Doesn't attend.

Stored Credits OFF

= session disappears.

Stored Credits ON

= member now has 2 sessions available next week.

Enable expiry days?

Allows the subscription to expire after a set number of days.

Expiration Days

Enter the number of days before the subscription expires.

Example:

  • 30 days
  • 90 days
  • 365 days

If left as:

0

the subscription will not automatically expire.

Across all club? (Multi locations only)

Controls whether booking/session counts are shared across clubs.

Enabled

Booking usage is shared across all clubs.

Disabled

Booking counts remain club specific.

Commissionable?

Enable this if staff commissions should apply to subscription sales.

Useful for:

  • PT sales
  • coaching packages
  • upsells

Restrict the session duration at time of booking?

Enable this to force bookings to match the configured session duration only.

Example:

  • 45 minute PT sessions only

Members will only be able to book the configured duration.

Session Duration

Select the permitted booking duration.

Examples:

  • 30 minutes
  • 45 minutes
  • 60 minutes
  • No restriction

Payment Type

Select how the subscription is paid.

Example:

  • Prepaid
  • Direct Debit

Total Cost

Enter the subscription price.

Example:

49.00

Is minimum term enabled?

Enable if the subscription requires a minimum commitment period.

Is Web Purchasable?

Enable this if members should be able to purchase the subscription online.

Upfront Online Payment?

If enabled:

  • members must pay immediately during online checkout.

Is GST Required?

Enable if GST should apply to the subscription price.

Online Body Description

Enter the main online sales description displayed to members.

Example:

  • Includes 1 x 45 minute PT session per week with our coaching team.

Online Footer Description

Optional additional online information.

Common uses:

  • booking conditions
  • cancellation terms
  • expiry rules

Online Frequency

Controls which membership billing frequencies can purchase this subscription online.

Example:

  • Weekly memberships only
  • Monthly memberships only

Important Notes

  • Direct Debit subscription frequencies must match the member’s billing cycle
  • Prepaid subscriptions can generally be added to any membership type
  • Mismatched billing frequencies may prevent the subscription from being purchased or attached

Example Scenarios

Membership TypeSubscription Allowed?
Weekly DD Membership + Monthly DD SubscriptionNo
Weekly DD Membership + Weekly DD SubscriptionYes
Weekly DD Membership + Prepaid PT PackYes
Paid in Full Membership + DD SubscriptionNo
Paid in Full Membership + Paid in Full Sauna AccessYes

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