Skip to content
English
My Eversports Manager
  • There are no suggestions because the search field is empty.

Creating Memberships with Recurring Payments

Eversports Manager lets you set up memberships with automatic recurring payments - a perfect solution for offering long-term, flexible membership options to your clients.

In this article you can find:
1. Creating a New Membership
2. Basic Information
3. Duration & Renewal
4. Assign Service Group
5. Method of Payment
6. Online Purchase
7. Participation Rules
8. Membership Content
9. Termination Reminder
10. Finalising the Membership

1. Creating a New Membership

  • Go to Products > Memberships. 
  • Click 'New Membership' in the top right corner:

    Note: To create one-time or non-renewable products (such as class packs or short-term passes), please create a service (block or time card) instead.

    2. Basic Information

    • Name of the membership: Choose a clear, descriptive title (e.g. 'Annual Yoga Membership').
    • Additional membership info: Optionally include further details or notes.

    3. Duration & Renewal

    • Membership interval: Select either monthly or weekly.
    • Minimum duration of the membership: Set the minimum contract period (e.g. 12 months).
    • Invoicing period: Set the period in which the invoices should be created (e.g. every month).
    • Enable Promotional Period (optional): Promote new memberships with promotional periods in the first week(s)/month(s) of a membership (read more here).

    Note: If the frequency is greater than 1 month (e.g. every 3 months), SEPA Online is not available.

    • Automatically extend this membership: Enable automatic renewal at the end of the minimum membership term.
    • Extension period: Define the extension duration (e.g. 1 month) after the minimum membership term has expired.
    • Membership termination (Cancellation Notice): Specify how far in advance clients must cancel (e.g. until the end of the current runtime or until X week(s)/month(s) before the end of the current runtime).

    Note: You can select the termination period only in the same interval in which you have set the respective membership interval (weekly memberships can have exclusively weekly termination periods, monthly memberships can have exclusively monthly termination periods).

    4. Assign Service Group

    • Assign a service group to your membership: You can choose an existing service group or create a new one. 

    5. Method of Payment

    • Recurring Payment Amount: Enter the amount billed per period.
    • Admission Fee: This optional fee has to be paid only once at the beginning of the membership.
    • Overall Price: Automatically calculated from membership duration and rate.

    • Due Date: Set the specific day invoices are issued each month.
      e.g.: If the membership starts on the 10th but invoices are due on the 1st, a prorated charge is applied upon purchasing the membership. The official first contract period then starts with the upcoming 1st of the month.

    • Bookkeeping account: Select the account with the appropriate VAT rate for selling this membership.

    Note: If an admission fee is set, the membership cannot be purchased online by customers.

    • Payment service for selling a membership in the Manager: Select a payment method that will be used as the default when manually assigning a membership in the Manager.

    Note: When selecting Automated SEPA as the default payment method for Manager sellings, you will not be able to choose "Open" or "Bank Transfer" when manually assigning a membership. If you (might) need all three payment methods in the future, you can simply select the payment method "Open" here.

    • Available payment methods:

      • Open: Invoices are issued automatically, but remain unpaid and must be marked as "Paid" manually.
      • Bank Transfer: Invoices are issued automatically and are set to "Paid" with "Bank Transfer" automatically.
      • Automated SEPA: Invoices are both issued and debited automatically.

    Attention: Available online payment methods for memberships vary depending on the membership interval.

    • Weekly memberships: credit card only.
    • Monthly memberships: credit card and SEPA direct debit.

    6. Online Purchase

    • Online purchase: Choose if customers can buy this membership online or not. Optional, you can limit the online purchase to a specific customer group.

    Note: Customers purchasing online can choose between credit card and SEPA (if available).

    7. Participation Rules

    Decide for which activities the membership can be used and how many units (credits) are available for customers.

    • Limit: Choose if there should be no limit, a general limit or multiple limits for the units (read more here).
    • Units (participation rule): Choose how many units are available for what timeframe (read more here).
    • Collecting unused units: Decide, if unused units can be carried over into the next period or not.

    Note: If you work with weekly memberships, you can only specify participations per X days/weeks, not per month. 

    Tip: You can create multiple memberships with various units and durations, this way customers can choose the fitting membership for them.

    8. Membership Content

    • Membership terms: Here you can enter contractual terms such as your general terms and conditions or cancellation deadlines.

    9. Termination Reminder

    • Send termination reminder: Enable automatic email reminders before renewal.
    • You can adapt the automatically created message, but make sure not to change the text in the { curly brackets } as they serve as placeholders for information retrieved from our database.

    Note: Sending termination reminders is only available for auto-renewing memberships and if the client has enabled their communication preferences for Important updates & information in their customer profile:

    10. Finalising the Membership

    • Click 'Create Membership and back to overview' on the very bottom to complete the setup. The membership is now ready to be assigned to your customers.