Documentation Index
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Memberships generate predictable recurring revenue for your clinic. Patients enroll, get billed automatically, and receive benefits like discounts and credits — so they keep coming back.
Memberships let you offer recurring subscription plans to patients. Each membership defines its own pricing, billing frequency, discounts, credits, and enrollment terms. Patients enroll in a membership and are billed automatically on a recurring schedule, while receiving the benefits you configure.
For how a membership’s cycle billing translates into revenue on your accounting reports — including the choices that affect when revenue is counted (per redemption, spread over the cycle, as credit is spent, or at renewal) — see Membership Revenue Recognition.
Create a Membership
Add Membership
Click the Add Membership button in the top right corner. This opens a full-page editor with multiple sections.
Fill in Basic Information
Enter the following details:
- Membership Name: The name patients will see (e.g., “Gold Membership”, “VIP Monthly Plan”).
- Description: An optional summary of what the membership includes. Use the AI generator to draft this automatically.
- Setup Fee / Promotional Discount: A one-time charge when a patient enrolls. Enter a negative value to apply a promotional discount to the first payment.
- Freeze Fee: The amount charged when a patient freezes (pauses) their membership.
- Pass Processing Fee to Patient: Toggle on to apply your credit card surcharge to membership charges (setup fee, recurring billing, and freeze fee). Leave off to absorb the surcharge yourself.
- Minimum Billing Cycles: The number of billing cycles a patient must complete before they can cancel.
- Maximum Billing Cycles: The total number of billing cycles before the membership expires automatically. Set to 0 for unlimited.
- Invoice Rule Set: Select the rule set used to create an invoice when a member becomes delinquent (a payment fails). Choose None to skip automatic invoice creation.
- Text Color: Pick a color to visually distinguish this membership name in the platform.
- Show in patient portal: On by default. Turn off to hide the plan from the patient portal’s enrollment list — patients won’t be able to browse or self-enroll, but staff can still assign it and existing members continue to see their plan.
Configure Fee Schedule
Set the recurring price and optional cycle-specific pricing overrides. See the Fee Schedule section below.
Set Billing Frequency
In the Billing Frequency section, set the Billing Cycle to choose how often the membership bills: Daily, Weekly, Biweekly, Monthly, Quarterly, Every Four Months, Semi-Annually, or Yearly. If you have multiple bank accounts configured, select which Deposit to account receives membership payments.
Configure Credits and Discounts
Set up patient credits, global discounts, category-level discounts, item type discounts, and per-item discounts. See the sections below for details.
Configure a Fee Schedule
The fee schedule lets you set different prices for specific billing cycles, which is useful for introductory pricing or promotional periods.- Cycle-Specific Prices: Click Add Cycle-Specific Price to override the price for a specific cycle number (e.g., Cycle 1 at $0, Cycle 2 at $50).
- Going-Forward Price: The standard recurring price that applies to all cycles without a specific override. If no cycle-specific prices are defined, this is the membership price.
Set Up Credits and Discounts
Memberships can include multiple types of benefits that apply to enrolled patients.Discount benefits apply only while the membership is active. A patient whose membership is frozen, expired, cancelled, or otherwise inactive does not receive these discounts at checkout.
Patient Credits
A dollar amount credited to the patient’s account each billing cycle. Credits can be used toward any purchase. Configure the credit amount in the Patient Credits field. Banking Options: Enable Rollover Unused so unused credits carry over to the next billing cycle instead of disappearing. For example, if the membership includes $50/month in credits and the patient only uses $30, the remaining $20 rolls to next month. Optionally set a Rollover Expiry in days to automatically expire banked credits after a specified period. Leave blank for no expiry. Use Renewal Cycle to control how often new credits are issued — enter a number of billing cycles between re-issuances (for example,3 to refresh credits every three cycles), or leave blank to refresh every cycle.
Global Discount
A blanket percentage discount applied to all services for membership holders. Set the percentage in the Global Discount field (0-100%).Category Discounts
Apply discounts to all items within a specific category. Click Add Category Discount to open the Add Category Discounts window. In the window:- Pick one or more categories from the Item Categories menu. Selected categories appear as pills you can remove individually.
- Optionally type a new category name in Custom Category (optional) to add a category that is not in the list — it is added alongside any categories you picked from the menu.
- Set the Discount Percentage (1-100%) and the per-cycle quantity. Leave Unlimited Uses on for no cap, or turn it off and enter a quantity (set to 0 for unlimited usage within that category).
Item Type Discounts
Apply discounts broadly to all physical products or all services. Click Add Item Type Discount and choose whether the discount applies to physical items or services. Set the discount percentage and quantity.Per-Item Discounts
Discount specific services, products, or packages individually.Search and Select
Use the item search field under the Discounts section to find and add specific services, products, or packages. You can also click + Create new item or package to create one inline.
Set Discount Details
For each added item, configure:
- Quantity: How many times per billing cycle the patient can use this discount. Set to 0 for unlimited usage.
- Discount Amount: The dollar amount off the original price.
- Discount Percentage: The percentage off the original price. Changing one automatically recalculates the other.
Items with a 100% discount must have a quantity specified. Set quantity to 0 for unlimited free usage, or enter a specific number to cap how many times the item is included per cycle.
What your patients see: At checkout, membership discounts are applied automatically. The patient sees the original price crossed out with the discounted price below it. Staff don’t need to manually apply anything.
Discount Groups
Group multiple item discounts together so patients can choose one option from the group each cycle, rather than receiving all discounts independently.Select Items for Grouping
Check the Add to a group checkbox on two or more individual item discounts. Only items with a set quantity (greater than 0) can be grouped.
Create the Group
When two or more items are selected, a blue banner appears. Click Create Group and enter a group name.
Configure Group Settings
Set the discount percentages and quantities for each item in the group. Rollover settings — including Rollover Unused, Rollover Expiry, and the Renewal Cycle that controls how often the group’s quantity is re-issued — are managed at the group level and apply to all items in the group.
Enroll a Patient
Open Enrollment Page
From the memberships list, click the actions menu (gear icon) on any membership and select Add New Member. Or click Add Membership from a patient’s profile.
Select Patient and Membership
Search for and select a patient. If navigating from a specific membership, it is pre-selected; otherwise, choose from the list of active memberships.
Choose Sold By Provider
In the Sold By Provider section, optionally select the provider who sold this membership. Leave it blank if you don’t want to attribute the sale.
Set Schedule and Billing Dates
In the Schedule & Billing section:
- Benefits Start Date: When the patient begins receiving membership benefits. Type a date or use shortcuts like “today”, “tomorrow”, or “next week”.
- First Billing Date: When the patient is first charged. Defaults to today. Set a future date to defer the first charge — the patient enrolls now but isn’t billed until that date.
- Prorate First Payment: Appears when the start date is in the future or when billing is deferred. Toggle on to adjust the first charge based on how far into the billing cycle the membership starts.
Set Up Payment Method
The payment options shown depend on whether the first billing date is today (immediate billing) or in the future (deferred billing). Free memberships skip this step entirely.For immediate billing (first billing date is today):
- Pick from the patient’s saved payment methods, or enter a new card in the payment terminal.
- Check Save Payment Method to save a newly-entered card for future recurring charges. Make sure you have the patient’s consent.
- Select one of the patient’s saved payment methods, or click Add Card to add a new one. A saved payment method is required to continue.
If the chosen payment method is ACH (or the patient already has another active membership billed to ACH), an ACH Warning appears. ACH payments take several business days to validate and may fail due to insufficient funds, so membership benefits don’t start until the payment clears. A credit or debit card is recommended for recurring membership billing.
A patient cannot be enrolled in the same membership twice if they already have an active, frozen, or delinquent status on that membership.
Manage Enrolled Members
Click the active members count on any membership row, or select View Members from the actions menu, to open the members page. The members table shows each enrolled patient with their status, start/end dates, billing details, sold-by provider, and recent activity. Use the filters to narrow by Name, Status (Active, Frozen, Cancelled, Expired, Delinquent), or Start Date.Member Actions
Click the actions menu on any member row to access these options:- Freeze Membership: Pause billing temporarily. You can schedule a freeze for a future date and optionally set an auto-unfreeze date. A freeze fee is charged if configured on the membership.
- Unfreeze Membership: Resume billing for a frozen membership.
- Change Payment Method: Update the card on file for future recurring charges.
- Change Billing Date: Adjust when the next billing cycle occurs.
- Cancel Membership: Permanently end the membership. Requires a comment explaining the reason. Available for active, frozen, and delinquent members.
- Process Payment: (Delinquent members only) Manually collect a failed payment.
- Reactivate Membership: (Delinquent members only) Restore the membership to active status.
- View Member: Navigate to the patient’s profile, opened to their memberships tab.
Member Statuses
| Status | Meaning |
|---|---|
| Active | Patient is enrolled and billing normally. |
| Frozen | Billing is paused. Can be unfrozen to resume. |
| Delinquent | A payment has failed. Requires manual intervention. |
| Cancelled | Membership has been terminated by staff. |
| Expired | Membership reached its maximum billing cycles. |
Edit a Membership
From the memberships list, click the actions menu on any membership and select Edit Membership, or click the membership name to expand it, then navigate to the edit page. The editor contains the same sections used during creation.Discount changes apply to current members. When you update a membership’s discounts, the changes automatically take effect for all active, frozen, and delinquent members:
- Changed discounts (e.g., new amount or percentage) update each member’s discount while preserving their remaining usage when possible. If you reduce a quantity limit, remaining usage is capped at the new limit.
- Removed discounts are no longer available to current members.
- New discounts are issued to all current members immediately.
Duplicate a Membership
To quickly create a similar plan, click the actions menu on any membership and select Duplicate. A copy is created with the same settings, which you can then rename and modify.Bulk Edit Memberships
Select multiple memberships using the checkboxes in the table. A bulk actions bar appears at the bottom with two options:- Edit: Opens a drawer with two tabs:
- Details: Update Name, Description, and Price for all selected memberships at once. Only fields you modify are applied.
- Tags: Apply or remove tags. Click an existing tag to apply it to every selected membership, or type a name into Create new tag… and press Enter to make a new one. Tags are shared across memberships, services, products, and medications.
- Archive: Archive all selected memberships simultaneously.
View Membership Details
Click the expand arrow next to any membership name in the list to view an inline summary showing:- Financial Details: Price (or fee schedule), setup fee, freeze fee, and patient credit amount.
- Membership Stats: Active member count, total lifetime revenue, billing frequency, and cancellation policy.
- Members: Expandable list of enrolled patients with search and pagination.
- Discounts: Expandable list of all configured discounts (grouped and individual) with search and pagination.
Advanced Configuration
Grouping by Billing Frequency
Grouping by Billing Frequency
Use the Group By dropdown above the memberships table to organize memberships by billing frequency (Monthly, Weekly, Yearly, etc.). This helps you see all plans of the same type together.
Filtering and Searching
Filtering and Searching
Use the filter bar to search memberships by Name or by Discount Item name. Combine filters to quickly find specific plans.
Revenue Tracking
Revenue Tracking
Each membership row in the table displays its Total Revenue — the lifetime sum of all payments collected from enrolled members. Use this to evaluate the financial performance of each plan.
Archiving a Membership
Archiving a Membership
To discontinue a membership, click the actions menu and select Archive. Memberships with active members cannot be archived — you must cancel or move all enrolled patients first. Archived memberships no longer appear in enrollment flows but historical billing data is preserved.
Permissions
Permissions
- View Memberships — Required to view the Memberships page, membership details, and enrolled members.
- Process Payments — Required to enroll patients (since enrollment processes a payment) and to manually collect failed payments for delinquent members.
- Process Refunds — Required to process refunds on membership payments.
Deposit Routing
Deposit Routing
If your organization has multiple bank accounts (merchant accounts), you can choose which account receives membership payments in the Billing Frequency section of the membership editor. This lets you route recurring revenue to a specific bank.