Member billing
Paybrain charges membership dues to the member's saved card on schedule. You don't run anything. When a charge fails, it retries for you and emails the member a link to fix their card.
When members are charged
| Charge | When |
|---|---|
| Signup fee | At enrollment, when you leave Charge the signup fee now on. If you emailed a card link instead, it's charged when the member adds their card. |
| Monthly dues | One month after the membership starts, then every month |
| Annual dues | One year after the membership starts, then every year |
A membership starts when its card is saved, either at enrollment or when the member adds a card from the emailed link. Until then it shows Awaiting card and nothing is charged.
If the member has an email on file, they get a receipt for each charge. Membership charges go through Stripe like any card payment. See Plans and fees.
See a member's billing
Open the member from Memberships on the Register. You'll see:
- Status, and the Last failure reason if a charge was declined
- Card on file
- Monthly dues and Annual dues, each with the next charge date
- Free items left, if the plan has them
- Cards on file, with the DEFAULT card marked
- Payment history: every charge with its amount, date and whether it was Paid or Failed, including any surcharge
The same details are on the web under Memberships, and in the Paybrain app under Manage.
When a payment fails
The membership turns Past due and the member gets an email with a link to update their card. Paybrain tries the charge again every 3 days, up to 4 attempts in all. After that it stops trying and the membership stays Past due until you sort it out. It isn't cancelled automatically.
A failed signup fee doesn't undo the enrollment. The membership starts as Past due instead.
While a membership is past due, the member's benefits don't apply at the register, and Check In shows Payment past due — card on file needs attention.
Recover a past-due membership
- Open the member and tap Update card on file. Choose Tap card on reader, Enter card details, or Email a card-save link to let the member do it themselves. A new card resets the retries, and the dues owed are tried again automatically.
- To collect straight away, tap Retry charge now under Payment recovery. If it goes through you'll see Payment collected and the membership is active again. If not, you'll see Charge failed with the reason.
Open the member from Memberships and click Retry charge. It tries the card already on file.
The web can't change the card. If the card itself is the problem, update it on the Register.
Open the member from Manage → Memberships and tap Retry charge. It tries the card already on file.
The app can't change the card. If the card itself is the problem, update it on the Register.
Add or change a card
Cards are added and changed on the Register. Open the member and tap Update card on file, or Add card on file if they don't have one. Adding a card to a membership that's Awaiting card activates it, and you'll see Member activated.
Edit member details
On the Register, tap Edit next to Member to change their name, phone, email or Member tag / barcode, then tap Save member. If they still need to sign forms, you'll see Awaiting signature with Email signing link and Sign on this device.
Cancel a membership
Open the member and tap Cancel membership, then confirm. This works on the Register, the web and the Paybrain app. It stops all future billing and can't be undone. To bring a member back, enroll them again.
Cancelling doesn't refund dues that were already charged.