Memberships
A membership plan charges members on a schedule and gives them benefits at the counter, like a discount or a free coffee a day. Paybrain bills the card on file for you and applies the benefits whenever the member is on a sale.
Turn on the Memberships app under Settings›Apps. To check members in at a front desk, also turn on Member Check-In.
Where to find it
| Surface | Plans and members | Enroll |
|---|---|---|
| Register | Memberships in the Apps drawer, with Members, Plans and Forms tabs | Enroll on the Memberships screen |
| Web | Memberships under Manage. Tap Manage plans for plans. | Enroll member on the Point of sale page |
| Paybrain app | POS tab → Manage → Memberships. Tap Plans for plans. | Enroll member on the POS tab |
Working with memberships needs the Manage Memberships permission. Checking members in needs Check In Members, which is separate, so front-desk staff can check people in without touching plans or billing.
Create a plan
- Open Memberships and tap Plans.
- Tap New plan and fill in the settings below.
- Tap Create plan.
- Open Memberships and click Manage plans.
- Click New plan and fill in the settings below. To stop new enrollments, turn off Plan is open for new enrollments.
- Click Create plan.
- On the POS tab, open Manage → Memberships and tap Plans.
- Tap New plan and fill in the settings below. To stop new enrollments, turn off Open for new enrollments.
- Tap Create.
The settings use the Register's labels. The web and the app word a few differently.
| Setting | What it does |
|---|---|
| Plan name | What staff and members see, such as "Gold Membership" |
| Description (optional) | What members get |
| Signup fee, Monthly, Annual | Leave any at 0 to skip it. The signup fee is charged at enrollment. Monthly and annual dues each run on their own schedule, so a plan can have both. A plan with no fees is free. |
| Product discount %, Service discount % | Taken off products and services whenever the member is on a sale |
| Free items and Per | A number of free items per Day or Month. Then pick the Qualifying categories and Qualifying items (and services, if you sell them). Without at least one, the benefit is ignored. |
| Forms completed at enrollment | Waivers or consent forms the member signs when they join |
| Available at (none selected = all locations) | Shown when you have more than one location |
| Status | Inactive stops new enrollments. Existing members carry on. |
A daily free-item allowance resets at your location's closeout time, not at midnight. A monthly one resets on the 1st. Free items stack with the discount percentages.
If you add a card surcharge and apply it to memberships, it's added to each membership card charge, and enrollment shows the total.
Enroll a member
- Open Memberships and tap Enroll. Enter the Member's phone. Pick them if they're already a customer, or tap Add this number as a new member, enter their first and last name (and email, optional) and tap Add & select. To search by name instead, tap Search by name or email instead.
- Pick the plan under Select Plan to see its fees. A customer can't join the same plan twice. If they're already on it, you'll see Already enrolled and a link to their membership.
- Scan or type a keychain tag under Member tag / barcode (optional) if you use tags for check-in. If the plan has a signup fee, Charge the signup fee now charges it as soon as the card is saved.
- If the plan has forms, choose Email link to send the member a secure link to sign on their own device, or Sign at counter and tap Collect signatures now to hand them the Register.
- Save their card:
- Tap card & enroll: the reader shows the membership terms, then the member taps or inserts their card. The membership is active straight away.
- Enter card & enroll: type the card in. The membership is active straight away.
- Enroll & email card link: no card now. The member gets an email to add one, and the membership shows Awaiting card until they do. Billing starts once the card is added.
- On the Point of sale page, click Enroll member.
- Enter the member's Phone. It's looked up as you type. For a new customer, add their name and email, then click Use this member.
- Pick the plan. Add a Member tag or barcode if you use tags. If the plan has a signup fee, Charge the signup fee now charges it when the card is tapped.
- Click Tap card & enroll to save their card on the reader picked for this browser, or Enroll & email card link to send them a link instead.
Forms are always signed by email on the web, so the member needs an email address. The button then reads Enroll & email consent + card link.
- On the POS tab, tap Enroll member.
- Enter the member's phone. For a new customer, add their name and email, then tap Use this member.
- Pick the plan. Add a Member tag or barcode if you use tags, and choose whether to charge the signup fee now.
- Save their card:
- Tap to Pay & enroll: the member taps their card on this phone. Link the phone first if the button says so.
- Tap on the reader & enroll: shown when a card reader is picked for this phone.
- Enroll & email card link: no card now. The member gets an email to add one.
Forms are always signed by email in the app, so the member needs an email address. The email button then reads Enroll & email consent + card link.
Member benefits at checkout
Benefits apply by themselves once the member is on the sale. On the Register:
- By phone. When the customer's phone is on the sale, from Add loyalty customer, a linked appointment or the card reader, their membership is found and attached.
- By hand. Tap Add member under the order. Use Look up by phone and Find & attach member, or search by name, phone or member tag.
The cart shows the Member discount and names any free items, like Member free: Latte. Under the member it shows what's left, such as "1 of 2 free items left today". Benefits only apply to Active memberships. A member who's past due or hasn't added a card shows as "· no benefits". Attaching a member also puts their phone on the sale, so they earn loyalty points if Loyalty is on.
On the web register, the Customer window shows "Gold member — plan benefits apply." when the phone belongs to a member. In the Paybrain app, tap Add customer in the cart and enter their phone; the Customer sheet shows "Gold member — plan benefits apply".
Check members in
Use Check In at a front desk to see at a glance whether someone is in good standing. Check In is on the Register only. Open Check In from the sidebar, or tap Check in on the Memberships screen.
Scan the member's keychain tag into Scan or enter tag, or type their number under Look up by phone, then tap Look up member. You'll see their plan and status, their card on file and tag, and warnings like Payment past due — card on file needs attention. or a form still awaiting signature. Tap Open full profile for everything else.
Check In looks the member up. It doesn't record the visit.
Members who use the Paybrain Rewards app can show their member code on their phone instead of a keychain tag.
Manage a member
Tap a member on the Members tab to see their status, card, dues, payment history and signed forms. Filter the list by Active, Past due or Cancelled, or search by name, phone or member tag. The top of the list shows ACTIVE, MRR, PAST DUE and NEW (30D). Tap PAST DUE to see who needs attention.
For billing, cards and cancelling, see Member billing.