Setting Up and Editing Memberships

In this article, we’ll guide you through setting up new Memberships and editing existing Memberships.

VIDEO: If you're new to Memberships, take a look at our Audience Loyalty concept video.

How to set up a new Membership

TIP: Setting Up and editing Memberships takes place in the Admin Interface. In order to navigate to and access the Admin Interface you will need the General Administrator role. If you don’t have this user role, contact a Settings Administrator in your organization to edit your User Account and add the General Administrator role.

Navigate to the Admin Interface. You’ll find Memberships in Subscriptions > Memberships.

You’ll see a list of Memberships you sell. To create a new Membership, click Add:

The steps to setting up a new Membership include:

1. Adding Basic Membership Details
2. Adding Website Details (for Memberships sold online)

If you'd like to add benefits such as Priority Booking or Offers for your Membership, you'll need to set these up separately. Guidance on setting up your benefits are in the section Adding Membership benefits.

1. Adding Basic Membership Details

Once you’ve clicked Add, you’ll see a New Membership screen. Enter the following details to set up a Membership:

1. Name (required): Give your Membership a descriptive name. The Name will be externally facing on the Sales and Opportunities Interfaces and on the Web.
    
2. Description (optional): Give your Membership an description. This is internally facing only.
    
3. Image: Upload an image to display on this Membership online.
    
4. Image Alt Text: This box will appear once you have uploaded an image. You can insert an image description for web accessibility.
    
5. Includes Donation: Check this box if part or all of the Membership price acts as a Donation. Required if setting up a Variable Value Membership.
    
6. Variable: Check this box if the Membership has variable pricing. Customers will be able to choose their preferred price within the designated range. For more information and further setup, read How to Set up Memberships for Variable Giving.
    
7. Price (required for Fixed Value Memberships): Set the Price of the Membership for new or lapsed Members.
    
8. Renewal Price (required for Fixed Value Memberships): Set the Price of the Membership when it is renewed within the renewal period. To encourage renewal, you might choose to make this less than the initial purchase Price. If the Variable box is checked, the Renewal Price field can’t be edited.
    
9. Min Price (required for Variable Value Memberships): When the Variable box is checked, Price will change to Min Price. Set the lowest or minimum price for the Membership.
    
10. Max Price (required for Variable Value Memberships): Set the highest or maximum price for the Membership.
     
11. Membership Period: Choose the period you want the Membership to last.
    • Fixed period of years/months/days: Set a Membership period of one year or longer from the date of purchase.
    • Fixed period of weeks/days: Set a Membership period of less than one year from the date of purchase.
    • Fixed expiry date: Set a Membership period that ends on a specific date regardless of date of purchase.
    • Open ended: Set for a Membership period which does not expire.
       
12. Renewal period (required): Set the number of days before the expiry date that Customers are able to renew.
     
13. Grace Period (required): Set the number of days after the expiry date that Customers are allowed to renew at the Renewal Price. After the grace period ends, Customers will need to purchase a new Membership at full price.
     
14. Can Auto Renew?: If the auto renewal feature has been enabled, you’ll see this checkbox. Tick this box to enable auto renewal for this Membership. For more information and further setup, read Auto Renewable Memberships.
     
15. Notify customer of auto renewal: Tick this box and set the number of days before the expiry date to notify the Customer of the auto renewal via email. The time period should be equal to or less than the renewal period. For more information on setting up the auto renewal emails, read Auto Renewable Memberships.
     
16. Attempt auto renew payment (required when Auto Renew is enabled): Set the number of days before the expiry date to charge the auto renew payment. The time period should be less than the renewal period and notification periods.
     

17. Tax code: select the correct Tax Code for accounting purposes. Users in the UK and Ireland should choose the applicable VAT rate:

    

    
    Users in the US and Canada should choose the local sales tax:

    

    REMINDER: Choosing a Tax Code will only apply to the Membership and not other items. To apply tax, you will need to calculate the cost of the Membership plus VAT or tax and set this as the price in Spektrix. Setting a Tax Code will allow you to report on VAT or tax rates. The rate on the tax code will only apply to the Benefit Amount or Goods and services value of the Membership and not on the Donation portion. For more information on VAT, read VAT in Spektrix (UK and Ireland). For more information on Tax, read Tax in Spektrix (US and Canada).

18. Active?: Tick this box to make the Membership active and available for purchase.
     
19. Giftable?: Tick this to enable the Membership to be purchased as a gift. For more information and further setup, read Gift Memberships.
     
20. Benefits Amount/Goods and services Value (required if Membership Includes Donation): Set how much of the Membership price is not a Donation. For Memberships that are 100% Donations, enter 0 (zero).
     
21. Fund (required if Membership Includes Donation): Choose which Fund you want the Donation portion of the Membership to go into. For more information and further setup, read Introduction to Funds and Donations.
     
22. Default Campaign: If you're using the Opportunities Interface, choose a Campaign to associate the Donation element of the Membership with. For more information and further setup, read Introduction to Campaigns and Campaign Structures.
     
23. Membership Attributes: If you have created any Membership Attributes, they’ll appear at the bottom of the Basic Details screen.

Click Save to set the basic details of your new Membership.

Once you’ve saved your Membership’s Basic Details, go to the Website tab next if you’d like to sell this Membership online.

If you want your Membership to only be available for purchase in the Sales and Opportunities Interfaces, skip to Adding Membership benefits.

2. Adding Website Details (for Memberships sold online)

In the Website tab, click Edit in the lower right corner.

Check the Displayed On Website box to let Customers purchase Memberships online through the Membership iframe (fixed value Memberships only), the API, Web Components or Spektrix Subsites.

Use the Website Content section to include the name of the Membership, copy and details of the Membership to be displayed online. Use Wikitext to add basic styling that works together with your CSS.

TIP: You can't display images on Subsites. Use the Image field in Basic Details to upload an image for your Membership.

For information on setting up Membership Pages in Spektrix Subsites, read How to Set Up a Membership Page in Spektrix Subsites.

Click Save to complete Membership setup.

Your Membership is ready for purchase on the Sales and Opportunities Interface and online. To add Membership benefits, continue to Adding Membership benefits.

Adding Membership benefits

You can add further Membership benefits such as Offers, Locks, waived Commissions, or Priority Booking.

These benefits should be set up using their respective features. For more information as well as guides on setting up each benefit, take a look at these articles: 

• Introduction to Offers
• How to Set Up Multibuy Offers
• How to Set Up Package Offers
• How to Set Up X for Y Offers
• Introduction to Locks
• How to Set Up Transaction Commissions
• How to Set Up Ticket Commissions
• Priority Booking

In this article, we've included guidance on setting your Customer Criteria to include Membership holders and setting up Offer Limits based on Membership Period.

Membership Customer Criteria

To link specific benefits to a Membership, add the Membership as part of the Customer Criteria in the set up of the benefit. Read Customer Eligibility for more information.

In this example, we’re using Membership as eligibility criteria for Priority Booking.

In the Customer Criteria screen, click the Membership tab to expand and drag and drop the Membership name into the Drop criteria here box.

TIP: For information on adding multiple Memberships, adding other criteria or excluding Memberships, read Rules when using criteria in Customer Eligibility.

Save your benefit and it should be applicable as soon as a Membership is added to the Basket/Cart or after a Membership is purchased or renewed.

Membership Period Offer Limits

For Offers, you can also include Offer Limits based on Membership periods. For example, one free ticket per Membership period.

WARNING: If you limit the Offer by Membership period, you can only add one Membership in the Customer Criteria of the Offer. If you have a the same Offer across multiple Memberships using the Offer by Membership period limit, you will need to create a separate Offer for each Membership.

In the Offer Limit screen, check Per membership period and input a number in the Max Items/Applications or Max Discount field.

Save your Offer and it should be applicable as soon as a Membership is added to the Basket/Cart or after a Membership is purchased or renewed.

How to edit existing Memberships

If you need to make any changes to an existing Membership, you can edit these Memberships by clicking on the Membership name.

TIP: You can view any Memberships that have been made Inactive by clicking on the View Inactive? checkbox.

Editing Basic Details

After clicking the Membership Name, click the Edit button with the pencil icon in the lower right corner. Make your changes and click Save.

REMINDER: Any changes made will take effect immediately on all future Membership purchases and renewals (unless indicated). How a specific change affects all previously sold and current Memberships is indicated in the table below.

TIP: You can also make changes to any existing Membership that an individual Customer currently holds. Read Editing a Customer’s Existing Membership for more information on Reissuing Memberships.

Audit screen

The Audit tab in the Membership Details screen will show information on when the Membership was created and added into your system. You’ll also see which User created and edited the Membership.

You can sort by the most recent first or oldest first.