Setting Up and Editing Memberships

In this article, we’ll guide you through setting up new Memberships and editing existing Memberships. You’ll also find links to other resources you may find helpful.

This article covers:

• Setting up a new Membership
• Adding Membership benefits
• Editing existing Memberships

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.

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

How to set up a new Membership

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:

Basic Details

The details you need to enter are different for each region. Click the box below relevant to your region.

UK and Ireland

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. Price (required): Enter the Price of the Membership for new or lapsed Members.
  6. Renewal Price (required): Enter 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.
  7. 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.
  8. Renewal period (required): Set the number of days before the expiry date that Customers are able to renew.
  9. 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.
  10. 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.
  11. 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.
  12. 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.
  13. Tax code: select the correct Tax Code for accounting purposes. Users in the UK and Ireland should choose the applicable VAT rate:

      

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

  14. Active?: Tick this box to make the Membership active and available for purchase.
  15. Giftable?: Tick this to enable the Membership to be purchased as a gift. For more information and further setup, read Gift Memberships.
  16. GiftAid Enabled: Tick this box if part or all of the Membership price acts as a Donation. For more information and further setup, read Introduction to Gift Aid in Spektrix (UK).
  17. Benefit Amount: If you’ve ticked GiftAid Enabled, enter how much of the Membership price is not a Donation. For Memberships that are purely Donations, enter 0 (zero).
  18. Fund: Choose which Fund you want the Donation element of the Membership to go into. For more information and further setup, read Introduction to Funds and Donations.
  19. 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.
  20. 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.

US and Canada

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 optional 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 and will allow you to insert an image description for web accessibility.
  5. Price (required): Enter the Price of the Membership for new or lapsed Members.
     

     REMINDER: To charge Sales Tax or another type of Tax on your Memberships you will need to set the price as the total value of the Membership you want to charge plus tax. For more information on Tax, read Tax in Spektrix (US and Canada).

  6. Renewal Price (required): Enter 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.
  7. 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.
  8. Renewal period (required): Set the number of days before the expiration date that Customers are able to renew.
  9. Grace Period (required): Set the number of days after the expiration 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.
  10. Can Auto Renew?: If the auto renewal feature has been enabled, you will see this checkbox. Check this box to enable auto renewal for this Membership. For more information and further setup, read Auto Renewable Memberships.
  11. Notify customer of auto renewal: Check this box and set the number of days before the expiration 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 emails for auto renewal, read Auto Renewable Memberships.
  12. Attempt auto renew payment (required when Auto Renew is enabled): Set the number of days before the expiration date to charge the auto renew payment. The time period should be less than the renewal and notification periods.
  13. Tax Code (required): select the correct Tax Code for accounting purposes. Users in the US and Canada should choose the local sales tax:

      

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

  14. Active?: Check this box to make the Membership active and available for purchase.
  15. Giftable?: Check this to enable the Membership to be purchased as a gift. For more information and further setup, read Gift Memberships.
  16. Includes Donation: Check this box if part or all of the Membership price acts as a Donation.
  17. Goods and services value: If you’ve checked Includes Donation, enter how much of the Membership price is not a Donation. For Memberships that are purely Donations, enter 0 (zero).
  18. Fund: Choose which Fund you want the Donation element of the Membership to go into. For more information and further setup, read Introduction to Funds and Donations.
  19. 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.
  20. 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.

Website

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.

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.

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

Customer Eligibility

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.

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. 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.

Further Reading

This article should give you the information you need to set up and edit Memberships. To sell Memberships, you may find the following articles helpful:

• Selling and Renewing Memberships
• Gifting Memberships
• Auto Renewable Memberships