Credits, monthly packs and changing pack

Each class pack, drop-in and intro offer has its own validity, in days, weeks or months, counted from the day it is bought or from the first class booked with it. Set it on the product (Dashboard → Products). A month counts to the same date next month; a month from 31 January runs to the end of February.

Credits that run out first are always spent first. When a pass expires with credits left, its credit history says so (“Expired unused”), so nobody has to wonder where a credit went.

A monthly pack (for example 8 classes a month) gives its classes for each month and renews once the month is paid. At the renewal, what happens to classes not used is up to you, per pack:

• They expire (the default, and what most UK studios do).
• They all roll over to the next month.
• Up to a number of them roll over (for example 2), and the rest expire.

Rolled-over classes last to the end of the next month, or for a number of days you choose (for example the first two weeks). They are spent before the new month’s own classes and never roll over a second time. Classes already booked are spent, so they never roll over or expire. Set this per pack in Settings → Memberships or on the product.

On your studio site (Account → My pack) and in the app, members see their pack, the classes left this month, the renewal date, what expires when, and their full credit history. The client’s profile in the dashboard shows the same, for staff.

Staff change a member’s pack from their profile: Change pack, pick the new pack and when it starts. Before confirming you see exactly what happens to this month’s credits and money.

• Now: the difference for the rest of the month is prorated by the days left. Extra classes are rounded up for the member; classes taken off are rounded down, and never ones they have already booked. Any difference in price is added to an order to pay at the studio.
• From the next renewal: nothing changes until then, and the new pack’s classes and price start with the next month.
• To or from an unlimited pack, a change always starts at the next renewal.

In Settings → Memberships you decide whether clients can change pack themselves on your site and in the app, ask and wait for you to agree, or only at the front desk, and when upgrades and downgrades start. By default clients ask, upgrades start now and downgrades from the next renewal.

Reports → Credits liability (owners and admins) shows the classes your clients have paid for and not used yet, and what they are worth: what each pass was paid, VAT included, divided by the credits it came with. A £120 pack of 10 is £12 a credit; rolled-over classes keep their month’s rate. For any dates it shows what was held at the start and at the end, and how that moved:

• In: bought, membership renewals, credits added by a pack change, credits given back when a booking is cancelled in time.
• Out: spent on classes and privates, taken back when an order is refunded or cancelled, expired unused.
• Either way: grants and removals by staff, referral rewards, imported balances and rollovers.

It also lists what is held by pass, and what runs out in the next 30 days. Each table has a CSV for your accountant, and one more lists every client with credits left.