Payers, promotions and settings

This guide covers the setup that sits around your plans. You will let one person pay for other members (such as a parent or employer), create promotion codes for new sign-ups, and choose the defaults and messages Memberships uses. It is for owners and managers.

Before you begin

• Changing payer groups needs Memberships manage and Payments edit permission.
• Promotions live in Payments. You need permission to manage Payments, and at least one eligible membership plan.
• Changing settings needs Memberships manage permission. Turning connected modules on or off also needs permission to manage workspace add-ons.

Where to find it

• Payer groups: Memberships → Members → More actions → Payer groups
• Promotions: Payments → Settings → Membership promotions
• Settings: Memberships → Settings

Shared payers

A payer group lets one person pay for several separate memberships. Each member keeps their own terms, benefits and required agreements. Common uses are a parent paying for children, or a company paying for staff.

Create a payer group

1. Open Memberships → Members, choose More actions, then Payer groups.
2. Choose Create payer group.
3. Enter a Group name, such as "Nguyen family".
4. Choose the Payer from CRM.
5. Enter a Reason and choose Create group.

Creating a group does not send an invitation or give payment consent.

Add a member to the group

• For a new member, choose the Payer group when you enroll them.
• For an existing member, open their record and choose Change payer. Choose Review payer change, check the effect, then Apply payer change.

Changing the payer affects new invoices only. Existing terms and invoices stay the same.

The payer's approval

The payer must accept the financial terms from their own account's Billing page. There they see Memberships you fund and Your invoices. The member record shows the payer's consent as accepted, revoked or awaiting review.

To stop sharing, choose Archive payer group. This ends the payer's billing access and stops future automatic collection for the group.

Promotions

Promotion codes give new members a discount for a set number of paid periods. Existing members keep their accepted prices.

Create a promotion

1. Open Payments → Settings and find Membership promotions.
2. Choose Create promotion.
3. Enter a Promotion name (for your team) and a Code (what members type). Codes are 3–64 characters and cannot be changed later.
4. Choose the Discount type: Percentage or Fixed amount. Enter the amount and Currency as needed.
5. Set Discounted paid periods (1–24). Trial days do not count as a period.
6. Tick the Eligible membership plans.
7. Optional: set Starts at (optional), Ends at (optional), a Total redemption limit (optional) and a Per-payer limit (optional).
8. Choose Create promotion.

How members use a code

• Buyers enter it in Promotion code (optional) on the signup page.
• Staff enter it in Promotion code (optional) when enrolling a member.

To stop a code, open it with View details and tick Archive this promotion for future enrollments. Archiving cannot be undone. Members who already used the code keep their discount.

Memberships settings

Memberships → Settings has four sections:

Setup checklist

Shows each requirement as Ready, Needs attention, Not required or Unavailable. Choose Refresh readiness after fixing something.

Connected benefits

Lists the modules that can give membership benefits, such as Gym admission or calendar bookings. Choose Review and enable to turn one on. Before turning one off, choose Review impact. Removing a module does not reprice or cancel memberships, but members can no longer use that benefit.

Plan defaults

Sets the starting values for new plans: Trial days, Invoice grace days, Access grace days and Benefit timezone. Add a Reason for changing defaults and choose Save defaults. Existing drafts and members are not changed.

Messages

Prepares emails for membership events, such as Enrollment created, Membership activated, Renewal due, Payment action required, Approaching expiry, Access expired and Benefit nearly exhausted. Choose Prepare draft to create a message, or Open Automations to manage it. See Automations.

Worked example: a family plan

1. A parent wants to pay for two children's swim memberships.
2. You create a payer group "Lee family" with the parent as Payer from CRM.
3. You enroll each child in their own plan and choose the "Lee family" Payer group.
4. The parent accepts the terms on their Billing page and receives one invoice per membership.
5. Each child's attendance and benefits are tracked separately.

If something goes wrong

• "Create an eligible membership plan before creating a promotion." Publish a membership plan first.
• A code is rejected at signup. Check the code's dates, limits and eligible plans.
• The payer hasn't accepted. Ask them to open their account's Billing page. Spacebrain does not send an invitation automatically.
• I can't enable a connected benefit. You need permission to manage workspace add-ons, or the add-on is not installed.

FAQ

Can a promotion apply to existing members?

No. Promotions apply to new enrollments only.

Does the payer get access to the member's benefits?

No. The payer handles billing only. Attendance and benefits stay with each member.

Next step

Return to Memberships or set up Gym operations for class and front-desk benefits.