Gift certificates and memberships

Gift certificates

A ready-made solution for issuing and tracking the sale of certificates. Support for open type certificates without specifying the client. Activation of the certificate during making the appointment online. Automation of write-offs in accordance with the selected rules. Unique code will protect you from intruders and ensuring no one can use another person's certificate.

Membership management software that keeps the balance for you

A membership in Wlaunch needs no paper punch card or stamped flyer, and attendance is recorded right in the schedule. The membership management software ties every deduction to a specific appointment, so the remaining classes, hours or funds are always visible to the administrator and to the client alike. A membership can be unlimited for a period, or cover a number of visits, an amount of time or an amount of funds, and you can restrict it to the services and resources it is meant for. For fitness clubs and gyms, memberships sit among the core features next to group bookings and the cash register.

The validity period does not have to start on the day of purchase. In the template, or in a specific membership, you choose what starts the clock: the purchase date, the first appointment, or a chosen date or month. If you sell by the month, there is a calendar month option: the membership covers the whole month, from its first day through its last.

Payment does not have to arrive in one go. A membership can take several payments, and its status shows whether it is unpaid, partially paid, paid or overpaid. Refunds are issued from the cash register right inside the membership details, and the client sees the payment status in their personal account. To make sure nobody uses someone else's membership or certificate, a template can generate a unique code automatically at purchase.

Booking rules take memberships into account too. You can create an allowing or a prohibiting rule: for instance, admit only membership holders to a closed workshop, or stop a trial visit from being paid with a membership. The same condition works for gift certificates, so both tools follow one set of rules.

How a membership runs from purchase to renewal

The client picks a membership in the online booking form and, if online payment is connected, pays for it right there without calling the front desk. The membership description then appears on the purchase confirmation page.

When the client books a service the membership covers, the system applies the valid membership on its own, and the appointment details show exactly which one was used. Group classes work the same way: the membership also applies when a client takes a spot through event booking with a spot limit.

Until the visit is completed, its value is held in reserve. Both the client and the administrator see separately how many visits, hours or funds are reserved and how many are already used, so the argument about the last class never starts.

The appointment status decides whether a deduction happens, and when a booking is cancelled, the used credits return to the membership. In the @WlaunchBot Telegram bot, the client can see how much is left on a membership that was applied to an appointment, along with its current state.

If a client falls ill or goes on vacation, the membership is frozen, and either the administrator or the client can do it within the rules you allow. The number of freezes and their length are capped in the settings, and the knowledge base explains how membership freezing works in detail.

As the end date approaches, the client gets a reminder on a schedule tied to the membership dates. The rule can be set so that clients who have already bought a new membership do not receive a repeat reminder.

Gift certificates and memberships