Set up Memberships & Price Groups

Memberships & Price Groups are similar concepts with different applications. Price Groups are a way to assign particular rates and discounts to customers at the point of sale, based on their assigned roles or user name. Memberships are a way to collect recurring payments for a subscription to certain benefits based on membership status.

To set up memberships or price groups, go to Settings > Billing Hub > Memberships & Price Groups

Price Groups are a way of automatically applying an instruction discount and/or a products discount based on the user name or role to which the member is assigned.

When a new sale is created, we check to see if the customer belongs to any Price Groups. If they do, we'll apply the pricing as defined in the user's highest price group.

Example - Give your staff a special aircraft rental rate:

1. Add a custom Aircraft Rate Type called "Staff Rate"
2. For each aircraft this rate applies to, you'll enter the special "Staff Rate" price on the item for the aircraft
3. Add a Price Group called "Staff pricing" and select all roles that contain your staff & select "Staff Rate" as the Aircraft Rental Rate
4. That's it!

Please note that the hierarchy of your list of Price Groups is important. If a user belongs to more than one price group, only their highest group will be auto-applied to the sale. Therefore, make sure you put the price group with the best pricing and/or discount at the top of the list.

To set up Price Groups go to Settings > Billing Hub > Memberships & Price Groups > Add New > Price Group

• Name - brief and concise like "Staff Rate"
• Active - You can have a new price group start out as inactive by selecting No
• Account Balance Required - Select Yes if you want to require a minimum account balance before a customer can get the benefits of the price group. If you select Yes, enter the Minimum Balance required.
• Apply to Roles - Select one or more user Roles to automatically apply special pricing for this price group to those roles
• Apply to Users - Select one or more Users to automatically apply special pricing for this price group to those users
• Aircraft Rate Type - Select the Aircraft Rate Type to use for this price group
• Instruction Discount - To offer a discount on all sales with the Service Type of Instruction, enter the percentage here
• Product Discount - To offer a discount on all sales with the Product Type of Product, enter the percentage here

Set up Memberships

Members can update their own payment information and see the status of their memberships. Memberships are a way to:

• Attempt collecting payments on an automatic schedule - monthly, annually or every ___ days.
• Offer members special aircraft rates, instruction discounts, product discounts and special role/permission privileges.
• Automatically demote the role or deactivate members who cancel their subscription or go past due.

To set up a new Membership, go to Settings > Billing Hub > Memberships & Price Groups > Add New > Membership

• Name - brief and concise like "Gold Membership" or "Silver"
• Active - You can have a new membership start out as inactive by selecting No
• Sales Description - Provide a longer description to potential memberships up to approximately 200 words
• Selling Price - The amount that will be automatically billed according to the membership schedule
• Renews Every - The membership schedule for billing, which can be according to number of Day(s) or Month(s)
• Account - The account for categorizing your sales activity for this membership
• Tax - The tax rate to apply to the membership pricing
• QuickBooks Item - Enter two or more characters to connect the membership billing to Quickbooks
• Aircraft Rate Type - Select the Aircraft Rate Type to use for this membership
• Instruction Discount - To offer a discount on all sales with the Service Type of Instruction, enter the percentage here
• Product Discount - To offer a discount on all sales with the Product Type of Product, enter the percentage here
• Activate Member - When assigning a membership to a customer, Yes automatically makes the person an active member in the membership group
• Assign to Role - When assigning a membership to a customer, the selected role is automatically assigned to the person's account

Once you have set up the memberships, you can sell them as subscriptions to collect payments on a recurring basis.