Memberships

Memberships replace the “one booking, one payment” model with a recurring plan: a student pays a fixed amount on a fixed cadence (monthly, term, or annual) and gets bundled access to a set of groups or sessions.

Use memberships when you have students who book the same group month after month and you don’t want to re-create a booking each time. Use bookings when each enrolment is a one-off.

Plan tier

Memberships are an Enterprise feature. Other plans use the standard booking flow for every enrolment.

When memberships make sense

• A language school where students pay monthly for unlimited attendance in their level.
• A revision center where the family pays a term fee covering all the courses their child is enrolled in.
• A music school that bills annually for a recital track.

If you’re not sure, start with bookings — you can migrate to memberships later without losing data.

Creating a membership plan

1. Open the desktop app → Memberships.
2. Click New plan.
3. Fill in:
   • Name — what shows up on the student’s statement.
   • Cadence — Monthly, Term, or Annual.
   • Amount — what the family pays per period.
   • Included groups — pick which groups the membership covers. A student on this plan can attend any of them without a separate booking.
   • Auto-renew — when on, the next period is billed when the current one ends. When off, the membership lapses at the end of the period and a staff member has to manually renew.
4. Save.

You can change the included groups later; existing members move with the plan.

Assigning a student to a plan

1. Open the student’s profile.
2. Scroll to Membership.
3. Click Assign plan.
4. Pick the plan and the start date.
5. Confirm.

The student appears on the membership’s roster the moment you confirm. Attendance for any included group then auto-counts against the membership instead of requiring a per-session booking.

Pro-rating the first period

When you assign mid-month, EduBook Pro can either:

• Charge the full period fee immediately (default — simpler accounting).
• Pro-rate to the remaining days in the period (toggle on the plan, not the student).

The pro-rate amount shows in the confirm dialog so you can verify before committing.

Renewals and cancellations

For auto-renew plans, the next period is billed when the current one closes. The student sees the new charge on their next session check-in, and the parent gets an email if their address is on file.

For manual-renew plans, the student moves to a “lapsed” state at the end of the period. Their attendance no longer counts against the membership; they need a fresh booking to attend.

Cancelling a membership early

1. Open the student’s profile → Membership.
2. Click Cancel membership.
3. Pick whether to:
   • Cancel at period end — they keep access until the period closes, then lapse.
   • Cancel immediately — they lose access today, with a prorated refund logged for the unused days.

Cancellations write an audit row visible from Reports → Memberships.

Reporting on memberships

The Reports → Memberships tab shows:

• Active members per plan.
• Monthly revenue per plan.
• Churn (cancellations) over the last 12 months.
• Pending renewals in the next 7 days.

You can export any of these to CSV for further analysis.

Permissions

• memberships.view — open the page.
• memberships.create — create a new plan.
• memberships.edit — change plan details, included groups, price.
• memberships.assign — assign or unassign a student.
• memberships.sell — collect payment for a renewal.

The default owner role has all five. Receptionists usually get view + sell + assign. Teachers get nothing — they shouldn’t need to manage membership records.