Selling a Membership at the Front Desk

Someone walks in wanting to join, or a past member comes back, or a parent whose kids are in swim lessons decides it's time for a family membership. All three start the same way, and the whole sale happens in one guided flow without leaving the person's record.

Find or create the person

Click People in the left rail menu.

If they're already in the system, search by name, email, phone, or barcode and click their row. This covers returning members, program participants, and anyone who has ever filled out a form with you.

If they're brand new, click Add next to the Lookup tab, enter their information, and then pull them up from the lookup list.

Either way you land on their record. If they don't currently have a membership, the Membership card in the middle of the Dashboard will say so plainly, which is your confirmation you're starting fresh rather than changing something existing.

Start the sale

In the Quick Actions panel on the right, click Manage Membership.

For a person with no active membership, this opens a six step flow that walks from membership type through payment. The step number and name show at the top of the window the whole way, and every step has a Back button, so you can change an earlier answer without starting over.

Step 1: Type

Pick the membership type you're selling. Each one shows a short description underneath so you can confirm you're in the right family of products, whether that's a standard join, a short term option like a one week or one month membership, or a promotional membership you're running.

Step 2: Location

Choose the branch this membership belongs to.

Step 3: Responsible party

Choose the adult in the household who will be responsible for the membership. This is the person tied to billing, so on a family sale make sure you're picking the adult who will actually be paying rather than whoever happens to be standing at the desk. Click Continue.

Step 4: Members

The person whose record you're in is already included. Select any additional household members you want on the membership. This step helps determine the membership type the household is eligible for. If you need to add someone to the household, close the window, click Add Family on the member's profile under Quick Actions, then click Manage Membership to restart the process.

Step 5: Review

This is where Memberworks does the work for you. Based on who you selected and their ages, the system applies the correct membership subtype automatically. You don't pick between an adult rate and a household rate and hope you got it right. The Membership Configuration section at the top shows the subtype it landed on and who the primary member is.

Next, choose the billing term. Monthly is the default, with prepaid options like 12 months or 6 months when the member wants to pay up front.

Below that is the full financial picture:

• The membership rate, with prorating shown when they're joining mid cycle, including how many days are left in the current period.

• Any one-time joining fee.

• The prorated adjustment applied to the first charge.

• Due Today, which you can expand to see exactly what makes up that number.

• Renews at, which is what they'll pay going forward and when.

Step 6: Payment

The final step shows the Total to collect and the renewal amount again, then asks for a payment method.

Click Add New Payment Method and choose Credit/Debit Card or Bank Account. Whatever you save here becomes the method used for their recurring billing, so a member who wants to pay today with one card but be billed on another should be set up with the one they want on file.

Once the charge goes through, the membership is active and the member's Dashboard updates with their type, subtype, monthly cost, and join date.