Memberships & Payments

Plans, enrollments, invoices, and manual payment recording. Online gateways (Stripe/SEPA/PayPal) are a planned later phase — recording payments by hand covers how most small dojos actually bill.

Plans & enrollments

A plan defines a recurring membership — name, price, and billing period (e.g. "Kids monthly — $95/month"). Students enroll in a plan from their record; the enrollment drives invoice generation.

Charge only with attendance

Some plans bill whether the member trains or not; others should only charge when the member actually turned up. The plan's Charge only with attendance checkbox (edit the plan) makes recurring invoices attendance-gated:

• Each cycle, the invoice generates only if the member has at least one trained session (Present or Late) since the previous invoice.
• No attendance → the cycle is skipped, not charged — and billing simply resumes at the next cycle date once they train again.
• The first invoice after enrolling always bills (the dojo chose to enroll them; there's no previous period to check). One-off plans switched to recurring are the exception — their existing enrollments are gated from the switch date, so members who haven't trained since aren't billed.
• Plans with the flag show an Attendance-gated badge on the plans table, and the student's enrollment card shows an Only if trained badge.
• The setting applies to future cycles — invoices already generated are untouched. Turning it on for an existing plan starts gating from the next cycle.

When a cycle is skipped, nothing is charged for it and no invoice exists to pay; the manual Generate now button reports how many cycles were skipped, and the scheduler logs the same.

Pausing a membership (hold)

Injured, travelling, or taking a break? Pause an enrollment from the student's record instead of ending it. A paused membership:

• Stops billing — no invoices are generated while it's on hold.
• Can carry an optional reason and a resume date; when that date arrives the scheduler resumes it automatically, or you can Resume manually.
• Never back-bills — resuming moves the next invoice to the resume date (a hold that spanned a due date simply skips that cycle).

Importing enrollments

Memberships → Import bulk-enrolls existing students from a CSV (requires memberships:edit). Columns: Email, FirstName, LastName, Plan, StartDate:

• Match the student by Email, or by FirstName + LastName when no email is given.
• Plan must match an existing plan name exactly.
• StartDate is optional (YYYY-MM-DD); blank = today.
• Students already enrolled on that plan are skipped — the import never duplicates.
• The result reports how many were created and lists the first few rows that had problems.

Invoices

Invoices live at Memberships → Invoices, with a direct Invoices entry in the sidebar's Management group. With auto-generation on (Memberships settings), the scheduler generates invoices for active enrollments on each billing cycle:

• Due date — configurable window after generation (default 14 days).
• Tax / GST — when a rate is set in Memberships settings, new invoices include a tax line (subtotal, tax, total). The rate is captured at creation, so later changes don't alter issued invoices.
• Location tagging (optional) — tag an invoice to a location for per-location revenue on the Analytics page. Recurring invoices stay school-wide and count only towards "All locations".
• Void — voided invoices stay visible with a VOID status; they are never deleted.

Recording payments

Open an invoice (click its # or the Open button on the list) and record a payment: amount, date, and method (cash, transfer, terminal). The invoice's balance updates and its status reflects paid/partial/overdue. Full payment history is kept on the invoice, and Download PDF produces a branded, printable invoice (line items, payment history, balance due).

Recording several at once

When a batch of members pays the same way (e.g. ten people paid cash at the desk), use bulk payment:

1. On Invoices, tick the checkboxes of the open invoices (use the header checkbox to select all on the page).
2. Click Record payment.
3. Choose the method and date, then confirm.

Each selected invoice is settled for its full outstanding balance — a part-paid invoice is topped up to zero. Already-settled invoices are skipped. Every payment is audit-logged individually.

Partial payments

Record multiple payments against one invoice — a deposit now, the rest next week. The balance and status track each one.

Overdue handling

Setting	Default	Effect
Payment reminders	on, 3 days before due	One email when the invoice enters the due-soon window
Overdue reminder	after 7 days overdue	One more email past the threshold
Check-in suspension	after 30 days overdue	Refuses QR check-in until the balance is cleared (0 disables)
Agreement gate	off	When on, QR check-in is also refused while an agreement is outstanding (staff marking is never blocked)

Every generated invoice is also visible to the student in their member portal with the current balance.

Permissions

Action	Permission
View plans, invoices, payments	memberships:view
Manage plans, enrollments, record payments	memberships:edit