Several Memberships on One Card

Who it's for

Some clubs sell the same membership again and again. A person buys one for themselves, then another for a partner, a friend or the next season. Each membership has a number you keep track of, and each one comes with the same benefits.

With Customers can hold several memberships switched on, that person keeps one card in their wallet. Every membership they buy adds:

• One more member number, the next one after the highest number on the card.
• The benefits again. A benefit that says "1 per month" becomes 2 per month for someone with two memberships. A benefit that is Always included, like a standing discount, shows once.

Memberships on these cards are for life. They never expire, and the card has no Valid until date.

This is for memberships with a one-time price. If you charge monthly or yearly, or your memberships end after a period, see Why it isn't for monthly or yearly prices.

Turn it on

You need a Membership card that you sell online with a one-time price. See Selling Memberships, Bundles & Store Credit Online for the card itself.

1. Open Programs, select your membership program and go to the Setup tab.

2. Under Billing, choose One-time. Until you do, the switch tells you "Only for memberships with a one-time price."

3. Add your benefits under Included benefits and publish. The switch asks you to publish first. Each membership adds these benefits again, and the card preview shows what a member with 2 memberships gets.

4. Switch on Customers can hold several memberships. You can also switch it on when you first create the card.

You need an Editor role or higher to change it. See Team Roles & Permissions.

Once a customer holds more than one membership, the switch can't be turned off ("Can't be turned off while a customer holds more than one membership"). It also can't be turned off while an import is running.

Before you move a card that already has members

Read this first if the card is live.

• Every existing member counts as one membership. Anyone who already has imported numbers keeps them. Nobody is renumbered.
• Expiry dates are cleared. Memberships here are for life, so members who still have an end date lose it, and their card in the wallet is updated. Members whose card had already expired stay expired.
• Monthly or yearly members are not cancelled. Changing Billing to One-time only affects new buyers. People who already pay monthly or yearly stay on that plan in Stripe, and Stripe keeps charging them. Passtastic does not cancel those subscriptions. When an old monthly or yearly plan ends, because it is cancelled or its payments fail for good, only that one membership ends. The member keeps their other memberships and their numbers, and the card stays active. If it was their last membership, the card ends, as it would on any membership card.
• Sign-up closes. From now on new members can't join through your sign-up link. See Selling online.

If you have a lot of monthly members, talk to us before you switch.

Member numbers and raising the next one

A new membership gets the number after the highest one on the card. That counts imported numbers, numbers from online sales and numbers of memberships you have since removed. A number is never given out twice.

• Leading zeros are kept, and they set the width. After `0042` comes `0043`. If you start at `0043`, numbers stay 4 digits long.
• Numbers that are not plain digits are kept exactly as written. They don't count toward "highest".

In Setup, under Member numbers, you'll see Next number, for example "Next number: 2754".

To start higher, click Raise it, type the number and click Save. You can only go up. Below the highest number in use you'll see "Can't be lower than 2754. Numbers below that are already used." On a card with no numbers yet, the field is called Start numbering at.

Do this before you open sales if your old system has numbers that are not in your file, for example members who have lapsed. Raise the next number above your old system's highest.

Import your existing members

Switch the card on first, then import. The full steps are in Import Your Existing Customers. On a card with several memberships turned on, these things are different:

• Member number is required. You match it together with a name or an email.
• One row per membership. If your old system has one row for each membership, repeat the email on each row. Rows with the same email become one customer. Each number is one membership, and several numbers in one cell are fine.
• Numbers keep their exact text, so `0042` stays `0042`.
• Import the same file again and nothing is added twice. Numbers a customer already has are skipped.

Before anything is saved, the preview shows the number of customers, new memberships, memberships already on the card, and the next number after the import. It also lists rows that won't be imported, with the row number in your spreadsheet:

• a row with a name or email but no member number
• a row with no name and no email
• a number that is on more than one email, or already belongs to another customer on the card

When a line lists more than 50 rows, the preview shows the first 50 and Download the list for the full list. If nothing can be imported, Next stays off and the preview tells you to fix the rows and upload the file again. When the import has finished, the results screen lists the rows that were left out again, with the row number and the reason.

Members with only a name and a number

Some old lists have no email. A row with just a name and a member number is imported as its own customer with one membership. Two such rows are never joined, even if the names match.

These members won't get an invite, because there is nowhere to send it. You can still:

• find them in Customers by name or member number
• open them, click ⋯ → Edit details, add an email, and use Send invite
• select them and choose Download invite links, then hand each person their own link

Their numbers count when Passtastic works out the next number.

If the card collects data from members (for example a birthday), a member you imported or added by hand is asked only for what is still missing. Nothing they already gave you is asked twice.

Selling online, and what happens when someone buys again

Share your card as you do any paid card: link, QR code or website embed. People who open it see a How many memberships? control, from 1 to 10. The price shows each and as a total, and every membership bought in the same payment gets its own number.

A new email pays straight away and gets a new card with their number or numbers.

An email that already has this card is asked to prove it is theirs:

1. They enter their email.
2. We send a 6-digit code to that address.
3. They type the code, then pay.

After paying, they keep the same wallet card. It gets one more number per membership and the benefits again, and their wallet card updates by itself. They also get an email that says how many memberships they now have. A few wrong codes pause the code for a few minutes.

Someone who buys with a different email gets a separate card. You can see both in Customers.

Sign-up is closed on these cards

On a card with several memberships there is no free sign-up. If someone opens a sign-up link, a sign-up form or a download link for a new person, they are sent to the buy page. New members can only:

• buy online, or
• be added or invited by you (see below).

Members you imported use the invite you send them.

Staff in the app

Staff scan the card in the Passtastic Scanner app as usual. The result shows the member's name, "3 memberships" with the numbers, and each benefit with what is left this period, for example "2 of 3 left in November". They tap Redeem once for each benefit used, and the count goes down by one. See Included Benefits.

What the customer sees

• Wallet card: a Member numbers line on the front (the first three, then "+2" if there are more), and on the back the full list, the number of Memberships and each benefit with its multiplied amount.
• Customer page: the number of memberships, the numbers, and how many of each benefit are left.
• A picture for a benefit: under Setup → Included benefits, each benefit has Picture (optional) with Add picture. It is shown with that benefit on your customer portal. It doesn't appear on the wallet card.

Message after a benefit is used

You can send a short thank-you when staff mark a benefit used, and give a reason to come back and buy.

1. Open the program and go to Campaigns → New campaign.
2. Choose After a benefit is used.
3. Pick Any benefit on this card, or one benefit.
4. Write the message and, if you like, choose how many hours after the use it is sent. You can wait up to 168 hours (7 days). The default is right away.
5. Click Turn it on.

An example: "Thanks for coming in, [name]. Next month's perk is ready on the 1st. See you then."

Good to know:

• It goes to the member who used the benefit, on that card only.
• At most one message every 4 hours per member. If someone uses three benefits in one visit, they get one message, not three.
• It is a message only. It can't carry an offer, and you can't narrow the audience.
• It belongs to one program, so you create it from that program. A campaign for all your programs can't have it.
• You can't pick an Always included benefit, because it is never used up.
• It is sent only when staff mark a benefit used. A benefit used through a register connection, through the Developer API, or with the older redeem action in earlier versions of the app does not send it.
• It is an automatic campaign, so it belongs to the Bring customers back pack on the Loyalty, bookings + app plan. See Messages and Campaigns.

Adding and removing by hand

Open Customers, click a customer and find Memberships. Each row shows the number, how it came in (Imported, Bought online or Added by hand) and the date. Removed memberships stay in the list with Removed and the date.

Add a membership. Click Add membership. The customer gets the next number and one more set of benefits. It doesn't charge them, so use it for a sale at your own counter.

Remove a membership. Click Remove on the row. Benefits already used stay used, and the number is never given out again. If it was the customer's last membership, their card stops working, and you are warned first.

Removing doesn't refund anything. If the person paid online, refund them in Stripe.

You need an Editor role or higher for both.

New customers. Use Invite customer and enter their email. A new email gets one free membership with the next number, and an email with their link to add the card. If the email already has this card, nothing is added: open that customer and use Add membership instead. Customers can also be found by member number in the Customers search.

Refunds

Refund in Stripe as usual. Passtastic watches the refund:

• A full refund removes the matching membership. If someone bought 3 in one payment and you refund the whole payment, all 3 go. The highest numbers of that payment go first.
• A refund of one membership's price removes one, a refund of two removes two, and so on.
• A refund of less than one membership's price removes none. Remove it yourself on the customer page if you want it gone.
• A full refund of a sale from before you switched this on removes one membership.

The other memberships on the card stay. Benefits already used are not taken back.

Require login and forwarded invites

If Require login before first download is on, an invite link or code can't hand over the pass by itself. The member has to sign in with a code sent to the address they were invited with, and that address is filled in and locked on the page. A forwarded invite is of no use to someone else, because they can't receive the sign-in code. A member who types a different address than the one you invited sees "This invitation went to another address. Use the address the business has for you, or ask them to correct it." Old links work the same way: they take the member to sign-in, not to the pass.

A member can't change the email on their card themselves, on the sign-up page or in their customer portal ("This card keeps the email it was issued with. Ask the business to change it."). If an address is wrong, open the customer, click ⋯ → Edit details and correct it. Passtastic refuses only if another customer on this same card already has that address. The same person's other cards don't count. A member whose card has no email can't add one themselves either: they ask you, and you add it in Edit details. They can still add the card to their wallet, and staff can find them by name or member number.

A member's PDF holds the card's live code, so on these cards a link alone never gets it, whether it comes from a purchase or a forwarded email. A member who taps Download PDF, even right after buying, first confirms it's them with a 6-digit code we send to the email on their card. If their card has no email, open the customer, and in the ⋯ menu choose Download card as PDF, then print it or send it to them. Editors, Admins and Owners can do this.

Why it isn't for monthly or yearly prices

Stripe bills a monthly or yearly membership one subscription at a time. It can't renew "two of three". Several memberships on one card works only when each membership is paid once and lasts for life.

So the switch is not offered when:

• the card has a Monthly or Yearly price (choose One-time under Billing first)
• you issue the card yourself (In person, I issue the card)
• you want memberships that expire. Turning it on clears expiry dates.

Once it is on, Billing is locked to One-time and you can't switch to selling in person. Turn the switch off first, which you can only do while nobody holds more than one membership.

Common questions