Packages & Memberships

Packages & Memberships

Packages let you sell prepaid bundles of services — a one-off Package (e.g. "5 Massages") or a Membership plan — to your customers. Selling a package gives that customer a running balance of sessions per service (their entitlements), which the front desk can later spend to cover a service at Checkout so it drops off the bill.

What packages & memberships are

A package bundles one or more services with a session count for each (e.g. 3 × Facial + 1 × Massage), an optional price, and an optional validity period. Selling it to a customer provisions entitlements — a per-service balance of how many sessions they have left. When that customer later comes in for one of those services, the front desk can "cover" the service line at checkout by drawing one session from the matching entitlement, and the covered service is excluded from the invoice (they already prepaid).

Package vs. Membership

The two panels on one page

The Packages page is split into two lists side by side:

Per-row actions (catalog)

Each catalog row exposes small action icons, each hidden unless you hold the matching permission:

Building a package (SOP)

Building the catalog is a Manager / front-desk task. A package needs a name and — before it can ever be sold — at least one included service with a session count.

SOP · Create a package or membership

Actor: Manager / front desk (needs the Packages · Create permission).

1. Open the Packages page

   Left menu → Appointments → Packages (route /appointment_packages).

2. Click "+ Add Package"

   The button sits at the top-right of the left panel. The Add/Edit modal opens blank, with the Name field autofocused.

3. Enter the Name

   Required — for example 5-Session Facial or Gold Membership.

4. Choose the Type

   Package (one-off bundle) or Membership (a plan with a billing-period label). Defaults to Package.

5. Set the Price

   The sale price of the whole package. Leave it 0 if you don't want an invoice raised when it's sold (a comp/gift). A price > 0 raises an unpaid invoice for that amount on sale — see Selling a package.

6. Set Validity (days)

   How many days after purchase the package and all its sessions stay usable. Enter 0 for never-expires (shown as ∞). See Validity & expiry.

7. (Membership only) Set the Billing period

   None / Monthly / Yearly. This is informational only — it does not trigger recurring billing.

8. Add the included services

   In the Included services repeater, pick a Service (active services only) and set its Qty (min 1). Click + Add Service to add more rows (e.g. 3 × Facial + 1 × Massage). See Included services & session counts.

9. Set Status, Public, and Description

   Leave Status as Active to use it, or set Inactive to hide it. Optionally tick Public and add a Description.

10. Save

    Click Save. The catalog row appears (or updates), and you'll see the "record saved" confirmation.

Package form fields

Included services & session counts

The Included services repeater is the heart of a package: it defines which services the package grants and how many sessions of each. Each row is one service plus a quantity — for example a "Pamper Pack" might be 3 × Facial + 1 × Massage, which is two rows.

Selling a package (SOP)

Selling records the sale to a named customer inside one transaction: it creates the customer's package instance, one entitlement per included service (total = the row's Qty), and — only if the package price is greater than 0 — an unpaid invoice for the price, linked back to the customer's package. The sale is stamped with source "staff".

SOP · Sell a package to a customer

Actor: Front desk / manager (needs the Packages · Sell permission).

1. Find the package in the catalog

   On the Packages page, locate the package row in the left panel.

2. Click the shopping-cart (Sell) icon

   The Sell Package modal opens, showing the package name in bold, its price, and a read-only Included services list (a green check with "N × Service" per item).

3. Pick the Customer

   Choose the buyer from the Customer dropdown (required). It lists all customers as "First Last (email)" — use the email to disambiguate customers with the same name.

4. Click "Sell Package"

   The system provisions the customer's entitlements (and, if priced, raises the invoice). You'll see "Package sold and entitlements provisioned.", the Sold Packages panel refreshes, and the modal closes.

5. If priced — collect payment

   A priced package creates an unpaid invoice (status not paid, note "Package: <name>"). Take payment through the normal invoicing flow — see Checkout & Payments. The sale itself does not mark the invoice paid.

Entitlements & remaining sessions

An entitlement is the customer's per-service session balance, created when the package is sold. Each entitlement tracks:

• Total — sessions granted (the included-service Qty at sale time).
• Used — sessions consumed so far.
• Remaining — total − used; this is what can still be spent.
• Its own expiry and status (inherited from the package's validity at sale).

"Available now" — what shows at checkout

Only an entitlement that is available now — meaning active, unexpired, and with remaining sessions > 0 — is offered in the checkout "Apply package…" dropdown. Exhausted or expired entitlements simply stop appearing; there is no separate "expired" badge on the checkout line.

Viewing remaining sessions

There are two easy places to check how many sessions a customer has left:

Applying a package to an appointment (SOP)

Sessions are spent on the appointment Checkout screen, in its Package coverage section. This section only appears while the appointment has a customer and no invoice yet. Applying a package "covers" a service line so it is excluded from the invoice, and consumes (claims) one session from the matching entitlement.

SOP · Apply a package session to a booking

Actor: Front desk (on the Checkout modal; needs the Checkout permission).

1. Open Checkout before invoicing

   From the appointment card click Checkout while the appointment still has a customer attached and no invoice.

2. Find the service line in "Package coverage"

   The Package coverage section lists each service line on the appointment. Uncovered lines with usable sessions show an "Apply package…" dropdown; lines with no available sessions show no control (they'll be billed normally).

3. Choose the entitlement

   In the "Apply package…" dropdown, pick the package to draw from. Each option shows the package name and remaining count, e.g. "Glow Facial x5 (3 remaining)". Selecting it applies immediately.

4. Confirm the coverage badge

   The line switches to a blue Covered by package badge and drops off the billable list; one session is claimed (used +1).

5. Create the invoice for what remains

   Proceed to Create Invoice for the remaining (uncovered) billable lines. See Checkout & Payments.

Removing / undoing coverage

Applied the wrong session? While the appointment is still uninvoiced, click the red X next to the blue Covered by package badge. This releases the session back to the customer's balance (used −1, floored at 0) and the line becomes billable again — then apply the correct one.

If two staff apply the last session at once

Claiming a session is atomic — it only succeeds if the entitlement is active, unexpired, and still has a balance. If two people race for the last session, only one wins; the loser sees "That package session is no longer available." Re-check the customer's remaining balance and pick a different session (or bill the line).

Automatic release on cancellation

When an appointment is cancelled, any package sessions applied to it are automatically returned to the customer's balance — but only if no invoice was created yet. If an invoice already exists, the covered service was already excluded from that invoice, so the session is not refunded automatically; adjust manually if needed. (This mirrors the cancel behavior on the Calendar.)

Validity & expiry

Validity (days) controls how long a sold package and its sessions stay usable. It is set on the package in the catalog but stamped onto the customer's package at the moment of sale.

Tips & gotchas

Everything below is scoped to Packages. Expand each item for the detail.

Quick tips

• Build and activate the underlying services before creating a package — only active services can be added as items.
• Use Validity = 0 for gift-style packages that should never expire; the catalog and Sold Packages show ∞ for these.
• When selling a priced package, remember it creates an unpaid invoice — go collect payment via Checkout; the sale doesn't mark it paid.
• At checkout, apply all package coverage first, then Create Invoice — it keeps covered services off the bill and correctly draws down the sessions.
• If you applied the wrong session, click the red X on that line to return it (before invoicing), then apply the correct one.

Legend · package & coverage cues

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