Managing & Assigning Individual Memberships

For Paid Membership Plans, we recommend using the "Share" button to share the Link or QR Code or Embed Widget to your website so that individuals can signup on their own, allowing them to enter their own payment information.  Admins can add them manually and mark them Paid when entered if they chose to pay by cash or check.

For Free Membership Plans, you can either have them signup on their own or an Admin can manually add individuals to the free plan.  Create memberships for people, manage billing status, and empower member self-service.

Once you’ve set up your Membership Plans, you’re ready to share the link for individuals to sign up on their own, or manually assign memberships to people and manage their billing over time.

• Allowing individuals to Sign up for Membership
• Manually creating a New Membership
• What the fields mean (Member, Manager, Billing Cycle, Plan)
• How to view, edit, and cancel memberships
• How member self-service works in the Personal Hub
• Real-world examples

Who is this for? Admins or staff with access to the Memberships module.

Where to Manage Memberships

1. Go to Memberships > Members in the left menu.
2. You’ll see a list with: Member, Membership (plan), Type (Subscription / Prepaid / Pay-as-you-go), Started, Status, and actions: View, Edit, Cancel.
3.  To add a new membership, click ➕ Add New (top right).

1) Allowing Individuals to Sign Up for Memberships

1. Go to Memberships > Plans and click on the menu to the right of that plan and click "Share". There are 3 ways to share.

• Copy Link to share on your website or in an email.
• Copy  Embed Registration Widget to embed directly on your website.
• Click "Get QR Code" to share on printed materials or digital signage.

By encouraging them sign up on their own, they are able to enter their own payment information.

2) Manually Creating a New Membership

Go to Memberships > Members and click Add New to open the Create Membership screen.

A) Member

• Member — Choose the person receiving the membership.
  • Select an existing person from the dropdown, or use Add New Person if they aren’t in your database.

ℹ️ If you don’t see someone, make sure they’ve been added under People first.

B) Manager (Optional)

• Manager — An optional person who manages this membership (e.g., a parent or staff contact).
• Useful when one person pays/oversees another person’s membership.

C) Billing Cycle Started

• Billing Cycle Started — The start date for this membership’s cycle.
  • Subscriptions: determines first charge and renewal cadence.
  • Prepaid: sets the beginning of the prepaid access period.
  • Pay-as-you-go: establishes the tracking period start.

Mark Current Billing Cycle as Paid

• Check Mark Current Billing Cycle as Paid if the member already paid outside Connection Card Pro (cash/check) or you’re migrating an existing membership.
  • Connection Card Pro treats the current period as paid and begins automatic charging on the next cycle (for subscriptions).

D) Membership Plan

• Membership Plan — Choose the plan/tier (the dropdown shows pricing & frequency).
  • Select from Subscription, Prepaid, Pay-as-you-go, or Free tiers you’ve created.

Save to create the membership. The new record appears in the list with its Status and Start Date.

3) Viewing a Membership

From Memberships > Members, click View to see:

• Member & Manager
• Plan & Tier
• Billing history (if applicable)
• Status (Active, Past Due, etc.)
• Visit/usage history (if your plan uses visits)

4) Editing a Membership

From Memberships > Members > View click Edit to adjust:

• Manager
• Billing Cycle Started (for date corrections)
• Membership Plan (e.g., move Limited → Unlimited)
• Mark Current Billing Cycle as Paid (if paid by another method)

⚠️ If the member is already on auto-billing, confirm processor/accounting implications before changing a live plan.

Save your changes.

5) Canceling a Membership

1. Go to Memberships > Members.
2. Click Cancel next to the entry.
3. Confirm the cancellation.

What happens when you cancel?

• Access continues through the end of the current billing cycle, then stops (no further renewals).
• Prepaid plans remain active through the prepaid period already paid.

🔎 Tip: Use View or Edit to confirm cycle dates before canceling—handy when someone asks, “How long do I still have access?”

6) Member Self-Service in the Personal Hub

From their Personal Hub portal Members can:

• View their plan and status
• Update payment methods used for membership billing
• Cancel their membership (takes effect at the end of the current cycle)

NOTE: Check your settings in Web & App > Hub & App Settings > Personal Hub Settings to make sure you have "Memberships" checked to be available to them in the Personal Hub!

Members cannot:

• Change their plan/tier (staff/admins do this)
• Adjust billing cycle dates
• Remove already-applied charges

🧩 This self-service reduces staff workload while keeping admins in control of plans and pricing.

7) Example

Example 1 — Handling a Past Due Membership

A monthly subscription payment fails and the membership is marked Past Due.

1. Open Memberships > Members and locate the member (Status: Past Due).
2. Ask the member to update their payment method in the Personal Hub, or capture a new method at the desk.
3. Once payment is received:
   • Let Connection Card Pro retry automatically, or
   • If you recorded payment manually (cash/check), open Edit, check Mark Current Billing Cycle as Paid, then Save.

The membership returns to Active once the current cycle is recognized as paid.

8) Summary

• Use Memberships > Members to assign and manage memberships.
• Set Billing Cycle Started carefully—this drives renewal timing.
• Use Mark Current Billing Cycle as Paid when payments occur outside Connection Card Pro or during migration.
• Cancellations take effect at the end of the current cycle.
• Members can view, update payment methods, and cancel in the Personal Hub.