Run a club: set up membership plans, let customers join and pay by card from your website, and see who is a member and who has paid. Payments renew on their own every month or year.
When you'd use this
- You run a club, for example pool sessions, club dives or kit storage, and members pay a monthly or yearly fee.
- You want customers to join and pay online without you chasing them.
- You want to see who is a member, who has paid and whose card has failed.
Before you start
- Club memberships are switched on for your centre by DiveOps. If Settings, Memberships says memberships aren't switched on, contact DiveOps support.
- Your card payments must be connected (Settings, Integrations, Stripe) and your booking page must be on, because members join and pay there.
- Only managers and owners can set up plans.
How to set up a plan
- Go to Settings, Memberships and press Add a plan.
- Fill in Name (what members see, for example Club or Kit storage).
- Enter a Monthly price, a Yearly price, or both. Leave one blank if you don't offer it. Prices are in your centre's currency and follow your VAT setting, with or without VAT, like everything else you sell.
- Add What's included, one line each, and an optional Description.
- Pick the VAT rate. Leave it on your main rate unless memberships are taxed differently.
- Leave On sale switched on, then press Add plan.
Kit storage, a locker or anything else members pay for on its own works best as its own plan. A member can be on more than one plan.
To stop new people joining a plan, edit it and switch off On sale. Members already on it keep paying. A plan with members can't be deleted; take it off sale instead.
How customers join
- Switch on the Join the club page or home page section in Settings, Website builder, on the Membership tab (see Build your website).
- Or send a customer the join link: on Customers, open the Members tab and press Copy join link, then paste it into a chat or email.
The customer picks a plan and monthly or yearly, fills in their details and presses Continue to payment. They pay by card on a secure Stripe page. From then on Stripe takes the payment every month or year by itself. Every payment has a Stripe invoice showing the VAT, which is the member's receipt.
Members change their card, see their invoices or cancel with Manage my membership on the club page. It sends them a sign-in link by email. Someone who is already a member of a plan can't join it twice.
Seeing your members
- Customers, Members lists every member with their plan, status and when they joined. A Member label shows next to their name on the customer list.
- Open a customer to see their Membership section: plan, status, next payment date and every payment, each with its Stripe invoice.
What the status means:
- Active · paid and up to date. The date shows the next payment.
- Payment failed · the last payment didn't go through. Stripe tries the card again over the next few days and emails the member to update it. The date shows when the payment was due.
- Ending · cancelled, but still a member until the date shown. Then Stripe stops taking payment.
- Ended · no longer a member.
- Not finished joining · they started joining but never paid. These clear themselves after a day.
You get a notification in the bell when someone joins, when a payment fails, when a membership ends and when a refund is made.
Cancelling or keeping a membership
On the customer's Membership section press Cancel at period end. They stay a member until the paid date, then Stripe stops taking payment. Nothing is refunded. Changed your mind? Press Keep membership before the date and payments carry on as normal.
Refunds
Make membership refunds in your Stripe account for now. DiveOps picks up the refund by itself: the payment shows the refund, your books and VAT are corrected, and a credit note goes to your accounting software if it is connected.
Where the money shows
Membership payments show everywhere money in is reported: the Memberships line on the P&L (without VAT), Cash in on the Finance overview, Finance, Payments (filter by Memberships), the customer's Payments card and their Statement. Each payment goes into your books with its VAT, and to your accounting software if it is connected. The money reaches your bank with your normal Stripe payouts.
Tips
- The member's Stripe invoice shows the VAT split on every payment.
- A plan's price or VAT change applies to people who join after it. Members already on the plan keep the price they joined at.
Troubleshooting
- The Members tab or Settings, Memberships isn't there → Memberships aren't switched on for your centre, or your access level doesn't include them. Ask your owner, or contact DiveOps support.
- The Join the club page doesn't show on your website → Check at least one plan is On sale, your Stripe is connected and your booking page is on, then publish your website.
- A member shows Payment failed → Stripe is retrying their card and has emailed them. If they want to pay now, ask them to use Manage my membership to update their card.