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How can we see how many sessions a member has left?

Updated

Introduction:

This guide walks you through the process of verifying how many sessions a member has used under their current membership plan. This is useful for confirming if a member has reached their session limit within a billing or renewal cycle.

Process Description:

You will review a member's assigned membership plan, determine how many sessions are allowed per renewal period, and compare that with their actual attendance. This ensures members are staying within their plan limits and helps resolve any disputes or confusion about session availability.

Step-by-Step Instructions:

  1. Open the Member’s Profile
    • Search for and select the member 
    • Navigate to their profile page.
  2. View Memberships
    • Click the Memberships & Payments tab.
    • Take note of the assigned membership plan(s).
  3.  Access Plan Details
    • Go to Operational>Plan Management.
    • Find the member’s plan and click the eye icon to view its details.
  4. Review Session Allocation
    • In the plan details, scroll to the Total sessions by period section.
    • Note how many sessions the plan allows per renewal period (e.g., 4 sessions every 30 days).
  5. Verify Plan Start Date
    • Go back to the Memberships & Payments tab of the member’s profile.
    • Check the start date of the plan.
    • Use this start date to determine the last session renewal.
    • Example:
      • Plan starts: 1/1
      • Sessions renew every 30 days
      • Renewal dates: 1/31, 3/2, 4/1, etc.
  6. Review Session Attendance
    • Click on the Attendance tab within the member's profile.
    • Set the date range to be from the last renewal date to the next renewal date.
    • Count how many sessions were attended or booked within that period.
  7. Compare Usage to Plan Limit
    • Compare the number of sessions attended/booked to the number of sessions allowed.
    • Determine whether the member has reached, exceeded, or still has remaining sessions for the current period.

Tips and Best Practices:

  • Use consistent logic when calculating renewal periods (e.g., every 30 days vs. same day monthly).
  • Bookmark or document each plan's session rules for quick reference.
  • When in doubt, double-check session history with the member for transparency.

Next Steps:

  • If the member has reached their session limit, consider:
    • Pausing additional bookings
    • Notifying the member of the limit
    • Offering plan upgrades if needed or applicable
    • Document findings in case of future inquiries.

Additional Information:

See: We have a member that is reporting they can't book a session. Why?

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