Membership Offers¶
Who uses this?
Box Office Managers and Development Staff configure membership offers to provide recurring ticket benefits, guest privileges, and subscriber management.
Navigation: Admin > Offers > Membership Offers
Overview¶
Memberships are recurring subscription plans that grant patrons a set number of tickets per performance, optional guest tickets, and other benefits. Memberships are billed on a recurring cycle through the payment processor and can include trial periods and gift options.
Creating a Membership Offer¶
Core Fields¶
| Field | Description |
|---|---|
| Name | Display name for the membership tier (e.g., "Gold Membership"). |
| Status | Active or Inactive. Only active memberships can be purchased. |
| On Sale | Whether the membership is available for purchase on the public website. |
| Price ID | The recurring price identifier from the payment processor (Stripe). This controls the billing amount and cycle. |
Price ID must be configured in Stripe first
Create the recurring price in your Stripe dashboard before setting up the membership offer. The Price ID links the membership to the correct billing plan.
Ticket Allocations¶
| Field | Description |
|---|---|
| Tickets Per Performance | Number of tickets the member receives for each performance they attend. |
| Use Ticket Class Code | The ticket class assigned to the member's own tickets on redemption. |
| Use Member Friend Code | The ticket class assigned to guest tickets. This allows different pricing or seating for the member's companions. |
Member vs. guest ticket classes
Use different ticket class codes for members and their guests to track attendance patterns and generate accurate settlement reports.
Restrictions¶
| Field | Description |
|---|---|
| Restricted to First Time | When checked, only patrons who have never held a membership before can purchase this offer. Useful for introductory or trial-rate memberships. |
Trial Period¶
| Field | Description |
|---|---|
| Trial Period | Number of days the member enjoys a reduced trial price before full billing begins. |
| Trial Price | The discounted price charged during the trial period. |
Leave both fields blank to skip the trial period and begin full-price billing immediately.
Gift Memberships¶
| Field | Description |
|---|---|
| Max Cycles if Gift | Maximum number of billing cycles when the membership is purchased as a gift. After this many cycles, billing stops automatically. |
Setting gift duration
For a 1-year gift membership billed monthly, set Max Cycles if Gift to 12. The gift recipient enjoys full benefits for 12 months without further charges.
Email Integration¶
| Field | Description |
|---|---|
| MyEmma Group ID | The email list group ID in MyEmma. Members are automatically kept in sync with this group for targeted email campaigns. |
How the sync works:
- When a membership on this offer becomes Active, the member's address is added to the group.
- When a membership is Canceled or Suspended, the address is removed -- unless the patron still holds another current membership.
- If you change the group ID on the offer, every active membership's address is added to the new group automatically. Addresses are not removed from the old group.
All sync work runs as background jobs, so saving the form returns immediately and any email-service hiccup is retried without affecting the membership itself.
Only shown when MyEmma is configured
The MyEmma Group ID field (and the matching row on the offer detail page) appears only when the MyEmma integration is enabled for this installation.
Content and Legal¶
| Field | Description |
|---|---|
| Billing Agreement | Legal text displayed to the customer before purchase, describing the recurring billing terms. |
| HTML Description | Rich HTML content displayed on the membership detail/sales page. |
| Email HTML | HTML content included in the membership confirmation email sent after purchase. |
Tags¶
Tags are free-form labels you can attach to a membership offer to group it for analysis and reporting -- for example by campaign, tier family, season, or any attribute you want to slice by later. Tags are arbitrary text you define and can change at any time.
A membership offer can have any number of tags. They appear as rounded pill labels in the Tags field on the offer form, next to the offer name in the Membership Offers list, and on the offer detail page.
Adding a tag¶
- Click into the Tags field on the membership offer form.
- Begin typing. As you type, a dropdown suggests existing tag names already used on other membership offers -- click one to apply it, or keep typing to create a brand-new tag.
- Press Enter (or type a comma) to commit the tag as a pill.
- Repeat to add as many tags as you need, then save the form.
Reuse existing tags when possible
The autocomplete suggestions help you converge on a consistent vocabulary. Tags are matched case-insensitively, so "Gift" and "gift" are treated as the same tag, with the casing of the first one preserved.
Removing a tag¶
Click the x on the right side of any pill to remove that tag, then save the form. The tag is removed from this offer only; it remains available on any other offer that uses it.
Search by tag
The search box on the Membership Offers list matches tag names as well as offer names, so you can quickly filter the list down to every offer sharing a tag.
How Membership Billing Works¶
- The patron selects a membership offer and completes checkout.
- If a Trial Period is configured, the patron is charged the Trial Price and the trial countdown begins.
- After the trial period ends (or immediately if no trial), recurring billing at the full price begins based on the Stripe price configuration.
- Each billing cycle, the payment processor charges the patron automatically.
- If the membership was purchased as a gift, billing stops after Max Cycles if Gift cycles.
How Ticket Redemption Works¶
- A member visits the box office or logs in online to claim tickets for a performance.
- The system issues up to Tickets Per Performance tickets using the Use Ticket Class Code.
- If guest tickets are configured via Use Member Friend Code, additional tickets are issued under that class.
- Members can redeem tickets for each performance independently -- there is no total cap across the membership period.
The Membership Offers List¶
Each row on the Membership Offers list has an actions column with three buttons. The middle button is the offer's primary sales action and depends on its type:
| Button | What it does |
|---|---|
| Edit | Opens the offer's edit form. |
| Create Order | (Production offers) Starts a new membership order for this offer. |
| Issue Pass | (Timed offers) Creates a staff-issued membership directly, with no purchase order -- the library pass workflow. |
| Usage | Opens the Membership Usage report for this offer alone, covering its entire history. |
Each row shows exactly one of Create Order or Issue Pass. Either way, the button is greyed out and disabled while the offer's status is Inactive, since inactive offers cannot be sold or issued.
The On Sale to Public column shows a checkmark when the offer is publicly purchasable. Offers whose status is Inactive show a red Inactive label in this column instead.
Usage over the offer's full history
The Usage button runs the report from the offer's first membership payment through the end of last month -- you don't need to pick a date range. See Membership Reports for what the per-offer report contains.
The Offer Detail Page¶
Clicking an offer's name opens its detail page.
- The offer name appears as a heading above the offer's public description.
- The Offer Details panel summarizes the Price ID, tickets per performance, type, MyEmma group (when MyEmma is enabled), and ticket classes; a Notification tab shows the confirmation email content when one is configured.
- Status labels in the top-right corner show whether the offer is Active/Inactive and On Sale/Private.
- Below the description sit Edit and the offer's primary sales action: Create Order for production offers or Issue Pass for timed offers, disabled while the offer is Inactive -- the same rule as the list.
Managing Memberships¶
Individual membership records (who holds each membership, its status, start, and end) are managed on the Memberships list under Passes > Memberships.
- Deactivate an offer by setting Status to
Inactive. Existing members continue their subscriptions until cancelled. - Remove from public sale by unchecking On Sale while keeping the offer active for box office staff.
- Changes to an offer do not retroactively affect existing subscribers.
Cancellation is handled through the payment processor
To cancel an individual member's subscription, the cancellation must be processed through Stripe. Changing the offer status to Inactive only prevents new sign-ups.