Memberships, vouchers, and gift cards

#Compare the record types

These records can be connected to purchases, charges, payments, schedules, and account access, but they are not interchangeable.

Warning: A membership list row is not proof that renewal payment succeeded. A voucher status is not a payment. Creating a gift-card record is not the same as selling one and collecting its price.

#Before you begin

• Confirm which record type you need and what business event created it.
• Open the client account, purchase, ledger, scheduled payments, and processor result when financial status matters.
• Know whether the task is review, correction, sale, assignment, transfer, redemption, hold, renewal, archive, or export.
• Use fictional codes and people for screenshots. Treat gift-card and voucher codes as redeemable secrets.
• Follow applicable expiration, escheatment, tax, refund, and consumer-protection requirements; the software does not determine the studio's legal policy.

#Review memberships

#Filter the list

1. Open Finance > Memberships.
2. Enter a name in Client.
3. Select Membership to narrow by membership category.
4. Select Location or No Location when needed.
5. Select Filter.

The current list can display:

• first and last name;
• phone and email;
• membership;
• location;
• activation;
• expiration or renewal;
• termination; and
• number of times renewed.

Select the pencil action to open the person's account. Select CSV to export the currently applied client, membership, location, and sort choices.

Important: This is a read-only reporting destination in the inspected implementation. It does not create, renew, terminate, pause, or edit a membership.

Note: When the studio has scheduled-payment hold records, the current Memberships query omits accounts whose hold is active for the current date. Check Finance > On Hold Payments before concluding that a held membership record is missing.

#Confirm a membership's real state

Do not rely on one list column alone. Review:

1. the account's Purchases tab and membership record;
2. activation, expiration or renewal, and termination dates;
3. the originating Sales Item and its renewal rules;
4. Scheduled Payments, including future, paused, failed, and complete rows;
5. the account ledger and Payment History;
6. any On Hold Payments record;
7. related access, class entitlements, or usage.

Membership state, scheduled-payment state, processor state, and class access are separate layers. For example, a scheduled renewal can fail while the membership row still exists, or a payment can be complete while a termination date remains configured.

#Holds and renewals

Use the studio's approved membership procedure to change a hold or renewal. The current Finance Memberships page does not expose those controls.

Warning: Do not improvise a hold by moving one scheduled payment without understanding the product's recurrence pattern. A date change can affect later cadence, entitlements, and reporting. Review the purchase, every future scheduled row, and the separate On Hold Payments destination.

When a renewal payment fails, filter Finance > Scheduled Payments for Failed, expand the date range, and reconcile the processor, local payment, ledger, purchase, and membership before recovery. Older human-written help describes controls that are not present on the current global Scheduled Payments page; follow only the current verified workflow.

#Review vouchers

#Filter and read the list

1. Open Finance > Vouchers.
2. Enter part or all of the code in Voucher when known.
3. Select Status:
   • All Statuses;
   • Used;
   • Archived; or
   • Applied.
4. Select Filter Results.
5. Use the table's Search, sorting, and page-size controls as needed.

The list can show:

• client;
• child's first and last name;
• child's birth date;
• voucher code;
• amount;
• date added;
• class; and
• status.

The current Finance voucher page is read-only. It does not create, apply, redeem, or archive vouchers.

#Interpret voucher status cautiously

The list label by itself does not explain which purchase, class, charge, or redemption event changed the status. Open the client and related records before correcting anything.

If Vouchers is missing, the payment system, studio feature configuration, or role can be the cause. Do not assume the studio has no voucher records merely because the menu item is hidden.

#Review gift cards

#Filter the list

1. Open Finance > Gift Cards.
2. Use Card Assigned to show All, Assigned, or Unassigned records.
3. Use Status to show All, outstanding, or completed based on available value.
4. Set Purchase Start Date and Purchase End Date when narrowing by the record's added date.
5. Select Filter.
6. Turn on Show Archived only when archived records are needed.

The list can show:

• action;
• ID;
• Card Code;
• original Amount;
• Available value;
• Buyer;
• For Member;
• purchase or added date;
• activation date; and
• expiration date.

Important: Amount and Available answer different questions. In the current list service, available value can come from a linked charge balance. A directly added record without the expected purchase and charge linkage may not show spendable value merely because Amount was entered.

#Find the source of a gift card

For an existing card, confirm:

1. the buyer and intended member;
2. the originating checkout or order;
3. the related charge and payment;
4. original amount and current available value;
5. activation and expiration dates;
6. assignment or transfer state;
7. account-level gift-card records and any redemption activity.

Do not reveal the full card code while searching with a client present or recording a support video.

#Add a gift-card record

The current Finance page provides Add New, but this action creates a record directly. It is not a checkout sale.

Warning: Save Gift Card can create a redeemable-looking financial record without collecting payment or creating the normal purchase linkage. Use it only for an approved administrative scenario, such as a controlled migration or correction, after the accounting treatment is defined.

1. Open Finance > Gift Cards.
2. Select Add New.
3. Leave Card Code blank to let the current service generate an 18-character code, or enter only an approved unique code.
4. Enter Amount.
5. Search for and select Buyer from the matching family results.
6. Search for and select For Member when an intended recipient is known.
7. Set Activation Date and Expiration Date according to the approved policy.
8. Set Record Status to Active or Archived.
9. Review every field and the purpose of the direct record.
10. Select Save Gift Card once.
11. Confirm the new row, available value, account linkage, and any expected purchase or ledger record.

The expiration date cannot precede the activation date. Buyer and member fields must be selected from the search results rather than entered as unmatched text.

Important: Selecting For Member records a member ID in the current form. It does not set the separate transferred flag and is not proof that ownership, notification, or redemption value was transferred. The current Finance page does not expose a transfer action.

#Confirm a directly added record

Before giving anyone the code:

1. confirm the row exists once;
2. confirm its code is unique;
3. compare Amount with Available;
4. open the buyer and intended member accounts;
5. confirm whether a linked charge, payment, purchase, or redemption record should exist;
6. document the accounting approval and reason for the direct creation;
7. test redemption only in an approved disposable scenario.

If the intended business event was a sale, use the verified Shopping Cart or Online Client gift-card purchase workflow when available. Do not use Add New to bypass checkout and then create an unrelated manual payment.

#Edit, archive, or restore a gift card

#Edit

1. Find the gift card by ID, buyer, member, dates, amount, and a safely handled code.
2. Select the pencil action.
3. Review code, amount, buyer, intended member, dates, and record status.
4. Change only the approved fields.
5. Select Save Gift Card once.
6. Reconcile the list, account records, purchase, charge, and available value.

Warning: Changing a code can invalidate a code already delivered. Changing an amount can create a mismatch with the sale, payment, linked charge, or accounting record. Preserve the original values and authorization before editing.

#Archive or restore

The archive action is shown only when the current row is not marked transferred.

1. Select the archive action for the exact record.
2. Turn on Show Archived and confirm the record appears as archived.
3. Use the restore action only when the record should become active again.
4. Confirm the account, available value, dates, and redemption state after either action.

Archiving a record is not a refund, void, expiration, balance adjustment, or processor reversal. Restoring it does not recreate missing sale or payment records.

#Troubleshooting

#A membership is missing

Clear the client, membership, and location filters. Check On Hold Payments, then check the person's purchase, membership category relationship, activation and termination dates, and account status. The list derives available filter options from studio records and schema support.

#A renewal or hold is wrong

Do not edit unrelated ledger entries. Review the membership purchase, Sales Item, scheduled payments, on-hold record, access dates, and processor history together. Escalate before changing recurrence dates or deleting a schedule.

#A voucher code is not found

Clear the status filter, search with a shorter fragment, and confirm the client and studio. The Finance list does not create missing vouchers or repair redemption history.

#A gift card shows zero available value

Check whether it has the expected linked charge or purchase, whether value was used, and whether it was created directly. Do not increase Amount merely to make Available look correct.

#An assigned gift card cannot be archived

The current page hides archive for rows marked transferred. Review the buyer, member, transfer, and redemption history before deciding whether a correction is needed.

#The gift-card code was exposed

Treat it as a redeemable secret. Record the incident, review redemption history, and follow the studio's approved code-replacement and client-notification procedure. Do not casually edit the code without confirming all places where it was delivered.

#Related articles

• Membership concepts and lifecycle
• Set up and manage auto-renewing memberships
• Place membership payments on hold and resume safely
• Review and reconcile one-time vouchers
• Sell, issue, transfer, and manage gift cards
• Scheduled payments and scheduled charges
• Account ledger
• Payment history and corrections
• Shopping Cart and checkout
• Finance overview