Plans, billing and payments

Membership plans

A plan is what a member buys. Owners and admins make them on the web in Plans, with New plan:

Name and description

What members and the desk see.

Pricing

Recurring (billed every week, month or year), Punch card (a number of classes), Drop-in, Trial or Free, with the price and how long it's valid for.

Classes

Every class, some class types, or none (for a plan that's only appointments). Limit how many classes it books caps it, say three a week.

Appointments

Include appointment credits: personal training sessions that come with the plan, for any appointment type or the ones you choose.

Offer it on the join page

List it for people asking to join. Once card payments are on, a priced plan shows Pay online and can be paid there and then.

Archiving a plan stops it being sold; the members who hold it keep it. A plan nobody has held can be deleted. Once members hold a plan, its pricing and billing period are fixed; to change them, make a new plan and move members to it.

Selling a plan

1. Open the member's page and go to Membership.
2. Tap Sell a plan, choose the plan and when it starts.
3. For a recurring plan, tap Collect card to email them a link to save a card. Nothing is charged until the next billing date, and the membership shows Card on file once they've saved it. You get the link too, to text it.

From the same place: Change plan, Freeze and Unfreeze, and Cancel. Owners, admins and the front desk can sell; coaches don't see money.

Invoices and reminders

Recurring memberships without a saved card are invoiced automatically each day as they fall due. Billing › Invoices lists them, filtered by Open, Past due, Paid, Void or All.

Generate due invoices

Run today's invoicing now rather than waiting.

New invoice

Write one by hand: lines, tax, a discount, a due date and notes.

Record payment

Cash, check or anything paid outside CrossAdapt.

Void

Void an invoice, or a payment (a refund; owners and admins only).

Print

A printable copy.

Export

Export invoices and Export payments download CSVs for your accountant.

Members get an email when an invoice is issued, a reminder three days before it's due, and more one and seven days after if it's still open. Each email has a Pay now link that works without signing in.

Card payments

Members pay you by card through your own Stripe account. The money goes straight to you, Stripe's fees come from your account, and CrossAdapt takes no cut.

1. As the owner, go to Settings › Card payments and tap Set up card payments.
2. Stripe asks for the business and bank details it needs. If you stop partway, Continue setup picks it up; Check again refreshes what Stripe still needs.
3. When the status says On, card payments are live.

Then members can save a card and pay invoices on the web, invoice emails can be paid by card, and the join page can take payment. A membership with a saved card is billed and charged by Stripe automatically; void those invoices in Stripe and the void shows here. Open Stripe Dashboard is where you see payouts, refunds and disputes. Card payments and cash sit side by side in your reports and exports.

Sales and products

The till sells anything else: water, chalk, a T-shirt, a drop-in.

1. Owners and admins add products in Sales › Products: name, price, sales tax, category, an optional SKU, and how many are on hand (the till won't sell more than that).
2. In Sales, tap New sale, choose a Walk-in or a Member, and add products.
3. Choose how they paid: cash (type what they handed you and the change is worked out), check, a card on your own terminal, bank transfer, or comp. Print receipt if they want one; each sale is kept as a paid invoice.

Today's sales lists everything sold today.