Register : Selling a Membership or Class Pass

Staff can sell a membership or class pass to a customer right from the Register, without switching over to the CRM or Member Management screens first. This article covers how the sale works, how proration is calculated, and the difference between Pay Now and Pay Later.

Desktop only. This feature is not available in Browser as of this writing.

Where to find it

In the Register, open the TOOLS menu and select Membership / Pass Sale.

Selecting the customer

Use Search to find an existing customer, or the green + to add a new one.

• If the customer is already a member, their Membership ID loads automatically and the field locks — you can't change it here.
• If they're new, a Membership ID is generated automatically and the field stays editable. You can type a different value if needed; it's checked for duplicates against other active memberships before the sale goes through.

One thing to know: for a brand-new customer paying with Pay Now, confirm the Membership ID on the customer's member profile after the sale completes. The member record is the authoritative source for the assigned ID — give the customer the ID shown there, not the value typed in this field during the sale.

Picking a class and strategy

Select the class from Select Class. The Expiration Date fills in automatically based on how that class is configured (a specific date, or a set number of days/months/years from the effective date).

If a Strategy dropdown is available, pick one. Strategy determines the charge and processing fee for this sale. The Strategy dropdown is enabled only when the class has at least one strategy configured in Settings. If a class has no strategies configured, the field stays disabled and the class's own base pricing applies.

Settings for classes, strategies, and expiration rules live at Settings → Membership Class Type Settings → Manage Classes.

Proration

If the class is set up to prorate, Billed Till Date auto-fills to the end of the current billing cycle, and the amount charged today is reduced based on how many days are left in that cycle. You can adjust Billed Till Date manually — doing so recalculates the prorated amount.

Important: the prorated amount is a one-time, first-period charge only. It does not reduce the customer's ongoing recurring bill. A customer who joins partway through a monthly cycle might pay a smaller amount today, but their next full monthly charge is the class's regular amount — not a continuation of the prorated figure. Set that expectation with the customer at the time of sale.

Completing the sale: Pay Now vs. Pay Later

Pay Now adds the sale to the current register order (or opens a new order for the customer if none is open) and charges the prorated amount immediately as part of that sale.

• Pay Now is disabled for any class on an advance billing schedule — those classes can only be sold through Pay Later.
• A membership sold with Pay Now posts to the member's Purchase History, not the member's ledger. To review the charge later, open the member's Purchase History.

Pay Later saves the class assignment to the member's record immediately, unpaid — the backend billing/ledger process drives the actual charge from there. Confirmation reads "Membership saved successfully."

• Advance-billing classes can still be sold through Pay Later — that path doesn't carry the same block.

To correct a Pay Now sale before it's finalized, click the edit icon on the register line to reopen the popup with your entries preserved.

Who can use this

Any staff member who can reach the Register's TOOLS menu can sell a membership or class pass, including generating a Membership ID for a new customer — there is no separate permission or role restriction on this feature. To restrict it to certain roles, contact your Club Caddie representative.

One additional limitation: a customer who is a sub-member (not the primary member on an account) cannot buy a class this way — the sale has to be run under the primary member.

If the customer already has this class

Selling a class the customer already holds active triggers a popup and stops the sale:

To sell it anyway (for example, renewing early), set the Effective Date after the current class assignment's expiry.

Common Questions

Why is the Strategy dropdown greyed out?

The class has no strategies configured in Settings. The dropdown is enabled once the class has at least one strategy; until then, the class's base pricing applies.

Is the prorated amount the customer's new recurring rate?

No. The prorated figure is a one-time first charge. From the next billing cycle onward, the class's regular recurring amount applies.

Why is Pay Now disabled for some classes?

Classes on an advance billing schedule are sold through Pay Later only.

Where does a Pay Now membership charge appear on the member's account?

Under the member's Purchase History. Pay Now charges are part of the register sale, so they are recorded there rather than on the ledger.

Which Membership ID do I give a new customer?

The ID on their member profile after the sale completes. For a new-customer Pay Now sale, confirm it there rather than from the sale popup.