How to Give Staff an All-Access Membership

If you want to give your staff free access to classes, products, or services, you can set up an externally tracked payment with a long end date. This grants them membership benefits without requiring actual payment.

Understanding Externally Tracked Payments

An externally tracked payment is a way to grant package or membership benefits without processing a payment through Stripe. It's perfect for:

• Staff memberships
• Complimentary access for VIPs
• Promotional giveaways
• Grandfathered legacy memberships

Steps to Set Up Staff Membership

Step 1: Create the Staff Member's Customer Profile

If they don't already have one:

1. Go to CRM
2. Click Add Customer
3. Enter their name and email
4. Save

Step 2: Open Their Profile

1. Find the staff member in CRM
2. Click to open their full profile

Step 3: Add an Externally Tracked Payment

1. Find the Purchases or Subscriptions section
2. Look for "Add Externally Tracked Payment" or similar option
3. Configure the payment:
   • Product: Select the all-access or unlimited membership package
   • Start Date: Today or when you want access to begin
   • End Date: Set far in the future (e.g., 5 years from now, or a specific date)
   • Amount: $0 or leave blank
   • Notes: "Staff membership" for your records

Step 4: Save

1. Save the externally tracked payment
2. The staff member now has access to all benefits of that package

What This Grants

Depending on the package you select, staff may receive:

• Unlimited class access
• Appointment booking privileges
• Punch card credits
• Product discounts
• Any other package benefits

Managing Staff Memberships

To End Early:

1. Find the externally tracked payment on their profile
2. Edit the end date to today or remove it

To Extend:

1. Edit the externally tracked payment
2. Change the end date further into the future

To Change Access Level:

1. End the current externally tracked payment
2. Create a new one with a different package

Tips

• Use a specific package: Create a "Staff Access" package if you want different benefits than customer memberships
• Set reasonable end dates: Review annually rather than setting "forever"
• Keep records: Use notes to document why the complimentary access was granted
• Consider staff roles: Different staff may need different access levels

Alternative: Staff Discounts

If you want staff to pay a reduced rate rather than free:

1. Create a discounted product/package for staff
2. Have them purchase it normally
3. Or apply a coupon code for their discount