Benefit Memberships
A benefit membership is a membership a customer receives for booking an event, instead of buying it. It cannot be purchased in the Climber App or sold by staff. Each participant on a paid booking receives it automatically, it starts on the day of the event, and it ends on its own.
When to use one: an introductory session that comes with two weeks of full access afterward, or a multi-day course whose participants should be able to enter the facility for as long as the course runs.
Setting one up takes two steps: create the membership, then choose it on the events that grant it.
If the membership is not selected on an event, a schedule, or a schedule exception, nobody receives it. Creating the membership grants nothing by itself.
Create the benefit membership
- Go to Memberships & Passes and select Add Membership.
- In the Setup section, set Purchase Type to Benefit.
- To cap how many times one customer can receive it, fill in Maximum Grants per Customer (optional). Leave it blank for no limit. See Limiting how many times a customer receives it.
- Fill in the rest of the membership the same way as one that customers buy, including its Benefits. There is no Pricing section, since a benefit membership is never sold.
- Set Status to Active and save. Only an active membership can be chosen on an event.
Purchase Type cannot be changed later: once a membership has been saved as Active, its Purchase Type is locked. An existing recurring or prepaid membership cannot be turned into a benefit membership; create a new one.
Choose which events grant it
The membership is chosen with the Benefit Membership (optional) field, which appears in a different place for each type of event. All of them are reached from Event Setup by editing the event type.
| Event type | Where the field is | What it covers |
|---|---|---|
| One-off or multi-part | Occurrences, on each occurrence | That occurrence |
| Repeating | Schedules, on each schedule | Every upcoming session the schedule creates |
| Repeating | Schedule Exceptions, on each schedule exception | The sessions that exception creates |
| Private events | The private event's own details | That private event |
Rolling event types cannot grant a benefit membership. The field does not appear on their schedules.
Two fields work together:
- Benefit Membership (optional): the membership to grant. It lists active memberships whose Purchase Type is Benefit, and defaults to No Benefit Membership.
- Benefit Additional Days After Event: how many days past the event the membership lasts, from 0 to 365. It is disabled until a membership is chosen.
Saving applies it to people already booked: participants already booked onto an occurrence receive the membership when the occurrence is saved. On a schedule or schedule exception, participants already booked onto upcoming sessions receive it when it is saved, and sessions that have already started are not changed.
A schedule exception carries its own setting. Sessions created by a schedule exception follow the exception's Benefit Membership (optional) field, not the schedule's, so set it in both places when both should grant the membership.
Who receives it, and for how long
- Who: every participant on a booking that is paid in full or has its deposit paid. A booking still waiting on payment grants nothing until the payment is made.
- When it starts: the beginning of the event's first day.
- When it ends: the end of the event's last day, plus the additional days. On a repeating event type, that is the day of the session.
- Booking, not attendance: the membership comes from the booking. A participant who does not show up keeps it.
Example: Summit Bouldering runs an introductory session every week and wants each participant to have two weeks of access. Its schedule grants a "Two-Week Trial" benefit membership with 13 additional days. A participant booked onto the October 5 session holds the membership from the start of October 5 through the end of October 18: the day of the session plus 13 more.
The membership ends early when its booking does. Canceling the participant's reservation or the whole booking ends the membership immediately. So does removing the benefit membership from the event or schedule.
Where staff can see it: the customer's activity log records when the membership was received and, when it ends early, why. On the customer's profile, the membership's details show a Granted by line naming the event, with a View Reservation link.
Limiting how many times a customer receives it
Maximum Grants per Customer (optional) is the most times one customer can receive the membership, counted across every event, schedule, and schedule exception that grants it.
- Reaching the limit does not block the booking. The customer books and attends as normal; they do not receive the membership again, and their activity log records that the limit was reached.
- A grant that ended early does not count. A membership that ended because its booking or reservation was canceled, or because the benefit was removed from the session, frees that slot up.
Example: Summit Bouldering sets the limit on its "Two-Week Trial" membership to 1. A customer who books a second introductory session a month later attends it, and receives no second trial.