Set up plans and pricing

Plans define what your club offers and how much it costs. Before you can register members, you need at least one discipline and one plan with a price. This guide walks you through the full setup, from creating disciplines to configuring advanced pricing options.

Step 1: Create disciplines

Disciplines represent the martial arts your club teaches. Every plan and class is linked to a discipline.

1. Go to Settings > Disciplines from the sidebar.
2. Click Add discipline.
3. Enter the discipline name (for example, "Brazilian Jiu-Jitsu", "Muay Thai", "Judo", "Wrestling").
4. Save the discipline.
5. Repeat for each martial art your club offers.

If your club teaches a single martial art, you still need to create one discipline -- it is used throughout the platform to organize classes, plans, and graduation tracking.

Step 2: Configure age groups (optional)

If your club serves different age groups within a demographic (for example, different pricing tiers for "Mini Kids" ages 4-6, "Kids" ages 7-10, and "Teens" ages 11-15), set up age groups before creating plans.

1. Go to Settings > Age Groups.
2. Click Add age group.
3. Enter the age group name (for example, "Mini Kids").
4. Set the minimum and maximum age for the group.
5. Assign the age group to a user demographic (for example, "Kid").
6. Save and repeat for each age bracket.

Age groups are linked to user demographics and drive pricing tiers. When a member signs up, the system uses their date of birth to automatically select the correct age group and apply the right price.

Step 3: Create a plan

Plans are the high-level services your club offers. Each plan is tied to a user demographic (Adult, Kid, or Family).

1. Go to Settings > Plans from the sidebar.
2. Click Create plan.
3. Enter the plan name (for example, "Jiu-Jitsu", "Muay Thai Unlimited", "Kids BJJ").
4. Select the user demographic:
   • Adult -- for standard adult memberships. Members pay for themselves.
   • Kid -- for children's memberships. A parent or guardian is required as the responsible payer.
   • Family -- for family memberships. One designated payer covers multiple participants.
5. Select the discipline the plan belongs to.
6. Configure any plan limits (optional):
   • Maximum number of sports the member can train
   • Maximum weekly time slots
   • Maximum classes per week or month
7. Save the plan.

Accepting new members

Each plan has an accepts new members toggle. When turned off, the plan no longer appears in plan selection lists during member registration or portal onboarding. Existing memberships under the plan remain active and unaffected. Use this to retire old plans without disturbing current members.

Step 4: Add plan prices

Each plan needs at least one price. Plan prices define the specific billing terms a member can choose from.

1. Open the plan you just created.
2. Click Add price in the pricing section.
3. Configure the price details:
   • Price -- the amount charged per billing cycle (for example, 89.00 per month).
   • Contract duration -- the length of the initial commitment (for example, 6 months, 12 months, or open-ended).
   • Charge frequency -- how often the member is billed (for example, monthly, quarterly, yearly).
   • Age group -- if the plan's demographic has age groups configured, assign the price to the appropriate age bracket.
4. Save the price.
5. Add additional prices for different contract durations or frequencies.

Example: Adult BJJ plan with three pricing tiers

This structure rewards longer commitments with lower monthly rates while still offering flexibility to members who prefer no contract.

Step 5: Set up billing frequencies

Billing frequencies define which days charges are created.

1. Go to your payment settings.
2. Configure payment day options:
   • For monthly billing, set the allowed days of the month (for example, the 1st and 15th).
   • For weekly billing, set the allowed days of the week (for example, Monday and Friday).
3. Save the settings.

When a membership is created, the admin or member selects one of these payment days. The first billing date is calculated automatically as the first occurrence of the chosen day after the membership start date.

For example, if a member starts on June 10 and you allow billing on the 1st and 15th, the first charge date will be June 15.

Step 6: Add sign-up fees (optional)

Plans can include one-time fees charged when a membership is created, such as a registration fee, uniform fee, or association fee.

1. Open the plan you want to add fees to.
2. Find the Fees section.
3. Click Add fee.
4. Enter the fee name (for example, "Registration Fee").
5. Enter the amount.
6. Leave the recurring rule empty -- this makes it a one-time sign-up fee.
7. Save the fee.

Sign-up fees are listed during the member creation wizard. A checkbox allows the admin to skip the fee if needed (for example, during a promotional period).

Recurring fees

To add a fee that repeats on a schedule (for example, a quarterly insurance fee or an annual association fee):

1. Follow the same steps as above.
2. Set a recurring schedule that defines the frequency.
3. Save the fee.

Recurring fees are charged automatically alongside membership charges. They appear as separate line items on the member's invoices.

Step 7: Configure special pricing (optional)

Special prices let you offer discounts without creating separate plans. Common examples include student discounts, early-bird pricing, or promotional rates.

1. Open the plan where you want to add a special price.
2. Find the Special Prices section.
3. Click Add special price.
4. Enter the special price name (for example, "Student Discount").
5. Set the discounted amount and the applicable billing terms.
6. Save the special price.

In the plan selection UI, regular prices are shown under a "Regular Prices" heading and special prices appear in a separate "Special Prices" section. This keeps the options organized for both admins and members.

Step 8: Review your plan setup

Before registering members, verify your configuration:

1. Go to Settings > Plans and review each plan.
2. Confirm that every plan has at least one price.
3. Check that the correct demographic is assigned to each plan.
4. Verify that age groups are correctly linked to kid plan prices (if applicable).
5. Test the plan selection flow by starting the member creation wizard to see how plans and prices are presented.

What to do next

With your plans and pricing configured, continue setting up your club:

• Configure payment methods -- enable the payment types your members will use.
• Set up classes -- create your training schedule.
• Register a new member -- add your first member using the plans you just created.

For more details on how plans, demographics, and age groups interact, see Memberships.