Complete Guide to Packages & Memberships

Packages are one of the most powerful tools for growing your fitness studio. They encourage commitment, increase revenue, and build client loyalty. This guide shows you how to create, sell, and manage packages effectively.

Table of Contents

1. Understanding Packages
2. Package Types Explained
3. Creating Your Package Offerings
4. Selling Packages to Clients
5. Using Packages for Bookings
6. Package Lifecycle & Status
7. Pricing Strategy
8. Best Practices
9. Common Scenarios

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Understanding Packages

What Are Packages?

Packages are prepaid bundles that clients purchase upfront:

• Session Packs: Fixed number of sessions (e.g., 10 sessions for $200)
• Memberships: Unlimited sessions for a time period (e.g., unlimited classes for 1 month)

Why Offer Packages?

Benefits for Your Business:

• 💰 Upfront revenue (cash flow)
• 📈 Higher average transaction value
• 🔒 Client commitment and retention
• 📊 Predictable income
• ⏰ Less time on per-session payments

Benefits for Your Clients:

• 💵 Save money (discounted rates)
• 🎯 Commitment to their fitness goals
• ⚡ Faster booking (no payment each time)
• 🏆 VIP feeling
• 📱 Convenience

Package vs. Single Sessions

Single Session:

• Pay per class: $25
• No commitment
• Pay each time
• Full flexibility

10-Session Pack:

• Pay upfront: $200 ($20/session)
• Save: $50 (20%)
• Valid: 90 days
• Commitment to attend 10 classes

Monthly Membership:

• Pay monthly: $150
• Unlimited classes
• Best for frequent attendees (6+ classes/month)
• Auto-renewal option

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Package Types Explained

Session Packs

How They Work:

• Fixed number of sessions included
• Sessions deducted with each booking
• Valid for specific time period
• Expires after validity period

Example: 10-Session Pack

Name: 10-Session Starter Pack
Sessions: 10
Validity: 90 days (3 months)
Price: $200
Per-session cost: $20

Client Experience:

1. Client purchases pack for $200
2. Gets 10 sessions to use in 90 days
3. Books a class → 1 session deducted (9 remaining)
4. Books another → 8 remaining
5. After 10 bookings → Pack exhausted
6. Or after 90 days → Pack expired

Status Tracking:

• sessions_used: How many used (0-10)
• sessions_remaining: How many left (10-0)
• expiry_date: When it expires
• status: active, exhausted, expired, or cancelled

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Memberships

How They Work:

• Unlimited sessions during period
• No session counting
• Time-based validity
• No "exhausted" status (only expiry)

Example: Monthly Membership

Name: Monthly Unlimited
Sessions: Unlimited
Validity: 30 days
Price: $150
Per-session cost: As low as $5 if attending 30 classes!

Client Experience:

1. Client purchases membership for $150
2. Can book unlimited classes for 30 days
3. Books 15 classes in the month
4. Effective cost: $10/class (great value!)
5. After 30 days → Must renew

Best For:

• Very active clients (10+ classes/month)
• Committed regulars
• Premium offering
• Predictable monthly revenue

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Creating Your Package Offerings

Step-by-Step: Create a Package

1. Go to Packages in main menu
2. Click Create Package
3. Fill in package details
4. Set as active
5. Click Create Package

Package Configuration

Basic Information:

• Name: Clear, descriptive name

  • Good: "10-Session Starter Pack"
  • Bad: "Pack A"

• Description: Benefits and details

  Perfect for new members! Get 10 classes at a discounted rate.
  Use within 3 months. All class types included.
  

• Type: Session Pack or Membership

  • Session Pack: Fixed number of sessions
  • Membership: Unlimited sessions

Pricing:

• Number of Sessions: 10 (for session packs only)
• Validity Period: 90 days
• Price: $200

Status:

• Active: Available for purchase
• Inactive: Not available (hidden from selection)

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Recommended Package Structure

Every studio should offer 3-5 package tiers:

Tier 1: Trial Package (Low Commitment)

Name: 5-Session Trial
Type: Session Pack
Sessions: 5
Validity: 30 days
Price: $100 ($20/session)
Discount: 20% off single session rate ($25)
Target: New clients trying out your studio

Tier 2: Starter Package (Medium Commitment)

Name: 10-Session Pack
Type: Session Pack
Sessions: 10
Validity: 90 days (3 months)
Price: $200 ($20/session)
Discount: 20% off
Target: Occasional regulars (1-2x/week)

Tier 3: Committed Package (High Commitment)

Name: 20-Session Power Pack
Type: Session Pack
Sessions: 20
Validity: 180 days (6 months)
Price: $350 ($17.50/session)
Discount: 30% off
Target: Regular clients (2-3x/week)

Tier 4: Monthly Membership (Unlimited)

Name: Monthly Unlimited
Type: Membership
Sessions: Unlimited
Validity: 30 days
Price: $150
Break-even: 6 classes
Target: Very active clients (8+ classes/month)

Tier 5: Annual Membership (Premium)

Name: Annual VIP Membership
Type: Membership
Sessions: Unlimited
Validity: 365 days
Price: $1500 ($125/month equivalent)
Discount: 17% vs. monthly membership
Target: Your most committed clients
Benefits: 2 months free, priority booking, special events

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Selling Packages to Clients

Method 1: In-Person Sales

When to Sell:

• After client's first or second class
• When client asks about pricing
• When client is booking frequently
• During promotional periods

Sales Process:

1. Go to Members
2. Select the client
3. Click Purchase Package
4. Select package from dropdown
5. Confirm purchase date (defaults to today)
6. Set payment status: Paid / Unpaid
7. Add notes if needed
8. Click Purchase

Sales Script Example:

"I noticed you've been coming 2-3 times per week. Have you
considered our 10-Session Pack? You'd save $50 compared to
single sessions, and it's valid for 3 months. That's just
$20 per class instead of $25."

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Method 2: Client Self-Purchase (Future Feature)

Some systems allow clients to purchase packages online. Check your system for this capability.

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Recording Package Purchases

Information Tracked:

• Client: Who purchased
• Package: Which package type
• Purchase Date: When bought
• Expiry Date: Auto-calculated (purchase_date + validity_days)
• Payment Status: Paid / Unpaid / Refunded
• Amount Paid: How much charged
• Notes: Special arrangements, promotions, etc.

Example:

Client: Sarah Johnson
Package: 10-Session Pack
Purchase Date: Jan 1, 2025
Expiry Date: Apr 1, 2025 (90 days later)
Payment Status: Paid
Amount Paid: $200
Notes: New Year promotion - free yoga mat included

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Using Packages for Bookings

Booking with a Package

Steps:

1. Create a booking (from Bookings or Classes)
2. Select the client
3. Package dropdown appears if client has active packages
4. Select which package to use
5. Complete booking
6. Session automatically deducted

What Happens:

• Booking links to client package
• Session count decremented (for session packs)
  • Before: 10 sessions remaining
  • After: 9 sessions remaining
• Client's usage tracked
• No per-session payment needed

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Package Validation

The system automatically checks:

✅ Package is Active

• Status must be "active"
• Not cancelled

✅ Package Hasn't Expired

• Current date ≤ expiry date
• If expired, package can't be used

✅ Package Has Sessions Remaining (Session Packs)

• sessions_remaining > 0
• If exhausted (0 remaining), can't be used

❌ If Validation Fails:

• Package won't appear in dropdown
• Client must pay per session
• Or purchase new package

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Multiple Packages

Clients can have multiple packages:

• Old package expired, new one purchased
• Different package types (session pack + membership)
• Gifted packages

When Booking:

• All valid packages shown in dropdown
• You choose which to use
• Client can use membership for regular classes, save session pack for special workshops

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Package Lifecycle & Status

Active Package

Conditions:

• Within validity period (purchase_date to expiry_date)
• Sessions remaining > 0 (for session packs)
• Status = "active"

Client Can:

• ✅ Use for bookings
• ✅ See in their profile
• ✅ Track usage

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Expiring Soon

Alert Triggers:

• Less than 7 days until expiry
• Still has sessions remaining

Your Action:

• Contact client
• Remind them to use sessions
• Offer extension for fee
• Suggest renewal package

Message Example:

Hi Sarah! Your 10-Session Pack expires in 5 days (Apr 1).
You still have 3 sessions remaining. Book now so they
don't go to waste! Need more time? Let me know.

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Expired Package

Conditions:

• Current date > expiry_date
• May still have sessions remaining

Client Cannot:

• ❌ Use for new bookings
• ❌ Redeem remaining sessions

Your Options:

1. Strict Policy: Expired = lost
2. Grace Period: Allow 1-week grace
3. Extension: Charge fee to extend ($20 for 30 days)
4. Goodwill: Transfer remaining to new package

Best Practice: Have clear policy, communicate in advance

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Exhausted Package

Conditions:

• All sessions used (sessions_remaining = 0)
• Only applies to session packs

Client Experience:

• Package marked complete
• Can't use for more bookings
• May still be within validity period

Your Action:

• Congratulate on completion
• Offer renewal package
• Suggest upgrade to larger pack

Message Example:

Congrats, Sarah! You've completed your 10-Session Pack.
Ready for another? Upgrade to our 20-Session Power Pack
and save even more - just $17.50/class!

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Cancelled Package

When to Cancel:

• Client requests refund
• Medical reasons
• Relocation
• Dispute

Process:

1. Find client package
2. Change status to "Cancelled"
3. Update payment status to "Refunded"
4. Add notes explaining reason
5. Process refund through payment system

Refund Policy Examples:

• Full refund if <10% used
• Pro-rata refund based on sessions used
• No refund after 30 days
• Store credit instead of cash refund

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Pricing Strategy

Calculate Your Package Pricing

Step 1: Know Your Single Session Price

• Example: $25 per class

Step 2: Decide Discount Percentage

• Small pack (5-10 sessions): 15-20% discount
• Medium pack (10-20 sessions): 20-25% discount
• Large pack (20+ sessions): 25-30% discount
• Memberships: Break-even at 6-8 classes

Step 3: Calculate Package Price

10-Session Pack with 20% Discount:

Single session: $25
Discounted: $25 × 0.80 = $20/session
10 sessions: $20 × 10 = $200 total
Client saves: $50

20-Session Pack with 30% Discount:

Single session: $25
Discounted: $25 × 0.70 = $17.50/session
20 sessions: $17.50 × 20 = $350 total
Client saves: $150

Monthly Membership:

Single session: $25
Target: 6 classes to break even
Price: $25 × 6 = $150/month
Client saves if attending 7+ classes

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Pricing Psychology

Good Pricing:

• $200 (clean number)
• $199 (psychological discount)
• $17.50/session (shows value)

Bad Pricing:

• $203.47 (confusing)
• $15.99/session (cheap/low quality)

Show Savings:

10-Session Pack: $200
Save $50 vs. single sessions!
Just $20 per class (normally $25)

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Validity Period Strategy

Short Validity (30 days):

• ✅ Encourages quick usage
• ✅ Drives attendance
• ✅ Good for small packs
• ❌ May feel restrictive

Medium Validity (90 days):

• ✅ Balanced approach
• ✅ Allows flexibility
• ✅ Standard for 10-session packs
• ✅ Most popular

Long Validity (180 days):

• ✅ Premium offering
• ✅ Suits large packs
• ✅ VIP feeling
• ❌ Less urgency to attend

Unlimited Validity:

• ❌ Not recommended
• ❌ Reduces urgency
• ❌ Tracking issues
• ❌ May forget/never use

Rule of Thumb:

• 5 sessions → 30 days
• 10 sessions → 90 days
• 20 sessions → 180 days
• Memberships → 30 or 365 days

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Best Practices

Promotion & Sales

When to Promote Packages:

• New Year (fitness resolutions)
• New client's 2nd or 3rd visit
• Client's birthday month
• Spring/summer (beach body)
• Back-to-school (routine building)
• Holiday gifts

Promotional Ideas:

New Year Special:
Buy a 10-Session Pack, get 1 free class ($25 value)
Valid Jan 1-31 only!

Birthday Month:
20% off any package during your birthday month

Referral Bonus:
Refer a friend who purchases a package,
get 2 free classes added to your pack

Holiday Gift:
Gift packages with custom cards available!

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Display & Communication

In Studio:

• Poster with package options and pricing
• Handout cards with packages
• Mention after every trial class

Online:

• List packages on public booking page
• Include in welcome email
• Post on social media monthly

Verbal Sales:

• Train staff on package benefits
• Have stats ready ("Save $150 per year!")
• Show examples ("Most members choose the 10-pack")

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Package Management

Monthly Tasks:

• Review expiring packages (contact clients)
• Check exhausted packages (offer renewals)
• Analyze package sales (which are popular?)
• Adjust pricing/offerings based on data

Quarterly Tasks:

• Review package performance
• Consider new package types
• Update pricing if needed
• Survey clients on package preferences

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Renewal Strategy

Proactive Outreach:

1 Week Before Expiry:

Hi Sarah! Your 10-Session Pack expires in 7 days.
You have 2 sessions left - book them now!
Ready to renew? Reply and I'll set you up.

Expiry Day:

Your package expires today. Want to continue?
Renew now: [link or instructions]

1 Week After Exhaustion:

Congrats on completing your pack! 🎉
Ready for your next one? Consider our 20-Session Pack
for even better savings!

Offer Incentives:

• 5% discount on immediate renewal
• Bonus session with upgrade
• Free workshop with annual membership

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Common Scenarios

Scenario 1: Client Wants to Upgrade Mid-Pack

Situation: Client bought 10-session pack, used 3, wants to upgrade to 20-session pack.

Option A: Credit Remaining Value

1. Calculate remaining value: 7 sessions × $20 = $140
2. Price of new pack: $350
3. Client pays difference: $350 - $140 = $210
4. Cancel old package, create new 20-session pack

Option B: Finish Then Upgrade

• Client completes current pack
• Then purchases new pack
• Simpler but less flexible

Recommended: Option A for good customer service

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Scenario 2: Client Moving Away, Wants Refund

Situation: Client purchased 20-session pack, used 5, moving to another city.

Calculate Refund:

Total paid: $350
Cost per session: $17.50
Sessions used: 5 × $17.50 = $87.50
Remaining value: $350 - $87.50 = $262.50

Refund Options:

1. Full Remaining Value: $262.50 refund
2. Partial Refund: $200 refund (goodwill reduction)
3. Store Credit: Full $262.50 as transferable credit
4. No Refund: Policy stated no refunds (only if clear upfront)

Best Practice: Pro-rata refund builds goodwill

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Scenario 3: Client Package Expired with Sessions Remaining

Situation: Client's 10-session pack expired with 4 sessions left.

Options:

A: Strict Policy (Lost)

• Clear policy stated upfront
• Expired = lost
• No exceptions

B: Grace Period (7 Days)

• Allow usage within 7 days of expiry
• Automated reminder before expiry

C: Extension for Fee ($20-40)

Hi Sarah, your pack expired but you have 4 sessions left.
For $30, I can extend it another 30 days. Interested?

D: Transfer to New Pack

Purchase a new 10-session pack and I'll add your
4 remaining sessions as a bonus (14 total).

Recommended: Option C or D balances business needs with customer satisfaction

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Scenario 4: Gifting a Package

Process:

1. Purchaser buys package
2. Create member profile for recipient (if new)
3. Assign package to recipient's profile
4. Add note: "Gift from [Purchaser Name]"
5. Generate gift certificate or email

Gift Certificate Details:

🎁 Gift Certificate 🎁

To: Jane Smith
From: John Smith
Package: 10-Session Pack
Value: $200
Valid Until: [expiry date]
Redeem at: [studio name/website]

Popular for:

• Birthdays
• Holidays
• Mother's Day / Father's Day
• Thank you gifts

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Scenario 5: Unlimited Membership Abuse

Situation: Client books 30+ classes per month, attending 3+ times daily.

Approach:

1. Review Policy: Does your policy allow this?
2. Have Conversation: Is client actually attending?
3. Set Reasonable Limits:
   • "1 class per day" policy
   • "14 classes per week maximum"
4. Adjust Membership Terms: Update policy for future
5. Or Accept It: Unlimited means unlimited!

Prevention:

• State limits in membership terms
• Track attendance patterns
• Cap at reasonable number (e.g., 2 classes/day)

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Quick Reference

Package Decision Tree

What type of client?

New/Trial
└─ Small pack (5 sessions, 30 days, 15-20% off)

Occasional (1-2x/week)
└─ Medium pack (10 sessions, 90 days, 20% off)

Regular (2-3x/week)
└─ Large pack (20 sessions, 180 days, 25-30% off)

Very Active (3+ x/week)
└─ Monthly membership (unlimited, 30 days)

Super Committed
└─ Annual membership (unlimited, 365 days, best value)

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Package Status Cheat Sheet

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Pricing Quick Calculator

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Summary

Packages are essential for studio growth:

• Offer 3-5 tiers to suit different client types
• Price with 15-30% discounts to incentivize purchases
• Set appropriate validity periods (30-180 days)
• Promote proactively at key moments
• Track expiry and renewals to maintain revenue
• Have clear policies on refunds and extensions
• Provide excellent customer service for package issues

Master your package system and you'll build a loyal client base with predictable, growing revenue.

For more help, see the Main User Guide or Quick Start Guide.