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Member Management / Offers and Enrollment

Create a member offer

Last modified: ~6 min read

Overview #

Members are added to the system by enrolling in a membership offer. Offer Builder is used to set up all membership offer options. To create a new member offer, select the + Offer button in Offer Builder and choose Member.

Offer details #

The Offer Details section defines the basic structure of the membership.

Offer Details form in Offer Builder showing fields for offer title, code, group, length type, club access, max cardholders, and signature requirement
Offer Details section with core membership configuration fields including title, code, length type, and access settings.
  • Offer Title: The name displayed for this membership offer.
  • Offer Code: A unique 8-character code for this offer.
  • Offer Group: Assigns the offer to a category for filtering and display.
  • Length Type: Days, Weeks, Months, or Open Ended.
  • Offer Length: The duration of the membership based on the selected length type.
  • Offer Description: A brief overview shown during enrollment.
  • Club Access: Default facility access for the member. Access can be updated on the member profile after sign-up at any time.
  • Max Additional Cardholders: Sets the maximum number of family or additional cardholders that can be added.
  • Signature Required: Toggle requiring a contract signature during enrollment.
  • Fixed Begin Date: Used for pre-sale memberships; sets a specific start date for all sign-ups.
  • Begin Date Offset: Number of days after sign-up before the membership officially begins.

Long description #

Use the Long Description section to enter a detailed, formatted description of the offer. For offers available through Online Join, use the Display in Online Join toggle to control whether this description appears to prospective members on the sign-up page.

Offer terms and conditions #

Use the Offer Terms and Conditions section to set the terms displayed on screen and printed in the contract. You can select from pre-built terms saved in Generic Terms or enter custom terms directly.

Offer Terms and Conditions section showing options to import from Generic Terms or enter custom contract language for in-club and online enrollment
Offer Terms and Conditions section where you select pre-built terms or enter custom contract language for in-club and online join.

For offers available both in-club and through Online Join, you can configure separate terms for each enrollment channel.

Payment terms #

The Payment Terms section is where you configure the cost and billing structure of the membership. This is the most important section when creating a new offer.

Payment Terms section header in Offer Builder showing the area where dues amount, payment frequency, and total payments are configured
Payment Terms section header, the primary area for configuring dues amount, billing frequency, and total payment count.

Details

Payment Terms Details subsection showing fields for term description, payment frequency, payment amount, total payments, and cardholder fee
Payment Terms Details fields including term description, payment frequency, amount per period, total payments, and optional cardholder fee.
  • Term Description: The name for this payment plan, shown during enrollment.
  • Payment Frequency: Weekly, Bi-Weekly, Monthly, Bi-Monthly, Quarterly, Semi-Annually, Yearly, or Paid in Full.
  • Payment Amount: The amount due per payment period.
  • Total Payments: The total number of payments required for a term membership.
  • Fee Per Cardholder: An additional amount charged per additional family member.
  • Allow Negotiation: Permits limited adjustments to price and terms at the time of enrollment. See Offer negotiation for configuration details.
  • Min Payment Amount: The lowest allowable dues amount when negotiation is enabled.
  • First Full Payment Day (Prorate): Sets a calendar day for aligned billing with proration. Applicable to Weekly and Monthly frequencies.
  • Skip Proration: Blocks collection of prorated dues upfront when a First Full Payment Day is set.
  • Fixed First Payment Date: Locks the first dues payment to a specific calendar date.
  • Payment Date Offset: Delays the first payment by a specified number of days from the sign-up date.

For details on when to use each payment timing option, see Offer setup overview.

Settings

Payment Terms Settings subsection showing toggles for Available in Member Enrollment, Available in Online Join, sign-up type, and online advertised price
Payment Terms Settings with toggles controlling in-club availability, online join availability, sign-up type, and the advertised price shown on the online join page.
  • Available in Member Enrollment: Makes this payment term available for in-club enrollment by staff.
  • Available in Online Join: Makes this payment term available for self-service online enrollment.
  • Sign Up Type: Controls whether this term is used for new sign-ups, renewals, or both.
  • Advertised Online Join Payment Amount: The price displayed to members before taxes and fees are added.
  • Include (plus taxes and fees) note: Toggle to append a tax and fee disclosure next to the advertised price.
  • Payment Contract Terms: Import from Generic Terms or enter the payment-specific contract language manually.

Renewal terms

Renewal Terms subsection showing options for No Renewal, Renew to Term, and Renew to Open-End with fields for configuring the renewal payment plan
Renewal Terms options: No Renewal ends the membership, Renew to Term presets a new term, Renew to Open-End rolls the membership to open-ended billing.

Renewal Terms determine what happens when the membership expires.

  • No Renewal: The membership ends without automatic renewal.
  • Renew to Term: Presets the details of the membership the member will renew into when their current term expires.
  • Renew to Open-End: The membership automatically rolls over to an open-ended membership when the current term expires.
Renewal Terms extended view showing additional payment frequency and amount fields that appear when Renew to Term or Renew to Open-End is selected
Extended Renewal Terms fields showing the payment frequency and amount configuration that appears when a renewal type is selected.

Note: The ability to set a Renewal Payment Frequency as part of the Renewal Terms is available on customer request. Contact your ASF account manager to enable this option.

Items #

The Items section adds Point of Sale items to the offer in the form of upfront costs or recurring add-ons.

Items section in Offer Builder showing POS Items tab and Add-ons tab for attaching upfront charges and recurring add-on products to a membership offer
Items section with the POS Items tab for sign-up charges and the Add-ons tab for recurring products billed alongside membership dues.
  • POS Items tab: Add items charged at sign-up, such as enrollment fees or equipment.
  • Add-ons tab: Add recurring items billed on a set schedule alongside the membership dues.

Member attributes #

The Member Attributes section allows you to associate specific attributes with this offer. Attributes are tags applied to a member's account at the time of sign-up and can be used for reporting, filtering, and communication targeting.

Activating the offer #

Once all sections are configured, activate the offer using the toggle in the upper right of the offer page.

Offer activation toggle in the upper right of Offer Builder, used to set an offer to active or inactive status
Offer activation toggle in the upper right of Offer Builder, setting the offer to active so it appears in enrollment.

Additional actions available from the offer:

  • Copy Offer: Duplicates the offer into a new inactive offer for editing. See Offer setup overview for details.
  • Delete Offer: Permanently removes the offer. This is generally not recommended. If you need to stop using an offer, deactivate it instead to preserve member history.

Need help? #

Contact your ASF account manager at clientsupport@asfpaymentsolutions.com or (301) 304-8841.

More from Offer Builder

Offer setup overview

Understand billing timing, proration, and start date settings before configuring payment terms.

Create a prospect offer

Build a prospect offer including visit limits, waivers, and upfront POS items.

Offer discounts

Create discount codes and associate them with offer payment terms for promotions.