Package settings

Package Name

The name of the package. This is viewable by clients and is a required field.

Upload Image

Click to upload an image to represent the package in the store and on client profiles after the purchase.

Package Description

The description of the package. This is viewable by your clients, so it should be both descriptive and creative, but brief. This isn’t a required field, but it is highly recommended.

Activate Item

Click to activate or deactivate the package.

• Set the ACTIVATE ITEM option to ON to activate the package and allow clients to purchase it.

• Set the ACTIVATE ITEM option to OFF to deactivate the package and prevent clients from purchasing this package.

  • When this option is set to OFF, the following options are available:

    • DEACTIVATE ON – Click the date field and select a date from the calendar when the package will deactivate. This date will override the expiration date set in the package’s advanced settings.

    • USABLE BY CLIENTS WHO ALREADY PURCHASED – Set this option to NO and click OK to prevent clients who have already purchased this package from booking services with this package.

  • If the date selected under Choose expiry date has passed, the ACTIVATE ITEM option is automatically set to OFF. The ACTIVATE ITEM option can only be set to ON again if you select a later date under Choose expiry date in the advanced settings for the package.

Notes:

• If you deactivate a package and make it unusable for clients who have already purchased it, any memberships within the package are canceled for those clients. Clients’ canceled memberships can’t be reactivated and must be purchased again.

• If you allow clients to continue using a deactivated package that they have already purchased but the only remaining item in the package is a product, both the product and the package will become inactive after 30 days. This overrides the expiration date set for the package.

Included Items

The services that can be booked with the Purchase Options. The options are:

• Appointments – Appointments are generally one-on-one services, such as personal training sessions, but can include multiple clients.

• Classes – Classes are a series of sessions offered by your business. Unlike events, clients aren’t expected to attend every session in the series.

• Events – Events are a self-contained series of sessions offered by your business.

• Assets – Book-a-Spot assets are physical objects or spaces offered by your business.

• Gym visits – Gym Visits are a type of service that allows access to a gym or studio.

• Products – Products are physical items that can be sold through your store.

• FitVID – FitVID on Demand is a service that allows you to upload and store videos on WellnessLiving. This option only appears if you created FitVID memberships.

• Account tab – Account tabs add a monetary value to a client’s account balance based on a predetermined amount and can be configured to be a one-time purchase or to auto-renew after a specified duration.

After adding the items to your package, you can also modify the package.

• To add a discount, click Add discount under the item name and enter a dollar value or percentage discount.

• To modify the quantity, click Add quantity under the item name.

• To create a new item or Purchase Option to add to the package, click ADD under the selected Purchase Option service category.

• The total price of the package, including any discounts, is listed next to TOTAL PACKAGE PRICE. Details about the individual price of each item are listed below.

Price Settings

Controls whether clients see an itemized breakdown of package components or a single total price in your store widget. Your choices are:

• Display a single total price for the package – Clients see one total price for the package.

• Display individual prices for each item in the package – Clients see an itemized breakdown of each component's price, with one-time payments and recurring payments grouped separately.

This defaults to Display a single total price for the package for all new and existing packages. This setting only affects client-facing store widgets. When you duplicate a package, this setting is copied to the new package.

After Expiration

This setting determines what happens after the package expires. You have the following options:

• Do nothing – All items in the package will expire. This setting will be automatically applied to any packages that auto-expire by having their contents manually canceled.

• Auto-Renew and do not cancel current package contents – New copies of all items in the package will be sold to the client after it expires.

• Auto-renew and cancel current package contents – All the old items in the package will be canceled and new copies of the items will be sold to the client after the package expires.

  • If your package includes event bookings, these bookings are not canceled upon auto-renewal.

Additional options are available when either of the Auto-Renew options are selected:

• Enable client control – Clients can opt out of the package auto-renewal. The option to opt out is only available on the Client Portal and can’t be accessed on the Achieve Client App.

• Disable client control – Clients can’t opt out of the package auto-renewal.

If you modify the expiration behavior of a package that has previously been sold and try to save your changes, a confirmation popup is displayed with the following options:

• Apply to previously sold Purchase Options – If this option is set to ON, your changes will be applied to packages that clients have purchased, and the following option will be displayed:

  • Apply to previously sold and edited Purchase Options – If this option is set to ON, your changes will be applied to packages that clients have purchased and that have been individually modified.

The confirmation popup also displays the total number of clients affected by this change. Click the number to display a list of all affected clients.

Note: For packages that include memberships, keep the following information in mind:

• Clients with packages set to expire will be prevented from booking services beyond the package’s expiry date, even if the package includes a membership with unlimited visits set to auto renew. By default, the client will be bound to the package’s expiry date.

• To avoid double billing clients for memberships or session passes that are included in an auto-renewing package, we recommend selecting the Auto-renew and cancel current package contents option.

  • If you only want a specific Purchase Option within a package to automatically renew, set the membership or session pass to automatically renew after a specified duration. Then remove automatic renewal from the package by selecting the Do nothing option under After Expiration and the Does not expire option under Select Expiration.

Online Store Category

The category or categories that this package is listed under in the store.

Select Activation Date

Determines when the package will activate. Your choices are:

• First visit – The package will activate on the date of the first session booked using any Purchase Option within the package.

• Sale date – The package will activate on the date the package is purchased.

• Choose a date – The package will activate on the date chosen.

Note: Start dates of memberships within packages will take precedence over package start dates.

Select Expiration

Determine how and when the items in the package expire. This expiration date will take precedence over any expiration dates on individual items within the package. Your choices are:

• Does not expire – The items in the package do not expire.

• Expires [duration] [time period] after sale – The package will expire after the specified amount of time after the package is sold.

• Choose expiry date – The package will expire on the selected date.

  • When the package expires, the ACTIVATE ITEM option is automatically set to OFF.

  • If the package has expired before it has been sold to a client, you can only change the ACTIVATE ITEM option to ON after you update the expiry date under Choose expiry date.

  • If the package has expired after it has been sold to a client, you can’t set the ACTIVATE ITEM option to ON. To sell this session pass again, you must create a new package with the same settings.

Purchase Restrictions

The purchase rules for the package:

• Only staff can sell this Purchase Option makes the package only sellable by staff members using the Staff Back Office.

• Client can buy online allows clients to purchase the package through the online store.

  • Choose how clients can buy online:

    • Select All clients to buy online to allow any client who meets the client type or group restrictions to buy this package online

    • Select Only clients with Direct Buy URL can buy online to restrict online purchases to clients that have been given a direct checkout or product details link.

  • Choose when clients can buy online:

    • Set Publish to ON to make the package available for online purchase starting on the selected Publish date and Publish time.

    • Set Unpublish to ON to remove the package from online purchase on the selected Unpublish date and Unpublish time.

• Available to all clients makes the package available to any of your clients.

• Introductory offer for new clients only makes it so that clients with an active account in your business can’t purchase this package.

  • For more information about introductory offers, see Creating an introductory offer for new or prospective clients.

• Available to selected client groups or types only lets you select the client types and client groups whose members can view and purchase this package in your store. You can select as few or as many as you need from each menu.

Note: If you use CAASI, you can control whether CAASI shares details about items marked as Only staff can sell with clients. For more information, see Customize CAASI's personality.

Package Attendance Restrictions

Determines whether the package has an attendance restriction, which restricts the number of available visits in a package to a specific period. The package attendance restrictions will take precedence over the settings of the memberships and passes included in it.

For example, a package can have an attendance restriction that only allows a maximum of five visits every month.

• No attendance restriction – Clients can use the package as many times as they want while it’s active.

• Apply attendance restriction – Clients can use the package a maximum number of times during a specific number of days, weeks, months, or years.

  • Click the Add or Remove buttons to add or remove additional restrictions.

  • Set the maximum number of visits permitted during a specific number of days, weeks, months, or years.

  • Select when the restriction is applied:

    • Attendance restriction is applied at the start of the calendar cycle starts the restriction based on the calendar (e.g. June 1-30 for a monthly package)

    • Attendance restriction is applied at the start of the payment cycle starts the restriction when the auto-payment period begins for the client.

Applying rollovers

• If you select Enable session rollover, you must choose what happens to the rollover sessions:

  • If you don’t want rollover sessions to expire, select Rollover sessions do not expire.

  • If you want rollover sessions to expire, select Rollover sessions expire after and set the amount of time the sessions will remain active.

    • Example: a package with a monthly attendance restriction is set up so that rollover sessions expire after three months. The package starts in January and there were four unused visits left on January 31. These four rollover sessions will expire on April 30.

  • If you want unused visits to carry over after the package auto-renews, set the Rollover sessions upon auto-renew option to ON.

    • When unused visits are carried over after a package auto-renews, the original attendance restrictions set for the package will no longer apply to them.

  • To limit the number of unused visits that will carry over, set the Limit number of rollover sessions option to ON and enter the limit for the number of rollover sessions.

    • Example: a package has a monthly attendance restriction with a maximum of five visits that can carry over. If the client has six unused visits at the end of the month, they will lose a session.

    • If you choose not to set a limit, clients can accumulate an unlimited number of rollover sessions.

  • If you’re customizing an individual Purchase Option and you select Enable session rollover, you can only set the rollover start date before the purchase date if the package hasn’t auto-renewed yet and the package’s start date is prior to the purchase date. Once the package auto-renews, you can’t set the rollover date range to any date prior to the purchase date or the start date that you set for the package.

Note: If a Purchase Option has Apply attendance restriction and Enable rollover sessions selected, there will be no marker on the client’s Passes & Memberships page indicating which visits on the Purchase Option are rollover sessions.

Contract

Select whether the client must agree to a contract before purchasing the package. Your choices are:

• No Contract – The client doesn’t need to agree to a contract.

• Clients must agree to a contract – The client must agree to a contract. Enter your contract in the text field.

Notes

• Clients won’t be required to sign a contract for packages that were imported into WellnessLiving.

• If you modify a package’s existing contract, when you save your changes, you will receive a Contract update popup that will notify you if you’re updating the contract for a Purchase Option that some clients have previously signed. In this popup, there will be a Require clients to re-sign the contract option. Setting this option to ON will make it mandatory for clients to re-sign the contract if they already own this package.

• If a package that has a contract associated with it is set to auto-renew, clients won’t be required to re-sign the contract each time the package automatically renews.

• If a package contains Purchase Options that require separate contracts, clients will be required to sign a single contract that includes the content of both the contract for the package and the contract for each Purchase Option. To ensure clients know which Purchase Option each part of the contract is associated with, we recommend including the contract variable [PurchaseOption] at the beginning of each contract.

Automatic Staff Commissions

Select the staff members who will receive automatic commissions for this Purchase Option.

When automatic commissions are enabled you can use the checklist below this setting to select which staff members will receive automatic commissions for this Purchase Option. Use the dropdown next to their name to select which of their commission pay rates to use for the automatic commissions.

Barcode

Enter or generate a barcode to identify this package in your WellnessLiving system.

Receipt

Select Default email receipt to send your default receipt to a client who purchases this package.

Select Custom email receipt to create a custom receipt to send to a client who purchases this package.

For information on how to use variables in the email message, see Email variables.

Termination

Determine whether the package expires on a specific date.

• Terminate – The package will be removed from the client’s Passes & Memberships page on the date you select.

• Do not terminate – The package will remain on the client’s Passes & Memberships page in their client profile.

Notes:

• These termination settings are only available when customizing an individual Purchase Option in the client’s profile.

• Packages expire at 11:59 p.m. on their selected end date.

Revenue Categories

The revenue categories assigned to this package.

Click Search and select items… to select revenue categories. From here, you can also choose to Add new categories or Manage your existing categories.

Remove revenue categories by clicking Remove on individual categories, or by clicking Clear all.

Product Details URL

Copy this URL to link clients directly to the product details page for the package in your store, where they can review information before deciding to purchase. This URL can be added to your automated notifications, automated marketing campaigns, your website, or other client-facing content.

Direct Checkout URL

Copy this URL to link clients directly to the checkout page for the package in your store, allowing them to purchase without viewing the product details page This URL can be added to your automated notifications, automated marketing campaigns, your website, or other client-facing content.