> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/membership-management-hub/enroll-member.md). # How to Enroll a Member ### Before you begin (Prerequisites) * **Permissions**: You must be an **Administrator**, **Supervisor**, **Manager**, **Support**, or **Account Rep**. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). * **Admin Setup**: A membership program or service must exist. Payment processor must be connected. See: [How to Link a Payment Processor](/products/control-panel-overview/admin-overview/link-payment-processor.md). * **Welcome Email** (recommended): Set up a triggered email so new members receive a welcome message automatically. See: [How to Set Up Triggered Emails](/products/control-panel-overview/communications-overview/setup-triggered-emails.md). ### Ways to Enroll a Member | Method | When to use | | ---------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Enroll a Member button** (below) | Any club that doesn't have an application process built and enabled — admin enrolls directly from the membership program. Works for Membership ID, paid, and add-on. | | **Subscribe a Person** (below) | Subscribe to a membership via SELL menu. For standalone services, see: [How to Subscribe a Person to a Service](/products/control-panel-overview/billing-payments-hub/subscribe-to-service.md) | | **Approve an application** | Applicant reviewed and approved through the application workflow. For details, see: [How to Process a Membership Application](/products/control-panel-overview/applications-overview/process-application.md) | | **Self-signup** | Member enrolls themselves via the portal or public sign-up page. See: [How to Enable Self-Signup for a Membership](/products/control-panel-overview/membership-management-hub/enable-self-signup.md) | | **From a CRM profile** | Open an existing profile and enroll directly from the member record | ### Instructions #### Option A: Enroll a Member (Dashboard / Members menu) 1. Start the enrollment workflow using one of these paths: * **Dashboard**: Click the green **Enroll a Member** quick-action button on the home page. * **Members menu**: Click [**MEMBERS > Manage Membership Programs**](https://control.peoplevine.com/admin_membership_list.aspx), then click the green **Enroll a Member** button at the top of the page. > **Note (Pro Dash)**: Navigate to **REWARD > Enroll a Member**. 2. **Select Subscription Type**: Choose **Membership** (not Service) at the top, then select the program from the list using the radio buttons. Use the **Search Items** field to filter if needed. Click **CONTINUE**. > To subscribe to a **Service** instead (standalone recurring charge, no membership card), see Option B below. 3. **Find the person**: Search by name or email and select their profile, then click **USE THIS PERSON**. * If they do not exist, click **REGISTER NEW PERSON** and enter first name, last name, and email. 4. **Create the membership card** (membership only — skipped for services): * **Membership Number** — leave blank to auto-generate. * **Alternate ID Number** — optional (e.g. keycard ID for connected systems). * **Joined On** — defaults to today's date. * **Expiration Date** — for Membership ID programs only. * **Perk Date** — leave blank or set a date for perk issuance schedule. * **Status of Membership** — defaults to Active. Options: Active, Pending/Paused, Suspended, Upgraded, Downgraded, Expired, Cancelled, Archived. * **Set as Primary Membership Card** — checked by default. * **Attach Member Photo** — optional. * Click **CONTINUE TO PAYMENT** (if a paid membership). > **Membership ID programs**: For Membership ID (non-paid) programs, skip steps 5–7 below. The card is created without a subscription — no billing configuration or payment is needed. 5. **Configure billing** (paid memberships only): * **Select Billing Frequency** — pre-populated from the program. * **Recurring Charge**, **Initiation Fee**, **Tax Amount**, **Total Charge** — calculated automatically. * **Prorate this membership** — toggle to prorate the first charge. * **Automatically charge the customer each billing cycle** — enabled by default. * **Date Subscribed** — defaults to today. * **Term Renewal Date** — defaults to one year from today. * **Next Billing Date** — leave blank to charge now; set a future date to delay the first charge. The membership card stays in whatever status you set it to (typically Active or Pending) — a future billing date does not automatically change the status. * **Select Affiliate** and **Associate with a Location** — optional, for reporting. * **Notes** — internal notes on this subscription. 6. Optionally change the **Billing Contact** if different from the member being enrolled. 7. Select a **Payment Type**: * **Credit Card** or **ACH (eCheck)** — saved on file for recurring billing. * **Invoice** — creates an invoice; collected via auto-sweep if House Account Billing is enabled (next morning if Daily, 5th of following month if Monthly), or manually collected if HA auto-billing is not enabled. * **Wire / Cash / Paper Check** — one-time only, will NOT persist for recurring billing. * **Voucher** — applies a voucher code to cover the charge. * **Entry** — records a manual entry with no payment collected. * **Not Required** — skips payment at enrollment. 8. Click **CREATE** to complete enrollment. > **Warning**: If you select "Not Required" and the member has a card on file, the system will still charge that card on the next billing date. To delay billing, set the **Next Billing Date** to a future date instead. #### Option B: Subscribe a Person (SELL menu) Use this path to subscribe a person to a membership program via the SELL menu. > For **standalone services** (locker rental, parking, spa access — no membership card), see: [How to Subscribe a Person to a Service](/products/control-panel-overview/billing-payments-hub/subscribe-to-service.md). 1. Navigate to [**SELL > View Subscriptions**](https://control.peoplevine.com/subscriptions) and click **SUBSCRIBE A PERSON** (green button, top left). > **Note (Pro Dash):** Navigate to **SELL > Subscriptions > Subscribe to Plan**. 2. **Find the person**: Search for an existing member and click **USE THIS PERSON** — or click **REGISTER NEW PERSON** to create a new profile first. 3. Under **Select Subscription Type**, select **Membership** at the top, then select the specific program from the list. Click **CONTINUE**. 4. Complete the card and billing steps as described in Option A above (steps 4–8). ### Reference: "Not Required" Payment Method The "Not Required" option skips payment collection at the time of enrollment. Use it when: * **Deferred billing** — payment will be collected later (set the Next Billing Date to the intended start date). * **Migration/import** — transferring members from another system where billing is already handled. > **Note**: Complimentary members should be enrolled in a **Membership ID** program (no subscription). Do not create a $0 subscription — subscriptions should never have a $0 amount. For **trial or temporary access**, use the same approach — create a Membership ID program and set an expiration date on the card. The membership will auto-expire without requiring billing cancellation. **What happens after enrollment**: If the member's subscription has a non-zero billing amount, the system will attempt to charge the card on file on the Next Billing Date. If no card is on file, the charge will fail and the membership will enter Failed status. For deferred billing, always set the Next Billing Date to the date you want billing to begin. > **Integrations**: Newly enrolled members sync to connected systems (POS, PMS, spa) based on your integration settings. Verify the member appears in the integrated system after enrollment. ### Best Practice Always verify the billing contact before saving. Set the next billing date deliberately — this is the most impactful field for controlling when billing begins. For couples or family memberships, the primary member is typically the billing contact for all sub-members. ### What Happens Next * **Membership**: If a welcome email triggered campaign is active, the member receives a welcome email directing them to the portal. In the portal, they can download their digital membership card. If no triggered campaign is set up, the member is enrolled but no automatic email is sent. * **Next step**: [How to Add a Sub-Member](/products/control-panel-overview/membership-management-hub/add-sub-member.md) (if enrolling a family), [How to Send a Member Their Digital Membership Card](/products/control-panel-overview/membership-management-hub/send-membership-card.md), or [How to Manage Subscription Billing](/products/control-panel-overview/billing-payments-hub/manage-subscription-billing.md). *Last updated: 2026-05-24* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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