Skip to main content

How to Use Memberships in the Backoffice

Sell and redeem memberships through the backoffice.

Updated over 3 weeks ago

📗 TIP

Learn how to create a membership product.

Sell Membership

Sell membership products via the New Order button in the top navigation.

  1. In the Ventrata dashboard, press the + New Order button.

  2. Select 'Booking' from the dropdown menu.

    New Order - Booking

  3. Adjust booking parameters as needed.

    Booking Parameters

    • Customer - when customers fill in their details during booking, their contact information is stored in the dashboard; you can assign the booking to a customer listed in your database

    • Membership - if a membership was purchased by the customer, enter the membership's ticket reference to associate the membership with the order, see Redeem Membership below

    • Source - change the source of the booking

    • Reseller - assign a reseller to the booking, who will earn a cut from the transaction based on their commission scheme

    • Skip Confirmation Email - do not send a booking confirmation to the customer

  4. Select a membership product from the list.

    Select Product

  5. Select the number tickets, or memberships.

    Select Number of Tickets

  6. Then modify the 'Valid From' date. The 'Expires On' date is automatically calculated based on the validity period set on the membership product.

    Membership Validity

    📗 TIP

    To learn more about setting up memberships, refer to this article.

  7. Finish the order by pressing the Checkout button.

    Checkout

  8. Fill in all mandatory customer fields (marked by an asterix *) for each ticket

    Customer (Member) Contact Details

    ❗️ IMPORTANT ❗️

    These are the details customers will use to log into their membership through the web checkout. Make sure the information entered here is accurate.

    📗 TIP

    You can configure which fields are visible and required in the 'Per Ticket' Fields tab on the product level.

  9. Check the 'Send me the latest offers and exclusive discounts' if the customer wants to receive marketing updates.

  10. Uncheck the 'Email Receipt' box if the customer does not want to receive an order receipt.

    Communication Opt-Ins/Outs

  11. Press the Checkout button to proceed to payment.

    Checkout

  12. Select how to make the payment.

    • Charge amount now - customers pay for the order immediately using one of the available payment methods

    • Split Payment - customers pay for the order immediately by dividing the total amount into multiple portions, using one or more payment methods

    • Pay later - customers pay for the order at any time between now and the start of the tour, either online with a credit or debit card via the Pay Balance Now button in the email receipt, or in person at the entrance using one of the accepted payment methods onsite.

    📒 NOTE

    The list of available settlement methods may differ depending on your account; it will be different for internal sellers and reseller agents.

  13. Select the payment method to pay for the booking.

    Payment

  14. Fill in the information necessary to process the transaction.

    • Credit/Debit Card - either enter the card information manually (Manual Entry tab) and press the Process Transaction button, or use a payment terminal (Card Terminal tab) to collect the payment

    • Cash - enter amount tendered ('Cash tendered' field) and the system will give you the change for the customer. If a cash drawer is connected, press the Open

      Cash Drawer button to handle the exchange

    • Gift Card - use the drop-down field to search for available gift cards that can be used as payment for the booking

    • Other - use the drop-down field to search for other means of payment for the booking

  15. Then press the Confirm Order button.

Confirm Order

📒 NOTE

If the membership was bought in Test mode, i.e. the 'Test order' box was checked during the purchase, the membership can only be redeemed on test mode.

Conversely, live bookings cannot be used on a web checkout in Test mode.

Redeem Membership

Redeem a membership by creating a new booking and applying the membership benefit to it.

  1. In the Ventrata dashboard, press the + New Order button.

  2. Select 'Booking' from the dropdown menu.

    New Order - Booking

  3. Copy the ticket reference of the membership

    • from the booking detail;

      Booking Detail - Ticket Reference

    • or from the email voucher in the customer's inbox;

      Email Voucher

    • or a printed voucher.

  4. Enter the ticket reference in the 'Membership' field of a new order.

    Membership Reference

  5. Select a product and number of tickets.

  6. The system will automatically apply the first applicable benefit to the booking.

    Promotion Benefit

    Ticket Benefit

  7. Once product, tour time, option and tickets selection is complete, press the Checkout button at the bottom of the window.

    Checkout

  8. By using a membership, the contact information of the member is automatically populated as the contact information for the booking.

    Checkout - Contact Details

    📗 TIP

    You can override these fields as needed, for example, when a member is purchasing on behalf of someone else.

  9. Finally, continue to payment to complete the order.

The booking detail clearly displays the benefits (promotion or member tickets).

Promotion

Member Tickets

Renew Membership

Renew a membership to create a new linked membership with extended validity. You can process a renewal at any time.

  1. Go to Bookings > Bookings and locate the membership booking.

  2. Open the booking and press the Renew button.

    Renew Membership

  3. The new validity period always starts from today's date.

    Validity From - Expires On

  4. Check the renewal price.

    📒 NOTE

    The price of a renewal is calculated based on the number of additional days purchased.

    [membership product price] / [validity days] * [days valid]

    📘 EXAMPLE

    A £10 membership valid for 30 days, renewed on day 28, costs:

    10 / 30 * 28 = £9.33

  5. Customise renewal terms using these options:

    • Upgrade Full Price - charge the full price regardless of the number of unused days

    • Upgrade Append Validity - charge the full price and add unused validity to the renewed membership

      Upgrade Append Validity

      📘 EXAMPLE

      Renewing on day 28 of a 30-day membership results in a renewal with 32 days validity.

  6. Complete the renewal process by pressing the Checkout button and paying the renewal price.

The renewal is recorded in both the original membership booking and renewed membership booking.

Original

Renewed

Membership Reference

A membership reference is required for benefit redemption.

  • renewed memberships receive a new reference (1)

  • the old reference can still be used to pull up the membership (2)

Any old reference can be used to search for the current membership, no matter how many times it has been renewed. This means that new membership cards do not need to be issued to the member at each renewal.

Search for Current Membership

📗 TIP

The membership reference is located either in the booking detail, in the voucher sent to the customer's email address or the printed voucher.

Booking Detail

Email Voucher

Membership Activity

Track member bookings through the MEMBER ACTIVITY button in the membership booking detail.

  1. Go to Bookings > Bookings and open the membership booking.

  2. In the ticket details, press the MEMBER ACTIVITY button.

  3. The Bookings table opens, filtered to show only bookings linked to the selected membership reference.

Ticket Detail - Member Activity

Bookings - Member Activity

Related Articles
How to Make a New Booking Using the Backoffice
How to Use Memberships on the Web Checkout
How to Use Membership Benefits on the Terminal
Create Membership Products
How to Use Membership Benefits on the Kiosk
Did this answer your question?