This guide provides step-by-step instructions on how to utilize memberships with pricing variations in Aesthetic Record. We will walk through the steps in the web, then show how to chart and redeem these variations as well. By following these steps, you can easily create and manage different pricing variations for memberships, allowing for greater flexibility and customization in their business offerings.
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Tip: If you are offering a membership, and your client can choose from a list of various services for their free monthly service, there is a specific way to set this up in Aesthetic Record!

1. Log into the web version of Aesthetic Record

2. We will start by adding a product in "Inventory"

3. Click "Add Product"

4. Type the name of your membership in "Product Name" EX. Lovely Lines Refresh

5. Select "Service" for the inventory type

6. Choose "Memberships" as the Product Category

Tip: Tip! If you do not see "Memberships" you can create it by scrolling down to the bottom of the list and click "Create New Category"

7. Choose "Laser" in Product Type

Tip: Tip! The wording ("laser") will not reflect anywhere for the client to see. We are strictly selecting this option so the unit type at the bottom will reflect "Treatment"

8. Put "0" for the Cost to Company

9. Click Unit Type and choose "Treatment"

10. Select "1" for Count units By

11. Select "1" for Start at Unit

12. Next, click the "Pricing" tab and put the monthly price of the membership

13. Click "Save"

14. Click the settings wheel

15. Click "POS"

16. Click "Patient Loyalty"

17. Click "Add new type"

18. Name the membership EX. Lovely Lines Refresh

19. Choose the payment frequency, set up fee, and monthly membership fee.

20. Select the Membership Agreement

Tip: Tip! If nothing shows in this section, you must create a membership agreement in "Clinical Documentation" This is located in Settings>Clinical Documentation>Patient Paperwork>Membership Agreement

21. Choose a membership color

Tip: Tip! Once your client has signed up for the membership, a colored star will reflect beside their name in their profile depending on which membership they signed up for!

22. Toggle on your preferences

23. Add a description for your clients to view before purchasing

24. Click "Lovely Lines Refresh" (or whatever you named the item we made earlier in Inventory!)

25. Put "1" in Units. This will give them 1 free treatment in their wallet to redeem monthly.

26. Click "Save"

Tip: Tip! Instead of charting the original inventory item, you will chart this specific pricing variation when the client comes in to redeem their free service.

27. Click "Pricing Variation"

28. Click "Create"

29. Name the pricing Variation- ex. Lovely Lines Refresh

30. Select Recipe in "Manage Price"

31. Click "Bucket"

32. Click "Add"

33. Check off all inventory items that are included in the membership (these are the patient's service options when they come in to redeem their free monthly product)

34. Make sure to check the box shown below so you are able to choose which one the patient will be receiving that day

35. Name the bundle- EX. Lovely Lines Refresh Options

36. Click "Add"

37. Put 1 in "Units" and "0" in "Price per unit"

Tip: Tip! This will allow the patient to use a maximum of one service when charting

38. Choose a color for each service

39. Click "Save"

Tip: Tip! You can always change your membership toxin pricing in the specific item in inventory, BUT if you are running a short term promotion OR if different memberships offer different pricing for toxin, we suggest building a pricing variation for that too!

40. Click "Inventory", "Pricing Variartion", then "Create"

41. Name the variation- Ex. "Gold Member Toxin"

42. Select "At Product Level" in Manage Price

43. Click into Product Name and Select the Toxins you would like to change pricing on

Tip: Tip! If you do not see the product you're looking for here, make sure it is built out as a product in inventory first!

44. Click "Add More" if you would like to add different toxins ex. dysport, xeomin, etc.

45. You will be able to view your original pricing, then add the membership pricing under "New Price Per Unit"

46. Do the same for all other toxins

47. Click "Save"

Tip: Once you've built the Membership and Pricing Variations in the Web, you are all set to redeem them for your clients in the app!

48. Start the cosmetic procedure and tap +Product when you're ready to chart

49. Select "Pricing Variations" and the membership pricing variation you created earlier

50. Click the "Service Bucket"

51. Choose the service the patient would like to redeem

52. Chart the Variation (Double tap on the template or photo) and tap the floppy disk to save!

53. Tap the credit card icon to check out

54. As you can see, we have a lovely lines refresh service with a total of $0 at check out, but we're not done yet! Before going through the checkout process, we need to redeem their free service from their wallet.

55. To redeem, swipe down on the current sale box, tap "wallet" at the top of the screen, then select the membership free monthly service (Lovely Lines Refresh)

56. Type "1" - we're redeeming one service. Then, tap "Add to Cart"

57. It will take you back to the current sale section. As you can see, we charted the variation, redeemed the wallet debits, and we're all set to check out! If you go back to the patient's wallet (Located in their patient profile), you will see that the service was redeemed in the wallet log. Once you've completed these steps, click "Checkout"

Tip: Tip! When the total is $0, you will always choose the "cash" option at checkout.

58. Start the cosmetic procedure and choose +Product

59. Next, tap "Pricing Variation" and the Toxin Variation you are wanting to use. EX. Gold Member Toxin-Priced at $11 per unit (new pricing) instead of $12 (original pricing)

60. From the dropdown menu, select the toxin you are using on the client.

61. Chart the product like normal by double tapping, click save, then tap the credit card icon to check out!

62. Once at checkout, you can see that the system pulled $11 per unit for gold member toxin instead of your original toxin pricing of $12 per unit.