Dynamic pricing allows you to set different prices for each inventory item, based on your membership structures, including the option to set membership specific prices per clinic. In the steps below, you will see different options for allocating prices to products and services so that you can have accurate prices for different memberships, and still differentiate members from non-members at checkout.
🖥️ Web
Accessing Inventory List
1. Lets start by logging into the web from https://app.aestheticrecord.com
2. Click Inventory at the top of your browser
Adding New Inventory
3. If you need to add a new inventory item, click Add Product over to the right of the screen.
Note: Upon saving a new product you've added, you will see the option to add member pricing in the following steps.
4. If you have not added inventory yet, we recommend viewing these articles for an in depth overview of how to add services and retail products: Add and Manage Services in Your Inventory and Add a Retail Item in Inventory
5. As you will see in the article linked above, prior to saving your new inventory item, you will have to create a Regular Pricing. To add the normal price for your inventory, click the Regular Pricing tab. Regular pricing is just the day-to-day pricing, before any discounts, promotions, memberships, etc.
As a reminder, if you have multiple clinics in your account, you can set a different price for each location, or click Same for all Clinics to the right if you want to set the same price across all locations.
Adding Membership Pricing for Inventory Items
6. If this is a new inventory item you have added, a notification will pop-up upon saving asking if you want to also add specific member pricing for this item.
If you are editing an existing inventory item, you will see a new tab across the top that says Membership Pricing when you click into the item from your inventory list.
7. This Membership Pricing section allows you to create additional, tiered pricing for each inventory item based on your membership structures. For information on creating and managing memberships, click here.
There are some important things to note here, as you can set up membership pricing in a few different ways:
You can set member pricing for inventory items per clinic location
Utilize this feature if you have multiple locations that offer the same membership and pricing at each.
Example: Gold Members get a Facial for $125 at Location A, but Location B is in an area where you want Gold Members to get a Facial at $115 instead.
You can set membership pricing for inventory items per membership
If you want to include a special price for each membership instead of the same price, you can do that.
Example: you want a Facial to be $70 for Gold Members, $80 for Silver Members, and $90 for Platinum Members.
You can also set one member price to populate across all memberships offered, and/or across all clinic locations in your account.
To do this, you can check both boxes for Same for all clinics and Same for all memberships.
In addition to regular pricing for inventory, this will set an alternative price for anyone in a membership- regardless of the membership.
Example: non-members pay $150 for a Facial and anyone who is considered a member in AR will pay $130.
This allows you more control to specify different member pricing for tiered memberships; but also to decide if members at different clinic locations should be paying different amounts!
Here is an example case for tiered pricing by membership type and clinic:
You have a virtual weight loss clinic that focuses specifically on GLP-1s and subsequent peptides, supplements and retail items applicable to weight loss. When someone joins a Weight Loss Membership in THIS virtual clinic, you want to ensure they are getting a discount on products and services applicable to weight loss. You do not want to extend membership pricing for facial injectables, lasers, etc. Conversely, when someone in your physical clinic joins an Injectors Club membership, you want to make sure they are getting discounted pricing on all facial injectables, but you do not want to give them discounted pricing on weight loss products and services unless they join that membership. So in these cases, you'd want to set prices by clinic and by membership.
Same for All Clinics
8. If you check the box for Same for All Clinics*,* you will see one place to add member pricing.
You can select and add one overall price for all memberships or one for each membership by using the membership dropdown to the right of the checkboxes. You can set it for one membership, hit the floppy disk icon, then move on to the next one.
Example: If you have a microneedling membership where Microneedling is the same price for patients across every clinic in your account, you will check this option to set one member price for Microneedling. Otherwise, you can set a different price per clinic.
Same for All Memberships
9. Same for All Memberships will keep one standard price for all members, and you can change the price per location. You will see the membership name default to "For All Memberships" and will set the price for each location in your account.
Example: If you have multiple memberships where Microneedling is the same price for every member, regardless of the membership they are in, you can check this box to set one price for microneedling across all memberships you have. Otherwise, leave it unchecked, and you can set a different member price for each membership you have.
10. Additionally here, you can click the i icon next to Member Pricing to view more information on how price is calculated for patients based on certain criteria:
If Membership Pricing = 0, then $0 will be charged at checkout.
If Membership Pricing is left blank (--):
The system will use Regular Pricing.
If there is a *pre-configured membership discount, it will be applied to the regular price.
If a client has multiple memberships, the system will apply the lowest final price — determined by the lowest Membership Pricingor the highest applicable discount.
If there is no *pre-configured discount, the system will apply the Membership Pricing (if set); otherwise, it defaults to Regular Pricing.
*pre-configured discounts can be adjusted underSettings > POS > Patient/Client Loyalty
Same for All Clinics & Same for All Memberships
11. If you check both boxes, this will set one membership price for this inventory item for all membership types and all clinics.
This option will essentially give you only 2 prices for this inventory item, rather than multiple different prices based on clinic or membership type.
12. If you leave both options unchecked, you can go clinic by clinic and by each membership type to set price per clinic x membership
***If you do not check either box, that means you will have one inventory item priced differently for every membership type and every clinic location if needed. This can turn in to a lot to keep track of for your staff, so use this sparingly if you have several memberships and several locations!
13. After editing the prices for a membership or clinic type, be sure to use the blue save disk before moving to the next step!
14. If you try and move on without saving, you will see a pop-up to ensure you want to save or cancel your work.
15. When you have finished editing all the tabs for your inventory item, you can use the large Save in the upper right hand corner to go back to your main inventory list.
Reminder: you will automatically have an option to add membership pricing when you add a new inventory item to your account. If you need to add/edit membership pricing for an existing inventory item, just click into it and you will see the Membership Pricing tab across the top!
Adding Favorite Memberships to Your Profile
You can add multiple memberships structures to your profile by going to Settings > Account Setup > Your Profile from the web. This will allow you to apply "favorite" memberships that will pull through the cart at checkout when working through payment with patients.
Helpful IF/THEN Guide for Dynamic Pricing Scenarios
IF | THEN |
You create an inventory item and add a regular price | You'll have the option to set up Membership pricing by clicking the "Membership Pricing" button |
You click on "Membership Pricing" for an inventory item
| You'll see "Same For All Memberships" automatically checked and "--" displayed as the membership pricing option |
You want the same price for every membership across all your clinics | Click both "Same for All Memberships" AND "Same for All Clinics". Your options will simplify to just Regular Price and Membership Price. Fill in your membership price, click Save, and this becomes your default pricing template for all clinics and memberships |
You want different prices per clinic but the same price for all memberships within each clinic | Unclick "Same for All Clinics" while keeping "Same for All Memberships" checked. You'll return to the original page showing individual clinic options. The "Same for All Memberships" price will display what you previously entered. Customize pricing for each clinic as needed and click Save |
You want to set unique prices for specific memberships at specific clinics | Unclick "Same for All Memberships". Use the Membership dropdown to select the specific membership you want to customize. Enter the custom price and click Save. Only the memberships you customize will use the new pricing; others will keep the default "Same for All Memberships" price |
You want to go back to "Same for All Memberships" pricing after setting custom prices | Reclick the "Same for All Memberships" checkbox. The dropdown will return to "All Memberships" and the "Same for All Memberships" template will override any custom pricing. Your custom pricing is still saved but won't be active |
You want to reactivate your custom pricing | Unclick "Same for All Memberships". All your previously set custom prices will still be there. Use the dropdown to review and adjust individual membership pricing. Click Save to make individual pricing templates active again |
Key Points to Remember
You can use "Same for All Memberships" OR individual membership pricing, but not both simultaneously
Custom pricing is preserved when you switch back to simplified pricing
Always click Save after making changes to activate your new pricing template
At checkout, clients see pricing based on your most recently saved template