🖥️ Web
This article includes all configuration steps for your convenience!
1. Navigate to https://app.aestheticrecord.com/settings/clinics
Click on Settings in the upper right hand corner
Creating Membership Agreements
2. Locate and click on Clinical Documentation > Patient Paperwork
3. Then head to the Membership Agreements tab across the top
4. This is where you will need to create an agreement for each membership you want to add to your account. When patients enroll, the agreement is the last step in their membership enrollment. Their signed agreements will automatically save to their Documents section in their profile.
You can always edit agreements from here as needed.
Click Create Agreement
5. If you have an agreement already created elsewhere, you can paste it in the textbox from here.
Give it a name, and ensure your agreement does not lack anything from the overall terms and scope of the membership structure. Membership agreements will help you in the case of a dispute, so make them very detailed!
Be sure to Save before exiting.
Creating Membership Structures
6. Next, locate and click on POS > Patient Loyalty in the left settings menu.
7. You will first need to enable the membership program in your account.
Click Edit
8. Then, switch the toggle to enable to membership program.
Include the Program Name and a Thank You Message.
The program name is not a specific membership, so we recommend using something like "[Your Clinic Name] Loyalty" or something similar.
The thank you message will be shown on the enrollment completion invoice that sends to patients after they successfully sign up for a membership.
Be sure to save!
9. Below, you can click Add new type to begin building your membership structure.
10. This is where you will name your actual membership.
If you plan on offering multiple, be sure to identify them by their tiers (Gold, Silver, Bronze) or by their specific type (Bank Your Botox, VIP Club, etc.)
11. Let's break down each of the following fields and related information below:
Discount: this section is going to give members a blanketed discount on everything purchased from your practice.
For example, if you set 10% here, every individual line item on an invoice will also include a 10% discount.
**If you don't want a blanketed discount, we recommend setting up membership pricing for your products and services through Inventory instead. This will allow you to allocate different member prices based on location, membership type, etc. View more information here!
12. Decide the Payment Frequency for the membership.
Monthly: The membership will autocharge the patient's card on a monthly basis for the duration of their enrollment
Yearly: The membership will autocharge the patient's card once a year. If you choose this option, you can also decide if the membership will auto renew or not at the end of the year.
Both: This option will allow patients to choose if they want to be charged yearly or monthly upon enrollment. This is great to use if you want to offer the same membership at two different payment options.
13. One-Time Setup Fee will allow you to include an enrollment fee if you wish. This will only apply to the enrollment process, and if you are enrolling with the patient in person, you can internally decide to waive the fee. If a patient signs up on their own through their Patient Portal, the setup fee will automatically apply.
Monthly/Yearly Membership Fee is where you will determine the recurring charge each billing cycle, based on the payment frequency you choose.
If you select Both for payment frequency, you will be able to set a monthly and yearly membership fee in this section.
14. Next, you will select the Membership Agreement that you added in the first few steps of this guide.
Keep in mind, you must have an agreement created before you can save a membership so be sure you add your terms and agreement as step 1!
To the right you can choose a color for each membership type you create, and you will see a colored star symbol next to patients' names on both the Web and the App when they are actively enrolled in a plan. Click Change to decide the color for your membership.
Check out the bottom of this article for more information on what each membership symbol means when next to a patients' profile!
15. There are a few additional settings you can decide on toward the bottom- let's look at each toggle in more detail below.
From top to bottom:
If you want the membership fee to bank as a dollar credit in the patient's wallet each billing cycle, you can enable this using the top toggle. This is great to use if you have a simple membership structure that allows members to save up and use their dollars towards products and services.
Additionally, if you are going to offer the use of a discount code upon patient enrollment, you can decide if the discounted fee or the full membership fee is what gets banked. (more information on discount coupons in the steps below)
If you want to allow patients to self-enroll in a membership through their portal, you can enable the third toggle from the top. Otherwise, leave it untoggled and this will require a patient to be in the practice with you to sign up.
If you want members to be able to see wallet credits or services through their patient portal, use the toggle on the bottom to enable.
This will allow patients to see any banked credits or services they have in their wallet, making it easier for them to get back in the practice for more!
16. Include an overview of the membership and perks in the Membership Description for Booking Portal.
17. Final step; if your membership includes free monthly products or services for members, you will set that up at the very bottom.
A few considerations with free monthly products:
You must already have the product or service set up in inventory, as this pulls directly from your inventory list.
Free monthly products will begin appearing in the wallet on the first full month draft-- If you prorate the enrollment for a new member, they will not see the free monthly perks until the following billing cycle when they pay full price of the membership.
You can search the product name, and choose the number of units, treatments, etc that will bank each month automatically. If you want to add multiple free items, click the blue plus sign to the right to add more. As you add and save, the products will populate at the bottom.
Be sure you SAVE before exiting this window so you don't lose your progress!
Managing Cancellation Options & Time Commitments
Setting Up 1-Click Cancellation for Patient Portal
18. Navigate to Patient Loyalty and locate the "Allow 1 Click Cancellation on Patient Portal" section.
By default, all clinics under your account are included in the 1-Click Cancellation list, allowing patients to cancel their memberships directly through their patient portal.
19. To manage which clinics allow patient cancellations, simply remove any clinic from the list that should not permit self-cancellation.
No toggle is required — management is handled directly from this Patient Loyalty page.
Configuring Minimum Time Commitments & Early Cancellation Fees
20. Within your membership structure settings, you'll now see a toggle: "Does this membership require a minimum time commitment?"
21. When you enable this toggle, two new fields will appear:
Minimum Months field: Set the required commitment period (1 month minimum, 12 months maximum)
Early Cancellation Fee field: Enter the fee amount that will be charged if a patient cancels before completing their commitment (whole numbers only)
22.Next, decide how this minimum commitment will apply using the Applicability Options:
This feature is disabled by default at launch.
OR, you can choose to enable it for:
New memberships only: The commitment terms will only apply to patients who enroll after you enable this feature
New & Existing memberships: The commitment terms will apply to both new enrollments and current active members
Patient Experience: When a patient attempts to cancel their membership before completing the minimum time commitment, they will see a warning popup that includes:
The minimum time commitment they agreed to
The early cancellation fee amount
Information about how this will impact their stored payment method
Patients can then choose to Proceed by clicking Yes (and accept the fee) or Go Back by clicking No to keep their membership active.
Be sure to Save your changes before moving on to the next section!
Please note, if they cancel from the portal, the patient will receive a copy of the paid invoice, and you will see an invoice transaction under your sales tab & in your Daily Sales Summary and it will be updated in the Membership Churn Report.
Creating Membership Discount Coupons
23. If you wish to create and promote coupon codes for membership signups, locate the Membership Discount Coupons section in further down on the right of the page.
Click Add Coupon.
24. Give the Coupon Code a Name (this is what you will need to punch in to apply the coupon at the time of membership enrollment, so make it easy for patients/members to remember and read!)
Choose between percentage or dollar amount for Discount Type
Determine the Discount Value this coupon will take off of the membership fee
Choose an Expiration Date-- for example, if you are running a promotion and new members between now and the end of may can use this code for a discount off of their first month, set it to expire at the end of May.
You can also decide if this coupon, once applied by a member, can be redeemed forever, one time, or for a limited time.
Click Save to move on when you are finished.
25. Use the Copy tool if you want to post the coupon code to your socials, or blast it out in an email as a promo for new signups.
If you no longer need the discount code, you can use the trashcan icon to delete it altogether.
26. At the very bottom right of the page, you can also view a log of user activity related to adding, editing and managing memberships and coupon codes.
This is helpful to see and ensure changes are accurate and make sense for users and members!
Adjust the Display Order of Memberships for Online Booking
After creating your membership structures, you can decide the order in which they appear for your Online Booking URL.
27. From the Membership Type section on the main Loyalty Tab, click on Display Order for Online Booking across the top.
28. Then, using the 3 lines to the left of a membership, you can click and drag up or down.
After saving, you will see this order chosen reflect on your Booking URL.
Check out additional articles for enrolling patients in memberships, editing membership structures and types, and setting dynamic pricing for memberships in inventory!