There may be occasions where you have different memberships or subscriptions set up within Stripe from previous booking systems and would like to import them into Bookwhen. The Import feature is a handy tool to pull the information, making the transition to Bookwhen smoother.

This article covers:

Please note: Memberships are available on the Standard plan or above.


Requirements

You'll need to ensure you connect your account to Stripe, have Memberships enabled and have a product (membership) already set up from within Stripe.


How to import the membership

Select Memberships from the left-hand menu:

There are two different views of the Import feature.

  1. The view you see when no other memberships have been created on your account:

  2. The view you see what you have existing memberships on your account:

Select the grey Import button on either view, and a window with a drop-down menu pops open:

From here, you can select the product you'd like to import from Stripe:

Once you've found your Stripe product, select the blue Import button. It may take a few minutes to pull all of the information from Stripe, depending on how many members and the size of your product. Once completed, the membership will show on your account, ready for you to edit and build on.

Here is an example of how the imported membership looks. You'll see two sections; Prices and Memberships:

  • The Prices section lists all the prices associated with your Stripe product, for example, "£25 per month".

  • The Memberships section lists all existing members (names and email addresses).

What information the import includes

  • Pricing included in the Stripe product (i.e. monthly or annual cost, multiple prices and recurring period)

  • All existing customers/members associated with the Stripe product, creating customer profiles for those without existing ones on Bookwhen.


Checklist for next steps

Once you've imported the membership, you'll need to create your membership offer and exclusive tickets that your members can access.

  1. Set up your membership offer in Bookwhen by selecting the Group blue hyperlink to open the Customer group:

    This is where your offers sit. To create an offer, select Add offer in the top right-hand corner, then Create:

  2. Then you can set up your exclusive tickets. An exclusive ticket is part of your membership 'offer'. Once a customer signs up as a member, the system automatically assigns them to a specific customer group. Within that group, their offer is customised by you, as explained here. They also apply to any manual customer groups you set up and add customers to.

Important notes

  • Please ensure you always add the details of the offer and exclusive tickets that work alongside the membership, as the import does not do this.

  • You can still add new members manually to the Customer group (for reasons such as offering a free 'membership' to a friend or staff member).

  • You can retroactively add a price within Stripe after manually creating a Customer group in Bookwhen (once you've imported as the import links your account).

  • Import connects the products and prices and keeps the membership list up to date (i.e. pulls through the existing members and any new members added).

  • Pausing or cancelling a membership on Stripe doesn't translate through to Bookwhen. Please ensure you cancel any memberships from within Bookwhen.

  • Correspondence/communication is made from Bookwhen once connected

  • You can remove a membership within Bookwhen by archiving.

✨ If you have any questions, please get in touch with the support team via live chat or email at support@bookwhen.com

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Tags: membership, memberships,

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