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Importing Stripe members
Importing Stripe members

Learn how to import your existing Stripe members to Bookwhen

Anni avatar
Written by Anni
Updated over a week ago

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

If you have existing memberships or subscriptions in Stripe from another booking system, you can use the import feature to transfer them into Bookwhen. This helps ensure a smoother transition for you and your customers.

This article covers:


Requirements

Before you begin, make sure that you:

  • Connect your Bookwhen account to Stripe

  • Have Memberships enabled on your account

  • Set up a product (membership) within Stripe


How to import the membership

To import a Stripe membership into Bookwhen:

  1. Select Packages & Discounts, then Memberships from the left-hand menu on your account.

  2. There are two different views of the Import feature:

    • When there are no other memberships on your Bookwhen account, the Import Stripe Product will appear on the main screen:

      Memberships screen with an arrow pointing at the 'Import Stripe Product' button

    • When you have a membership set up in Bookwhen, an Import button will appear at the top of the screen:

      Memberships screen with an arrow pointing at the 'Import' button

  3. Select the Import button on either view, and a window with a drop-down menu will pop open.

  4. Select the product you'd like to import from Stripe:

    Important a Stripe Product screen showing the 'Stripe Product' drop-down menu

  5. Once you've found your Stripe product, select the Import button.

    • Depending on the number of members and the size of your product, pulling all of the information from Stripe may take a few minutes.

  6. Once completed, the membership will show on your account, ready for you to edit and build on.

💡 Please note: Bookwhen memberships follow Stripe's best practices and recommended product setup. If your current system uses a different format, importing existing subscriptions into Bookwhen may not always be possible.


Example

When you import a membership from Stripe, there will be two sections within the membership on Bookwhen:

  1. Prices: Lists all the prices associated with your Stripe product.

    • For example, "£25 per month".

  2. Memberships: Lists all existing members (names and email addresses).

    For example:

Memberships screen with arrows pointing at the 'Prices' and 'Memberships' sections

What information does the import include?

  1. Pricing included in the Stripe product

    This includes details such as:

    • Monthly or annual cost

    • Multiple price options (if applicable)

    • Recurring billing period

  2. Customer profiles

    All existing customers/members linked to the Stripe product will be imported into Bookwhen. If a customer doesn't already have a profile on Bookwhen, one will be created for them automatically.


Checklist for next steps

After importing the membership, set up your membership offer and exclusive tickets in Bookwhen. This ensures that your members can redeem their benefits seamlessly.

To do this:

  1. Select Packages & Discounts, then Memberships from the left-hand menu on your account.

  2. Find the membership, then View to open the membership settings.

  3. Select the Group hyperlink to open the associated Customer group and tailor the offer:

    Membership screen with an arrow pointing at the customer group hyperlink

  4. To create an offer, select Add offer in the top right-hand corner:

    Customer group screen with an arrow pointing at the 'Add offer' button

  5. Then Create:

    Add offer to group screen with an arrow pointing at the 'Create' button

  6. Once your membership offer is set up, you can create exclusive tickets.

    • Exclusive tickets are part of the membership offer and are only available to members in the assigned customer group. When customers sign up for a membership, they are automatically added to the group, giving them access to these tickets.


Important notes

  1. The import feature does not automatically create membership offers or exclusive tickets. These need to be set up separately.

  2. You can manually add new members to a customer group if needed.

  3. After manually creating a customer group in Bookwhen, you can add a price in Stripe later. This is useful after importing, as the import links your accounts.

  4. The import process connects products and prices while keeping the membership list updated by pulling through existing and new members.

  5. Communication from Bookwhen is triggered once the accounts are connected.

Pausing or cancelling a membership in Stripe does not automatically apply to Bookwhen. Be sure to cancel memberships within Bookwhen to reflect changes properly.


💬 Any questions or feedback? There are two ways to get in touch:

Thank you! 🕺


Tags: membership, memberships,

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