✨ Please note: Memberships and Passes are only available on the Standard plan or above.
You can use our Stripe import feature if you are transitioning to Bookwhen and have existing Stripe memberships.
Otherwise, you can still seamlessly transfer your customers' memberships. This article explains how to use passes to manage memberships created outside of Bookwhen and outlines the steps to set up memberships within Bookwhen.
Step-by-step guide to transferring memberships using passes
Using passes allows your members to book events without interruption until their current memberships expire. Once their membership period ends and/or they have used all pass uses, they can sign up for a membership that you create on your Bookwhen account.
1. Set up your entries
The first step is to ensure you have created all relevant entries to your schedule so you can assign them in the pass restrictions.
2. Create a pass
Instead of immediately setting up memberships for your existing members, start by creating passes that reflect the time remaining on their current memberships. Passes will allow your customers to continue booking events without needing to pay extra.
How to create a pass on Bookwhen:
Select Packages & Discounts from the left-hand dashboard menu, then Passes
Set up a pass for each member with the appropriate duration and usage limit (e.g., a pass valid for 3 months or 10 bookings).
Assign these passes to your existing members manually, ensuring they have access to the same events as they would under their regular membership.
Alternatively, please reach out to us on support via live chat or email, and we may be able to action this for you.
3. Notify Your Customers
Let your members know about the temporary pass system and how it will work. Reassure them that once their current pass expires, they’ll be able to easily transition to a full membership plan. Clear communication helps maintain customer trust during the transition.
Suggested message: "We’re excited to be moving to Bookwhen as our new booking software. To make this transition smooth, you’ve been set up with a temporary pass for your current membership. This pass will allow you to continue booking events until [date]. Once it ends, you’ll be invited to subscribe to our [regular] membership plan."
📚 You may also wish to share some articles from our Booker Help Centre:
4. Track Membership End Dates
Keep track of when your members' current passes will expire so that you can follow up with an invitation to join the new membership plan at the right time. This is important for ensuring a seamless transition.
You can use our reporting tools to monitor pass usage and expiration dates.
5. Set Up Your Membership Plans
Before the temporary passes expire, set up your membership plans in Bookwhen. These plans should match your previous offerings as closely as possible, allowing for an easy transition.
How to set up memberships:
Ensure you have integrated your account with Stripe for payment processing.
Select Packages & Discounts from the left-hand dashboard menu, then Memberships.
To reduce confusion, it's a good idea to create a membership plan that aligns with the benefits, pricing, and features your customers are familiar with.
6. Invite Members to Join the New Membership
Once the passes expire, send your members a notification inviting them to subscribe to the new membership plan. Learn how to export email addresses on Bookwhen.
Suggested message: "Your temporary pass has now ended, and it’s time to subscribe to our full membership! Click [link] to join and continue enjoying all the benefits of your membership."
By using passes during the transition, you ensure your customers can continue booking events without disruption while giving them time to switch to a full membership plan. This method keeps things simple and allows for a smooth transfer of bookings and memberships to Bookwhen.
💬 Any questions or feedback? There are two ways to get in touch:
For a quicker response, please contact us via live chat on our homepage or your account.
Or send us an email
Thank you! 🕺