✨ Please note: Memberships and Passes are only available on the Standard plan or above.
If you’re transitioning to Bookwhen with existing Stripe memberships, you can use our Stripe import feature. Otherwise, if your memberships were created outside of Bookwhen, you can still seamlessly transfer your customers' memberships.
By using Passes during the transition, customers can continue booking events without disruption while they switch to a full membership plan. This keeps the process simple and ensures a smooth transfer of bookings and memberships to Bookwhen.
This article covers:
Step-by-step guide to transferring memberships using passes
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, then Passes from the left-hand menu on your account.
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 works. Reassure them that once their current pass expires, they’ll be able to transition smoothly 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 system. 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' passes will expire so you can follow up with an invitation to join the new membership plan at the right time. This helps ensure a seamless transition.
Our reporting tools can help you monitor pass usage and expiration dates.
5. Set Up Your Membership Plans
Before the temporary passes expire, set up your membership plans in Bookwhen. Align these plans with your previous offerings as closely as possible to ensure a smooth transition for your members.
How to set up memberships on Bookwhen
Ensure you have integrated your account with Stripe for payment processing.
Select Packages & Discounts, then Memberships from the left-hand menu on your account.
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, notify your members and invite them to subscribe to the new membership plan. You can export email addresses from Bookwhen to send this update.
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."
💬 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! 🕺