Membership software that fits the plan you actually sell
Recurring credits, service vouchers, member pricing, commitments, and pauses. Every one of them configurable per plan.
Velarya is med spa membership software where the plan is built from parts rather than picked from a template. A plan is a set of components: a recurring credit, or a voucher that lets the member claim a service from a list you choose, on the cycle you choose. On top of that sit member pricing rules, rollover behaviour for unused benefits, an optional commitment with an early cancellation fee, and pause rules. Billing runs on the card the client saved in the app, and every benefit is redeemed at checkout against the same client record your calendar and charts use.
What a Velarya membership is made of
Most membership tools give you a price and a discount percentage. A med spa plan is rarely that simple. The plans clinics actually sell are things like a monthly credit toward injectables, or a facial every month with a choice of three, or a quarterly treatment plus ten percent off retail. Velarya builds a plan out of components so those shapes are configuration rather than a workaround.
Component | What you set | What the member gets |
|---|---|---|
Credit | An amount, and the cycle it refreshes on | A balance to spend on whatever you allow |
Voucher | How many claims per cycle, and which services or categories qualify | The right to claim from that list each cycle |
Member pricing | A percentage off or a fixed price, targeted at everything, a category, a service, a variation, or an add-on | A lower price at checkout, applied automatically |
Points rate | An earn rate specific to the plan | Faster rewards accrual than a non-member |
Priority booking | How many days early members may book | Access to the calendar before everyone else |
A plan can carry several components at once, and each one runs on its own cycle. That is what lets a single plan hold a monthly credit and a quarterly treatment without the two interfering.
How member pricing actually resolves
Member pricing is a rule attached to the plan, not a note in a brochure. Rules can target everything you sell, one category, one service, one variation of a service, or an add-on, and each rule is either a percentage off or a fixed member price. Because the rule lives on the plan, the discount is applied by the system when the member checks out.
This matters more than it sounds. The most common way a membership program leaks money is a front desk that forgets to apply the benefit, or applies it twice. When pricing resolves from the plan itself, neither happens, and the member feels the benefit on every visit rather than on the visits somebody remembered.
What happens to unused benefits?
This is the question that decides whether a membership program is profitable or resented, and it is the one most software answers for you. Velarya lets you answer it per plan.
Setting | Options | Why you would pick each |
|---|---|---|
Unused benefit at cycle end | Forfeit, auto-select a default, or convert to account credit | Forfeit protects margin. Converting to credit protects goodwill and reduces cancellations. |
Rollover | None, credits only, vouchers only, or both | Rollover suits plans sold on value. No rollover suits plans sold on routine. |
Rollover cap | A limit on how much carries forward | Stops a lapsed member accumulating a balance that lands all at once. |
Choice deadline | End of cycle, or a specific day of the month | A fixed day makes stock and staffing predictable. |
Benefit validity | A number of days a claimed benefit stays valid | Keeps claimed vouchers from being redeemed a year later. |
The honest framing: forfeiting unused value is the most profitable setting and the one most likely to generate a cancellation. Converting to credit costs margin now and keeps the member paying. Velarya does not push you toward either, because the right answer depends on whether your plan sells routine or savings.
Commitments, pauses, and leaving
A plan can run month to month or carry a commitment measured in months, with an early cancellation penalty you define. You also set how the term renews and how much notice a member gets before a renewal or the next charge, which is the part clinics usually discover they need only after a dispute.
Pausing is separate and configurable: whether it is allowed at all, how many pauses a member gets per year, minimum and maximum pause length, whether a fee applies, and whether paused months extend the commitment. A pause is often the difference between a member who leaves in January and one who comes back in March, so it is worth configuring deliberately rather than leaving off.
You also choose how cancellation happens, whether members can cancel themselves in the app or have to call the clinic. Both are legitimate, and the right one depends on how your team handles saves.
Joining, and what the member sees
Clients join from your app, save a card, and are charged on the schedule the plan defines, including which day of the month billing lands and whether the first charge is prorated. From then on the member sees their plan, their remaining credits, their unclaimed vouchers, and what they are eligible to claim next.
You can attach a signup incentive to sweeten the first month: a discount across everything you sell, a discount limited to one category, a free service, or a grant of points. Because membership status sits on the same client record as booking and clinical notes, your team sees the same state on the calendar, in the chart, and at the register, and the rewards program reads the plan when it works out earn rates.
Memberships across more than one location
Plan availability is set per location, so a plan can be sold at one site and not another. Separately, you decide whether members may redeem benefits anywhere in the business or only where they joined, and whether vouchers are restricted to the location that issued them. Groups running different equipment or different service menus per site need that separation. Groups running one consistent brand usually switch redemption open everywhere. More on how the hierarchy works on the multi-location page.
How this compares to running memberships elsewhere
Velarya | Subscription billing tool | Spreadsheet and a card on file | |
|---|---|---|---|
Benefit tracking | Credits and vouchers tracked per cycle, redeemed at checkout | Billing only. Benefits tracked by your team | Manual, and wrong within a quarter |
Member pricing | Rules resolve automatically at any granularity | Not handled. The front desk applies it | Whoever is at the register decides |
Commitments and pauses | Configured per plan and enforced | Varies. Usually billing-level only | An agreement in a drawer |
Client record | Shared with booking, charting, and payments | A separate customer record to reconcile | None |
The trade-off worth naming: a dedicated subscription platform will usually beat any clinic system on billing edge cases like complex tax handling or unusual dunning. What it cannot do is know that the person standing at your register has one facial left this cycle. If your memberships are mostly a recurring charge, billing tools are fine. If they include treatments, the benefit tracking is the hard part, and that is the part that has to live with the calendar.
Where to start
Most clinics do best starting with one plan that sells a routine they already deliver, priced so the included benefit is worth slightly less than the monthly charge, then adding a higher tier once the first one has members. The arithmetic behind that is in how to price a med spa membership program, and memberships sit alongside booking and rewards on every plan. Plan details are on the pricing page.
Frequently asked questions
How do med spa memberships work?
A member pays on a recurring schedule and receives benefits in return. In Velarya those benefits are components you define: a credit amount per cycle, or a voucher that lets the member claim a service from a list you pick. Member pricing can apply on top, so a member pays less at checkout even after their included benefits are used.
Can I build a membership that includes a treatment every month?
Yes. Add a voucher component, set its cycle to one month, set how many claims it allows per cycle, and point it at the services or categories the member can choose from. A member on that plan can claim from the list each cycle. Setting the cycle to three months instead makes it a quarterly benefit without any other change.
What happens if a member does not use their benefit?
You decide per plan. Unused benefits can forfeit at the end of the cycle, auto-select a default so the member never loses value, or convert into account credit they can spend later. Separately, rollover can be switched on for credits, for vouchers, for both, or for neither, with a cap on how much carries forward.
Can I require a commitment or charge an early cancellation fee?
Yes. A plan can carry a commitment measured in months, and you can require an early cancellation penalty with the amount and penalty type set on the plan. You also control renewal behaviour at the end of a term and how many days of notice a member gets before the term rolls over or the next payment lands.
Can members pause a membership instead of cancelling?
If you allow it. Pausing is configured per plan: whether it is permitted, how many pauses a member gets per year, the minimum and maximum length of a pause, whether a fee applies, and whether the paused time extends the commitment. Clinics that offer pausing usually see it absorb cancellations that would otherwise be permanent.
How does member pricing get applied at checkout?
Automatically, by the system rather than by the front desk. Pricing rules attach to the plan and can target everything, a category, a single service, a specific variation, or an add-on, as either a percentage off or a fixed price. When a member checks out, the rule resolves and the member price appears without anyone remembering to apply it.
How do clients sign up and keep track of their benefits?
In your app. Clients join a plan, save a card, and then see their plan, their remaining credits and vouchers, and what they can claim next. Because membership status lives on the same client record as booking and charting, your team sees the same state on the calendar and at the register.
Can I offer different memberships at different locations?
Yes. Plan availability is set per location, so a plan can be sold at some sites and not others. There is a separate setting for whether members may redeem benefits at any location or only where they joined, which matters for groups whose sites differ in what they offer.
Ready to see it on your own med spa?
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