Loyalty & gift cards · How-to
Sell a membership and keep it running
Subscribe a client to a plan, activate it when they pay, use it at the till, renew it by link or on the client’s card, and give back a missed visit.
Subscribe the client
On Loyalty & gift cards › Memberships, press “Subscribe” on the plan’s row, search for the client under “Client” and press “Subscribe”. When the client has children, pets or vehicles on file, “For whom” names the one the membership is for.
Let them pay online, or activate it yourself
With a payment gateway connected, a checkout link opens in a new tab: send it to the client, and the membership activates when they pay. To send it again, press “Copy payment link” in the subscription’s “Renews” column. Without a gateway, it waits as “Pending”. When the client pays you at the desk, press “Activate” on their subscription; it records the payment as cash and starts the period.
Use it at the till
In the “Checkout” window, tick the membership line. A visit pack covers the services and uses one visit, and a discount comes off the services. An hours pack’s line names the plan and the hours left, and it is used only when enough hours are left for the whole visit. Otherwise the line says there are too few hours, cannot be ticked, and the visit is charged in full.
Check members in at the door
“At the door”, above the plans, checks members in as they arrive. Every running membership has its own pass, a QR code the client shows on their phone: scan it into “Member’s pass”, or type it, and press “Check in”, or press “Check in” on the member’s row under “Subscriptions”. With more than one place, choose the “Place” first. A visit pack uses one visit on the member’s first entry of the day at that place, and coming back the same day uses none; a discount membership only records the entry. A pack with no visits left, or a membership that is not running, is refused with the reason. A place that asks for a waiver refuses the entry until the member has signed it, and a child’s is signed by the parent. “In now” lists who came in over the hours you choose. Checking members in needs a role that can edit bookings; it records who came in and opens no door.
Renew it
When the period ends, a subscription that renews by payment link turns “Past due”. With a payment gateway connected, the client is sent a message with a link to pay for the next period, on Telegram, WhatsApp, Viber or SMS, whichever reaches them, in your workspace’s language, and the membership renews when they pay; “Copy payment link” copies it if they ask again. When the client pays you at the desk instead, press “Activate”: a new period starts from today with a full allowance. A subscription still past due 7 days after its period ended becomes “Expired”. A plan you archived is not renewed.
A client who buys a membership online, where your gateway is LiqPay or Fondy, can tick “Renew automatically”: they agree that the plan’s price is charged to the card they pay with every period until they turn it off, and what they agreed to and when is kept. Three days before the period ends, between 09:00 and 20:00, they are sent a message naming the day, the amount and the card’s last four digits. When the period ends, the card is charged once, and the subscription shows “Renewing” while the charge goes through. If the card is declined, the client is sent the payment link and the subscription turns “Past due” as above; the card is not tried again in that period, and renewal by card stays on for the next one. Such a subscription shows “Renews on card •••• 4242”. “Turn off renewal by card”, once you confirm, switches it to the payment link, and only the client can turn it back on. With monobank, or without the tick, renewal is by payment link. The link is a short setvos.com address, so the text stays one message.
Give back a missed visit
“Make-up” is offered on an active visit or hours pack. Press it, write a “Reason” and, for an hours pack, set the “Minutes to credit”, then press “Grant credit”. A visit pack gets one visit back and an hours pack the minutes you set. A discount membership has nothing to give back, so it has no “Make-up”.
Cancel it
Press “Cancel” on the subscription, read the warning and press “Cancel” again to confirm. It ends straight away: what is left of it can no longer be used, and nothing is refunded. A payment that arrives as you cancel it, or later through a link sent before, goes back to the client: a card payment automatically, through its gateway; a bank transfer you send back from your bank. A payment someone records with “Activate” just as you cancel, you give back by hand the way it was taken; you are told when that happens. It cannot be undone.
Common questions
- Can a client hold the same plan twice?
Not for the same person. While a client has a pending or active subscription to a plan, they cannot be subscribed to it again; a parent can hold it once for each child, picked under “For whom”, and the till takes a child’s visit from that child’s own subscription.
- Can a membership end at the end of its period instead of at once?
There is no button for that; “Cancel” ends it at once. If the client does not pay for the next period, it turns “Past due” when the period ends and “Expired” 7 days later; if it renews on the client’s card, press “Turn off renewal by card” first, or the card is charged. To stop a whole plan, archive it: its subscriptions run to the end of their period and are not renewed.
- Can a membership renew on the client’s card?
Yes, when the client ticks “Renew automatically” as they buy it online in their account on setvos.com, and your gateway is LiqPay or Fondy. Your LiqPay or Fondy account must allow card tokens, the same setting no-show protection needs; with monobank, memberships renew by payment link. The card is kept for that membership only and is never used for a no-show fee. The client can turn renewal by card off in their account, or by deleting the card; you can only turn it off. When the membership is cancelled or expires, its card is deleted.
- Can I sell and manage memberships on the phone?
Yes. “Subscribe a client”: online payment sends a checkout link; otherwise the membership waits for you to Activate it. On a subscription, “Copy payment link”, give a make-up credit with a reason (minutes for an hours pack), “Turn off renewal by card” — only the client can turn it back on — or cancel it now or at the period’s end. A subscription paid by bank transfer shows “Mark paid (bank transfer)” while the transfer is not confirmed: press it once the money is in your account.
- Where does a client find their pass?
In their account on setvos.com, under “Loyalty”, “Show my pass” opens the QR code of each running membership; in the app, it is on the membership in Wallet. A child’s pack has its own pass, on the parent’s account.
- Can I check members in on the phone?
Yes. In Setvos Business, the QR button at the top of the diary opens “Scan check-in”: point the camera at the member’s pass, choose the place when there is more than one, and the screen says who came in and how many visits are left.
Read next
Create a membership plan
Offer a visit pack, an hours pack or a discount membership that clients buy for a set period.
Take online payments by card or by bank transfer
Connect a card gateway or add your payment details so clients can pay invoices, deposits and orders online — by card, or by bank transfer with one payment code for everyone — choose how they pay, mark transfers paid and let monobank pay tips to your staff.
Take payment for a visit at the till
Close a visit and take its money in one step: add products, apply a membership, a promo code or a discount, split the payment across cash, card, gift card, points or a payment link, and book the client’s next visit.
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