How to Give Staff an All-Access Membership

If you want to give staff free access to classes, products, or services, set up an externally tracked payment with a long end date. This grants membership benefits without requiring actual payment.

What Is an Externally Tracked Payment?

A way to grant package or membership benefits without processing a payment through Stripe. Useful for staff memberships, VIP complimentary access, promotional giveaways, and grandfathered legacy memberships.

Steps

Step 1: Ensure the staff member has a customer profile

If they don’t already have one, go to Contacts > Customers → click Add Customer → enter their name and email → Save.

Step 2: Add an Externally Tracked Payment

1. Open their profile in Contacts > Customers.
2. Find the Purchases or Subscriptions section and click Add Externally Tracked Payment.
3. Configure:
   • Product — select the all-access or unlimited membership package
   • Start Date — today or when access should begin
   • End Date — set far in the future (e.g., 5 years out)
   • Amount — $0 or leave blank
   • Notes — “Staff membership”
4. Save.

Managing Staff Memberships

• End early — edit the end date to today.
• Extend — edit the end date further into the future.
• Change access level — end the current payment and create a new one with a different package.

Alternative: Staff Discounts

If staff should pay a reduced rate rather than nothing, create a discounted product or apply a coupon code at checkout.

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