⏱️ Estimated time: 8 minutes

👤 Role: Receptionist, Membership Manager

What you'll learn

• How to navigate to a guest profile within EMS.

• How to initiate the membership creation process.

• How to configure membership terms and payment schedules.

• How to complete the final sign-up and payment process.
  
  

When should I use this?

Use this process when a guest wishes to join your membership programme directly through the EMS. This guide covers new membership creation, including selecting subscription types and setting up payment methods.

Before you start

• Ensure you are logged into EMS.

• Verify if the guest already exists in the system. If they are new, please first follow the Creating a New Guest Profile guide.
  
  

Step 1: Locate the Guest Profile

Log into EMS and click Guests in the navigation menu. Search for the guest you wish to sign up and click on their name to open their profile.

Step 2: Access Membership Overview

Once inside the guest profile, click on the Membership Overview tab. Because the guest is not currently a member, you will see a notice stating "No Membership" with a Create Membership button underneath. Click Create Membership to begin.

Step 3: Configure Membership Terms

You will be prompted to define the membership details. Configure the following settings:

• Start Date: Choose the date you would like the membership to commence.

• Add Members and Assign Memberships: Your default membership type will appear here. To change this, click the pencil icon.

• Subscription Check: Carefully verify the subscription option. You may have different variations, such as monthly recurring subscriptions or one-off annual payment types.
  
  

If you wish to add additional guests to this membership, you can do so in this section.

Step 4: Review and Apply Discounts

On the right-hand side, review the summary of the sign-up, which includes the membership type, subscription option, joining fee, and subscription fee. You may also add a discount here if applicable. If you have not created any discounts yet, please refer to the Setting up Membership Subscription Discounts article. Once you are happy with the details, click Proceed.

Step 5: Configure Payment Details

On the payments screen, select the payment method: Direct Debit or Recurring Card. You will then be able to choose the collection date from the dropdown menu (this is based on your system configuration). Review the Payment Schedule breakdown to ensure accuracy, then click Proceed to Step 2.

Step 6: Validate and Finalise

Depending on the payment method selected, you will be prompted to enter the guest's bank details or card information and obtain their signature on the Terms & Conditions. Once validated, proceed to step 3 and click Create Membership. This will redirect you to the EPOS screen to process the initial payment. Following this process, the member will receive an email to confirm their account so that they can log into the online portal to sign any outstanding documents.

Best practice

• Always double-check the payment schedule details before clicking "Proceed to Step 2", as this ensures the guest is set up correctly for future collections.

• Once the payment is completed, you will be directed back to the Membership Overview tab on the guest profile, where you can verify the new membership status.
  
  

If you need a hand, the Journey Support Team is available via live chat on our support portal or at support@journey.travel.