Create a Prepaid Term Plan

When to use this

Use this article when you need to create a Prepaid Term Plan in Topo. The main staff surface is Staff > Membership > Plans. It is written for Owners, Managers.

What this covers

• Fixed term

• Start on purchase versus first check-in

• Pending state before first check-in

• Optional auto-conversion

• Seven-day notice

• Manual clock start

• No no-show backstop in V1

Before you start

• Use a staff role that can view and edit membership products.

• Create needed locations, categories, tax rates, and payment setup before publishing a sellable plan.

• Decide whether this workflow affects member signup, POS, staff-only sales, existing members, or billing rules.

• Review the plan summary and test with a realistic member before making the product broadly available.

• When changing sold terms, use the guided version, migration, switch, freeze, cancel, or refund workflow instead of assuming old access records update automatically.

Steps

1. Open Membership > Plans and start a prepaid term plan.

2. Enter the term length, price, description, category, and location access.

3. Choose whether the clock starts on purchase or first check-in.

4. If using first-check-in start, review the pending state and optional auto-conversion behavior.

5. Save the plan and test purchase/check-in behavior before publishing broadly.

What happens after saving or completing this

• Topo saves the record in your gym account and updates the related staff screens.

• Member-facing visibility, checkout behavior, access, email delivery, inventory, or reports may change depending on the workflow.

• Review the affected profile, checkout, signup page, report, or audience before considering the task complete.

Common issues and fixes

• First-check-in prepaid access can be active but not yet clock-started.

• Guest entries do not start a member’s prepaid clock.

• Auto-conversion needs a valid saved payment method when recurring billing will begin later.

• A visible plan does not appear to a member: review active status, signup visibility, age rules, dependent suitability, and location scope.

• Editing a sold plan opens a guided change flow: existing members keep their current terms unless you migrate or switch them.

• Stripe sync fails: save did not fully complete for billing checkout. Retry after payment setup is ready or ask an owner to review Stripe readiness.

Related articles

• Plan and Access Model Overview

• Sell Access from POS

• Understand Customer Access