Setting up memberships and recurring billing

Memberships are managed in the Billing settings. In the left sidebar, click Settings (at the bottom). In the settings menu, under Billing, click Memberships. If Stripe charges are not enabled, this page shows a warning card with Connect Stripe before you turn memberships on. See Connecting Stripe for patient payments.

The settings page includes the membership toggle and a link to set up plans on the Services page.

How do I turn memberships on?

Use Settings → Billing → Memberships to make recurring membership plans available for your organization.

Use Settings (1) and Memberships (2) to reach this page, and the Memberships toggle (3) to turn the feature on or off.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under Billing, click Memberships.
2. If Stripe charges are not enabled, select Connect Stripe and finish Stripe setup first.
3. Turn on Memberships.
4. Save your change from the sticky Save changes dock.

When memberships are on, the page keeps the toggle saved and shows the link to membership plans on the Services page.

How do I create a membership plan?

In the left sidebar, click Settings (at the bottom). In the settings menu, under Billing, click Memberships. Then click the Membership plans link to open the Services page, where you create and manage plans.

Use Name (1) for the plan name, and Price (USD) (2) for the monthly or yearly amount.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under Billing, click Memberships. Then click Membership plans to open the Services page.
2. On the Services page, select Create plan if this is your first plan, or New plan if plans already exist.
3. Enter a Name.
4. Add a Description if staff need context when enrolling patients.
5. Choose a Category if you want to file the plan with your other services.
6. Enter Price (USD). The amount must be greater than 0.
7. Choose Monthly or Yearly for Billed.
8. Choose whether the plan ends When cancelled or After a set number of payments. If you choose a fixed term, enter the Number of payments.
9. Add the included services, packages, or custom items the plan covers.
10. If multiple billing profiles exist, choose a Billing profile. The plan stays with the billing profile you choose here after it is created.
11. Turn on Show on booking page if you want patients to join online and book their first visit with it.
12. Select Create plan.

The plan appears in the active plan list. Each plan card shows the name, billing interval, price, included contents, and a term badge when the plan has a fixed number of payments. When patients are enrolled, the card also shows the member count.

How do I edit a membership plan?

In the left sidebar, click Settings (at the bottom). In the settings menu, under Billing, click Memberships, then use the Membership plans link on the Services page when the name, description, category, price, billing interval, included items, fixed-term payments, booking-page visibility, or billing profile display needs to change.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under Billing, click Memberships, then use the Membership plans link on the Services page.
2. On the Services page, find the plan.
3. Select Edit plan.
4. Update the plan details.
5. Select Save plan.

Use Details (1) for the plan name, description, and category, Price and billing (2) for the amount, billing interval, ending rule, and billing profile, and What's included (3) for the services, packages, or custom items the plan covers.

Changing the price, interval, included items, fixed-term payments, or booking-page visibility applies to new enrollments only. Patients already enrolled keep what they joined with. If multiple billing profiles exist, the edit sheet shows the billing profile the plan was created for.

How do I archive a membership plan?

In the left sidebar, click Settings (at the bottom). In the settings menu, under Billing, click Memberships, then use the Membership plans link on the Services page when you do not want new patients enrolled into a plan.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under Billing, click Memberships, then use the Membership plans link on the Services page.
2. On the Services page, find the active plan.
3. Select Archive plan.
4. Review the confirmation message.
5. Select Archive.

Use Archive plan (1) to start archiving the plan, Cancel (2) to keep it as it is, and Archive (3) to confirm the change.

Archived plans are grouped below active plans and are no longer available for new enrollments. Patients already enrolled keep their membership and continue to be billed until canceled.

How do I review enrolled patients by plan?

In the left sidebar, click Settings (at the bottom). In the settings menu, under Billing, click Memberships, then open the Membership plans link on the Services page to see current membership enrollment across the organization.

Use Members (1) to review the patients enrolled in the plan. It shows the active member count and, when there are members, lists them in the plan group.

If there are no enrolled patients, the No members yet empty state (2) appears here.

The plan list groups enrolled patients by plan. Each plan group shows the plan price and interval, included contents, the active member count, and a term badge when the plan ends after a set number of payments. Patient rows show the patient's name, email when available, renewal date when available, membership status, and, for memberships paid outside Ona, the Paid outside Ona label and a Payment due indicator when applicable.

Select a plan group to collapse or expand its member list. Status badges you may see include Trialing, Active, Past due, Unpaid, Cancelled and Expired.

How do I check a patient's memberships?

In the left sidebar, click Patients, then click the patient's name. In the patient chart's Billing section, click Memberships when you need to review a patient's memberships or troubleshoot enrollment from the patient record.

1. In the left sidebar, click Patients, then click the patient's name. In the patient chart's Billing section, click Memberships.
2. Use Memberships on the patient record (1) to open the patient's memberships view, The active membership (2) to review the current plan, and Payment method (3) to see the card on file.

A patient must have a card on file before enrollment. Available plans exclude plans where the patient already has an active membership, so a patient cannot be enrolled twice into the same plan.

If enrollment cannot be completed, Ona shows a reason:

Message	What to check
Can't enroll yet	The patient may need a card on file, Stripe setup may not be ready, or the plan may be archived.
Card declined	The payment method was declined. Update the card and try again.
Already enrolled	The patient already has an active membership on that plan.
Plan unavailable	The plan is no longer available.

For the patient enrollment workflow, see Enrolling patients in memberships. For cards on file, see Payment links and cards on file.

What can't I do here?

In the Billing settings, memberships have these limits:

• Staff and clinicians cannot open membership settings or manage plans.
• Membership settings are not available until Stripe charges are enabled.
• Plans can bill Monthly or Yearly only.
• Plan prices are in USD.
• Plan prices must be greater than 0.
• Plans can include services, packages, and custom items.
• Plans can end When cancelled or After a set number of payments.
• Plans can be shown on the booking page only when they include a service or package that can be booked online.
• Plans cannot be deleted from this page. They can be archived.
• Archived plans cannot be used for new enrollments.
• A plan's billing profile is fixed after it is created, and the edit sheet only shows it.
• Editing a plan's price, interval, included items, fixed-term payments, or booking-page visibility does not move existing members to the new version.
• A patient cannot be enrolled in the same active plan twice.
• A patient cannot be enrolled until they have a card on file and membership setup is ready.
• Memberships paid outside Ona do not show payment-progress text.

Common questions

Do I need Stripe before setting up memberships?

Yes. If Stripe charges are not enabled, the page shows a warning card with Connect Stripe.

Can I create a quarterly or weekly membership?

No. Membership plans support Monthly and Yearly billing intervals.

What happens if I change a plan's price?

The new price applies to new enrollments only. Existing members keep their current rate.

Does archiving a plan stop billing for current members?

No. Archiving hides the plan from new enrollments. Existing memberships continue until they are canceled.

Why is a patient not available for a plan?

Open the patient record. The available plan list excludes plans where the patient already has an active membership. Archived or unavailable plans also cannot be used for new enrollment.

Can I change the billing profile later?

No. Choose the Billing profile when you create the plan if multiple billing profiles exist. On edit, you can see which billing profile the plan uses, but it stays with the billing profile it was created for.

What do Paid outside Ona and Payment due mean?

Those labels appear on memberships that are paid outside Ona. The row shows Paid outside Ona, and when the current period has not been paid through Ona, it also shows Payment due instead of payment-progress text.