Managing users and memberships

How memberships work

Every person who signs up to BodySleepMind starts on the Free plan. The wellness assessment itself is free, for everyone, indefinitely. The Wellness Report and the personalised ecosystem built from it require a paid plan.

There are two ways someone ends up on a paid plan:

• They pay for it themselves. They choose a plan and pay through our checkout, the same way you’d buy anything online.
• Someone else adds them for free. A person on a Family, Instructor or Business plan can invite other people to join them at no extra cost to those people. We call the person who pays the master or primary account, and the people they invite sub-members.

When a master invites someone, that invited person gets a completely free Individual membership. The master is the one paying, and their payment covers everyone they’ve invited — up to a limit called their seats.

The membership plans

These are the plans currently available. Prices and seat numbers can change over time — if a customer mentions a price that doesn’t match what’s below, check the live Plans page on the site rather than trusting this table, since this document may lag behind a recent change.

Notice that on every paid plan with extra seats, the people invited are called something specific depending on the plan — a Family invites “members”, an Instructor invites “clients”, a Business invites “employees”. This is just a label that appears in the invite email to make it feel personal and relevant; underneath, the system treats all of them the same way.

What’s actually included on each plan

This table is the definitive answer. Every main feature is listed with what it contains, broken down into its real sub-features, each with its own Free/Paid status. If a sub-feature isn’t listed here, it doesn’t exist as a separate thing — check the Product Knowledge Reference for a fuller explanation of how any single row actually works.

Product Features and Links

Product Navigation Map — User Management

Direct links to every page under User Management. Click a page name to open it. Hover its ? to see the URL. Click a Checked button to toggle it — tick means this page’s real content has been reviewed, cross means it hasn’t yet.

Member statuses you’ll see on screen

When you’re looking at a customer’s account, you’ll see small coloured labels that tell you the state of their membership at a glance. Here’s what each one means.

Looking at a customer’s account

Every logged-in customer has an Account page with three sections, top to bottom:

My Subscription

Shows their current plan name, whether it’s Active or Cancelling, and their next billing date. If they’re on a paid plan, there are links here to change plan or manage billing (update card, see invoices — this opens a separate Stripe-hosted page).

My Members

Only relevant for Family, Instructor and Business plans. Shows how many seats are used out of how many they have, and lists everyone they’ve invited along with each person’s status. This is also where the customer goes to invite someone new or remove someone.

Account Actions

Cancel subscription and Delete account both live here. Cancelling is reversible right up until the billing period ends. Deleting an account is permanent and cannot be undone — see the warning box below.

Understanding seats and invites

Here’s exactly what happens, step by step, when a master invites someone:

1. The master enters a name and email address and sends the invite. That person immediately appears in the master’s member list with an Invited label and today’s date under “Invited”.
2. The invited person receives an email explaining they’ve been gifted a free membership, with a button to activate it.
3. If they click the button, they go through a short setup of their own — confirming or changing their name and email, then a wellness assessment.
4. Once they finish that setup, their status flips to Active and a date appears under “Joined” in the master’s member list.
5. If they never click the button, they stay as Invited indefinitely. There’s currently no automatic reminder or expiry — the master would need to remove and re-invite them if they want to try again, or just leave them as-is.

A seat is counted as soon as someone is invited, even before they’ve finished setting up. So a Family plan with 4 seats and 2 pending invites plus 1 active member shows 3 of 4 seats used, with 1 seat still free.

What happens when someone is removed

If a master removes a sub-member, that person’s account is never deleted or affected in any negative way. They simply stop being linked to the master and become an ordinary Free user with their own account, fully intact. The seat they were using becomes available again for the master to invite someone else.

Common situations and what to do

“I invited someone but they say they never got the email”

Check their member list entry. If it still says Invited, the invite genuinely hasn’t been completed. Ask the invited person to check their spam/junk folder for an email from BodySleepMind. There is currently no way to resend an invite from the interface — the master would need to remove that entry and send a fresh invite to try again.

Walk the master through this:

1. Go to your Account page and click Change or upgrade my plan, or go directly to Manage and invite members from the My Members section
2. Find that person’s row and click Remove
3. Confirm the removal when asked
4. Use the invite form at the top of the page to send a fresh invite to the same email address

“I was removed from my friend’s Family plan, what happened to my account?”

Reassure them their account and all their data are completely safe and untouched. Removal only ends the connection to that particular Family plan; it never deletes anything. They’re now on the Free plan and can use all the free features. If they want full access again, either the original master can re-invite them, or they can subscribe to their own plan.

If they want to check this themselves:

1. Log in and go to the Account page
2. Look at My Subscription — it will show Free
3. All their saved wellness data is still there under their own dashboard, untouched

“I cancelled by accident, can I undo it?”

Yes, as long as their billing period hasn’t ended yet. They can do this themselves from their Account page — there’s a clearly visible “Stop the cancellation” option shown wherever it’s relevant on their account.

Walk them through this:

1. Go to the Account page
2. Look for the yellow banner under My Subscription that says their subscription is set to cancel
3. Click Stop the cancellation
4. Confirm on the next screen by clicking Continue
5. They’ll see a confirmation message and their plan returns to Active immediately

“My Family plan shows the wrong number of seats used”

Check whether some of the entries are still showing as Invited rather than Active. Pending invites do count toward the seat total even though that person hasn’t actually joined yet — this is expected behaviour, not an error, but it can surprise people who assume only active members count.

To check this together:

1. Go to the Account page, then Manage and invite members
2. Look at the Invited and Joined columns for each person — anyone with no date under Joined is still pending, not yet using the platform
3. The seat count at the top counts both columns together

“Can I see who used to be on someone’s plan before they were removed?”

No — once someone is removed, there is currently no record kept of that history anywhere visible. If this becomes a common request, it’s worth flagging for a future update.

Where membership plans actually come from

Everything covered so far is about an individual customer’s account. This section is different — it’s about the plans themselves: where Individual, Family, Instructor and Business actually come from, who can change them, and where a brand-new plan (for a gym trial, a seasonal campaign, anything) gets created. Get this wrong and it doesn’t just affect one customer — it can affect checkout for everyone.

What the membership CRUD can do

There’s a page inside BodySleepMind (not customer-facing — staff only) that lists every plan and lets you edit: the plan’s name, its description, how many seats it includes, whether it’s marked as the featured/most popular plan, and the order it appears in on the Plans page. Saving a change here pushes it straight out to Stripe and back, so the live Plans page updates immediately.

What it cannot do

• It cannot create a brand-new plan. A genuinely new plan — say, a “Gym” plan for a market test, or a limited-time campaign plan — has to be created first in Stripe’s own dashboard. Once it exists there, it shows up in the membership CRUD ready to be edited and synced the same way as any other plan.
• It cannot change a price. Stripe treats a price as permanent once it’s created — there’s no “edit the price” button anywhere, in Stripe or in our panel. A price change is really: create a new price in Stripe, archive the old one, then come back to our panel and sync so the new number shows up correctly everywhere on the site.

When a genuinely new plan is needed (e.g. a gym campaign):

1. Someone with Stripe access creates the new product in Stripe’s dashboard, with whatever name and price the campaign needs
2. Open the membership CRUD and find the new product listed, ready to sync
3. Set its seats, featured status and display order, then save — this is also the point where it gets a permanent internal identifier, so the name should be finalised before this step
4. It will now appear automatically on the Plans page and Upgrade page, with no further code changes needed

When a price needs to change on an existing plan:

1. In Stripe’s dashboard, add a new price to that product at the new amount
2. Archive the old price in Stripe so it can no longer be selected for new subscriptions
3. Return to the membership CRUD and use the sync action for that product
4. Confirm the new price now shows correctly on the live Plans page

Glossary