Setting up a Local Business Partner

Overview

PodPlay supports structured partnerships with local businesses, such as a nearby gym, hotel, or corporate employer, who want to offer their members or employees access to the Club. A Local Business Partner gets a House Account for centralized billing, a Hidden Membership for its people, and a way to fill Private Events without exposing them in the App.

House Account setup

A House Account lets the Club charge the partner business directly rather than each individual Customer. Create a Profile for the business, then attach its corporate credit card.

Create a Profile for the partner business

1. Go to the Customer page in the Dashboard.
2. Click Create Customer.
3. Enter the business name and the name of the primary contact.
4. Enter the contact's email address.

Add a credit card to the House Account

Send the following instructions to the partner contact:

1. Send them this link: https://[clubname].podplay.app/app-menus
2. Ask them to log in using the email address the Profile was created with.
3. Direct them to: Sign in → More tab → Account → Payment Methods → Add card

The card added here is the one the Club charges for future Private Events and other partnership invoices.

Charging the partner and sending receipts

When billing the partner for a Private Event, add the partner's Profile as an attendee on the Event, then go to the Purchase tab to charge them.

Payment options

There are two options for collecting payment.

Credit card — charge the partner's card directly from the Purchase tab. This is the recommended approach, because it generates a receipt automatically.

Cash — when the Club prefers to accept a check or cash payment, use the Cash option in the Purchase tab of the Private Event. No receipt is generated from the Dashboard in this case. The partner can access their own receipts by going to: App → More tab → Account → Purchase History → download icon

Downloading a receipt for a card payment

1. Open the charge details in the Purchase tab.
2. Scroll to the bottom and click the three vertical dots.
3. Select Download Receipt.

Adding partner Customers to an Event

There are two ways to add the partner's people to an Event.

Option 1: Manual entry from a list

1. Receive a list of attendees from the partner contact.
2. Add each person to the Event's attendee list in the Dashboard.
3. If a person does not have a Profile, create one for them first, then add them to the Event.

Option 2: Signup Link, recommended for Private Events

Private Events are hidden from the public-facing App, so the partner's people cannot find or join them independently. A Signup Link bypasses this.

1. Open the Event in the Dashboard.
2. Click the three dots in the bottom left corner of the Event panel.
3. Select Generate Signup Link.
4. Copy the link and send it to the partner contact.
5. The partner contact forwards the link to their people.
6. Anyone who clicks the link is prompted to join the Event. If they do not have a Profile, one is created automatically.

Onboarding partner Customers with a Hidden Membership

For partnerships where the partner's people receive ongoing access or discounted rates, PodPlay can provision a Hidden Membership specifically for that group.

Send PodPlay the following:

• The partner business name.
• A list of the partner's people, with name, email, and phone number for each.

PodPlay then does the following:

• Creates a Hidden Membership invisible to all other Customers.
• Applies the Booking Horizon and pricing the Club specifies.
• Imports the list and assigns the Membership to each person.

Event pricing is not applied automatically. For Events such as Open Play and Clinics, the Club or its staff must enter a custom price on each Event to reflect the partner's discounted rate.

The Booking Horizon for this Membership can be set independently of the Club's standard Membership horizon.

For a partnership where the business pays for its employees on a single card, see Corporate Memberships.