Member Management with Odoo | Odoo Support Center

Getting Started

What this app does

Martial Arts Memberships helps your school track who is enrolled in which program, under which family agreement, and (when billing modules are installed) how tuition is invoiced and collected.

The app is built around three main concepts:

Concept	What it is	Example
Program	A class or curriculum you offer (Little Dragons, Adult Karate, etc.)	"Youth Karate" linked to a monthly tuition product
Agreement	A family-level contract container	The Smith family's 12-month membership starting March 1
Enrollment	One student in one program under an agreement	Emma Smith enrolled in Youth Karate

A single agreement can hold multiple enrollments - for example, two siblings in different programs, all billed to the same parent.

Opening the app

After your administrator installs the app, you'll see a top-level menu:

Memberships

Menu item	Purpose
Dashboard	At-a-glance active members, expiring agreements
Agreements	All family membership agreements
Enrollments	All student-program enrollments
Active Members	Enrollments with status Active
Reporting	Pivot reports, member contacts, expiring agreements
Configuration	Programs, term types, agreement templates, settings (Managers only)

You can also create memberships directly from a CRM opportunity using the Create Membership button.

Typical enrollment workflow

For a new family signing up with billing enabled, the usual flow is:

Configure programs and settings (one-time setup - see Initial Setup & Configuration)
Create a draft agreement with students and programs
Enable billing and review tuition/fees on the Billing tab
Sign Agreement - walk the parent through the wet-ink wizard, collect payment if Integrated Payments is enabled
Agreement becomes Active; invoices are created according to your billing schedule

For complimentary (free) memberships, skip billing and signing - activate the agreement directly.

Agreement lifecycle

Draft  →  Active  →  Expired  →  Cancelled

Status	Meaning
Draft	Being set up. Enrollments and pricing can still be edited.
Active	Live membership. Core fields are locked to prevent accidental changes.
Expired	Initial term ended; agreement may continue month-to-month for billing purposes.
Cancelled	Membership ended. Active enrollments are cancelled.

Tip: Once an agreement is Active, you cannot add enrollments or change pricing without a manager resetting it to Draft or cancelling it first. Plan your enrollments before activating or signing.

Document status (when billing is enabled)

When billing is enabled on an agreement, you also track whether the printed agreement has been signed:

Document Status	Meaning
Not Printed	Agreement PDF has not been generated yet
Printed	PDF was generated or printed
Signed	Wet-ink signature recorded

The Sign Agreement and Print Agreement buttons appear only when billing is enabled on the agreement.

Term types

Every agreement has a Term Type that defines the initial commitment length:

Default term type	Duration
Standard (12 months)	12 months
6 months	6 months
Pay in Full (12 months)	12 months (pricing discount handled manually)
Month to Month	1 month, auto-renewing

When the initial term ends, an active agreement automatically becomes Auto-renewed (month-to-month). Billing continues until the agreement is cancelled.

Where to go next

If you need to…	Read
Set up programs and agreement templates	Initial Setup & Configuration
Enroll a new family from CRM or manually	Creating a Membership
Understand agreements and enrollments in detail	Agreements & Enrollments
Walk a parent through signing	Sign Agreement (Wet Ink)