Member Token Purchase and Use

Last Update : August 2026

Tokens are an alternate currency system in MemberLeap. Instead of paying for an event registration with dollars, a member can pay (in part or in full) with tokens they've previously accumulated. Tokens are useful for prepaid event credits, sponsor-funded comp passes, "use it or lose it" annual training credits, or any scenario where you want to decouple the moment of paying from the moment of registering.

This article walks through enabling tokens, the two ways members get them, how to configure event items to accept tokens, how members spend them at registration, and the reports that track everything.

What tokens are

A token is an abstract unit of value attached to a member's record. Each member has a running balance. Tokens go up when:

• A member buys them through the online store (a store product is configured to award tokens on purchase).
• An admin manually adds them through the token management tool.

Tokens go down when:

• A member spends them on an event registration item (a package, a custom field, or a field option that has a token cost configured).
  
• A member spends them on a store product that accepts tokens (if your organization allows token spending in the store).
• An admin manually deducts them through the token management tool.
• They expire, if your organization has token expiration enabled.

Tokens can have an alternate label across your MemberLeap account — "credit," "point," "voucher," "training unit," anything that fits your terminology. Set the alternate label in the global token configuration and it propagates everywhere the word would otherwise appear.

Enabling tokens

Tokens are off by default. Open Configuration > Token Global Configuration to turn them on. The settings:

• Enable Store Token Purchase. Lets you attach a token-award amount to store products. When a member buys such a product, the configured number of tokens lands in their account.
• Allow Members to Spend Tokens in the Online Store. Lets store products accept tokens as payment in addition to (or instead of) dollars.
• Enable Token Use During Registration. Lets you attach token costs to event-registration items (packages, fields, field options). Members can use their token balance to cover those items during registration.
• Base Token Expiration on Effective Date. Switches token tracking from "by year" (where all tokens expire on December 31) to "by effective date" (where each token has its own expiration based on when it was issued).
• Custom Token Expiration Length (in days). Only available when the effective-date mode is on. Default is 365 days from the token's effective date.
• Tokens Never Expire. Turns off all expiration entirely. Token balances accumulate indefinitely.
• 'Token' Alternate Label. Text override for the word "token" throughout the interface. Used both for member-facing displays and admin labels.

Token features and the prepaid-discount feature are mutually exclusive — you can run one or the other on your event-registration setup, not both. The configuration page enforces this.

How members get tokens

Buying tokens through the online store

When Enable Store Token Purchase is on, every store product gets a new field: Token Amount Awarded with Purchase. The amount you enter is the number of tokens that land in the buyer's account when they purchase that product.

To set up a token-buy product:

1. Open the online store administration and create or edit a product.
2. Enter a name and price as you normally would — for example, a "100 Training Credits" product priced at $500.
3. Set Token Amount Awarded with Purchase to the number of tokens the buyer receives — 100 in this example.
4. Save the product.

When a member buys this product through the store, MemberLeap automatically deposits the configured number of tokens into their account. The tokens become available immediately and the member can spend them on any token-enabled item.

You can also configure store products to accept tokens as payment (when the second org option is on). Set Let Members Use Tokens For Product Payment on the product to the number of tokens required to purchase it. This is independent from the award field — one product can either award tokens, accept tokens, or both.

Manually awarding tokens

Admins can also add or subtract tokens by hand, separate from any store purchase. Use this for sponsorships ("Acme Corp purchased 50 tokens for their employees"), one-off comps, or correcting balance errors.

Open Member [Token] Management Admin from the main menu (the menu label uses your alternate label if one is set, so it might read "Member Credits Management Admin," "Member Points Management Admin," etc.).

The page has three main sections:

• Member Token Report. Pick a member and pull a detailed history of every token transaction on their record — purchases, withdrawals, expirations, and the current balance.
• Organization Token Report. Pull a snapshot of every member's token balance across the org as of a given date.
• Manage Tokens. Add a new manual token transaction.

To add tokens manually:

1. Click Add Token (or whatever your alternate label uses).
2. Pick the member from the dropdown.
3. Pick the transaction type: Purchase adds tokens to the member's account; Withdrawal subtracts them.
4. Enter the amount.
5. Enter the effective date (when the org uses effective-date expiration) or the effective year (when the org uses calendar-year expiration).
6. Save.

The transaction shows up in the member's token report immediately, with the transaction date and the admin who recorded it.

Configuring tokens on event items

Once Enable Token Use During Registration is on, every event-registration item that can carry a cost also carries a token amount. Each item is independently configured:

Packages

In the package editor (Event Packages tab > Edit a package), a new field appears alongside Package Cost: Token Amount (or whatever your alternate label uses). The number you enter is how many tokens this package consumes when an attendee picks it. Leave blank or 0 to make the package dollar-only.

You can set both a dollar cost and a token amount. The attendee can then choose at registration which they want to pay with — or, with sufficient balance, cover it entirely with tokens.

Custom fields and field options

The same field appears on chargeable custom fields and on selection-field options. Numeric fields can have a per-unit token amount; selection fields each carry their own. Configure tokens on whichever items make sense for the event — usually anything that has a dollar cost gets a corresponding token cost.

How members spend tokens at registration

When a member registers for an event that has token-enabled items, the registration form shows their current token balance and gives them the option to apply tokens to each line item.

The exact flow depends on the org's setup, but generally:

1. The attendee picks their package, custom-field answers, and any selection options as normal.
2. If any of those items have a token amount and the attendee has enough tokens in their balance, the registration form offers to apply tokens to that line item.
3. The attendee chooses for each token-enabled item whether to pay with tokens or with dollars.
4. The invoice reflects both: the dollar portion is invoiced normally; the token portion is deducted from the attendee's token balance immediately.

Tokens are member-specific, so non-member attendees can't pay with tokens — they don't have a balance. Members in a cross-reference group can sometimes share the parent member's balance, depending on the org's settings.

Reporting on tokens

Two reports cover token activity:

• Member Token Report. A per-member ledger showing every token transaction (purchases, withdrawals, manual adjustments, expirations) and the current rolling balance. Useful for member inquiries and audit trails.
• Organization Token Report. A cross-member snapshot of every active member's token balance as of a given date. Useful for accounting and "how many tokens are out in the wild" reporting.

Both reports are accessed from the Member Token Management Admin page (the main menu entry under your alternate label).

From the event-registration side, the cross-event reporting dashboard has a Token Report (visible when tokens are enabled) that shows token usage on event registrations for a given date range — useful for measuring how much of your event revenue is being covered by token spending vs. dollars.

Tips and patterns

• Plan expiration before you launch. Once members have tokens, changing expiration rules can produce unexpected results (e.g. tokens that suddenly become unavailable). Pick your expiration model when you first enable the feature.
• Use the alternate label. "Tokens" reads like an arcade game. If your organization thinks of these as "credits," "points," "training units," or "vouchers," set the alternate label and your members will understand the feature immediately.
• Award tokens on annual renewal. A common pattern: include a token-award amount on your annual dues / renewal product so members get a fresh batch of training credits each year. This makes "your $X annual fee includes Y training credits" a clean, single-product setup.
• Tokens don't refund automatically. If you void an event registration that was partially paid with tokens, the tokens aren't automatically returned to the member's balance — you'd issue a manual Purchase transaction to add them back. Build this step into your void process so members don't lose their tokens to admin actions.