Understanding the Aging Seat Option

The Aging Seat feature helps you manage membership plans as patients grow older. When a patient reaches the maximum age set for their current seat, the system can automatically move them to another seat in the plan. This keeps memberships aligned with age requirements while maintaining accurate billing and seat availability.

How Migration Works

When the maximum age is reached, the system checks the availability of the selected destination seat:

• If the destination seat has vacancies, the patient is migrated automatically.
• If the destination seat has no vacancies, the migration does not occur, and the payer receives a message explaining the unavailability.
• If the patient is the last member of a required seat, the migration is blocked to ensure the required rule is preserved.
• If the destination seat is deactivated or it was not configured, the migration cannot proceed.

These rules protect both the integrity of the plan and the patient’s membership assignment.

Additional Rules for Age Configuration

To ensure correct behavior when using Aging Seats, two important rules apply:

• Maximum Age Definition:  The maximum age configuration represents the upper age limit for that Aging Seat.

  For example, if the age range is set between 2 and 5 years, the system considers patients aged 2 years up to the last day before turning 5 years old. Once the patient reaches 5 years, they are considered outside the valid range for that seat.

• Migration Before Reaching the Next Seat’s Minimum Age

  A patient will be automatically migrated to the next seat as soon as they reach the maximum age of the current seat — even if they have not yet reached the minimum age defined for the next seat.

  In such cases, a message appears in the patient’s membership view indicating that the patient is outside the valid age range for the current seat.

Billing Behavior

Billing continues to follow the membership cycle, regardless of when the migration occurs:

• Membership fees are billed at the end of each cycle.
• If a patient’s seat changes during the cycle, the billing adjustment only takes effect in the next billing cycle.

This means that even if a patient’s birthday triggers a seat migration mid-cycle, their fees will not change until the cycle closes. No prorating is done.

Notifications

The system sends automated notifications to keep both payers and admins informed about upcoming and completed seat migrations.

Notifications for Patients and Payers

• Reminder email (7 days before migration): Sent to the patient or the configured membership payer to inform them of the upcoming seat change.
• Confirmation email (day of migration): Sent once the migration has been successfully completed.

These emails require no action from the recipient and are designed to keep them aware of membership updates.

Notifications for Admins

• Upcoming aging changes: Admins receive a summary of patients who are approaching the maximum age for their current seat. Patients are grouped by:
  • Auto-update: Patients who will move automatically.
  • Manual action needed: Patients who cannot be migrated due to rules (for example, no vacancies or required seat constraints).
• Migration success/failure summary (day of migration): Admins receive a report showing:
  • Patients successfully moved to a new seat.
  • Patients whose migration failed, with the reason (no vacancy, destination seat deactivated, or required seat rule).

These notifications allow admins to monitor changes, anticipate manual interventions when needed, and keep membership records accurate.

To learn how to set up and configure aging seats in your membership plans, see our guide: How to Configure Aging Seats for Memberships. This article walks you through defining maximum ages, selecting destination seats, and ensuring your membership structure is ready for automatic migrations.