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How do we use the Membership Table on the Memberships & Payments screen?

Updated

Introduction:
The Membership & Payments tab within each contact profile provides a comprehensive and organized view of a member’s financial relationship with your gym. The Memberships Table feature allows staff to view, modify, cancel, or freeze memberships with ease, directly from the member profile. 

Description:

Each row in the Membership Table displays:

  1. Membership Name

    • The name of the membership plan (e.g., 1st of the month $30, Big Plan).

  2. Status

    • Shows the current status of the membership:

      • Active: Membership is active or has a future start date.

      • Frozen: Membership is temporarily paused.

      • Cancelled: Membership has been terminated by the user or ended without a renewal.

  3. Start Date

    • The date the membership began.

  4. Billing Frequency

    • Indicates how often the member is billed (e.g., 1st of month, Monthly, Every 28 Days).

  5. Next Billing Date & Amount

    • Displays the date of the next charge and the total amount to be billed.

  6. Next Action Date

    • Shows the upcoming scheduled action for the membership, which can be:

      • Renewal date

      • Cancellation date

      • Freeze Start date

      • End of contract date

  7. Auto Renew

    • Indicates whether the membership is set to renew automatically at the end of the term (Yes or No).

Key features:

  • Edit actions of a membership

    • A gym owner can take 4 actions on a member’s membership plan
      • View - see full details of a membership.
      • Cancel - set an immediate or future cancellation date.
      • Update - Change some details about the membership (next billing date, discount, etc.).
      • Freeze - Temporarily pause session signup access and billing.
  • Viewing a Membership
    • Clicking “view” will display more details about the Membership.
    • There are two sections:
      • Plan Details
        • Customer Name
        • Create Date - The day the membership was added to the member’s profile.
        • Next Billing Date
        • Plan Name
        • Discount Summary - The discount applied to the membership.

          • A one time discount will display as: $10, once or 10%, once.

          • A recurring discount will display as; $10, all payments or 10%, all payments.

        • Payment Method - the payment method used when setting up the membership 

      • Upcoming Invoice

        • View Full Invoice - Downloads the Invoice as a PDF.

        • Update Next Billing Date - Gives the option to update the Next Billing date for the upcoming invoice. If the gym owner wants to update all invoices to match the cadence of the updating invoice, or make it a one time change.

          • Note: For plans that are set to charge for the First of the Month, only the next billing Date can be updated.

  • Cancelling a Membership

    • A Gym Owner can cancel memberships at any time.

      • Cancel immediately - If toggled off, the gym owner can set a future cancellation date

      • Reason for Cancellation - The gym owner can select a predefined list of Cancellation reasons. Selecting “Other” allows the gym owner to input a custom cancellation reason.

  • Freezing a Membership

    • The Freeze History feature in gymowners.com provides gym owners with a centralized, easy-to-use interface for managing membership freezes. 

    • Instead of navigating between multiple screens or menu options, all freeze actions—adding, editing, canceling, and reviewing past freezes—are now accessible in a single modal. This ensures better control over membership status, prevents overlapping freeze periods, and maintains a complete record of historical freezes for reference. 

    • When a membership is frozen, the contract of the membership is extended by the length of the freeze.

    • Freezes can be scheduled in the future

    • Active and Upcoming Freezes can always be cancelled

    • Example: A membership with a term of 52 weeks that starts on January 1 2025 and ends on December 31 2025 that has a freeze of 2 weeks will now end January 14 2026.

    • Adding a Freeze requires a Start Date, End Date, and Reason

    • During a Freeze, members cannot sign up for sessions and they will not be billed for their plan.

    • A frozen membership will have a status of Frozen 

    .     

  • Updating a Membership

    • A membership can be updated:

      • Next Billing Date - The Next Billing date can be updated to another date within the same billing cycle. The Gym Owner can choose to have all future billing dates based on the new ‘next billing date.'   

      • Auto Renewal- The membership will continue to renew at the plan's cadence until the member chooses to cancel it.                                     

      • Discount Type - Discounts can be applied as a percentage or as a Fixed Amount. Discounts can be applied to the next bill or all upcoming bills. Gym Owners can update the discount at any time. 

      • Sales Person - The staff member that sold the plan 

 

 

 



 

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