Introduction:
Managing and updating membership plans is an important part of maintaining flexible and accurate offerings for your clients. However, GymOwners.com restricts editing certain plan settings once members are assigned to them. This guide will help you understand why this restriction exists and how to work around it effectively.
Process description:
In GymOwners.com, membership plans that have one or more members assigned cannot be edited aside from changing the plan name/plan description, marking the plan as grandfathered, and changing the session limits . This is to preserve the integrity of active member billing and avoid unintended changes that could impact existing memberships. If you need to update a plan's membership type, you’ll need to create a new version of it and move the existing members over to the new plan.
Gathering materials/resources:
- Knowledge of which membership plan you want to update
Plan details you wish to change (e.g., price, duration, session limits)
Naming convention for the new plan to differentiate it from the original
- List of any members currently assigned to that plan (for reference)
Step-by-step instructions:
- Navigate to Operational > Plan Management, locate the plan you'd like to edit.
- Review the Contact Count column to verify if members are attached to the plan. If there are members attached, you'll want to proceed with adding in a new plan.
- Click the button to Add a new plan, or select the option to copy the existing plan.
- Setup the new plan with the necessary adjustments and save.
- For each member attached to the old plan you'll want to visit the plans section of their member profile and cancel the old plan. When cancelling, set the cancellation date to be the day before the next billing date of the old plan.
- Once the old plan is setup to be cancelled, attach the new plan to the member and set the start date of the new plan to be the next billing date of the old plan. This will prevent any disruptions in the member's billing schedule.
Tips and best practices:
Always use clear naming conventions when creating updated plans to avoid confusion.
Use the “Free” billing type if you're creating a version of the plan for internal use, cash payments, or special exceptions.
Consider copying the original plan to preserve all settings, then make edits to the copy.
Additional information:
How can we add a membership plan into the system?
What are best practices to keep in mind when setting up Membership plans?