Introduction:
The Freeze Details feature provides gym owners with a centralized, easy-to-use interface for managing membership freezes. It simplifies tracking and controlling membership status, helping gyms maintain a complete historical record.
Description:
Freeze History allows gym owners to manage all aspects of membership freezes in one place. Users can add, edit, cancel, and review freezes without navigating multiple screens. The feature ensures accurate billing, protects membership value, and improves overall administrative efficiency.
How to Manage Freezes:
- Navigate to the member’s profile in GymOwners.com.
- Locate the membership plan you want to update.
- Click the three dots (⋯) next to the membership plan.
- Select Freeze Details from the dropdown menu.
- From this screen, you can:
- Review Freeze History (past freezes)
- Add a New Freeze by entering the start date, end date, and reason
- Edit or Cancel an active or scheduled freeze
Key Features:
- Membership Status: Frozen
- Session Access: Members cannot sign up for sessions while frozen
- Future Scheduling: Freezes can be scheduled in advance
- Cancellation: Active and upcoming freezes can be canceled anytime
- Adding a Freeze: Requires a Start Date, End Date, and Reason
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Contract Extension: The membership contract is extended by the length of the freeze
- Example: A membership term of 52 weeks (Jan 1, 2025 – Dec 31, 2025) with a 2-week freeze will now end on Jan 14, 2026
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Billing Pause: Members are not billed during the freeze and next billing date will resume based on the freeze date and number of days left in the billing cycle when the plan was frozen.
- Example: If a plan bills every 14 days and the freeze starts 7 days into the cycle, the next billing date will be the freeze end date + 7 days.
Maintenance Tips:
- Regularly review freeze history to ensure no errors.
- Confirm that billing adjustments are accurate after each freeze ends.
- Update member payment information promptly to avoid failed payments.
Additional Information:
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Best Practice: The length of the freeze should align with the length of the member’s billing cycle.
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Example:
A plan starts on January 1 and bills every 28 days.
The next billing date would normally be January 28.
The member freezes their plan on January 10 (10 days into the cycle, with 18 days remaining)
Entering in a freeze that lasts 28 days means the freeze ends on February 7.
The January 28 billing date is skipped due to the freeze.
The next billing date becomes February 25, which is 18 days after the freeze ends, picking up exactly where the billing cycle left off. (Jan 28th+28 days= Feb 25)
This ensures that the member’s billing remains consistent, the skipped billing date is properly adjusted, and no partial or overlapping charges occur.
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- See: How do we use the Membership Table on the Memberships & Payments screen?