How do I give a member a plan and follow what they owe?

Adding a membership is what creates the amount they owe you. Renewing, freezing and cancelling do not do what their names suggest.

The short answer

Adding a membership is what creates the amount they owe you. Renewing, freezing and cancelling do not do what their names suggest.

Members › a member › Memberships card › Add

Steps

1
Open the member profile and find the Memberships card.
2
Press Add.
3
Choose the product. The price, the classes and the end date fill in from your catalogue.
4
Adjust the price, or enter a discount and its reason.
5
Press Add membership.

On this page5

Adding the plan is what creates the debt Valid until, classes, and the status you actually see Renew, freeze, adjust classes Cancel is not delete A membership on auto-pay is also stopped at Stripe

Adding the plan is what creates the debt

Path: Members › a member › Memberships card › Add.

The plan is created with the full price recorded and nothing paid yet. From that second, the member shows Owes on their profile and in the list, until you record a payment against that plan.

If you enter a discount, the amount subtracted is taken off before saving, so the balance to chase is the discounted amount, not the list price. If membership messages are switched on in Settings › Messaging, the member is told their plan is active.

Selling the plan does not collect the money. It only records what is due. Recording the payment is a separate action.

Valid until, classes, and the status you actually see

Valid until is filled from the number of days set on the plan. The No expiry button next to it clears the date.

The status badge on a membership is worked out live, not stored. A plan whose end date has passed reads Expired even though nothing ran overnight, and a pack whose classes are all used reads Used.

Classes are spent when a booking is made and given back when it is cancelled.

With no end date the plan never expires. It will not appear in the expiring list and it will never trigger a renewal reminder.

Renew, freeze, adjust classes

Renew asks for a new end date and reactivates the plan.

Freeze asks until when and why. Left empty, the plan stays frozen until you unfreeze it by hand. When you unfreeze, the end date is pushed forward by the days actually frozen, so the member does not lose paid time.

Adjust classes sets the number of classes remaining. Classes already used stay counted. Setting 0 marks the pack finished.

Renewing bills nothing and resets no balance. The plan keeps the same price and the same amount already paid, so a renewed member shows as fully paid for the new period. If you want a new amount to chase, add a new membership instead of renewing.

Cancel is not delete

Cancel marks the membership cancelled. It stays visible in the member history and it drops out of the outstanding balance, so a cancelled plan no longer counts as money owed. By default the stop is scheduled for the end of the period already paid; you can also stop it immediately.

Delete removes the record for good. Nothing is kept and nothing goes to a bin.

Both actions notify the member that their plan ended, if that message is switched on in Settings › Messaging.

Use Cancel for a member who stopped. Use Delete only for a line created by mistake, because the payment history attached to it stops making sense afterwards.

A membership on auto-pay is also stopped at Stripe

When the member had set up auto-pay, cancelling or deleting the membership also cancels their Stripe subscription: at the end of the paid period for a scheduled stop, immediately for an immediate one. The confirmation says which.

If Stripe refuses the call, the membership is NOT marked cancelled either. The two stay in step rather than leaving you with a closed plan and a card still being charged.

Changed your mind before the date? Uncancel puts both back, in the software and at Stripe.

A membership closed by your gym is protected: a late invoice arriving from Stripe afterwards does not reopen it. The event is written to the activity log as an orphan payment so you can see it happened.

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Keep reading

How do I record a payment, and why does an unpaid member not show up?How money gets into the software, what each status does to your figures, and why nothing turns overdue on its own.How do I set up the plans I sell?Your catalogue of offers: the four kinds of plan, and the two fields that silently break reminders.How do I let members pay online with Stripe?Connect your own Stripe account so members can settle from their space, and put a subscription on automatic renewal.