Viewing and Filtering Memberships
Navigate to the Memberships tab under the main Members section. Here you'll find a table listing all customer memberships. Each row shows key details including the Plan name, Customer name, Start Date, End Date, Creation Date, current Status (Active/Inactive), and Payment status.
Use the controls above the table to narrow down the list:
Search: Find memberships by customer name or email.
Filter by Membership Plan: Show only memberships associated with a specific plan.
Filter by Status: Display only Active, Inactive, or All memberships.
Pagination: Navigate through pages using the controls at the bottom.
Adding a Membership to an Existing Customer
Click the Add Membership button to open the sheet. This allows assigning a new membership plan to a customer already in your system.
Select Customer: Search for and select the customer who will receive the membership.
Select Membership Plan: Choose the desired membership plan from the available options. Plan details like price, duration, and type are displayed.
Select Start Date: Use the calendar to pick the membership start date. The system will highlight dates that conflict with the selected customer's existing, active memberships for the chosen plan, preventing overlaps. The expected end date based on the plan's duration will be shown.
Set Payment Details: Select the Payment Method used (e.g., Bank Transfer, Card, Cash) and set the initial Payment Status (usually Pending or Completed).
Review and Create: A summary displays the chosen customer, plan, duration, and cost. Confirm the details and click Create Membership.
Managing Membership Actions
Each membership row has an actions menu (three dots icon) that provides various management options depending on the membership's current state.
Adjust Dates
The Adjust Dates action allows you to modify a membership's start and end dates. This feature is available for all memberships except those that have been refunded.
When to Use:
Extending membership periods for loyalty or service recovery
Correcting date entry errors made during signup
Reactivating cancelled memberships by adjusting dates to the current period
Managing membership schedules and renewals manually
How It Works:
Select Adjust Dates from the actions menu
A modal opens showing the current start and end dates
Use the calendar pickers to select new dates
The system displays the calculated duration in days
Click Update Dates to apply the changes
Important Notes:
Automatic Activation: The system automatically determines if the membership should be active or inactive based on the new dates. A membership becomes active if it has a completed payment, the current date (in your space's timezone) falls within the membership period, and (for entry-based memberships) it has remaining quota.
Reactivation: If you adjust dates on a cancelled membership to make it current, the system will automatically reactivate it and clear the cancellation status.
Validation: The end date must be after the start date. The update button is disabled if no changes are made or if the dates are invalid.
Timezone Aware: All date comparisons use your space's configured timezone to ensure accurate activation timing.
Recurring Membership Renewals
For Recurring Plan memberships, the system automatically handles renewals:
Automatic Renewal: When a recurring membership expires, the system automatically creates a new renewal membership with a pending payment status. This happens daily through an automated process.
Renewal Dates: Renewals occur on the same calendar day each month. For example, if a membership starts on January 15th, it will renew on February 15th, March 15th, and so on. The system handles month-end edge cases correctly (e.g., January 31st renews to February 28th or 29th).
Pending Payment: Renewal memberships are created with a "Pending" payment status. Members must complete payment to activate the renewal. They can choose any available payment method when paying for the renewal.
Member Experience: Members will see pending renewal memberships in their Members App with a "Payment Pending" status. Once they complete payment, the renewal membership becomes active immediately.
Cancellation: If you cancel a recurring membership, it will not create automatic renewals. Cancelled recurring memberships can be manually reactivated by adjusting dates if needed.
Refunding or Cancelling Memberships
Refunding: Select the "Refund" action. Remember, this action updates the system status only; the actual refund must be processed manually through your payment provider. Choose between a Full Refund or Partial Refund (entering the specific amount). Confirming marks the payment as refunded and deactivates the membership.
Cancelling: Select the "Cancel" action. This immediately sets the membership's end date to the current time and marks it as inactive, without issuing a refund. For recurring memberships, cancellation also prevents future automatic renewals. Confirm the action in the modal.
Availability: These actions typically apply to memberships with completed payments. Cancelled or already refunded memberships usually won't show these options. Access to manage plans settings is also available via the "Manage plans" link.