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Membership Operations

Manage the full lifecycle of member memberships — from assigning plans and processing payments to freezing, modifying, and cancelling memberships.

Assigning Memberships​

Assign a Membership Plan​

Location: Member Profile → Membership → Assign membership

  1. Click Assign membership
  2. Select the Member (pre-filled if on member profile)
  3. Select the Membership Plan
  4. Choose the Start Date
  5. Select Payment Type:
    • Card (Stripe payment)
    • Manual — then select a payment method: Cash (default) or any custom methods you've created
  6. Optionally apply a Discount
  7. Review the pricing estimate
  8. Click Assign

Assign a membership plan to a gym member with start date and billing

Payment Processing​

Card Payment:

  • Member is redirected to Stripe checkout
  • Payment processed immediately
  • Recurring billing set up automatically

Cash/Manual Payment:

  • Invoice created in "Pending" status
  • Record payment when received
  • First recurring charge happens on next bill date

Pricing Estimate​

Before confirming, you'll see a breakdown of:

  • Charge amount — Regular plan price
  • Setup fee — One-time fee (if applicable)
  • Discount — Amount saved
  • Tax — Applicable taxes
  • Total Due Today — Amount to charge now

View Membership Details​

From the member's Membership tab, click on any membership to see:

  • Plan name and type
  • Status (Active, Frozen, Archived)
  • Start and end dates
  • Next billing date (recurring)
  • Payment method
  • Applied discount
  • Usage statistics

Switch Plan​

Switch a member from one membership plan to another, with automatic prorated credit from the current plan.

Location: Member Profile → Memberships → ⋯ (Actions) → Switch Plan

Switch plan is available for both recurring and non-recurring memberships. Members can only switch to a plan of the same type (recurring to recurring, non-recurring to non-recurring).

How to Switch a Plan​

  1. Go to the member's Membership tab
  2. Click the ⋯ (actions menu) on the active membership
  3. Select Switch Plan
  4. Select the New Membership Plan
  5. Optionally apply a Discount
  6. Select Payment Type:
    • Card — redirects to Stripe checkout
    • Manual — then select a payment method
  7. Optionally toggle Payment Received and select the payment method (for manual payments)
  8. Review the Pricing Summary
  9. Click Switch Plan (or Proceed to Payment for card)

Pricing Summary​

The pricing summary shows a full breakdown:

  • New Plan Charge — The new plan's regular price
  • Setup Fee — One-time fee on the new plan (if applicable)
  • New Plan Price — Total price for the new plan (may be prorated for recurring plans with a set billing day)
  • Credit from Current Plan — Prorated credit based on remaining days
  • Discount — Amount saved (if a discount is applied)
  • Tax — Applicable taxes
  • Amount Due — Final amount to charge

How Credit is Calculated​

For recurring memberships:

Credit = Plan Price × (Remaining Days Until Next Bill Date ÷ Full Billing Cycle Days)

For non-recurring memberships:

Credit = Plan Price × (Remaining Days Until End Date ÷ Total Membership Days)

tip

If the credit from the current plan exceeds the new plan's price, the amount due will be zero — no negative balance is carried over.

Requirements​

The Switch Plan option is available when the membership is:

  • Active (not expired)
  • Not archived (not cancelled)
  • Not frozen
note

Punchcard memberships do not support plan switching.

Freeze Membership​

Temporarily pause a membership (vacation, injury, etc.):

  1. Click Freeze on the active membership
  2. Optionally set a Reason
  3. Optionally set an Unfreeze Date (auto-resume)
  4. Click Freeze Membership

Freeze a gym membership - set pause start and end dates

When frozen:

  • Billing is paused
  • Check-ins are prevented
  • Usage counters pause
  • End date extends by freeze duration
note

Punchcard memberships cannot be frozen since they don't have recurring billing.

Unfreeze Membership​

Resume a frozen membership:

Unfreeze a frozen gym membership to resume billing and access

  1. Click Unfreeze on the frozen membership
  2. Confirm the action

The membership resumes immediately with:

  • Billing restarted
  • Check-ins enabled
  • Usage counters active

If an automatic unfreeze date was set, it will be cleared.

Change Billing Date​

Adjust when a recurring membership is charged:

  1. Click Change Billing Date
  2. Select the new billing date
  3. Click Save

The next charge will occur on the new date.

Change Payment Method​

Update how a membership is billed:

  1. Click Change Payment Method
  2. Select the new payment method:
    • Different saved card
    • Manual — Cash (default) or any custom methods you've created
  3. Click Save

Change Discount​

Apply or modify a discount on an active membership:

  1. Click Change Discount
  2. Select a discount or remove the existing one
  3. Click Save

The discount applies to future billing cycles.

Cancel Membership​

End a membership permanently:

  1. Click Cancel membership
  2. Confirm the action

Cancelled memberships:

  • Stop all billing
  • Prevent check-ins
  • Remain in history for records
  • Cannot be reactivated (assign a new membership instead)

Troubleshooting​

Membership Not Showing as Active​

Verify:

  • Start date has passed
  • End date hasn't passed
  • Membership isn't archived
  • Membership isn't frozen
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