How to change a member's membership?

Would a member like to change their membership? The membership change feature is just what you need. Simply integrated into the sales tunnel, once configured you can change a member's membership in just a few clicks. We explain how to do it in this article...

Feature Limits⚠️

This feature only works with open-ended direct debits contracts and is not available in the member area.

Prerequisites - How to define your conversion offers?

First of all, you need to define which offers in the catalogue are available in the membership change process.

🚩Go to the membership.

To do this, go to Settings > Catalogue, then create the offers that will be available when you change your membership from the price list. If the offers already exist, simply go to the price list of those concerned.

🚩Define the offer as a conversion offer. 

From the list of offers available when changing membership, select the three dots and then "Define as conversion offer".

This section appears at the bottom of the tariff information:

Here we have two options:

• If you tick the box, it means that this tariff will only be available if you change your membership.
• If the box is not ticked, this means that the tariff will be available either as part of a 'regular' sale or as part of a change of membership.

🚩Define the dates of possible changes 

Here you define the days you want to make available as the conversion date, i.e. the date on which you switch from one membership to another. There are three options:

• No restrictions: you can choose the same day, the next day or a future renewal date.

💡Let's say you convert a membership to pro rata on 11 October, then the proposed change dates will be the current date (10 October), the next day (11 October) or the next renewal dates (01 Nov - 01 Dec - 01 Jan...etc).

• In the current month: if the change is to take place in the current month, then the same day, the next day or all subsequent renewal dates will be offered, always in the current month.

💡Let's say a member wants to change their membership and comes to the gym on 11 October to do so. The proposed change dates would be as follows: today's date (10 October) and, if in the current month, the following day's date (11 October) and the next renewal date. If the membership is proprated, the next renewal date will be 01/11 and will not be proposed as it belongs to the following month.

• On the membership renewal date: in this case, the next membership renewal dates will be offered.

💡Let's say you convert a membership to pro rata on 11 October, then the proposed change dates will be the next renewal dates (01 Nov - 01 Dec - 01 Jan...etc).

Modes with renewal dates allow the change to take effect at the end of a full month's membership, simplifying management.

Save after making a choice.

How to change a member's membership ?

Start by clicking on "Make a sale". Then go to Memberships.

Once you've clicked on Memberships, you'll see a message saying "You can convert an active membership into a new membership".

Useful info

Bundles can also be changed if they contain memberships, so if you want to make a change involving a bundle, go to Bundles.

The membership available for conversion appear. Click Select on the bundle you wish to change.

Select the membership you want to replace the first one with. Here we can define the start date (and any credit to be applied to the basket for what has been paid in the current month) and the debit day.

We determine the start date of the new membership. There are several possibilities in the current month or later, depending on what has been configured in the catalogue (see Prerequisites section):

• Start today: a credit note for the amount indicated will be applied to the cart according to the number of days remaining on the old membership for which the period has already been paid.
• Start the next day: a credit note for the amount indicated will be applied to the cart based on the number of days remaining in the old membership for which the period has already been paid. 
• Start on the renewal dates of the following months: this will not involve any credit notes, as the paid periods will have ended by then.

You then choose the day on which you wish to collect your payment, as you usually do when selling a membership.

The credit note will then be applied to the cart. If the credit note generated at the time of the exchange is greater than the amount in the cart, the difference will be used to pay (part of) the next invoice for the new membership.

Select Proceed.

You can then select the mandate already present on the member file.

The member signs the new contract.  Select Validate.

The sale is over. The usual sale completion screen appears. The change has been made!🎉

Useful info 💡

Financial Management📊

If the credit note generated at the time of the change is greater than the amount in the cart, the difference will be used to pay (part of) the next invoice for the new membership. 

Cancellation certificate📜

• If you use the cancellation certificate, it will appear on the sales contract for the new membership for the old membership when you sign the contract for the new membership.

Some cases related to the Family module👨‍👩‍👧‍👧

• How to shift from a non Family membership to a Family membership ?

If the member has a Family membership and is the Family manager and changes to an individual membership, then the beneficiaries only lose the Family membership. The initial Family membership is considered as cancelled and so the beneficiaries are not linked to that old membership and no link is created in the new membership.

If the member is the beneficiary of a Family membership, the fact that they are not a beneficiary of the Family membership any longer must be specified in the Family file before making a new sale.

• How to add a member to a Family membership starting the next month ?

Wait the next month to edit the membership and add the new member to the Family, as there is no start date and no end date. The change is immediate. If you wish the change to be made the next month, please make it at that moment.

• How to shift from a Family membership with 4 possible beneficiaries to a Family membership with only 3 ?

Once the membership is changed, the 4th person must be removed from the Family membership. In all cases, if they are not removed, there will be a blocking alert for non respecting the number of beneficiaries.

Limit and Scope❌

• We can only make one change per sale, which means that if the member has two memberships that are eligible for conversion and wants to convert both, the process will have to be carried out twice.
• It is not possible to cancel the cancellation of the old membership resulting from an upgrade. You need to cancel the invoice for the new membership. This will cancel the new membership and reactivate the old one.
• It is only possible to change direct debit open-ended memberships.
• It is only possible to define an offer as a conversion offer for memberships and membership-type bundles.

• It is possible to make the change offer available to members with a specific tag or status. This helps address issues such as: "I would like this offer to be available only to customers looking to upgrade but who currently only have membership X."