How to suspend/ Freeze a membership?

Suspending a membership allows the membership and associated rights to be temporarily suspended for a defined period. During this suspension, it is possible to adjust several parameters according to the club's policy: modification of direct debits, booking rights and other adjustments adapted to members' needs.

What about spot payment memberships? 

As the membership has already been paid in full, there is no financial impact to determine. Step 4 of this article, which shows how to modify a payment schedule in the event of a suspension, does not therefore apply to spot payment memberships.

Did you know this? Suspending a membership online is possible💡

You can give your members the option of suspending their memberships directly online. Find out more in this article.

STEP 1: GO TO THE MEMBERSHIP TAB IN THE MEMBER FILE 

Go to the member file concerned, next to the Membership tab. 

STEP 2: SELECT THE THREE DOTS AND 'SUSPEND MEMBERSHIP' 

Select the three dots on the right of the membership:

And 'Suspend membership'. 

STEP 3: DEFINE THE REASON, THE DATES AND CONDITIONS OF THE SUSPENSION

• Choose the reason for the suspension (which can be managed from the settings) and the dates of the suspension period.
• Decide whether or not to affect the end date of the membership (or its commitment) by ticking the appropriate box. In this way, the suspended month of December will be carried forward to the end of the initial membership, which will therefore end later. A message will indicate exactly when the membership will end.
• The last box ‘impact booking rights’ is used to block booking rights for the member. ⚠️It does not matter what other memberships or packs the member has (interesting in the specific case of memberships that give access to unit credits, for example).
• Select Proceed.

STEP 4: FOR DIRECT DEBIT MEMBERSHIPS, DECIDE THE IMPACT ON SCHEDULED PAYMENTS. 

On this screen, edit, if necessary, one or more instalments of the monthly OR weekly membership, as well as any bolt-ons affected by the suspension period.

To do this, take the following action:

• Tick the boxes for the due dates you want to change. It is possible to tick or untick all the boxes at once to move more quickly.
• Select Edit.
• Determine the new amount of the selected due dates. 
• Once you have made your changes, click on Proceed.

⚠️If you want to set one due date at amount X and another due date at amount Y, you will need to repeat the operation twice. Once with each due date.

Understanding due date status and the impact of suspension💡

💸 Some due dates are indicated as ‘already billed’. This means that the direct debit invoice has been anticipated but not yet paid, or that it has already been paid..➡️ In case of suspension:

• If the amount of an early invoice is reduced, no credit note will be created; the amount will simply be deducted from the invoice. If you set it to zero pound, it will be issued at zero pound.
• However, if an invoice that has already been paid is adjusted downwards, a credit note will be issued for the corresponding amount.

💸 Some due dates are marked as ‘coming soon’. This means that the direct debit invoice has not yet been issued.➡️ In case of suspension:

• If the reduction concerns the entire invoice (amount reduced to zero), the invoice will not be issued.
• If the reduction only concerns part of the amount, the invoice will be issued with the adjusted amount.

💸 Some due dates display a Warning sign. This indicates that the due date is partially affected: the suspension interrupts the billing period for only part of it.➡️ In case of suspension:

• If the reduction applies to the entire invoice (amount reduced to zero), the invoice will not be issued.
• If the reduction is partial, the invoice will be issued with an adjusted amount.

STEP 5 : IN CASE OF FUTURE BOOKINGS ALLOWED BY THE MEMBERSHIP... 

Once the suspension has been confirmed, to prevent classes being occupied by unfulfilled bookings, a warning will appear if the member still has future bookings. To check these bookings and cancel them if necessary, click See bookings.

The member can then be cancelled from the slots affected by the suspension period by ticking the boxes of the classes that will be suspended during the suspension period.

STEP 6: FOLLOWING THE SUSPENSION…

From the Membership tab of the member file, you can perform a number of actions, such as...

• See the membership schedule to see the impact of the suspension on the scheduled payments:

• Edit the existing suspension if needed: 

Do you need to suspend a membership that has already expired?

Please contact your customer service.