Active Memberships
Updated September 21, 2026
The Active Memberships page gives you a complete view of all customer subscriptions — who is subscribed, what they are paying, and when they renew.
Memberships List
The table displays all memberships across your company:
| Column | Description |
|---|---|
| Customer | Customer name and email |
| Plan | Membership plan name |
| Status | Current membership status |
| Start Date | When the membership began |
| Next Billing | Date of the next automatic charge |
| Amount | Recurring payment amount |
Use the search bar to find a membership by customer name or email. Filter by status or plan to narrow results.
Membership Statuses
| Status | Description |
|---|---|
| Active | Membership is current and the customer has full access to plan benefits |
| Cancelled | Customer or admin cancelled the membership. Access continues until the end of the current billing period |
| Expired | Billing period ended after cancellation. No further access |
| Past Due | Payment failed. The system retries automatically. Access may be restricted |
Tip: Keep an eye on "Past Due" memberships. If a customer's payment fails repeatedly, reach out to them directly to update their payment method.
Viewing Membership Details
Click on any membership in the list to open the detail view:
Usage Tab
- Bookings used — number of bookings made this period vs. the plan limit
- Included services — list of services the customer can book under this plan
- Usage progress bar — visual indicator of how much of the limit has been used
Billing History Tab
| Column | Description |
|---|---|
| Date | Payment date |
| Amount | Amount charged |
| Status | Paid, failed, or refunded |
| Invoice | Link to the Stripe invoice |
Cancelling a Membership
To cancel a customer's membership:
- Open the membership detail view
- Click Cancel Membership
- Choose the cancellation mode:
- At period end — the customer keeps access until the current billing period ends
- Immediately — access is revoked right away (no refund by default)
- Confirm the cancellation
Tip: "At period end" is the recommended option. It provides a better customer experience and avoids disputes.
Membership Revenue Tracking
The summary cards at the top of the page show key metrics:
- Total active memberships — number of currently active subscriptions
- Monthly recurring revenue — total expected income from memberships this month
- Average membership value — average amount per subscriber
- Churn rate — percentage of memberships cancelled in the last 30 days
Use these metrics to understand the health of your membership program and identify trends.
The Membership Card
Opening a membership shows its validity period, how many visits are left, and the full visit history.
When a pass starts
A pass bought online does not start counting down on the day it is paid for. It waits, and its period opens on the customer's first session — the date of the class, not the day they booked it. Until then the card says "Starts with the first visit" instead of dates, and the pass is perfectly usable: booking with it is what starts it.
Selling a pass yourself may name a start date, and then the period begins there.
Tip: If the first class is cancelled, the pass goes back to waiting. The customer does not lose days for a lesson that never happened.
Correcting the dates
Change dates, under the validity period, does two things:
| Field | Effect |
|---|---|
| Start date | Moves the end by the same number of days, so an extension already granted is kept |
| Extend by | Adds days to the end only. A negative number takes them back |
For a pass that has not begun, the button reads Start the pass — naming a date is what starts it, and the end comes from the plan.
Visit history
| Column | What it shows |
|---|---|
| Session | When the class takes place, with the write-off date underneath |
| Service | Which service the visit paid for |
| Written off by | The staff member, or "Online booking" |
| Note | Anything added at the time |
| Return | Gives the visit back |
Return is disabled while the booking still stands — handing the visit back then would leave a class nobody paid for. Cancel the booking instead; that returns the visit by itself.
Writing off a visit by hand
For a customer who came without a booking. Choose the service, then say when the visit happened — the date has to fall inside the pass's period, because a visit outside it is not one that pass paid for.
If the day is genuinely not known, tick No date and write a note explaining why. One or the other is required: a visit with neither is a line nobody can account for months later.
Handing a pass to someone else
Families buy for each other, and people sign up twice. When a pass ended up on the wrong record, Transfer to another customer under the customer's name moves it: pick the person it was meant for, and the confirmation names both, so the direction is never in doubt.
| What moves | What stays |
|---|---|
| Who the pass belongs to | Visits left, dates, price |
| Where it shows up (both customers' cards) | Who bought it, and the payment behind it |
Only an untouched pass can be handed on: one that is still active and has no visits written off. A visit records the class someone attended, and moving it with the pass would credit that class to a person who was never there. If the button is greyed out, the reason is written beside it.
Tip: A pass already part-used cannot be transferred. Let it run out, or cancel the remaining bookings and sell a new one to the right person.
Related
- Membership Plans — create and configure membership plans