Why This Matters

Whether you need to adjust, cancel, or place a hold on a client’s membership, Wodify makes it simple to manage these changes efficiently. If you’d like to modify an existing membership before it renews, you can easily generate the client’s next membership within just a few clicks.

Additionally, Wodify provides built-in options for placing memberships on hold. You can choose from pre-configured hold types, create custom hold types specific to your business, and apply holds to client memberships quickly and easily.

Step-By-Step How To

Set Hold & Deactivation Defaults on a Membership Template

You can set default hold fee and billing behavior on each membership template so new holds start from the settings that fit your business. These defaults can still be changed on an individual hold when it is applied.

1. Go to Wodify Admin > Classes (or Appointments) > Settings
2. Click the Memberships tab
3. Open the membership template you want to edit
4. Scroll to the Membership Hold & Deactivation Settings section
5. Set the default Hold Fee and Billing Options for the template
6. Click Save

Note: Any template or membership that already existed before this update keeps the legacy Adjust billing schedule behavior and is not retroactively changed to prorate.

Putting a Client's Membership on Hold

1. Go to Wodify Admin > People > Clients
2. Select the Client's Name
3. Under Memberships, click the membership you wish to hold
4. Click Actions > Add Hold to open the Add Hold sidebar
5. Complete the hold details:
   • Hold Starts On — the first day of the hold
   • Hold Ends On — the last day of the hold (this day is included in the hold)
   • Hold Reason — choose a reason from the dropdown
   • Access Resumes On — read-only; the day after the hold ends
   • Hold Reason notes — optional free text
6. In the Hold Fee section, choose No Hold Fee or Charge Hold Fee (enter the amount and choose the charge date)
7. In the Billing Options section, choose Adjust billing schedule or Maintain billing schedule & prorate
8. (Optional) Click Preview Upcoming Invoices to review how the hold affects billing, then check the Invoice Summary footer for the last and next invoice
9. Click Save

Note: Here are some things to keep in mind when you're applying a hold.

• The Hold Ends On date is inclusive — it is the last day of the hold, and the client's access resumes the day after. The client profile shows this explicitly as Access Resumes On.
• How a hold affects billing depends on the Billing Options you choose. Maintain billing schedule & prorate keeps the billing date and prorates the invoice for the days on hold. Adjust billing schedule pushes the billing date back by the length of the hold (the legacy behavior). Proration is based on the actual calendar days in the billing period the hold overlaps.
• If any invoices related to this membership already exist, the dates will be updated immediately when the hold is added or edited.
• If your client is under a commitment term, that commitment term will be extended for the amount of the membership hold.
• We recommend that you check the new due date for the membership invoices after adding the hold, and communicate the change to the client.
• If a future membership has been generated, you are unable to add a membership hold to the original membership.

Adjusting/Removing Active Membership Holds

To Adjust an active Membership Hold:

• Go to Wodify Admin > People > Clients

• Select the Client's Name

  Under the Membership Holds section, click the pencil icon to make any changes

  Click Save

Note: Here are some things to keep in mind when editing a hold.

• To remove a current hold, please set the 'End Date' to the current date.
• If the hold was backdated when it originally got added, it will not be able to be edited.

To Remove a Future Membership Hold:

1. Go to Wodify Admin > People > Clients

2. Select the Client's Name

   Under the Membership Holds section, click the trash iconTIP!: If you do not want a client to be billed for a specific month the Start Date of their hold will need to start prior to the invoice due date.

    

Cancelling/Deactivating Memberships Immediately

To Cancel a Membership Today:

1. Go to Wodify Admin > People > Clients
2. Select the Client's Name
3. Under the Membership section, click into the active membership
4. Click Deactivate in the top right corner
5. Select your preferred deactivation date as today's date and click Deactivate Now

Cancelling/Deactivating Memberships At the End of the Current Billing Cycle

1. Go to Wodify Admin > People > Clients
2. Select the Client's Name
3. Under the Membership section, click into the active membership
4. Click Actions in the top right corner
5. Click Stop Auto Renew and press Save

Cancelling/Deactivating Memberships on a Custom Date

1. Go to Wodify Admin > People > Clients
2. Select the Client's Name
3. Under the Membership section, click into the active membership
4. Click Deactivate in the top right corner
5. Select your preferred deactivation date and click Deactivate Now

Create or Manage Hold Reasons 

Hold reasons are managed centrally in the Manage Hold Reason sidebar. You can open it from your membership settings, from your appointment settings, or directly from the Add Hold and Edit Hold modals when you apply or edit a hold.

1. Go to Wodify Admin > Classes (or Appointments) > Settings
2. Click the Memberships tab > open Manage Hold Reason
3. Click Create Hold Reason
4. Enter the Label for the new hold reason
5. Click Save

FAQs

1. "Can Wodify cancel a client’s membership for me?"
   Answer: No. Wodify provides the tools for managing memberships, but cancellations must be handled directly by the business. 
2. "Will invoices be generated during the hold period?"
   Answer: No. Wodify will pause invoice creation during the hold. The next invoice due date will automatically adjust to the end of the hold.
3. "Can a client reserve classes while their membership is on hold?"
   Answer: Clients can reserve classes that occur after their hold ends—provided your reservation window is open far enough in advance.
4. "Where do I set up or edit hold reasons?"
   Answer: Go to Classes (or Appointments) > Settings > Memberships > Manage Hold Reason, or open it directly from the Add Hold or Edit Hold modal.
5. "Will my existing holds be affected by this update?"
   Answer: No. Holds already in progress when this releases keep the legacy behavior — the billing date pushes back and nothing is prorated. Only holds created after the update use the new default.
6. "Can I still push back the billing date instead of prorating?"
   Answer: Yes. Adjust billing schedule is still available per hold or as the template default — it is just no longer the default choice.
7. "Why does my hold's prorated invoice look different than I expected?"
   Answer: Proration is based on the actual calendar days in the billing period the hold overlaps, not a flat 30-day month.