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 and deactivation behavior on each membership template so new holds and deactivations start from the settings that fit your business. These defaults pre-fill on each client's membership and can still be changed for an individual client.

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. Set the deactivation defaults for the template:
   • Membership Deactivation Fee
   • Refund Last Paid Membership Invoice
   • Prorate Final Membership Invoice
7. 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. Each client's membership has its own Hold & Deactivation Settings section. It pre-fills from the membership template, and you can override any of these defaults for that client without changing the template.

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:

1. Go to Wodify Admin > People > Clients
2. Select the Client's Name
3. Under the Membership Holds section, click the pencil icon to make any changes
4. 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
3. Under the Membership Holds section, click the trash icon

TIP!: 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 or on a Custom Date

Deactivating a membership today and scheduling a deactivation for a future date both use the Deactivate Membership sidebar. The date you choose determines which button appears and which refund or prorate option Wodify offers.

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 to open the Deactivate Membership sidebar
5. In Deactivate Membership On, select the deactivation date. This defaults to today. Keep today's date to deactivate immediately, or choose a future date to schedule the deactivation.
6. Select a Deactivation Reason from the dropdown (required)
7. (Optional) Enter any Deactivation Notes
8. In the Membership Deactivation Fee section, choose No Deactivation Fee or Charge Deactivation Fee. If you choose Charge Deactivation Fee:
   • Review the fee amount, which pre-fills from the membership's settings
   • Select the charge date from the dropdown: Deactivation Day, Final Billing Date, or Custom Date
9. Review the refund or prorate toggle. Wodify shows either Refund last paid membership invoice for unused days or Prorate final membership invoice, based on the deactivation date (see Refund vs. Prorate below).
10. Review the Deactivate Account toggle. It defaults to Do not deactivate the client account on this date. Change this setting only if you also want to deactivate the client's account on the deactivation date.
11. (Optional) Click Preview Upcoming Invoices to see a read-only preview of how the deactivation affects billing. Nothing is saved.
12. Click Deactivate Now if the deactivation date is today, or Schedule Deactivation if the date is in the future

Refund vs. Prorate

Wodify selects which option to show based on the deactivation date. You never see both options at the same time.

• Deactivating today, or scheduling before the next billing date: Wodify shows Refund last paid membership invoice for unused days, since the current period's invoice has usually already been paid.
• Deactivating today, or scheduling before the next billing date, with the current period's invoice still unpaid: Wodify shows Prorate final membership invoice. There is nothing to refund, so the unpaid invoice is prorated instead.
• Scheduling after the next billing date: Wodify shows Prorate final membership invoice, since the final invoice has not been generated yet.

Deactivation Fee Charge Dates

• Deactivation Day — the fee is charged on the deactivation date.
• Final Billing Date — the fee is charged on the membership's final billing date. This option only appears when the deactivation is scheduled after the next billing date.
• Custom Date — the fee is charged on a date you choose.

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

Adjust a Membership Before It Renews (Generate the Next Membership)

An active membership that has already been invoiced cannot have its price, attendance limits, or other core settings changed. To make those changes effective at the next renewal, generate the client's next membership early and edit it before its invoice is created.

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 Generate Next Membership
6. Return to the client's profile and, under the Membership section, click into the newly generated future membership
7. Update the details that should apply going forward, such as Price, Discounts, Attendance Limits, or Rollover settings
8. Click Save

Note: Here are some things to keep in mind when generating the next membership.

• The next membership can only be generated when Auto Renew is on for the current membership.
• Changes made to the generated membership do not affect the current membership or any invoice that has already been created.
• Once a future membership has been generated, you can no longer add a hold to the original membership. Add any hold before generating the next membership.
• Generating the next membership is also useful before scheduling a cancellation, so you can prorate the client's final payment. See Schedule a Membership Cancellation.
• To change pricing for many clients at once instead of one at a time, see Mass Update Membership Pricing, Location & Program Access.

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?" → 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?" → It depends on the Billing Options you choose for the hold. With Adjust billing schedule, Wodify pauses invoice creation during the hold and the next invoice due date automatically moves to the end of the hold. With Maintain billing schedule & prorate, the billing date does not move, and the next invoice is prorated for the days on hold.
3. "Can a client reserve classes while their membership is on hold?" → 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?" → 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?" → 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?" → 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?" → Proration is based on the actual calendar days in the billing period the hold overlaps, not a flat 30-day month.
8. "Why can't I change the price on a client's current membership?" → Once a membership has been invoiced, its core settings are locked. Use Actions > Generate Next Membership, then edit the price on the future membership so the change takes effect at the next renewal.
9. "Why am I seeing a refund option for one member and a prorate option for another?" → Wodify shows the option that matches the deactivation date. Before the next billing date, the current invoice has usually already been paid, so Wodify offers a refund for the unused days. After the next billing date, the final invoice has not been generated yet, so Wodify prorates that invoice instead. If the current invoice is still unpaid, Wodify prorates it, since there is nothing to refund.
10. "Can I cancel a membership that is currently on hold?" → Yes. The hold ends on the deactivation date. You do not need to end the hold first.
11. "If I charge a deactivation fee, when does the member actually get billed?" → On the charge date you select: Deactivation Day, the membership's Final Billing Date, or a Custom Date you choose.
12. "Does scheduling a deactivation remove invoices right away?" → No. Scheduling a deactivation never removes an invoice. Invoices are only affected when the deactivation processes on the scheduled date.