Why This Matters

To streamline your cancellation workflow, Admins and Managers can now pre schedule a membership cancellation, disable auto-renew, and optionally deactivate a client’s profile—all in one process. This article will guide you through how to turn off auto-renew for a membership and set up a future deactivation for the client.

Step-By-Step How To

Schedule a Membership Cancellation/Deactivation

You can select a custom end date for cancelling a Membership and Client profile, so the membership ends on any date you select. If you schedule the deactivation before the next billing date, you will see the option to refund the last paid membership invoice for the unused days. If you schedule the deactivation after the next billing date, you will see the option to prorate the final membership invoice for the days the member was actually active. If you leave either toggle off, no prorations or refunds will take place. 

To Schedule a Deactivation: 

1. Go to Wodify Core - People - Clients 
2.  Select the appropriate Client 
3. On the Memberships & Payments tab click on the membership(s) you will be cancelling
4. Click Deactivate in the top right corner of the page
5. Select the cancellation date and optionally choose a deactivation fee and whether you will be prorating their invoices or refunding them. 

Note: When you are stopping the membership auto-renewal or scheduling a future cancellation, you can also set the client's profile to be deactivated. This will remove the client's access at midnight.

Step-By-Step How To

Edit a Scheduled Membership Cancellation/Deactivation 

You can edit a future scheduled membership deactivation before the deactivation has taken place. 

To Edit a Scheduled Deactivation: 

1. Go to Wodify Core - People - Clients 
2.  Select the appropriate Client 
3. On the Memberships & Payments tab click on the membership(s) that have a scheduled deactivation.
4. Click the pencil icon to edit the deactivation
5. You can change the deactivation date, the reason, the notes, the fee settings, and the refund or prorate toggle. On save, Wodify recalculates any pending prorated or refund invoices against the new date.

Note: Do not be alarmed by the date-crossing behavior. If you move a deactivation date from after the next billing date to before it, the prorate toggle is replaced by the refund toggle, and vice versa.

Additional Information:

• Suspending a client restricts their access to Wodify features. It does not stop membership billing. As a result, a client may successfully pay for a membership while their client profile remains suspended. If the client should be able to reserve or attend, remove the suspension as appropriate. If billing should also stop, update the membership separately by cancelling, deactivating, or placing it on hold according to your policy.
• A cancellation request does not remove access immediately unless the cancellation date is immediate. Clients can continue to reserve and attend through their scheduled cancellation date. To review a cancellation, open the client's membership details and check its scheduled cancellation or deactivation date.
• When you schedule a membership deactivation, the option to deactivate the client profile is separate.

Step-By-Step How To

Cancel a Scheduled Membership Cancellation/Deactivation 

You can cancel a future scheduled membership deactivation before the deactivation has taken place. 

To Cancel a Scheduled Deactivation: 

1. Go to Wodify Core - People - Clients 
2.  Select the appropriate Client 
3. On the Memberships & Payments tab click on the membership(s) that have a scheduled deactivation.
4. Click the trash can icon to delete the deactivation

Note: On cancellation of deactivation, a pending prorated invoice is restored to the full membership amount and a scheduled refund is canceled. The refund does not process until the deactivation date, so canceling the schedule cancels the refund before any money moves.

Disable a Memberships Auto-Renewal

To end a membership on its next renewal date, we recommend disabling auto-renew.

To Disable the Membership Auto-Renewal:

1. Go to Wodify Core - People - Clients
2. Select the Client Name
3. On the Membership & Payments tab - within the Membership(s) section
4. Click on the active membership
5. Click on the Actions drop-down menu - Click Stop Auto-Renew
6. Click Save

FAQs

1. What happens if I disable auto-renew instead of scheduling a cancellation?
   Answer: Disabling auto-renew allows the membership to continue until its next renewal date, at which point it will end automatically. This is the preferred method if you want the membership to simply run out without setting a custom cancellation date.

    

2. What happens if I change the stop-auto-renew date after scheduling it?
   Answer: If you edit the stop-auto-renew date, the client’s profile deactivation date will automatically adjust to match the updated renewal end date.

    

3. I am scheduling a deactivation and don't want to accidentally bill someone. If their membership is going to bill again on September 1st, should I deactivate it on August 30th or is September 1st okay?
   Answer: When our automated scripts run to update memberships, the deactivation script occurs prior to the billing script. Thus, even if they deactivate and bill on the same day, the deactivation will always happen first. You are perfectly fine to deactivate the membership on September 1st. 

    

4. Is there a more temporary option for members who will be back?
   Answer: Yes! If a member is only leaving temporarily, you can place their membership on hold.

    

5. I scheduled a cancellation by mistake. What happens to the invoices if I cancel it? Answer: Any pending adjustment is reversed. A prorated invoice goes back to the full amount and a scheduled refund is canceled before it processes.

    

6. Why can't I edit the deactivation fee anymore? Answer: Because the fee invoice has already been created. Edit the invoice directly using the View Invoice link in the sidebar.

    

7. I canceled the scheduled deactivation but the member already paid the deactivation fee. Will Wodify refund it? Answer: No. Paid fee invoices are not automatically refunded. You will need to issue that refund manually.

    

8. I moved the deactivation date and now I'm seeing a different option than before. Answer: That is expected. Wodify swaps between the refund and prorate options depending on whether the new date falls before or after the next billing date.
    
9. What should I do if a client disputes a membership payment after discussing a cancellation?
   Answer: If a client files a chargeback, submit all available evidence for the bank’s review. Helpful documentation may include messages or emails, your response confirming the effective cancellation date, your membership terms, billing schedule, cancellation policy, and records showing the disputed payment was due under the membership agreement.