Why This Matters

You have always known why members leave, but that knowledge usually lived in someone's head or in a free-text note nobody read again. Without a structured field, there was no way to answer "how many members did we lose to cost this quarter versus injury." Deactivation reasons turn churn into something you can report on, and because you configure the list yourself, the reasons reflect how your business actually loses members rather than a generic list.

For example, if you suspect January churn is price-driven rather than seasonal, add a "Seasonal break" reason so those departures stop getting lumped into Other, then compare the two over the following months. A studio with a large corporate-partnership population can add "Left employer partnership" so those departures do not look like ordinary churn in retention numbers.

📋 Pro Tip / Prerequisites: You need Admin or Manager access to manage the deactivation reasons list. Coaches can select a reason when deactivating a membership, but they cannot add, edit, or reorder reasons. For an overview of how deactivations work end to end, see Adjust, Cancel, or Hold an Existing Membership.

Step-By-Step How To

Where to Find Deactivation Reasons

Class membership reasons and appointment subscription reasons are two separate lists. Configure each one in its own settings area.

Option 1: Via Classes

1. Go to Wodify Admin > Classes > Settings
2. Click the Memberships tab
3. Scroll to the Membership Deactivation Reasons section, which sits alongside the Hold Reasons section
4. Click Manage Deactivation Reasons

Option 2: Via Appointments

1. Go to Wodify Admin > Appointments > Settings
2. Scroll to the Subscription Deactivation Reasons section
3. Click Manage Deactivation Reasons

The list shows each reason's Order, its Reason Label (click to edit), and whether it is Active, shown as a green checkmark or a gray X. This matches the Hold Reasons layout.

Note: Wodify pre-populates five reasons the first time you open this section: Injury, Cost, Moving, Membership Change, and Other. You can rename them or turn them off if they do not fit your business.

Add a Deactivation Reason

1. From the Manage Deactivation Reasons list, click Create Deactivation Reason
2. Enter the reason name (required)
3. Set the Is Active toggle
4. Click Save

Edit a Deactivation Reason

1. Click the reason label in the list
2. Change the name or the Is Active toggle
3. Click Save

Reorder Deactivation Reasons

1. Drag the gripper handle on a row
2. Drop it where you want it in the list

The order you set here is the order staff see in the Deactivation Reason dropdown. Put your most common reasons at the top so staff are less likely to pick Other out of convenience.

Turn Off a Deactivation Reason

1. Click the reason label in the list
2. Turn off the Is Active toggle
3. Click Save

The reason disappears from the dropdown for new deactivations, but historical deactivations that used it keep their data intact for reporting.

How Staff Use Deactivation Reasons

When anyone deactivates a membership, Deactivation Reason is a required dropdown in the Deactivate Membership sidebar, populated from this list. A free-text Deactivation Notes field sits below it for anything the reason does not capture. If the right reason is missing, an admin can click Manage Deactivation Reasons at the bottom of the dropdown to jump straight to the list.

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FAQs

1. "Can I delete a reason instead of just turning it off?" → Turning a reason off is the supported path. It keeps your historical reporting intact, because deactivations that already used that reason still point to it.
2. "Do the default reasons have to stay?" → No. Injury, Cost, Moving, Membership Change, and Other are just a starting point. Rename them or turn them off to match how your business actually loses members.
3. "Can I report on deactivation reasons?" → Yes. Reasons are stored as structured data, not free text, so they are available in reporting.
4. "Are class membership reasons and appointment subscription reasons the same list?" → No. They are configured separately, under Classes > Settings and Appointments > Settings.