Freezing a Client Membership by Adding a Freeze Period
The membership is the client’s subscription to a package for a specific period; the package sets its price, duration, and credits. Each client has one membership, and each paid period on it is called a subscription.
Freezing the membership means adding a freeze period to the client’s membership, such as for travel or an injury, so the membership status becomes Frozen during the period, and you can compensate the client by adding the freeze days to their membership expiry date and credits. This guide explains the steps and the effect of freezing on the membership, credits, and attendance, and deleting the freeze period.
Contents
Steps to Add a Freeze Period
- From the main menu, click Memberships, then Manage Memberships.
- Open the required membership, or open it from the client’s page → the tab The membership.
- Click Add Freeze Period.
- Set Start Date and End Date of the freeze period.
- Leave Add Freeze Period To Membership and Extend Credit Charges For Latest Renewal enabled to compensate the client with the freeze days, or disable them.
- Click Save, and the message appears Freeze Period Added Successfully.
Fields Explained
| Field | Description | Required | Default |
|---|---|---|---|
| Start Date | The freeze start. It must be between the membership join date and its expiry date. | Yes | The default is today |
| End Date | The freeze end. On or after the start date, and on or before the membership expiry date. | Yes | The default is today |
| Add Freeze Period To Membership | Adds the number of freeze days to the membership expiry date. | No | Enabled |
| Extend Credit Charges For Latest Renewal | Extends the validity of the last subscription’s credits until the new expiry date. | No | Enabled |
The Effect on the System
| Place | What Happens |
|---|---|
| Membership status | It becomes Frozen during the freeze period, and returns to its status after it ends (or Suspended if it was suspended before it). |
| Expiry date | It increases by the number of freeze days (from start to end inclusive) if you enabled Add Freeze Period To Membership, otherwise it doesn’t change. |
| Credits validity | It extends until the new expiry date if you enabled Extend Credit Charges For Latest Renewal. |
| Subscription end date | It appears in Manage Subscriptions with the freeze days added to the membership. |
| Using credits | It doesn’t stop during freezing; valid credits can be used. |
| Logging attendance | It is prevented only if the setting Clients Allowed to Log Attendance is set to Active Members. |
| Invoices and entries | They aren’t affected. |
Example
Viewing Freeze Periods
Freeze periods appear in the tab Freeze Periods on the membership page, and in Freeze Periods, with the number, the start and end date, and whether they were added to the membership. A freeze period can’t be edited; delete it and add a new period.
Deleting a Freeze Period
- Open the freeze period from the tab Freeze Periods and click Delete.
- In the message Are you sure you want to delete this Freeze Period ?, select You want to Remove the Freeze Period Days From the Membership ? if you want to deduct its days from the expiry date.
- Click Yes, and the message appears Freeze Period Deleted Successfully.
When you select the option to delete the days, the membership expiry date decreases by the period’s days, and the credits’ validity returns to the new expiry date.
Error Messages and Their Solutions
| Message Shown | Cause | Solution |
|---|---|---|
| Start date should be greater than or equal to membership start date (date) | The freeze start is before the join date. | Choose a date after it. |
| Start date should be less than or equal to membership expiry date (date) | The freeze start is after the membership expires. | Renew the membership first or choose a date before the expiry. |
| End date should be greater than or equal to start date | The freeze end is before its start. | Correct the date. |
| End date should be less than or equal to membership expiry date (date) | The freeze exceeds the membership expiry. | Choose an end before the membership expiry date. |
| Couldn’t create the freeze period for (client), as there is a Freeze period #(number) already created in the same period | Overlap with another freeze period. | Choose a period that doesn’t overlap, or delete the other period. |
| This is a required field and could not be empty. | A date is empty. | Enter the date. |
Frequently Asked Questions
What is the difference between freezing and suspending?
Freezing is for a specific period and the client can be compensated with its days, while suspending is manual without a duration and doesn’t change the dates.
Can the client use their credits during freezing?
Yes, freezing doesn’t stop the credits.
Can the freeze period be edited?
No, delete it and add a new period.
I want to freeze the membership without extending its expiry?
Disable Add Freeze Period To Membership andExtend Credit Charges For Latest Renewal before saving.
Can an expired membership be frozen?
No, because the freeze period must be before the membership expiry date. Renew it first.