Manage memberships

Once a member is registered, you will regularly need to manage their membership -- pausing it while they are on vacation, cancelling it when they leave, or changing their plan when they upgrade. This guide covers every common membership operation.

Viewing a member's memberships

1. Navigate to Members in the sidebar.
2. Search for and click on the member's name to open their profile.
3. Click the Memberships tab.

The tab displays all of the member's memberships as cards, including active, paused, and cancelled memberships. Each card shows the plan name, billing details, contract dates, and current status.

Creating an additional membership

A member can hold more than one membership at a time. This is useful when a member trains in multiple disciplines with separate plans.

1. On the member's Memberships tab, click Add membership.
2. Follow the same steps as initial registration: select a plan, choose a price, set the start date, and select a payment day.
3. Review the pro-rated charge and sign-up fees.
4. Click Create to add the membership.

The new membership appears as a separate card on the Memberships tab.

Pausing a membership

Pausing temporarily suspends a membership and its billing. This is commonly used for vacations, injuries, or medical leave.

How to pause

1. On the membership card, click the Pause button.
2. In the pause modal, configure:
   • Start date -- when the pause begins.
   • End date -- when the pause ends. Leave empty for an indefinite pause.
   • Reason -- an optional note explaining the pause (for example, "Vacation", "Injury", "Medical leave").
   • Extends contract -- toggle this on if the pause duration should be added to the contract end date. When enabled, a preview shows the new contract end date.
3. Review the impact summary and click Confirm.

What happens when a membership is paused

• The membership status changes to Paused.
• Billing charges that fall within the pause period are skipped automatically.
• If "Extends contract" is enabled, the contract end date is extended by the pause duration.
• An activity log entry is created for the pause.

Editing an existing pause

1. On the membership card, find the active or future pause alert.
2. Click Edit pause.
3. Change the end date, reason, or contract extension setting as needed.
4. If the pause has already started, you cannot change the start date.
5. When you change the contract extension, the old extension is reverted and the new one is applied automatically.

Ending a pause early

If a member wants to return to training before their pause was scheduled to end:

1. Click Edit pause on the membership card.
2. Change the end date to today or a date in the near future.
3. Save the change.

Cancelling a membership

When a member wants to leave your club, you schedule a cancellation on their membership.

How to cancel

1. On the membership card, click the Manage button to open the Edit Membership modal.
2. Click Cancel Membership to reveal the cancellation date picker.
3. Choose the cancellation date -- this is the last day the membership will be active.
4. Confirm the cancellation.

What happens after cancellation is scheduled

• The membership status remains Active with a prominent red banner showing the scheduled end date.
• Billing continues normally until the cancellation date passes.
• No manual intervention is needed -- the membership automatically becomes inactive after the date.
• The scheduled cancellation date is visible throughout Omoplata.

Reversing a cancellation

If a member changes their mind before the cancellation date:

1. Open the Edit Membership modal.
2. Remove the cancellation date.
3. Save the changes.

The membership returns to its normal active state and billing continues as before.

Changing a member's plan

When a member wants to upgrade, downgrade, or switch to a different plan:

Option 1: Cancel and create new

1. Cancel the current membership with an appropriate end date.
2. Create a new membership with the desired plan, starting on the day after the old membership ends.

This approach provides a clean transition with clear billing records for both plans.

Option 2: Edit the existing membership

1. On the membership card, click Manage to open the Edit Membership modal.
2. Update the plan, price, or billing details as needed.
3. Save the changes.

This keeps the membership record continuous but changes the billing going forward.

Handling contract expiration

When a membership's contract period is about to end, Omoplata creates an alert so you can decide how to proceed. This alert appears on the dashboard and the member's profile 30 days before the contract ends (configurable in settings).

How to resolve a contract expiration

1. Click Resolve on the contract expiration alert (on the dashboard or the member's profile).
2. The modal shows the current contract details: plan, price, end date, and duration.
3. Choose one of three options:

Option 1: Keep as is

• Click Keep as is and then Confirm.
• The alert is dismissed. The membership continues unchanged at the same price.

Option 2: Change terms

Use this when you want to adjust the price but keep the same membership. The member's existing contract must include a clause that allows price adjustments at the end of the contract period for this option to be legally valid.

1. Click Change terms.
2. Set the new price using one of the helpers:
   • Click Use monthly plan price to switch to the plan's standard monthly rate.
   • Click +5%, +10%, or +15% to apply a percentage increase.
   • Or type a custom amount directly.
3. Review the new price preview.
4. Click Confirm.

The price change is scheduled for the contract end date and applied automatically. No further action is needed.

Option 3: New contract

Use this when the member is switching to a different plan or needs a fresh contract.

1. Click New contract.
2. Select the member demographic to filter available plans.
3. Choose a plan and price from the list.
4. Review the pre-filled contract details (start date, payment day) and adjust if needed.
5. Configure sign-up fees and amount.
6. Click Confirm.

The current membership is scheduled to end on the contract end date. A new membership is created starting the day after. The member receives an email with a link to sign the new contract.

Understanding membership statuses

Each membership has a status that is updated automatically each day:

Omoplata recalculates membership statuses daily, checking for active pauses and cancellation dates to determine the correct status.

Managing sports, classes, or time slots

Depending on your club's membership selection mode (configured in Settings), members manage their class preferences from the portal. The current membership limits how many items can be selected:

• Sports mode -- members choose which sports (disciplines) they train.
• Classes mode -- members select specific classes.
• Time slots mode -- members pick individual weekly time slots.

When the limit defined by the plan is reached, new options cannot be added from the portal. Administrators can override this limit when editing the member through Omoplata.

Membership periods

Omoplata tracks contract cycles through membership periods. Each period represents one contract term (for example, 6 months or 12 months).

• When a membership starts, the initial period is created.
• When the contract auto-renews, a new period begins.
• Pauses with contract extension modify the end date of the current period.

Membership periods are visible on the membership card and help you understand where a member is in their contract cycle.

What to do next

• Generate invoices -- understand how billing works as memberships change.
• Handle failed payments -- manage situations where a member's payment does not go through.
• Register a new member -- add more members to your club.

For the full reference on memberships, see Memberships.