Set up rules for cancelling and terminating memberships
You can set up a cancellation fee and also set a waiver period for the fee. After cancellation, a membership remains in active status till it is terminated. You can configure the termination to be set based on the guest's choice, a specific number of days after cancellation, or a specific number of days before the next billing cycle.
Set up cancellation fees for memberships
For membership cancellations midway through a membership cycle, you can charge a cancellation fee. This is one way to discourage cancellations.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Enable cancellation rules for termination setting in the Memberships section.
Enable this setting.
To charge a prorated amount of the next payment as the cancellation fee, select the Proration of final bill option. To charge a fixed fee for cancellation, select the Fixed fee option and enter the fee amount.
Click Save.
Enable cancellation fee waiver period
A guest might want to cancel a membership a few days after signing up for a membership. In such cases, you can set a waiver period during which a cancellation fee is not applicable.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Enable cancellation fee waiver period setting in the Memberships section.
Enable this setting.
To specify the waiver duration after the membership sale, enter the number of days in the Waiver period for cancellation column.
Click Save.
Configure a default membership cancellation date
You can set a default date for membership cancellation by specifying the number of days from the current date. This helps your business collect pending payments in the near future before cancelling a membership.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Number of days to offset cancellation by setting in the Memberships section.
Enter the number of days to offset the calculation. For example, if you specify 10 and you attempt to cancel a membership on June 10, the cancellation date defaults to June 20. However, you can change this date.
Click Save.
Allow cancellation of memberships with open invoices
You can allow your front-desk staff to cancel memberships with pending payments. For example, a guest signs up for a membership, and the sale date is set to a date in the future. When the guest requests cancellation before the sale date, the front-desk staff can cancel the membership without collecting any payments.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Allow cancellation of memberships with open invoices setting in the Memberships section.
Enable this setting.
Click Save.
Create membership cancellation reasons
Zenoti enables you to set up a list of specific reasons that your front-desk staff can select from when they cancel a membership. This helps you analyze why members drop out.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Cancellation reasons setting in the Memberships section.
To create a new cancellation rule, click Add.
Enter a name and description (optional).
To set the reason in active mode, select the Active checkbox.
To make this reason available on the Webstore, select the Use In Online Booking checkbox.
Click Finish.
You can create and edit reasons only at the organization level. At the center level, you can only view the existing reasons.
Set the old membership's status to expired as soon as the new membership becomes active
When guests upgrade/downgrade their current memberships, their new memberships are active on the effective date set during the upgrade/downgrade process. For the old memberships with a future expiry date, you can set the status to expired by default. This will help you track active memberships effectively.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Set the membership's status to Expired as soon as the new membership becomes active setting in the Memberships section.
Enable this setting.
Click Save.
Allow guests to choose the termination date after membership is cancelled
You can allow your front-desk staff to select the termination date specified by the guest on the cancel window.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Membership termination rules setting in the Memberships section.
Select the Let the guest choose the termination date after membership is cancelled option.
Click Save.
Terminate memberships after a set number of days after cancellation
Guests might have unused benefits at the time of cancelling a membership. To allow them to use those benefits, you can terminate the membership after a set number of days after cancellation.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Membership termination rules setting in the Memberships section.
Select the Terminate after a set number of days after membership is cancelled option.
Specify the number of days after cancellation after which you want to terminate the membership.
Click Save.
Terminate memberships before a set number of days before the next billing cycle
After a membership is cancelled, you can terminate it before the next billing cycle starts. You can help your guests save on the annual fee by doing this.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Membership termination rules setting in the Memberships section.
Select the Terminate before a set number of days before the next billing cycle option.
Specify the number of days before the next billing cycle by when you want to terminate the membership.
Click Save.
Enforce upfront collection of annual fees for membership cancellation
You can ensure that all dues, including the annual fee, are collected at the time of membership cancellation instead of waiting until the termination date. Enabling this setting allows the front-desk staff to immediately collect the annual fee if it is scheduled between the cancellation and termination date. This prevents payment delays, ensures all outstanding charges are settled upfront, and avoids revenue loss for the business.
Required roles: Any role with access to the Administrator mode
Required permissions: None
At the organization level, click the Configurations icon.
Search for and select the Enforce upfront collection of annual fee if scheduled in between cancellation and termination date setting in the Memberships section.
Enable this setting.
Click Save.
To avoid charging annual fees when a membership is canceled, disable this setting. This allows members to cancel their membership without the annual fee if it falls between the cancellation and termination date.