Change a Membership
Learn how to upgrade or downgrade a membership.
Written By Isaac Buchanan
Last updated 44 minutes ago
You can upgrade, downgrade or otherwise switch a user's membership via their profile in Gymflow.
You can either:
schedule a membership change
change the membership immediately
How to schedule a membership change
Go to the member's profile (e.g. by searching for them).
Select the Membership tab.
For the currently active membership, select Change.
Select or search for the membership to switch to from the dropdown menu.
Click the dropdown under Scheduled Date and select the date you want the new membership to take effect.
Click Confirm
You can undo this change if you need to by clicking the Undo Scheduled Change button.
If you schedule a membership change for the next billing date, the old membership will be voided and the new membership cost will be charged on the billing date. You wont see this reflected in the payments tab until the billing date.
Any changes you make will appear in the Membership Status History tab with one of the following statuses:
Upgraded โ if the new membership is more expensive
Downgraded โ if the new membership is cheaper
Changed โ if the cost remains the same
๐ก For now, this feature is only available in the Staff Portalโcustomers won't yet be able to change their memberships from the Members App. But good news! Weโre already working on an update that will allow clubs to enable this option for their members, just like they can currently allow or restrict self-service subscription cancellations.
How to change a membership immediately
To change a member's current membership to a different membership:
Go to the member's profile (e.g. by searching for them).
Select the Membership tab.
For the currently active membership, select Change.
Select or search for the membership to switch to from the dropdown menu.
If there's a charge related to changing the membership, you can either choose to Waive this or Collect (see below for more on charges).
What Happens to Credits on a Change
What happens to a member's credits depends on whether the change is scheduled to the next billing date or applied immediately.
Scheduled for the next billing dateย - no pro-ration applies. The old membership runs to the end of its cycle as normal, then the new membership starts fresh on the billing date with its full credit allocation.
Changed immediately mid-cycleย - the member's credits are set to a pro-rated portion of the new membership's allocation, based on where they are in the billing period. The system does not consider what the previous membership included. For example, if a member is halfway through their billing cycle and switches immediately to a plan that includes 8 monthly credits, they'll have 4 credits available for the remainder of the cycle, regardless of how many credits their previous plan allocated.
Understand Membership Change Charges
When you switch to a more expensive membership, there may be an extra charge to cover the difference.
Gymflow calculates these charges automatically, Gymflow considers two factors:
The value of the unused days from your current membership.
The cost of the days remaining until the next billing date for the new membership.
For example, if you switch memberships halfway through your current billing cycle, Gymflow will calculate the value of the unused days on your current plan and compare it to the cost of the remaining days on the new plan until the next billing date. The difference between these amounts will be the additional charge.
On an immediate downgrade, the system does not automatically credit the price difference to the member's wallet. If you'd like to compensate them for the unused portion of their previous plan, you can do that manually via Top Up Wallet on their profile.