Membership changes
Freeze, switch, cancel and adjust the price of a member's membership - and understand exactly what each does to their access, billing and invoices.
Memberships change mid-season. Someone gets injured, moves up a squad, leaves, or needs a different rate. All of it happens from the member's membership panel, under Memberships → the member.
Because these actions move money, Rowbot shows you what will actually happen before you confirm - the dates it has resolved, which invoices will be voided, which are already being collected and cannot be stopped, and what the member pays next. It is worth reading rather than clicking past.
Freeze
For a member stepping away temporarily - injury, exams, a season abroad. Billing pauses and they keep their place.
Switch
For a member moving between membership types - Novice to Senior, full to social.
The panel asks two separate questions, and they are separate on purpose:
- When does access change? Immediately, or at the end of the current period.
- When does billing change? Same again - and it need not match access.
It then works out the money. Switching mid-period usually means crediting the unused part of the old membership and charging the new one pro rata, so the member pays the difference rather than twice.
If a collection for the old membership is already with the bank, it cannot be stopped - the money will be taken. Rowbot says so plainly in the review panel rather than pretending otherwise; if that period is being replaced, issue a credit note afterwards.
Any price adjustments on the old membership are listed with a keep-or-end choice for each. Percentage and fixed-amount adjustments carry over by default; an exact-price override ends, because a price pinned for the old type is rarely right for the new one.
Cancel
For a member leaving. Cancelling asks the same two questions as a switch:
- When does access end? Immediately, or at the end of the period they have paid for.
- When does billing end?
Ending billing tidies up after itself. An invoice covering a period that will now never start is voided; one covering a period already underway can be reissued pro rata for the part the member actually used; one already being collected is left alone and flagged to you.
Cancelling revokes the membership's benefits - the role it granted and any groups it auto-joined. If the member is only stepping away for a while, freeze instead.
Price adjustments
For when one member pays something different: a discount for coaching, a hardship rate, a family arrangement. Open Price adjustments on the membership panel.
An adjustment is one of:
- an amount off - £5 off every invoice,
- a percentage off - 50% off,
- an exact price - they pay £20 regardless of the standard price.
Amounts apply before percentages, and an exact price is exclusive - it cannot be combined with anything else.
The parts worth knowing
- The standard price is never overwritten. Each invoice carries the full price and the adjustment as separate lines, so you can see what discounts cost the club - and ending an adjustment restores the real price by itself.
- Attribute it to a budget. Point an adjustment at a payment category - a Coaching Budget, a Hardship Fund - and the discount is booked against that category in your reporting and in Xero.
- Mark it sensitive and the member never sees it: their invoice shows a single net price, with no discount line and no reason. Your books still record the full picture, and the note explaining why is visible only to admins who manage memberships or finances.
- Give it an expiry - a date, or a number of invoices. Only invoices the adjustment actually applied to count, so a frozen month does not use one up.
Adjustments shape invoices when each invoice is generated. An invoice already issued keeps its amount - so if your club bills in advance, an adjustment added today usually takes effect on the next invoice. Rowbot tells you which invoice is unaffected when you add one.
What's next
- Memberships and billing - the model behind all of this.
- Dunning and overdue payments - what happens when a member stops paying.
Membership types & pricing
Create membership types, set monthly, quarterly or annual prices, attach benefits, run approvals, and change a price without surprising existing members.
Payment policy
Decide which payment methods memberships, club-collected invoices and member purchases may use - and put guard rails around your Direct Debit mandates.