System Behaviors & Lifecycles
Separate from Payment Plans: Membership dues do not show up under standard future Invoices, as the Membership feature operates separately from standard Payment Plans.
Automated Notifications: Seven days before a membership comes due for renewal, Enrollsy automatically sends a renewal reminder email to the member.
Admin Notifications: Admins with failed payment notifications enabled will receive an email notification of a failed payment and subsequent membership cancellation.
Reporting: Membership fees and discounts will appear in the Charge/Discount Items Report if specific Charge/Discount items are created for them.
Understanding Membership Lists (Active vs. Inactive)
At the top of each membership roster list, there is an Inactive toggle switch.
This toggle separates active paying members from inactive members.
Automated Logic: When a membership renewal payment fails, Enrollsy automatically moves that member to the Inactive list and switches their Auto-renew status to OFF.
View & Add Members
To view or add new members to any Membership, click on the Membership page (left menu) and follow the steps below.
View Members
Click on the Membership page/tab on the left-side menu.
Click on one of the Memberships listed on the left column.
The corresponding members will display on the right side of the screen.
HINT: You can verify which Membership is actively showing by looking for the checkmark in the upper-right corner of the Membership card.
Add Members
Select the desired Membership from the left column.
Click the Add new button above the roster.
Search for the customer Account in the search bar.
Click on the name to automatically add them to the Membership.
Note: Reload/refresh your page to see the newly updated member list.
Modifying a Member's Status (The Action Menu)
To complete any of the administrative actions below, locate the member on your roster, click the three dots (...) beside their name to pull up the action menu, and select your action:
Turning Off Membership Auto-Renew
When to use: Use this when a member wants to cancel their subscription but remain active for the remainder of their paid period.
On the Membership tab, click on the Membership to view the Members on the right side. You may need to scroll up to view the list of members.
Click the three dots beside the Member's name to pull up a menu. Select Turn off Auto-renew. This will turn off the automatic renewal that generates an invoice for the membership dues.
Changing a Member's Renewal Date
When to use: Use this to manually extend an active membership or shift an anniversary billing date.
Select Change renews date. Input the date you want the membership to be active until (e.g., for someone with an "active until" date of June 4, the next quarterly date would be set to "Sept 4").
Moving Members to a Different Membership
When to use: Use this if a member wishes to upgrade or downgrade their tier.
Steps: Click the three dots, select Move to another membership, and choose the new tier from the list.
NOTE: Only use this if you want to completely remove the member from their current tier.
Deleting a Member
When to use: To completely wipe a member record from a specific membership tier roster.
Steps: Click the three dots, select Delete, and confirm by clicking Delete Anyway.
Reinstate Inactive Members (Failed Payments)
When an automated membership renewal payment fails, Enrollsy executes three automatic actions:
Moves the member to the Inactive list.
Switches their Auto-renew toggle to OFF.
Deletes the failed renewal invoice.
To successfully reinstate an inactive member, you must follow these four steps in order:
Step 1: Update the Payment Method The member must update their credit card/bank account details in their customer portal, or an Admin can update it for them on their account billing page.
Step 2: Charge for Past Dues Because the automated renewal invoice was deleted upon failure, you must manually create a new invoice to collect the missed payment. You can choose to email or text this invoice to the customer.
Step 3: Edit the Renewal Date Toggle the Inactive switch to find the member. Click the three dots and choose Change renews date. Set this to the future date you want their membership to be active until.
Step 4: Turn On Auto-Renew Click the three dots and select Turn on auto-renew. This action officially migrates the user back to the Active roster. Refresh your page to see the change.
Editing Roster Tiers & Visibility
To Edit Tier Details or Pricing: Hover over the membership tier name on the left column and click the Pencil icon. (For full setup details, see the Admin User Guide to Memberships).
To Hide/Show a Membership Tier: Hover over the tier name and click the Eye icon (Open = Published/Visible; Slashed = Hidden/Draft).
To Reorder Tiers on the Enroll Form: Hover over the six dots on the left side of a Membership box and drag it up or down.
Troubleshooting & Critical Warnings
⚠️ Critical Warning: Past-Due Collection Logic If a member has been inactive for a long time, the system remembers their original signup anniversary. If you turn Auto-renew back ON without updating their renewal date first, Enrollsy will retroactively attempt to collect dues for every missed cycle since they became inactive. Always perform Step 3 (Change Renews Date) before Step 4 (Turn on Auto-Renew).
💡 Roster Visibility Caveat: Inactive Members Who Change Memberships
One caveat to memberships expiring is if the member enrolls in a different membership than the one they were previously enrolled in, the inactive account name will no longer be visible on their original list.
Note: If the member re-enrolls in the same membership tier, their name will correctly remain viewable under the Inactive switch.
