Members
Memberships
The Memberships tab on a member's profile shows all of their memberships -- active, paused, and cancelled. Each membership is a card of its own: plan and price in the header, then a timeline across the contract term, the next and last charge, the fees, and the past pauses.
Membership statuses
Every membership has a status that reflects its current state:
| Status | Meaning |
|---|---|
| New | The member has been created and has not started the onboarding flow yet. Nothing is billed yet. |
| Onboarding started | The member opened the onboarding flow but has not signed the contract yet. Nothing is billed yet. |
| Active | The contract is signed and the membership is billing normally. |
| Paused | The membership is temporarily paused. Billing is suspended during the pause. |
| Cancelled | The membership has ended. |
| Defaulted | The member has defaulted on payments. |
Membership status is updated automatically each day. Omoplata checks for active pauses and cancellation dates to determine the correct status.
Creating a membership
To add a new membership, go to the member's Memberships tab and click Add membership. Select a plan and price, then configure the start date and billing details.
Start date and billing
When you create a membership, you choose a start date and a payment day. The payment day is selected from the options your club has configured (for example, the 1st and 15th of each month, or specific weekdays). The first billing date is calculated automatically as the first occurrence of the chosen payment day after the start date.
Billing starts at the signature
A newly created membership creates no transactions and no invoices yet. The pro-rated charge, the sign-up fees and the first regular payment are only created when the member signs the contract and confirms it -- on the tablet, through the email link, via the Integration API, or when you mark the membership active by hand.
- No signature, no charges. A membership that stays on New or Onboarding started is never picked up by an invoice run.
- The start date is the signing day. If the start date has already passed when the member signs, it moves to that day. The contract term, the contract end and the date printed on the signed PDF all count from there. A start date in the future stays as it is.
- Late signature, same payment day. If a member signs after the first scheduled billing date, the missed periods are not charged retroactively. They pay pro rata for the rest of the current period, then billing continues on the chosen payment day.
- What you chose at creation still applies. If you skipped the pro-rated charge or the sign-up fees, that holds at the signature too.
- New contracts and paper contracts are exempt. A new contract replacing an existing one is billed as before -- the member is already paying. A contract already signed on paper is active and billed immediately.
Follow up instead of cancelling
A member who signed up but only signed days later used to be charged from the day they were created. Now they pay from the day they agreed. Filter your member list by the New status now and then to see who still needs to sign.
Pro-rated charges
If the start date falls before the first billing date, a pro-rated charge is created covering the partial period between the start date and the first billing date. For example, if a membership starts on June 3 and the first regular charge is July 1, a pro-rated charge covers June 3 through June 30.
Sign-up fees
Plans can include one-time sign-up fees. When you create a membership for a plan that has sign-up fees, the fee names and prices are listed. A checkbox allows you to skip the sign-up charges if needed (for example, during a promotion).
Backdated memberships
A start date in the past is meant for contracts already signed on paper and for imported members. When the start date is more than one billing period ago, all historical charges are generated immediately so the billing history is complete. When it is within the current billing period, only a pro-rated charge is created.
For every other membership, a past start date is moved to the signing day when the member signs -- see Billing starts at the signature.
The membership card
Each membership is a card of its own, built top to bottom:
Header
The plan name, the status as a coloured chip and -- where there is one -- the name of the special price (a student discount, say) as a second chip. On the right, the amount and the billing interval, for example EUR 50.00 / monthly. A cancelled membership that a new contract replaced carries the chip Renewed instead of Cancelled.
Notices
Right below it sits whatever concerns this one membership: a price change scheduled for the contract end, a signature still missing (with a Mark as active button), a running pause (amber) and a scheduled pause (blue).
Contract timeline
Below that runs a timeline from the start date to the day the membership is committed until, with a Today marker. Where the contract rolls on month-to-month after the term, the timeline ends open.
| Label | Meaning |
|---|---|
| Start | The start date, with the contract duration next to it (12 months, say). |
| Minimum term until / Active until | The end of the commitment. Where a pause extended the contract, the original end plus the extension is shown underneath. |
| Cancelled -- active until :date | Appears as soon as a cancellation date is set, together with how long is left. Where the cancellation falls before the end of the minimum term, that end stays on the timeline behind it, faded. |
End dates shown are inclusive
Every end date on the card names the last day covered: "Active until 31 March" means 31 March still counts and the membership ends when that day is over. The same holds for pauses -- the end date shown is the last paused day.
Next and last charge
Two tiles below the timeline:
| Tile | What it shows |
|---|---|
| Next charge | The date of the upcoming charge and how far off it is. Where nothing is due any more -- cancelled, paused, or not signed yet -- it reads "no further charge". |
| Last charge | The date, amount and status of the most recent charge that came due. A failed or overdue charge is highlighted red, one still in flight yellow, a cancelled or refunded one faded. |
Fees
The fees on this membership sit in a section below, recurring ones first: what they cost, at which interval, and when they are next charged. Where the membership is paused and the fee is tied to it, the fee carries a Paused chip and says when it starts again. One-off sign-up fees sit underneath, with the day they were charged. Add fee grants another one.
Actions and contract
Manage membership opens the edit modal, Pause the pause modal. Both appear only while the membership is not cancelled and the contract has been signed. If the member signed a contract, Download contract sits on the right.
Multiple memberships
A member can hold more than one membership at the same time. This is useful when a member trains in multiple disciplines with separate plans, or when transitioning between plans. The Memberships tab shows all memberships, and you can filter between active and inactive (cancelled) memberships using the tabs at the top.
Cancelling a membership
To cancel a membership, click the Manage button on the membership card to open the Edit Membership modal. Click Cancel Membership to reveal a date picker where you choose the cancellation date.
Earliest possible cancellation date
For a new cancellation, Omoplata pre-fills the end date with the earliest legally allowed date. You can still change this date, but you can't set it earlier than allowed -- earlier entries are automatically raised to the earliest possible date.
The modal also explains how that date is derived, depending on the contract status:
| Case | Earliest possible end date |
|---|---|
| Contract term still running | Contract start + contract term (extended by any pauses). |
| Term expired / month-to-month | Today + the configured notice period (in days). |
The notice period comes from your club's billing settings -- see Billing.
Confirmation email to the payer
Only for a new cancellation does the checkbox "Send a cancellation confirmation email to the payer" appear, and it is on by default. It emails the payer confirming the scheduled end date. When the payer isn't the member (for example, a parent paying for a child), the email names the member concerned.
When editing or removing an already scheduled cancellation, the existing date is kept and the email checkbox is not shown.
Scheduled cancellation
When you set a cancellation date, the membership stays Active and the card's contract timeline shows the cancellation: Cancelled -- active until with the last day covered and how long is left. The membership continues to function normally and billing continues until then. No manual intervention is needed -- the membership automatically becomes inactive afterwards.
The scheduled cancellation date is visible throughout Omoplata, so both staff and the member can see when the membership will end.
Contract end date vs. cancellation date
The contract end date marks when the initial commitment period expires. The cancellation date is only set when a membership has been explicitly scheduled for termination. An active membership that continues month-to-month after the contract period has no cancellation date.
Pausing a membership
Click the Pause button on a membership card to open the pause modal. Pausing temporarily suspends a membership and its billing.
Sign first, then pause
A membership can only be paused once its contract is signed. Until it is, the Pause button does not appear on the card at all. That follows from the billing: a signed contract is what creates charges in the first place -- and a pause suspends charges that would not otherwise exist yet. See Billing starts at the signature.
Creating a pause
When creating a pause, you configure:
| Field | Description |
|---|---|
| Start date | When the pause begins. |
| End date | The last paused day. Leave empty for an indefinite pause. |
| Reason | An optional note explaining why the membership is being paused (for example, "Vacation", "Injury", "Medical leave"). |
| Extends contract | A toggle that determines whether the pause duration is added to the contract end date. |
How pauses affect billing
During a pause, billing charges that fall within the pause period are skipped automatically. The system filters out any billing dates that occur between the pause start and end dates.
Billing resumes the day after the end date
The end date you pick, and the one shown on the card, is the last paused day -- collection resumes the day after. If a pause ends on November 14 and the billing date is the 15th of each month, the member is charged again on November 15. Make sure to communicate this clearly to your members.
Contract extension
When "Extends contract" is enabled, the pause duration is added to the membership's contract end date. For example, a 30-day pause on a membership ending January 31 extends the contract to March 2. The membership card shows both the original and extended contract dates.
Editing a pause
Click the Edit pause button to modify an existing pause. You can change the end date, reason, and contract extension setting. If the pause has already started, you cannot change the start date.
When editing a pause with contract extension, the old extension is reverted and the new extension is applied, keeping the contract dates accurate.
Pause history
Where a pause sits on the card depends on whether it still does anything:
| Type | Where and how |
|---|---|
| Active pauses | As an amber notice at the top of the card, with the date range, duration and reason. |
| Scheduled (future) pauses | The same, in blue. |
| Past pauses | At the very bottom of the card in a Past pauses section of its own, with the count next to it and collapsed by default. Expand it to see the history; each row gives the date range, the duration, whether it extended the contract, and the reason. |
Avoid deleting pauses
If you need to end a pause early, edit it to change the end date rather than deleting it. Deleting a pause that has already started can cause the billing system to retroactively generate charges for the skipped period, resulting in unexpected invoices for the member.
Contract expiration
When a membership has a contract duration set (for example, 12 months), Omoplata automatically monitors the contract end date and creates a Contract Expiring alert before it arrives. By default, the alert appears 30 days before the contract ends. You can change this window in your membership settings, or disable it by setting the value to 0.
The alert appears on your dashboard and on the member's profile, prompting you to decide how to proceed with the membership. Clicking Resolve opens a modal that shows the current contract details -- plan name, current price, contract end date, and contract duration -- and offers three options.
Keep as is
Choose Keep as is to dismiss the alert without making any changes. The membership stays active with the same terms and continues billing at the current price. This is useful when the member is happy with their current arrangement and no adjustments are needed.
Default behavior
If the alert is not resolved before the contract end date, "Keep as is" is applied automatically. The membership continues with the same terms and no action is required.
Change terms
Choose Change terms to adjust the membership price starting from the contract end date. This option lets you update the billing amount without creating a new contract, keeping the membership record continuous.
Contract must allow price adjustments
This option assumes the member's existing contract includes a clause that permits price adjustments at the end of the contract period. Make sure your contract templates include such a clause so that changing terms remains legally valid.
When you select this option, the current price is pre-filled in the amount field. You can adjust it using:
| Option | Description |
|---|---|
| Use monthly plan price | Switches the amount to the plan's monthly price. This is useful when the member was on a discounted long-term contract and you want to move them to the standard monthly rate. |
| +5%, +10%, +15% | Quick percentage buttons that increase the current price by the selected percentage. |
| Custom amount | Enter any amount manually. |
A preview shows the new price before you confirm. The price change is scheduled for the contract end date and applied automatically -- no manual intervention is needed on that day.
New contract
Choose New contract to create a completely new membership for the member, starting the day after the current contract ends. The current membership is automatically cancelled on the contract end date.
When you select this option:
- Select a demographic -- filter available plans by the member's demographic (for example, Adults, Kids). The demographic is pre-selected based on the current membership's plan.
- Select a plan and price -- choose the plan and pricing for the new contract.
- Configure contract details -- set the start date, payment day, amount, and sign-up fees. The start date defaults to the day after the current contract ends, and the payment day is carried over from the existing membership.
After confirming, the member receives an email with a link to sign their new contract through the member portal. The new membership is linked to the old one, creating a clear transition history.
Coming soon: tablet signing
We are working on a feature that will let you choose how the member signs the new contract -- either via an email link (as it works today) or directly on a tablet at your club. Stay tuned for this update.
Contract transition tracking
When a new contract replaces an old one, Omoplata links the two memberships together. The new membership records that it supersedes the old one. This makes it easy to trace the membership history and understand how a member transitioned between contracts.
Membership periods
Omoplata tracks contract cycles through membership periods. Each period represents one contract term (for example, a 6-month or 12-month cycle). 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. For the earliest possible cancellation date, however, the contract end date described above is what applies.
Agreements
Below the memberships, the tab shows what this member currently agreed to -- image rights, house rules, a newsletter opt-in -- with the date and who gave the answer. A declined agreement is shown as an explicit no, not as a missing answer, and superseded answers sit behind a disclosure.
They live here rather than under Documents because an answer is not a file: it is given while signing a membership and printed into that contract, so it belongs next to the contracts it was given with.
These entries are records, not settings. They cannot be edited here, and editing the agreement's wording later does not change them -- each answer keeps the text that was on screen the day it was given. You define which agreements are presented under Agreements.