A member's status and expiry date answer most questions about their membership, and show you who needs a follow-up (eg a member whose recurring payment was declined). The status tells you whether they can use their benefits today. The expiry date tells you how long they can keep using them.
This guide explains each status, how ROLLER sets expiry dates and how to change a fixed-price membership's expiry date.
What each membership status means
When a member can't use their benefits, their status tells you why. Each status sits in one of three groups: Active, Suspended and Cancelled. You'll see the groups in the Status filter on the Members page, and in the Memberships report and Membership Status Log report.
Category | Status | Description |
|---|---|---|
Active | Current | Membership is current |
Active | Pending Activation | The membership starts on a future date. The member can't use their benefits until then. |
Active | Pending Cancellation | Membership will be canceled at the end of the billing period |
Active | Pending Pause | A pause is scheduled but hasn't started. The member can still use their benefits. |
Active | Paused | Billing is on hold, and the member can't use their benefits until the membership resumes. |
Suspended | Declined Payment | ROLLER couldn't take the recurring payment. The member can't use their benefits until it's paid. |
Cancelled | Terminated | The guest or a staff member canceled the membership. |
Cancelled | Upgraded | Membership has been upgraded to another membership of higher value |
Cancelled | Expired | Membership expiry date has passed |
Cancelled | Renewed | The membership was renewed. The renewal is a new membership on its own booking, and this one ended. |
Pending Pause and Paused only show if your venue can pause memberships.
A membership upgraded from a non-membership product (eg a session pass) counts as a new member, not a membership upgrade. In the Membership Status Log report, its previous status is Upgraded from pass.
How ROLLER sets a membership's expiry date
When a member asks when their membership ends, the answer depends on how they pay for it.
How a member pays | When the membership ends |
|---|---|
Once, up front (fixed price) | When the number of days set in the product runs out (eg 365 days). Depending on the product, the count starts on the purchase date or the first visit. |
Regular payments, for a set number of payments (Specify number of recurring payments) | On the date of the last payment. For example, 6 monthly payments from January 1 end on June 1. If the product also sets a number of days, it ends on whichever date is later. |
Regular payments, for a set number, with Memberships expire after completion of billing periods turned on | One billing period after the last payment. For example, 6 monthly payments from January 1 end on July 1, not June 1. |
Regular payments, with no end date (Indefinite recurring payments) | It doesn’t end while the member keeps paying. |
A paused membership doesn’t end while it’s paused.
Read on to learn how to change a fixed-price membership's end date.
To set up a membership's end date and billing, see the guide Create a membership product.
Change a fixed-price membership's expiry date
Change the expiry date to give a member more time, without selling them a new membership. You can change it for fixed-price memberships on bookings that aren't canceled.
The permission required to change a membership's expiry date is Can edit bookings. The administrator, manager and booking agent roles have this permission enabled by default.
From Venue Manager, search for and select the booking.
Select the Order tab.
Select Edit expiry date (the calendar icon) next to the membership.
Select the new expiry date.
On the Items tab, check the new date in the Validity column.