When you suspend a member in Clubworx, the built‑in suspension tool makes it easy to manage their membership and billing. This guide walks you through exactly how to suspend a member — and gives you clear options for what happens to payments during the suspension.
In this guide, we'll cover:
Managing Payments During Suspension
Suspending an Individual Membership and Related Payments
Bulk Suspend Memberships
Managing Payments During Suspension
Payments are not collected while a membership is suspended. You’ll be presented with the following options to manage these payments:
Move Affected Payments to the End of the Membership Period
This option is available if the membership has an expiry date.
Any payments missed during the suspension period will be collected once the membership resumes.
Delete Affected Payments and Add a Catch-Up Payment
Payments that would normally be collected during the suspension are deleted.
You can schedule a catch-up payment for a specific date after the suspension ends.
The catch-up amount is usually the same as the regular membership payment, but some gyms may adjust fees during suspension periods.
For example, if the regular payment is $10 per week but the suspension rate is $5 per week, a two-week suspension would result in a $10 catch-up payment instead of $20.
Delete Affected Payments (No Catch-Up)
This option removes the payments entirely.
No payment will be collected for the suspended period.
Once you’ve selected how to handle payments, click Approve — and you’re done!
Suspending an Individual Membership and Related Payments
First, on the member's contact profile click Add new suspension.
Select the start and end dates for the suspension and enter the reason for suspending, then click Continue
On the next page, any payments scheduled during the suspension period will be displayed. You’ll then be prompted to choose how you want to manage these payments.
Clicking the show payments link will display the dates and number of payments that fall within the suspension period and will be removed. Simply click OK to close the pop-up.
If a member’s payment is due on the day their suspension ends, you can manually add a charge for that payment by adding a catch up payment. This charge can only be applied after the suspension period has ended.
If the member’s membership has an expiry date, you’ll be asked to decide whether to extend the expiry by the length of the suspension.
Extending the expiry date may add new payments to the end of the membership.
Once you approve the suspension, the Suspension section of the member’s profile will display the suspension dates and the reason for the suspension. Additionally, when you filter the Activity for payments, any invoices or payments that fall within the suspension period will be removed from the member’s Payment schedule.
Bulk Suspend Memberships
Go to People ➜ Bulk Changes ➜ Bulk Suspend Contacts.
Tick the boxes beside each contact you want to suspend, then click Suspend Contacts.
Enter the start date, end date of the suspension, and a reason for the suspension.
From the Default action for affected memberships list, choose how to handle payments missed during the suspension. You have three options:
Move payments to the end of the membership period.
Add a catch‑up payment (you’ll be prompted for amount, and how many days after suspension you want to collect it).
Forgo the payments entirely.
Then select whether to extend the memberships of the suspended contacts. If checked, the memberships will be extended by the extended by the number of days/weeks that they were suspended for.
Enter your email address in the confirmation field at the bottom — so you receive an email when the suspensions are processed. You will receive a confirmation email like the one below.
For any further questions or queries, please don't hesitate to contact support via support@clubworx.com