INTRODUCTION
Feature Summary: The Membership Price tab allows system users to configure how a membership type is billed, taxed, and managed over time. From this section, you can set pricing frequency (e.g., monthly, yearly, or one-time), apply tax rates, assign revenue categories, enable prorating, and define rules for expiration, cancellation, and renewal behavior.
Use Cases: System users manage the Membership Price tab when:
Creating a new membership type, such as an annual plan, monthly subscription, or free trial.
Editing an existing membership, for example:
Updating the monthly price or adjusting billing frequencies.
Adding a grace period to allow members time to renew before expiring.
Setting an auto-cancel period to move unpaid members from Expired to Canceled status.
Assigning an alternate membership (e.g., Free Membership) when a canceled member should still access the portal.
Activating Prorate Membership to align new members’ payments with the club’s billing cycle.
Defining tax rates and revenue categories to maintain accurate accounting and reporting.
PREREQUISITES
Create a membership type.
SETUP REQUIREMENTS
Log in to the admin dashboard.
Go to the side menu and click MEMBERSHIPS. A new page displays.
Click the Individual or Family tab.
Select a membership type.
Click the Membership Price tab.
Fill in the Fields
Requires Fee?: Check this box to display the associated fee and payment fields for memberships that require payment. By default, this option is not selected.
If unchecked, Expire Membership after X Days can be set. For example, if offering a free daily pass, set this to 1 day so the pass expires after one day.
X Days Past Due To Expire Account:
This setting creates a grace period for late membership payments before their membership is set to an "Expired" status. It determines how many days a member’s account remains active after their renewal date passes without payment. Once this grace period ends, the system will automatically mark the membership as “Expired” and — if enabled below — cancel the membership entirely.
An expired member cannot access member-only bookings and pricing until payment is made (see visual examples below). Once the overdue payment is processed, their membership automatically returns to "Active" status.
If set to 0 days, memberships expire immediately at midnight after the renewal date if payment hasn’t been received.
X Days Past Due to Auto-Cancel Membership:
This setting defines how many days after a membership becomes Expired the system should automatically update the member’s status to Canceled.
For example, if a membership is 30 days past due and still unpaid, it will automatically change from Expired to Canceled on the 31st day.
Canceling prevents fees from continuing to post to the member's account.
Once a membership is canceled, the member will no longer have the privileges associated with their paid membership plan and will have to re-join if desired.
Auto Reassign Membership Category (optional):
When the Auto Reassign Membership Category box is checked, you can automatically move a canceled member into a different membership plan.
For example, you might assign them to a Free membership plan so they can still log in to the member portal to view schedules or renew their plan.
Example Scenario
A member’s Annual Membership payment is due on July 1st and the payment declines. You’ve set:
X Days Past Due to Expire Account → 10 days (creates a 10-day grace period)
X Days Past Due to Auto-Cancel Membership → 30 days
Auto Reassign Membership Category is enabled and set to Free Membership
How it works:
From July 2–July 10, the member’s account remains Active as it's within the 10-day grace period to make payment.
On July 11, if payment still hasn’t been made, the membership automatically changes to Expired — the member loses access to bookings and events, unless they make payment. They are prompted for payment on the member portal.
If the member continues unpaid, on July 31 (30 days past due), the membership automatically updates from Expired to Canceled.
Because Auto Reassign Membership Category is enabled and set to Free Membership, the system automatically moves the player into that membership type. This allows member portal access based on the Free Membership settings — for example, the ability to renew their membership, view schedules, or use any features configured for that membership type.
Membership Statuses Explained:
Expired:
Membership payment is past due but still within the grace or renewal period.
Member portal access is restricted (members are blocked from bookings and prompted for payment).
Membership will be reactivated automatically once payment is received.
Canceled:
Membership is fully ended and no longer valid.
Member portal access is removed (unless reassigned to another membership type, such as a Free Membership).
The member must renew or rejoin.
Note: Utilize the Membership Status Report to view the current status of all your members.
Charge an Initiation Fee?: This field adds a one-time payment when a member purchases this membership (e.g. charge a one-time fee to new members).
X Days Before Billing Date to Generate Next Billing Cycle: Use this setting to control how early fees are generated for recurring memberships. The system will automatically create the next billing cycle’s fee X days before the new billing period starts.
Example: If a member’s billing date is July 1st and this setting is set to 7, the next membership fee will be generated and posted to the member's account on June 24th. This allows for early payment if needed.
Frequency: Use this section to set up how often members are charged for their membership.
To enable regular payments over time, check a box and enter the charge. Choose a default frequency (e.g. monthly, quarterly), a one-time price (see below), or create a custom period.Frequency Options
Monthly – Members are billed every month.
Example: $50 per month. Ideal for flexible, ongoing memberships.Quarterly – Members are billed every 3 months.
Example: $140 every 3 months. Useful for seasonal players or clubs that prefer fewer transactions.Yearly – Members are billed once per year.
Example: $500 per year. Often used for annual memberships with built-in savings.Custom – Create your own billing schedule by setting the price and the number of months between charges.
Example: $200 every 6 months for a semi-annual membership option.One Time Price – Charge a single upfront amount for the full membership period instead of recurring payments.
Also, use the One Time Price feature to give members a choice — they can either make regular payments (e.g., monthly) throughout the membership period or pay the full amount upfront. You can encourage one-time payments by offering a discount, such as “pay for 11 months and get 1 month free.”
Example: Offer members the choice to pay $400 once for a 12-month membership (equivalent to “pay for 11 months, get 1 month free”) or pay $40 a month.
Tax Rate: Set the percentage of tax applied to membership fees.
Revenue Category: The accounting category used to track and report membership revenue.
Expire Membership After X Days:
Use this optional setting to automatically cancel a membership after a specific number of days. It’s commonly used for short-term or trial memberships that should end automatically without requiring manual admin action.
Example:
Set to 14 days for a Two Week Free Trial membership that gives temporary portal access.
After 14 days, the membership automatically expires and the member is prompted to upgrade or purchase a paid plan.
Prorate Membership on Member Portal:
Enable this feature if you want all memberships to align to the same billing cycle (e.g., all payments processed on the 1st of each month). When a new member joins mid-cycle, their first payment is prorated to cover only the remaining days until the next billing date.
This setting appears when the billing frequency is set to weekly, monthly, or quarterly. Monthly Memberships, if prorated, will start on the 1st of each month
Example:
A new member joins on October 27th with a $50 monthly membership.
With proration enabled, the system charges $8.06 for October (covering October 27–31 at $1.61 per day), and the next full $50 payment will be on November 1st.
ADMIN PERSPECTIVE
The Memberships page displays icons when specific settings are enabled for a membership type. In the example below, two icons indicate that the membership includes an age restriction and a pro-rated fee (meaning all payments align to the same billing cycle).
A membership status of Expired or Canceled appears on the member’s profile, with full details available under the Billing > Membership tab.
USER PERSPECTIVE
If a member’s membership is expired, they will be unable to register for events or book courts through the mobile app or member portal. A Pay Membership Dues button will appear, allowing them to submit payment and reactivate their membership.
Example of an alert displayed when attempting to register for an event:
VIDEO TRAINING
Click here to watch the section of the Memberships: Overview video that covers the information in this article.