Groovio's membership management system gives studios flexible options for handling student subscription changes. Whether you need to upgrade, downgrade, or cancel memberships, you have the tools to manage these transitions effectively based on your studio's specific needs.
🔄 Cancellation Options
Standard Membership Cancellation
Best for regular membership endings
With standard cancellation, memberships remain active until the end of the current billing period. This approach allows students to use their remaining benefits while ensuring a smooth transition.
What happens:
• Students keep full access to membership benefits until their billing cycle ends
• The membership cannot be reapplied to the same student during this active period
• All membership benefits and class access end automatically when the billing period expires
Immediate Membership Cancellation
For situations requiring instant termination
Immediate cancellation stops all membership benefits right away.
What happens:
• Membership benefits end instantly upon cancellation
• Students are automatically unenrolled from all upcoming classes booked through the membership
• All future classes linked to the canceled membership are removed from the student's schedule
📋 Step-by-Step Cancellation Process
1️⃣ Accessing Membership Management
Navigate to Groovio > Manage Studio > Students
Locate and select the student whose membership you want to cancel
Click on the Memberships tab to view their active subscriptions
2️⃣ Processing the Cancellation
Find the active membership you want to cancel from the list
Select your preferred cancellation method: • Standard cancellation - ends at billing period conclusion • Immediate cancellation - terminates benefits right away
Review all cancellation details before confirming your selection
💰 Handling Outstanding Balances
Need to cancel but student owes money? No problem!
Click "Pay Now & Cancel" when prompted about the outstanding balance
In the payment window that appears, set the price to $0
Complete the cancellation process
💡 Pro Tip: This option gives you flexibility to cancel memberships even when students have overdue payments, helping you manage account closures smoothly.
⚠️ Understanding Membership Changes
Downgrades are treated as new memberships. When students request downgrades (like reducing their class allowance), the system creates a completely new membership rather than modifying the existing one.
This means:
• Signup fees and the full cost of the new membership plan will apply
• You can adjust these charges during the transition period if you coordinate proactively
• Reassigned memberships provide updated features but generate new payment transactions
❓ Common Questions
Can I reactivate a canceled membership before the billing period ends?
❌ No - Once you've scheduled a membership for standard cancellation, it stays in that status until the billing period ends. You cannot reapply the same membership during this time.
What happens to scheduled classes with immediate cancellation?
🗓️ All classes are removed - Students lose access to all classes they booked using their membership benefits immediately.
Can students cancel their own memberships?
✅ Yes - Students can submit cancellation requests through the app. When you approve these requests, the membership cancels at the end of the current billing period (standard cancellation).
Can students request a cancellation before the commitment period is done?
❌ No - Students can only submit cancellation requests after the membership's commitment period has elapsed.
Need more help? Contact our support team or check out our other Groovio guides.