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.

Best for regular membership endings

With the Cancel option (shown as Cancel (End of Cycle) in some views), 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. Additionally, you cannot reapply the same membership again while it is still active but pending cancellation.

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

For situations requiring instant termination

Immediate Cancel stops all membership benefits right away. Additionally, once a membership has been canceled immediately, it can be re-added if needed. If you also want to refund the membership payment, use Immediate Cancel & Refund instead.

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

Need to cancel but student owes money? No problem!

When a membership payment has failed, the membership is on Standby. While it is on Standby, the normal Cancel and Pause/Resume options are hidden, and Cancel & Pay Now is shown instead.

⚠️ Cancel & Pay Now always cancels the membership — even if you enter only part of the owing amount. There is currently no way to take a partial payment toward a membership's owing amount without cancelling the membership.

Student requested the cancellation? If the student has submitted a cancellation request while the membership is on Standby, the membership shows a Pay Now & Accept button instead of Cancel & Pay Now. Click Pay Now & Accept, set the amount to $0 to waive the owing balance (choose Other as the payment method), and accept the cancellation.

💡 Pro Tip: This option gives you flexibility to cancel memberships even when students have overdue payments, helping you manage account closures smoothly.

⚠️ Don't cancel just to clear an owing amount. If the student wants to keep their membership, use Pay Now instead and edit the Amount (you can lower it or set it to $0). The membership stays in place and becomes usable again. See Override the Owing Amount of Memberships.

📝 Want to keep a record of the debt? If you override the owing amount to $0 to complete the cancellation but still want to track what the student owes, open the student's wallet and adjust their wallet balance to a negative amount equal to the outstanding balance. This records the debt while still allowing the membership to be cancelled, so the financial obligation stays documented even after the membership has ended.

⚠️ Understanding Membership Changes

For situations where temporary suspension is needed instead of cancellation, Groovio provides a pause/hold option. This feature allows memberships to be halted for a specific period without fully canceling.

When you cancel a membership yourself, Groovio does not support custom scheduling, such as setting a termination date two weeks into the future. You can choose between the 'Cancel' option for an end-of-billing-cycle termination and the 'Immediate Cancel' option for instant termination. When you Accept a cancellation request submitted by a student, you can pick the cancellation date.

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

❌ No - Once you've scheduled a membership for an end-of-cycle cancellation, it stays in that status until the billing period ends. This means you cannot reapply the same membership again during this time.

🗓️ All classes are removed - Students lose access to all classes they booked using their membership benefits immediately.

✅ 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, or on the cancellation date you pick when accepting.

❌ 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.