Member Statuses

FAQ #2 – Member Statuses

Automatic Member Status

These automatic member statuses are triggered by payment events in the system:

OK
Member is in good standing. The invoice generates and runs on the scheduled billing date.

Pending Delinquent
Payment was not received by the due date. The member enters a grace period and is marked Pending Delinquent.

•Default grace period: 7 days

•Grace period settings can be configured in OE > Settings > Grace Period

Delinquent
Payment was not received after the grace period. The member becomes Delinquent.

The member remains Delinquent until one of the following occurs:

•Payment is taken manually using Get Payment

•The automatic payment succeeds on the second attempt at the next payment date

Members remain in Pending Delinquent/Delinquent status for a total of 1 month and 1 week before becoming Suspended.

Suspended
Payment was not received after the delinquency period. The member becomes Suspended.

Suspended members:

•Do not bill

•Do not accrue additional invoices

•Should be managed by taking payment, terminating the membership, or sending the account to Collections

•The automatic charge will only run for two months in a row

Manual Member Status

The following statuses are manually set by the user.

Collections: Members in Collections will continue to accrue invoices on their billing date, but these payments do not run automatically; they must be paid manually with Get Payment.

The status does not automatically change after an invoice is voided. Use the Status Change button on the Relate Bar in member’s record to manually change it.

Case Example:

•Member misses July 1 payment, they are set to Pending Delinquent during the grace period (7days).

•On July 8, no payment received, they become Delinquent. They remain delinquent until next billing date of August 1.

•On August 1, the system will attempt to collect the past due month and the new month (July + August). This invoice is also not paid.

•They remain Delinquent for the grace period (7 days). On August 8, if not paid status changes to Suspended.

○So, there is 1 month + Grace Period (2 payments) until they become suspended if no payment is made.

Member Status Definitions

All statuses can provide entry. If you have a door system, entry means door will open.

Door Access

Configure which status opens the door as needed for your club.

Suspended:

NOT BILLABLE = NO ENTRY, suspended members do not bill or generate invoices, they should be placed in collections or terminated depending on the circumstances.

Terminated:

NOT BILLABLE = NO ENTRY

Collections:

Billable = Entry, this is a manually set status, members in collections accrue bills (invoices generate each period) but those invoices do not run automatically, their invoices must be processed manually to collect payment.

Pending Delinquent:

Billable = Entry

Delinquent:

Billable = Entry

Hold:

Billable = Entry, if applicable, will be billed for any amount past due or any set hold fees only.

Attendance Panel

•Members with balances due are RED on Attendance Panel.

•Terminated Members and Non-Members are PURPLE on Attendance Panel.

•Traveling Members are GREEN on Attendance Panel (only applies to multiple club owners).