Freezing, unfreezing, renewing and cancelling a membership

The Subscriptions list

Subscription Management → Subscriptions lists every subscription you have sold with the Customer, Plan, Date Range, Days Remaining, Price and Status columns. Days Remaining shows a number only on active subscriptions (red at 7 days or fewer, yellow at 30 days or fewer); frozen, expired and cancelled records show a dash (—).

The search box looks up the customer's first name, last name, phone number or e-mail and the subscription name; upper/lower case and Turkish characters do not matter (typing "ayse" finds "AYŞE"), and you can type the phone number with spaces or a leading 0. Next to it are the status filter (for example Active, Frozen, Expired) and the sorting; Clear resets them all.

The subscription detail page

Choose Details from the row's three-dot menu (Details on the Access tab of the customer card opens the same page). At the top you see the subscription name and the status badge (Active, Frozen, Expired, or Cancel for a cancelled subscription), and at the top right the buttons that suit the status: Freeze and Cancel on an active subscription, Unfreeze and Cancel on a frozen one, and the renew button, labelled Refresh, on an expired or cancelled one. On active subscriptions the Duration Progress bar shows how much of the period has been used and how many days are left.

• Access Details: UID (the unique code), Start, End, Price, Total Days Frozen, Note and Created. If the end date changed through a freeze or Update, the first end date is shown underneath as “Original: …”; a record opened by a renewal carries the Renewal record badge.

• Customer: the subscription owner and the Go to Customer Profile button.

• Plan: the name, duration, price and freeze rules of the plan the subscription was sold from. If the plan was deleted, the card shows a dash (—).

• Payments: the payment plan you built during the sale; collections are listed with a green Collection label and receivables with a yellow Receivable label, each with its Completed or Pending status and its date (the due date for a receivable).

• Freeze History: the Start, End, Duration, Reason and Status of each freeze.

Freezing

1. 1

   Press Freeze

   On the detail page of an active subscription press Freeze. The boxes at the top of the Freeze Access window show, according to the plan's rules, the freeze days left (Days Remaining), the number of freezes left (Credits Left) and the shortest single freeze (Min. Duration).

2. 2

   Set the length

   Enter at least the Min. Duration and at most the Days Remaining in Freeze Duration (days). If the return date is not known, turn on Freeze indefinitely (until staff unfreeze it). If you confirm with the duration field left empty, the freeze also starts as an indefinite one.

3. 3

   Confirm

   Fill in Reason (Optional) if you want and press Freeze. The subscription moves to Frozen; while it is frozen, no check-in can be recorded, and the frozen days are not counted in the customer's visit rhythm.

Lifting a freeze

• Indefinite freeze: press Unfreeze on the detail page and confirm with Unfreeze in the window that opens. The days spent frozen (a part day counts as a full day, at least 1 day) are added to the end date, “Access unfrozen. … days used, new end date: …” appears and the subscription becomes Active. The Days Remaining limit does not apply to an indefinite freeze; all the days that passed are added to Total Days Frozen.

• Fixed-length freeze: it is lifted automatically at 07:00 on the first morning after the period ends; the end date is extended by the number of days you froze it for and the subscription becomes Active. Until then it stays Frozen.

Renewal

1. 1

   Press the renew button

   On the detail page of an expired or cancelled subscription press the renew button, labelled Refresh; the Renew Access window opens.

2. 2

   Set the plan, start and price

   The Plan field comes with the subscription's plan selected; you can pick another active plan. If the old plan was archived or deleted, the field is empty — pick an active plan from the list, otherwise the renewal is not made. Start is today and Price is the plan's price; you can change both.

3. 3

   Build the payment plan

   As in the sale, add Collection and Receivable rows and split them with Distribute Evenly if you need to. Every row needs a payment method and the remaining amount must be zero; if the price is 0, no payment plan is needed.

4. 4

   Confirm

   Press Refresh at the bottom of the window; “Access renewed.” appears.

Renewal does not change the old record; it opens a new subscription record: the new record is Active, runs for the plan's duration from the start you chose, carries the Renewal record badge on its Access Details card, and its payments are linked to it. The old record stays in the list as expired or cancelled.

Updating the dates and the note

Update in the row's three-dot menu of the Subscriptions list opens the Update Subscription window: change Start Date, End Date and Notes and press Save; the end date must be later than the start date. Update does not change the subscription's status and does not record a payment: if you move the end date of an expired subscription forward, it stays Expired — use renewal for a new period.

Cancellation

To end an active or frozen subscription before its end date, press Cancel on its detail page. In the Cancel Access window you can fill in Cancellation Reason (optional), then confirm with Cancel; the reason is added to the subscription's note (as “İptal sebebi: …”). The subscription moves to the cancelled status and no check-in can be recorded with it. Cancelling does not touch the recorded payments: collected amounts stay in income and pending receivables stay as they are. A cancelled subscription can be started again with renewal.

Deleting

In the row menu of the Subscriptions list, Delete is only available on subscriptions with no collected payment; on a subscription with collected payments the option is greyed out with the reason underneath. The Delete Subscription confirmation tells you how many pending receivables will be cancelled as well; Yes, Delete deletes the subscription and cancels its pending receivables. This cannot be undone. A subscription with collected payments is not deleted, so that past cash and income figures do not change — use Cancel to end it.

End of the period

The day shown as the end date is not part of the subscription: no check-in can be recorded on it. An active subscription moves to Expired at 05:00 on the morning of that day and can be carried into a new period with renewal.

Who can do this

These actions need the matching permission in the Access Control group of your role: freezing and lifting a freeze need “Müşteri erişimini dondurabilir/çözebilir” (freeze/unfreeze customer access), renewal needs “Müşteri erişimini yenileyebilir” (renew customer access), cancellation needs “Müşteri erişimini iptal edebilir” (cancel customer access), Update needs “Müşteri erişimini düzenleyebilir” (edit customer access) and Delete needs “Müşteri erişimini silebilir” (delete customer access). The workspace owner and the “Yönetici” (Manager) role have all of them; the built-in “Personel” (Staff) role can see subscriptions but cannot do these actions. Without the permission, Update and Delete do not appear in the row menu; the Freeze, Unfreeze, Refresh and Cancel buttons on the detail page still appear, but the action is not completed.