Membership statuses, and what Expired means

Every member has a status. The office sets it to one of four: Active, Suspended, Lapsed or Cancelled. A fifth, Expired, is never set by anyone: Sports Club OS shows it for an Active member whose expiry date has passed. A contact, with no membership type, has no status; the list shows Contact. Invoices, bookings, applications and other records have statuses of their own: see Every status, in one place.

The statuses

In reports and on the Dashboard, current members are Active ones whose expiry has not passed, and members are current members and those awaiting renewal (Expired). Suspended, Lapsed and Cancelled people are not counted as members.

Why Expired is worked out, not set

Nobody has to remember to change a member's status on the day their membership ends. The moment the expiry date passes, they show as Expired everywhere: on the list, on their page and on their own pages. When their renewal is paid, their expiry moves to the end of the next membership year and they show as Active again, with nothing more to do.

For someone who pays monthly, the expiry is the end of the last month paid plus a few days' grace. If a month is missed, they show as Expired once that date passes, and Active again once the missed month is paid. See Missed monthly payments: what happens and what does not.

What a status changes

• Booking online is open only to a member who is Active and not Expired. Anyone else is told Your membership is not current, so online booking is unavailable. The office can still book for them.
• Renewals are raised only for Active members, Expired ones included. Lapsed, Suspended and Cancelled people are left off the Renewals page and are not renewed automatically.
• Monthly invoices have a line only for people whose status is Active.
• A proposer for an application must be a current member.
• Messages and filters can choose people by status, Expired included.

Change a status

For one person:

1. Open their page and press Edit details, then the Membership tab.
2. Choose the Status.
3. For Lapsed or Cancelled, Sports Club OS asks Why are they leaving? (optional). Choose a reason, or leave it at Not said.
4. Press Save changes.

For several people, tick them on the list and use Set status… in the bar. See Change several members at once.

Paying a renewal invoice sets the member back to Active and clears their leaving reason.

Leaving reasons

The reason is kept for the club's reports on why members leave. It is never shown to the member, and answering is optional.

The record of changes

Every change of status, membership type or expiry is recorded with the day and how it happened (an edit, several at once, a renewal paid, an election, a change of how they pay, an import), for the club's reports on joiners and leavers. Earlier memberships a person has held are listed on their page under Earlier memberships.