# Change how a member pays

> Move a member from yearly to monthly or back, or to another type while paying monthly, and how the credit and the invoices are worked out to the day.

Who this is for: Anyone with “Add and change members” or “Raise invoices and record payments” or “See members and contacts” (by default: Administrator, Head Coach, Casual Staff, Reporting, Treasurer).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/membership/change-how-they-pay/

Change how a member pays from their page. Before anything changes, a side panel shows exactly what will happen: the credit for what they paid and will not use, any unpaid invoice replaced, the invoice raised now, and their new access date. Nothing changes until you press the button at the bottom.

## Before you start

- You need the permissions to add and change members and to raise invoices. The Administrator, Head Coach and Casual Staff roles have both by default.
- The membership type they are moving to must have **Can be paid monthly** ticked, for monthly.
- If an invoice that the change would replace or credit has part of a payment recorded on it, record the rest or settle it on the Invoices page first. Sports Club OS will not change the plan while such an invoice is part-paid.

## Make the change

1. Open the member's page. Under **How they pay**, press **Change…**. A side panel opens: **Change how … pays**. It starts on the plan they do not use now.
2. Under **Pay**, choose **Yearly** or **Monthly**.
3. Choose the **Membership type**. While they pay monthly, you can move them to another type that can be paid monthly.
4. Choose when it **Takes effect**: any day this month, which suits someone entered late. It starts as today. It cannot be earlier than the first of this month, or earlier than the day they started paying monthly.
5. Read **What happens**. It changes a moment after each choice.
6. Press the button at the bottom: **Change to monthly**, **Change to yearly**, or, for a new type while paying monthly, **Change to** and the type's name.

A message says, for example, **Ava Bennett now pays monthly**. The member page and the payment timeline update, and any invoice raised is on the Invoices page and in the member's own pages.

![The side panel "Change how Ava Bennett pays" over her member page: Monthly ($50.00 a month) chosen beside Yearly, the membership type, Takes effect 23/10/2026, a ticked box "They have paid for the year to 30 June 2027, so the unused part is a credit", and What happens: a credit of $412.60 for 23 Oct 2026 to 30 Jun 2027 (251 of the year's 365 days), an invoice raised now for 23–31 October of $14.52 covered by credit, and the credit held going from $0.00 to $398.08. The button at the foot is "Change to monthly".](https://sportsclubos.net/help/img/membership-change-panel-1600.webp)
*Nothing changes until you press the button at the bottom. Shown in release 2026.10.29 · Member page · as an Administrator.*

Nothing is emailed. To change the type of a member who pays yearly, use **Edit details** instead.

## From yearly to monthly

- **Credit for the year already paid.** If they have paid for the year, the box **They have paid for the year to …, so the unused part is a credit** is ticked. The credit is the type's yearly fee for the days from the change to the end of their membership, divided by the days in that membership year. For example, a $600.00 year to 30 June 2027, changed on 23 October 2026: 251 of the year's 365 days, a credit of **$412.60**. Untick the box if the year was not really paid.
- **The box starts unticked** if an invoice for this year's membership is unpaid, or if they joined this membership year and no membership invoice of theirs has been paid. The line under the box says why.
- **Unpaid membership invoices** of theirs, for this year or next year's renewal, are listed under **Invoices replaced** and are voided: the monthly invoices take their place.
- **This month:** the invoice raised now charges the monthly fee for the days left in this month. For example, 23 to 31 October at $50.00 a month is 9 of 31 days, **$14.52**. Any credit is taken off it straight away, so it may be **Covered by credit: nothing to pay**.
- **Joining fee:** **Charge the joining fee** adds the type's joining fee to the invoice raised now. It is ticked to begin with for someone who joined recently and has paid nothing.
- **Credit left** is kept for the household and taken off its next monthly invoices.
- **Access until** stays at the end of their paid year when the year was paid. When it was not, it becomes the end of this month plus 7 days, and moves on as each month is paid.

The panel also explains a small difference, for example: **Paying monthly from 23 Oct 2026 to 30 Jun 2027 comes to $414.52, and the credit is $412.60. The $1.92 difference is because the credit divides the year by its days and each month is divided by its own days.**

## From monthly to yearly

- **Credit for a month already paid:** the part of a paid month after the change is credited, by the days of that month. For example, 23 to 31 October of a $50.00 month: **$14.52**.
- **Monthly invoices not yet paid** that cover days from the change on are voided and replaced by an invoice for what that month really is: the days before the change, and the other people in the household who still pay monthly. Each is listed as **In place of …**, and credit is taken off it first.
- **The yearly invoice:** for a type with a membership year, the yearly fee for the days from the change to the end of that membership year, out of the days in the year. For example, 23 October 2026 to 30 June 2027 is 251 of 365 days of $600.00: **$412.60**. For a type that renews on the anniversary of joining, the full yearly fee for a year from the change. Any credit left is taken off it. It is due on the day the change takes effect, or today if that day has passed.
- **Once that is paid,** their membership runs to the date shown, as a renewal does.
- **Credit left** is taken off the household's next monthly invoices if anyone in it still pays monthly. If nobody does, it stays with the household for the office to settle.

## To another type while paying monthly

The unused days of each paid month are credited at the old price, those days are charged at the new type's monthly fee, and unpaid months are replaced at the new price. The invoice raised now charges the rest of this month at the new fee.

## How the amounts are rounded

Each credit and each charge is worked out to the day and rounded to the cent on its own, then shown as its own line. Credit is never paid out as money by Sports Club OS.

## If something goes wrong

The panel shows the reason in place of **What happens**, and the button stays greyed. For example:

- **"… cannot be paid monthly. It is switched on for a type in Settings, Membership types."**
- **"… has a payment recorded on it but is not fully paid. Record or settle it on the Invoices page first."**
- **"A change takes effect on a day this month, and not before the first of the month."**
- **"They pay yearly: change a yearly member's type on their member form."**
- **"Someone else changed how this household pays at the same moment. Please reload and try again."**