Reference
Every status, in one place
The statuses of members, invoices, bookings, shifts, hours, applications, functions, classes, messages, till sales and the rest, as the screen shows them.
Who this is for: Anyone: no sign-in needed.
Each kind of record in Sports Club OS moves through a few statuses. This page lists them all, in the words the screen uses, with what each means and what moves a record into it.
Members
| Status | What it means |
|---|---|
| Active | A member whose membership has not run out. Reports call them current members. |
| Expired | An Active member whose expiry date has passed. Nobody sets it: Sports Club OS works it out each day. Reports, the Dashboard and the till call it Awaiting renewal. Paying the renewal makes them Active again. |
| Suspended | Membership paused, set by the office. |
| Lapsed | They did not renew, set by the office. |
| Cancelled | They resigned or the club ended their membership, set by the office. |
| Contact | Someone with no membership type, such as a function hirer. They have no status. |
"Members", in reports, means Active members and those awaiting renewal. See Membership statuses, and what Expired means.
Portal sign-ups: a login someone makes for themselves is Pending until the office presses Approve (Approved) or Reject (Rejected). See Approve portal sign-ups.
Invoices
| Status | What it means |
|---|---|
| Draft | Saved, not yet raised. Members do not see it. It prints as "Draft invoice". |
| Issued | Raised and waiting to be paid: a draft becomes Issued when you press Issue, or when a payment is recorded on it. Members see it as To pay. |
| Overdue | Issued, and the due date has passed. Worked out, not set. |
| Paid | Payments add up to the total, or a credit covered it. It prints as "Tax invoice / Receipt". |
| Void | Cancelled with nothing paid on it. Kept, so its number is never used again. |
Part paid is not a status: Unpaid invoices marks an Issued invoice with something paid and something still owing. On Unpaid invoices each invoice is also Not yet due, Due today or Overdue, and has reached one of the club's reminder stages. Reaching a stage means only that its date has come: no reminder is sent. See See what is still owing.
Paying monthly
On the timeline of monthly payments, each month is Paid (or Covered by credit), Not paid (its due date has passed), Due, or to come ("Invoice on 1 December"). See Paying yearly or monthly: how it works.
Renewals
On the Renewals page, a member on Auto renew and invoice shows Auto with the date their invoice will be raised, Auto · within the hour, Auto · earlier unpaid (an earlier renewal invoice is still open, so the next waits), or Auto · left to you (their membership ran out more than 90 days ago, so the office decides). Anyone else shows Not raised until an invoice is raised, then that invoice's status. See Auto renew and invoice.
Bookings
A booking is Confirmed or Cancelled. Cancelled bookings are hidden from the Booking list unless you tick Include cancelled. On a member's page, confirmed bookings are Upcoming or Played.
Shifts on the roster
| Status | What it means |
|---|---|
| Draft | Not published. Staff see nothing of it. |
| Awaiting | Published, and the person has not yet said yes or no. Staff see Needs your answer. |
| Confirmed | The person said yes, or was given a shift they asked for. |
| Not republished | A published shift changed since it was published. Nobody is told until the week is published again. |
| Can't work | The person said yes, then that they can no longer work it. It stays theirs until cover is found, and is offered to others. |
| Open | Nobody is on it, or the person said no before confirming. It is offered to other staff. |
| Cancelled: press Publish to send | A published shift deleted. It goes, and its person is told, when the week is next published. |
A staff member's request for an open shift shows Asked — waiting for the manager until the manager approves it (the shift is theirs, confirmed) or declines it. See How shifts and slots work and Open shifts and requests.
Time off is Pending until the manager approves or declines it (Approved, Declined). Dates off entered by a manager, and a casual staff member's own, are approved at once. See Time off and availability.
Hours worked
| Status | What it means |
|---|---|
| To report | A finished published shift with no hours reported yet. On Hours it is listed under Not reported yet. |
| Waiting for approval | Hours reported. |
| Approved | Approved by whoever approves hours. |
| Closed | The hours period has been closed: locked for everyone. My hours says Approved and closed. |
See Check and approve hours worked.
Membership applications
| Status | What it means |
|---|---|
| Email not confirmed | The form was sent; the applicant has not pressed the link in their email. Listed under Not confirmed. |
| Waiting for proposer | Confirmed; the proposer has not yet said yes. |
| Ready for committee | The proposer said yes, or a letter was accepted in place of one. |
| Elected | The committee's election has been recorded. |
| Declined | The office recorded that the committee declined it. |
| Withdrawn | The office recorded that the applicant withdrew. |
See How an application moves from the form to election.
Functions
| Status | What it means |
|---|---|
| New | An enquiry, not yet quoted. |
| Quoted | A quote has been sent. The rooms are held until a date. |
| Accepted | The hirer accepted the quote. The deposit invoice has been made. |
| Confirmed | The deposit has been paid. |
| Completed | Closed out after the function. |
| Lost | It did not go ahead before it was confirmed, with a reason. A hold that runs out makes it Lost, "Hold lapsed". |
| Cancelled | A confirmed function called off, with a reason. |
See How holds, acceptance and the deposit work.
Classes
| Status | What it means |
|---|---|
| Booked | A place in a session. A visitor's place is not confirmed until they press the link in their email; unconfirmed in time, it is released. |
| On the waitlist | Waiting for a place, in order ("You are 2nd on the waitlist"). |
| Offered | A place came up and is held for the next on the waitlist until a time ("A place is yours until …"). Not taken in time, it lapses and goes to the next. |
| Came and Did not come | Marked on the roll. A person left unmarked when the roll is finished did not come. |
| Cancelled | Cancelled by the person, by the club cancelling the session, or because an offer or an unconfirmed place ran out. Cancelled late if inside the club's cut-off. |
A term group's places are enrolled, on the waitlist, offered, held (kept for someone already in the group when a new term starts) or withdrawn. A session itself is on, or Cancelled with a reason (wet courts, coach away, not enough people, something else). See Waitlists and offered places and Terms and enrolment.
Competitions
A competition is Entries open, In play or Finished. A match is To play (Arranged once it has a time; Awaiting an answer for a ladder challenge not yet accepted), In play while being scored, Played (with "(retired)" or "(awarded for conduct)" where so), Walkover, Bye, or Not played (a box round closed with it unplayed). See Enter a match result.
Messages to members
A message is Draft, Sending (from pressing Send, through its 30-second hold), Stopping and Stopped if someone pressed Stop, or Sent.
What happened to each address: Waiting, Sent, Delivered, Bounced (the address is then blocked), Not delivered (a temporary failure), Marked as spam (the address is then blocked), Failed, Not sent (email switched off), Stopped (stopped before it was sent) or Skipped (they unsubscribed, or their address stopped working, after the list was made). See What happened to a message.
An email address's answer for each kind of optional email is Yes, No or Not asked. Essential notices are Always sent, unless the address is blocked. See Email preferences: who chooses what.
The till
| Record | Statuses |
|---|---|
| A sale | Open tab (not yet fully paid), Paid, Part refunded, Refunded, Voided, or Merged (its items moved onto another tab). |
| A till session | Open (taking money), Not signed off (closed and counted), Signed off (a manager has checked the cash-up). Its variance is Short, Over or Exact. |
| A restringing job | Draft, then Open, In progress, Completed (its charge waits at the till) and Collected (paid). It moves one step at a time. |
| Equipment hire | Out (Due back, or Overdue once its time has passed), then returned. |
See Open and close a till session and Equipment hire and restringing jobs.
The club's website
A draft is open for changes, Waiting for approval once sent, or Sent back with the approver's note, when it opens for changes again. A sent draft is Approved and published as a new version, Sent back, or Taken back by the sender. See Send a draft for approval.
Bank reconciliation and BAS
- A bank line is to match (listed under To match), Matched to recorded money, or explained (a bank fee, spending not kept in Sports Club OS, and so on). Once the account is reconciled to a day, everything up to it is locked until reopened. See Match and explain bank lines.
- A BAS period is not yet marked lodged, or Marked lodged with its figures kept as they stood. Only the latest can be reopened, with a reason. Sports Club OS lodges nothing itself. See Use the BAS worksheet.
Tag rules
A run of the tag rules is running, done ("N added, N taken off, N people changed") or stopped with an error, when it is tried again the next night. See How tag rules work.
Last checked in release 2026.10.23, on 23 October 2026.