# 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.
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/reference/statuses/

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](https://sportsclubos.net/help/members/statuses/index.md).

**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](https://sportsclubos.net/help/members/portal-sign-ups/index.md).

## 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](https://sportsclubos.net/help/invoices/unpaid/index.md).

## 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](https://sportsclubos.net/help/membership/yearly-or-monthly/index.md).

## 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](https://sportsclubos.net/help/membership/auto-renew/index.md).

## 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](https://sportsclubos.net/help/roster/how-slots-work/index.md) and [Open shifts and requests](https://sportsclubos.net/help/roster/open-shifts/index.md).

**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](https://sportsclubos.net/help/roster/time-off/index.md).

## 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](https://sportsclubos.net/help/roster/approve-hours/index.md).

## 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](https://sportsclubos.net/help/applications/how-it-moves/index.md).

## 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](https://sportsclubos.net/help/functions/holds/index.md).

## 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](https://sportsclubos.net/help/classes/waitlists/index.md) and [Terms and enrolment](https://sportsclubos.net/help/classes/terms-and-enrolment/index.md).

## 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](https://sportsclubos.net/help/competitions/enter-a-result/index.md).

## 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](https://sportsclubos.net/help/communications/results/index.md).

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](https://sportsclubos.net/help/communications/preferences/index.md).

## 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](https://sportsclubos.net/help/pos/open-and-close/index.md) and [Equipment hire and restringing jobs](https://sportsclubos.net/help/pos/hire-and-restringing/index.md).

## 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](https://sportsclubos.net/help/website/send-for-approval/index.md).

## 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](https://sportsclubos.net/help/bank/match/index.md).
- **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](https://sportsclubos.net/help/finance/bas/index.md).

## 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](https://sportsclubos.net/help/members/how-tag-rules-work/index.md).