Canceling a membership

Customer icon To cancel a club membership, you can set its status to 'Inactive', and provide a reason for the cancellation.

Changing the memberʼs status to 'Inactive' — rather than removing the record from the database entirely — ensures that the customer history and other data arenʼt lost.

To cancel a membership:

  1. In the Customer list, select the member you want to cancel and open the record in the Customer – Data Entry dialog.

  2. On the Membership tabs, change the value of Status from 'Active' to 'Inactive' for the appropriate club.

  3. In the Cancellation Reason field, select a reason from the lookup list. If none of the available reasons applies, you can enter a new one here.

  4. Itʼs wise to keep the number of reasons in the list to a manageable number; see Combining duplicate cancellation reasons, below.

    You can add reasons to the list by creating records in the Lookup Text list.

  5. Click Save.

To create a report of member cancellation reasons from the Customer list, choose Cancel Reason from the View menu.

Combining duplicate cancellation reasons

After a time, you may find that your database contains cancellation reasons that are similar to each other. In this event, you can revise and consolidate the duplicates.

To combine duplicate cancellation reasons:

  1. From the Network menu, choose Setup : Lookup Text.

  2. In the Search Lookup Text dialog, click Clear and Search.

  3. In the Lookup Text list, open the item you want to remove.

  4. In the Lookup Text – Data Entry dialog, edit the description so that it matches the other similar reason.

  5. Click Save. Manager updates all instances of this cancellation reason in customer records.

  6. There are now two duplicate items in the Lookup Text list; you can select and delete one of them.

Sending a “good-bye” letter

When a club membership is canceled, you can send the member a “good-bye” e-mail:

  1. In the Customer list, select the names of customers whoʼve canceled their memberships.

  2. From the Actions menu, choose Email Job Template : Email Goodbye Letter : Send.

To send yourself a sample of the letter, choose the option Send Sample. To edit the message template, choose Edit Goodbye Letter Template.

Related topics:

↑ Managing club memberships

Adding a member

Prepaid memberships

Gift memberships

Suspending a membership

Canceling a membership

Club types

Anniversaries and birthdays