Cancelling a membership ends it permanently. Unlike freezing, a cancellation cannot be undone; the member will need to be added to a new membership plan if they return. You can cancel immediately or schedule the cancellation for a future date.
How to cancel a membership
Click Contacts in the left-hand menu and select Members.
Find the member and click their card to open the quick panel, then click Full profile.
On the member's profile, click the membership tile (for example, Rolling Monthly (Active)) to open the Manage Membership panel.
Click Cancel.
Set the Cancel on date. This defaults to today for an immediate cancellation. To schedule a future cancellation (for example, at the end of the current contract period), change the date accordingly.
Click Cancel membership to confirm.
Once cancelled, no further payments will be taken after the cancellation date.
Important: Cancellation is permanent. If you only need to pause a membership temporarily, use the Freeze option instead. See Freezing, unfreezing and pausing memberships for details.
What happens after cancellation
Once a membership is cancelled, the member's status changes to Cancelled. Cancelled members appear under the Cancelled status filter on the Members page.
Depending on how the membership plan is configured, the member may be marked as Cancelled or remain as a Customer after their membership ends. This is set under Member Status After Cancellation in the plan's Duration settings.
Are the member's future bookings removed when I cancel?
No. Cancelling a membership doesn't remove the member's future bookings, even if you cancel it immediately. They stay booked into any classes after the cancel date, and if they're a regular on a class, they stay a regular and keep being booked into its sessions. Future appointments, such as PT and 1-to-1 sessions, stay booked too.
Bookings that the cancelled membership was paying for are marked as unpaid from the cancel date, unless another of the member's memberships covers that class. In the class, the member shows as UNPAID with a Pay button next to their name. Bookings paid for with a credit are left as they are.
If you schedule the cancellation for a future Cancel on date, the membership stays active up to and including that date, so bookings on or before it aren't affected. Only bookings after that date change.
To see what a cancelled member is still booked into, open their profile. Their upcoming bookings are listed under Member activity. To take them off their future classes:
Open the diary from the calendar icon in the left menu and click the next session of a class they're booked into.
In Activity Details, click the bin icon next to their name in the Regulars or Bookings column.
If they're a regular, choose All future activities to take them out of that session and every later session of the class in one go, or This activity only to remove them from just that session.
Repeat for any other classes they're still booked into.
The member receives a booking cancellation email, and any credits they booked with are returned. For more detail, see Adding and removing member bookings manually.
Member-initiated cancellation requests
If you have enabled cancellation requests in your Member Area settings, members can submit a cancellation request themselves through the Member Area. These requests appear in Settings > Finance & Billing > Cancel & Freeze Requests for your team to review and action.
To enable this, go to Settings > Member Area > Access & Registration and toggle on Enable cancellation/freeze requests.
Scheduled vs immediate cancellation
ClubRight gives you two options when cancelling:
Immediate cancellation: leave the Cancel on date as today. The membership ends straight away and no further payments are taken.
Scheduled cancellation: set a future Cancel on date. The membership remains active until that date, and payments continue as normal up to and including the last scheduled payment before cancellation.
Scheduled cancellation is useful when a member has given notice but wants to continue using the gym until the end of their current payment period.
Helpful tip: If a member asks to cancel but you want to try to retain them first, consider offering a freeze instead. A short freeze gives them time away without permanently ending their membership.