In ClubRight, renewal windows determine how early or how late a member can purchase a new plan before or after their current membership expires. You can set a club-wide default that applies to all plans, and override it on individual plans where you need different behaviour.
Club-wide renewal defaults
The Renewal Defaults setting applies to all membership plans that do not have their own renewal window configured. It is the baseline for your whole club.
How to set renewal defaults
Click the burger menu in the top left-hand corner.
Click Settings.
Under Finance & Billing in the left-hand menu, click Renewal Defaults.
Alternatively, click the Renewal Defaults button in the top right corner of the Membership Plans page.
Set the following:
Allow renewal from: how many days before their membership expires a member can start the renewal process. For example, entering 30 means members can renew up to 30 days before their expiry date.
Allow renewal until: how many days after their membership expires a member can still renew. For example, entering 7 means members have a 7-day grace period after expiry to renew without needing staff to intervene.
Both fields default to 0. Leave them at 0 if you want each plan to use its own renewal window setting instead.
Changes save automatically.
Per-plan renewal windows
You can set a custom renewal window on individual plans that overrides the club-wide default. This is useful if some plans need a longer or shorter renewal window than others, for example giving annual members more notice to renew than monthly members.
How to set a renewal window on a plan
Go to Settings > Membership Plans.
Click the three dots on the plan card and select Edit.
Scroll to the Duration section and find Renewal Window.
Select Custom to set a renewal window specific to this plan.
Set Days Before Expiry: how many days before expiry members can start renewing.
Set Days After Expiry: how many days after expiry members can still renew.
Under Renewable Plans, choose either Any Plan (members can renew into any available plan) or Specific Plans (choose which plans members on this plan can renew into).
Click Save Changes.
To remove a custom window and revert to the club-wide default, select No Renewal Window in the Renewal Window section.
How renewal windows work in practice
When a member is within their renewal window, they will see the option to renew in the Member Area. If a member is outside the renewal window, either too early or too late, the renewal option will not be visible to them.
⚠️ Note: If a plan is set to No Renewal Window and no club-wide default has been configured, members on that plan will not be able to self-serve their renewal. Staff will need to handle renewals manually.
💡 Tip: For annual memberships, setting a renewal window of 30 days before expiry gives members enough notice to renew before their access lapses, while keeping the purchase close enough to expiry that it feels timely rather than premature.
If a member renews early, when does the new membership start?
When the current membership ends, so there's no overlap and no lost days. If a member renews in the Member Area while their current membership still has days left, the new membership is set to start on the current membership's expiry date, and its first payment is due that day.
Members renew from Manage My Membership in the Member Area. Within the renewal window, their membership shows a RENEW button. This opens Renew Your Membership, where they choose the plan to continue on. Only plans that are available online are listed.
Rolling memberships don't show RENEW, because they carry on until they're cancelled.
Can a membership roll on into a new 12-month term by itself?
No. A plan's Contract Type is either Ends automatically, so the membership stops at the end of its term, or Rolling renewal, so it carries on month to month until it's cancelled. There's no setting that starts a new fixed term on its own, for example moving a member from a first month onto a 12-month contract.
To move members from a first plan onto a 12-month plan, use one of these:
Let the member renew into it: on the first plan, set Contract Type to Ends automatically, set a Custom renewal window, and under Renewable Plans choose Specific Plans and tick your 12-month plan. Near the end of the first plan, the member sees RENEW in the Member Area and can only choose the 12-month plan. It starts when the first plan ends.
Add it for them: add the 12-month membership from their profile and tick This new membership replaces it, as described below.
How do I renew a fixed-term membership for a member?
Add the new membership from the member's profile and tick This new membership replaces it, so it's recorded as a renewal of the old one.
Go to Contacts > Members and open the member's profile.
Click + Add another membership.
ClubRight shows that the member already has a membership and when it ends, for example "Sam already has Annual, ending 31/12/2026". Tick This new membership replaces it.
On the Start date step, check the start date. It defaults to today, not the day the current membership ends, so change it to the expiry date if you don't want the two memberships to overlap.
Work through the rest of the steps. The Confirm step shows Replaces with the membership being renewed.
⚠️ Note: This new membership replaces it is greyed out before the current membership's end date. From the end date, it's available and ticked for you. To switch a member to a different plan before then, use Change Plan instead.
Where can I see renewed memberships?
Go to Contacts > Members > Renewed to see the Renewed Members list. A renewal is listed when the date range covers its start date, so use Custom dates if the renewal starts outside the range shown.
What does Expired mean?
A membership shows as Expired when its plan is set to end automatically and its end date has passed without the member renewing. In other words, the contract has ended and the membership is no longer running.
Only plans with Contract Type set to Ends automatically can expire. You'll find this under Settings > Membership Plans, in the plan's Duration section. Memberships on Rolling renewal plans carry on until they're cancelled, so they never show as Expired.
An expired membership can't be reopened. To carry on, the member renews, which starts a new membership. The expired one stays on their profile as a previous membership. Members can renew themselves in the Member Area for up to the number of days set in Days After Expiry on the plan, or Allow renewal until in your club-wide renewal defaults. After that, staff can start a new membership for them from their profile.