INTRODUCTION
Feature Summary: Understand the difference between a suspended and a cancelled membership, and how to cancel a member's membership plan in CourtReserve.
Use Cases:
Determine whether to suspend or cancel a member's membership based on their situation
Cancel a membership on behalf of a member who no longer wants their plan
Assign a new membership plan to a member with a cancelled account
OVERVIEW
Suspended vs. Cancelled
System users can either suspend or cancel a membership on behalf of a member.
Suspended - There are many reasons to suspend a membership, such as player injury or long absence due to work or vacation. When a system user suspends a member, player's account is placed on hold. CourtReserve stops generating future billing cycles, but membership information remains on the platform. The membership can be reactivated at any time. For full details, see the Suspending a Membership article.
Cancelled - The member's membership plan is removed and CourtReserve stops generating billing cycles. This action is not temporary. A system user would need to assign a new membership plan if the member returns.
Cancelling a Membership
When a system user cancels a player's membership plan, CourtReserve removes the attached membership and stops generating a billing cycle.
Go to Members > Search in the admin panel and open the member's account.
Click the Membership tab.
Click Cancel Membership at the bottom of the Billing Details section.
In the Membership Cancellation popup, optionally enter a reason in the cancellation reason field.
Set the Cancels On date - this determines the exact day the membership ends in the system.
Click Cancel Membership to confirm.
Note: The Cancels On date controls when access ends:
Today's date - the membership remains active through the end of the current day and ends at midnight.
Yesterday's date - the cancellation is immediate and the member loses access for the remainder of the current day.
A future date - the membership remains active through the day before the selected date, then ends automatically at 12:01 AM.
See detailed examples in the gray call out box below.
After confirming, the member's status updates to Cancelled and billing cycle information displays at the bottom of the Membership tab.
Detailed notes regarding the the Cancels on Date:
When canceling a membership, system users must set a Cancels on date. This date determines the exact day the membership formally ends in the system.
If the Cancels on date is set to today, the membership remains active through the end of the current day and ends at midnight.
Example: Cancels on Date = Today (March 10)
A member cancels in the morning. Their membership stays active all day on March 10. They can still book courts, attend events, or use benefits until midnight. At 12:01 a.m. on March 11, their membership is inactive.
To end a membership immediately (so the member has no benefits for the current day), the Cancels on date must be set to yesterday’s date.
Example: Cancels on Date = Yesterday (March 9)
A member cancels on March 10 but the system user sets the Cancels on date to March 9. This makes the cancellation immediate. The member cannot use benefits for the remainder of March 10.
If the Cancels on date is set to a future date, the membership remains active until the start of that day, then ends automatically.
Example: Cancels on Date = Future Date (March 15)
A member cancels on March 10 but the system user sets the Cancels on date as March 15. The member remains active through March 14 and loses access at 12:01 a.m. on March 15.
Refunds
Depending on club policies, a system user can issue a full or partial refund after cancellation. Click here to learn more about issuing refunds from the player profile page.
Assign a New Membership Plan
System users can assign a new membership to a member with a cancelled plan.
On the member's Membership tab, select a plan and click Assign Membership.
Fill in the payment details and click Assign Membership to confirm.
USER PERSPECTIVE
A player with a cancelled membership can still log in to the member portal, but the calendar will appear blank with no booking options available. A Purchase Membership button displays at the top of the page, allowing the member to view and purchase the organization's available membership plans.
The player will also receive a notification confirming the cancellation.
