Expiring Memberships

Steps for Managing Expiring Memberships

1. Identify Expiring Members

   • Navigate to Reports > Members > Memberships Ending to generate a list of:

     • Members with upcoming expiry dates.

     • Recently canceled memberships.

2. Email Expiring Annual Members (~10 Days Before Expiry)

   • Use the Expiring Annual email template to notify members about their upcoming expiry.

3. Call Expiring Annual Members (~5 Days Before Expiry)

   • Follow up with a personalised phone call to reinforce the renewal opportunity.

   • Key Talking Points:

     • Thank them for being a valued member.

     • Highlight renewal benefits (e.g., ongoing access, loyalty perks).

     • Offer to assist with the renewal process.

4. Optional: Automate Future Follow-Ups

   • Upon purchasing or renewing a Prepaid or Annual membership, set a task in the system for 10 days before expiry to ensure proactive follow-up.

Renewing Annual Memberships

Within Gymflow, you cannot purchase a new membership whilst they already have an active membership. We don't want to post-pone renewals until the expiry date due to card error/ change of mind - so the below process works around this and enables the member to renew before the expiry date.

1. Confirm with the member that they are wanting to renew their membership. 

2. Ensure their card details are updated and correct. 

3. Identify when their membership is expiring. 

4. Cease their current membership. 

5. Purchase an Annual membership and use the promo code: NAF if they are renewing. 

6. Modify the expiry date. 

7. Set a task in a years time (10 days before expiry) to contact.