Gym Membership Renewals and Expiry Follow-Up
Renewals are listed by plan end date so the desk can call before a plan lapses. Each call is recorded, and the renewal is billed from the same member record.
The renewal list
The list is the working screen of this module. Members are sorted by the date their plan ends, and each row shows the plan, the last visit and any balance due.
Reminders and calls
A reminder can be sent on WhatsApp, text or email a set number of days before the end date. The desk can also call, and the outcome is logged: renewed, will come Saturday, wants a different plan or not interested. The next call date is set on the spot. Nobody has to remember it.
Billing the renewal
The renewal opens the existing member record. The new plan starts the day after the old one ends, or on the day of payment for a lapsed member, as the gym prefers. Fee, discount and payment mode are entered once, and the member’s plan history shows the full run of plans.
What the client decides
- How many days before the end date a reminder goes out
- Whether a lapsed member’s new plan starts today or continues the old date
- Which renewal offers the desk may give without asking the owner
- The wording of reminders in English or the local language
Frequently asked questions
Can reminders go out automatically?
Yes, through WhatsApp, text or email, once the channel is connected. The timing and the message text are agreed with the owner.
Does a renewal need a new joining form?
No. The member’s record already holds the form and the photo, so only the new plan and fee are entered.
Can the desk see why a member did not renew?
Yes, where the desk records a reason on the call. The owner can then read lapsed members by reason.
Will frozen members get reminders?
No. A frozen plan is left alone until the freeze ends, and then the member joins the normal renewal list.
Tell us what you need.
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