Overview
FlexWash allows administrators to manually change a membership’s status (e.g., from Pending to Active, or to Frozen/Cancelled). While this provides flexibility for handling special situations, there are important implications you should be aware of.Impact on Reports
This is because membership reports and analytics are based on successful billing orders. When a customer signs up and their payment is processed successfully, they are automatically moved to Active status and a billing order is created. This billing order is what makes them appear in your reports.What This Means
-
Manual Pending to Active: If you manually change a customer from Pending to Active without a successful charge, they will have an active membership but won’t show up in:
- New Memberships reports
- Membership Analytics dashboard
- Revenue calculations
- Normal Sign-ups: Customers who go through the standard sign-up flow with successful payment will appear in all reports as expected.
When to Use Manual Status Changes
Manual status changes are appropriate for:- Freezing memberships - When a customer requests a temporary pause (see Freeze a Membership)
- Correcting data issues - When there’s a system error that needs manual intervention
- Special arrangements - Comp memberships or other special cases where billing doesn’t apply
Best Practices
If you need a customer to appear in your reports, ensure they go through the standard billing process rather than manually changing their status.
- For new sign-ups: Always use the normal sign-up flow to ensure proper billing and reporting
- For status corrections: Contact support if you need to correct a membership status while maintaining accurate reporting
- Document exceptions: Keep internal records of any manually-changed memberships for reconciliation purposes