Manual Status Changes

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Overview

FlexWash allows administrators to change a membership’s status by hand, for example from Pending to Active, or to Frozen or Cancelled. This helps with special situations, but it affects your membership reports.

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Impact on Reports

Active membership counts are based on each membership’s status. Sales are based on paid membership charges. A manual change to Active creates no charge, so the membership:

• Appears in the Dashboard Memberships card, and in Initial Memberships and Resulting Memberships in Membership Analytics.
• Does not appear in Membership Sales, Memberships Sold, or revenue.

This also applies to a change from Cancelled or Invalid Card to Active: it is not counted as a Re-Up. A manual change from Active to Cancelled, Invalid Card, or Frozen counts as churn, the same as any other status change. This is one reason Net Members on the Dashboard can differ from the change in active memberships. See Membership Counts.

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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 a system error needs manual intervention.
• Special arrangements: comp memberships or other cases where billing does not apply.

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Best Practices

1. For new sign-ups: use the normal sign-up flow so billing and reporting are correct.
2. For status corrections: contact support if you need to correct a membership status and keep reporting accurate.
3. Document exceptions: keep internal records of memberships changed by hand for reconciliation.