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Must know
  • Two choices. Each membership or pass line has two separate choices: how much money to return, and what happens to access.
  • Access. End access now stops access and its charges today, End after [date] keeps access until the paid period ends with no next charge, and Keep access changes nothing.
  • Email. The family gets an Access ended after a refund email whenever access ends, even with no money returned, unless your club has turned that email off.
  • Enrollments stay. Ending a membership or pass that a program requires shows a warning, but does not unenroll the athlete.
Where to find it. Open the invoice and click Issue refund. You need the Edit Financials permission. A custom line (one staff added to the invoice) only takes an amount, since there is no membership, pass or item behind it.
1

Choose the money

On Set refund amounts, every refundable line starts ticked, so untick any you are not changing. A membership or pass line offers No refund, Refund unused days, Refund unused credits or Refund unused portion (with the amount), Refund full amount, or Custom amount. Passes, and memberships with Prorate partial periods on, start on the unused amount; other memberships start on the full amount.
2

Choose the access

The second choice on the line starts on End access now (Remove unused credits on a credit pass) unless access is already ending. Switch it to Keep access if the holder should keep using it. A hint underneath confirms the effect, such as “Access stops today”.
3

Review and confirm

Click Review refund (Review cancellation when no money is returned). Rows are marked Ends now, Credits removed or Ends at period end before you confirm.
Ending access without a refund. Choose No refund with End access now or Remove unused credits. No refund with End after [date] only schedules the end: the line stays active and the confirmation reads “Access updated.” Earlier periods. On a line for a past period, the dialog notes “This line paid for an earlier period. Ending access ends the current one.” If a program needs this access. If a program requires what you are ending and nothing else the athlete holds covers it, the review step names it under Programs that need this access. Enrollments are not changed and you can continue. What the family is told. The Access ended after a refund email lists each membership or pass that ended or is set to end, and goes even if the card refund fails, unless your club has turned that email off. Queued for review. If the daily refund limit holds a card refund for review, the access change waits with it. Punch cards. If your club uses punch cards, a punch card line shows “[N] of [M] punches unused - suggested $[amount]” with Keep card or Void card. Voiding also stops any re-purchase subscription. From the membership itself. To cancel a membership now or at period end from the membership, see How do I cancel or remove a member’s membership? Related: How do I refund a customer on a paid invoice? · Which purchases can I refund? · What happens when a refund is queued for review? · How do I see who holds a pass and their credits?