Adam Heck
Updated :
Topic: To demonstrate the ways in which both active and future freeze agreements can be edited.
Purpose: On occasion, a Member will freeze their agreement when needing to take a temporary leave from their club. (This can be for vacation, job relocation, hospitalization, etc.) Whereas 'future freeze' refers to an account scheduled to freeze in the future, 'active freeze' signifies an agreement currently frozen, waiting to be re-instated. This article aims to illustrate the simple process of editing both active and future freeze agreements.
A. Future Freeze:
1. Beginning at the Member's Club Service page, locate the Service Agreement that they wish to freeze. Upon finding it, click its Edit icon.
> Service Agreement > Edit
2. Click 'Freeze'.
> Freeze
3.The Freeze Agreement page appears. In selecting a Member's Freeze Date, staff can choose any date from the calendar so long as it falls after the present date. In selecting a Member's Active Date, staff is once again able to choose any date from the calendar so long as it falls at least one day after the Freeze Date.
Note: So long as a 'future freeze' has not yet approached the present date (making it 'active' status), it is still possible for staff to edit or delete the scheduled freeze entirely. For example, if a freeze is set for April 1st, then that agreement is editable up through March 31st.
Upon completion, click 'Freeze' to save.
> Freeze
4. To verify that the freeze has been scheduled, look to the Agreement's status to see if the future freeze dates are now included.
> Agreement Page
B. Active Freeze
"What Happens if I Shorten a Freeze's End Date?"
Occasionally, a Member will request that a Club Admin shorten the original length of their agreement's frozen state. Depending on whether the new end date is set in the past or future, one of two results will occur:
If the New End Date is Still Set in the Future:
Any future-frozen invoice that now falls outside of the freeze's updated date range will generate on the date in which it was originally intended, prior to the agreement's freeze. The Member will not be billed for these invoices until their natural calendar date.
If the New End Date is Now Set in the Past:
Any previously-frozen invoice that now falls outside of the freeze's updated date range will generate. If the Member's payment profile consists of either a credit card or bank account, that Member's generated invoice(s) will auto-bill one invoice each day.
Example:
Michelle's invoices bill on the 5th of every month. Currently, her agreement is frozen from June 1st - December 1st. On October 17th, Michelle retroactively edits her freeze to have ended on September 1st. As a result, two previously-frozen invoices (September 5th and October 5th) will generate and bill Michelle automatically, one after the other, over the course of two days.
How to Edit the Freeze
1. Beginning at the Member's Club Service page, locate the Service Agreement that they wish to freeze. Upon finding it, click its Edit icon.
> Service Agreement > Edit
2.Click 'Edit Freeze'.
> Edit Freeze
3. The Freeze Agreement page appears. Here, unlike with 'future freeze', not only is the Active Date already appointed but there is also no provided calendar for editing the Freeze Date. This is because, by definition, that Freeze Date has already passed. Ergo, it can not be changed.
Its Active Date, however, can be altered -so long as its new date falls after A) the Freeze Date; and B) the present date. If, while editing the Active Date, a premature date is selected, this will result in previously paused invoices now labeling as delinquent. As a safeguard, the below banner will appear if ever a premature date is picked. Upon completion, click 'Update'.
> Update
4. To verify if the Active Date has, in fact, been edited, look to the Agreement's status to see if it includes the newly edited date.
> Agreement Page
Note: It is Club OS' suggestion that, if possible, when creating a freeze period, to do so for the same length of time as that Member's billing increments. (Example: If that Member is billed every two weeks, freeze their agreement for two weeks. Or four, or six, etc.) This will minimize any potential invoice-related confusion the Member might have.
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