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Expiration Date Logic


Expiration Dates signify the end of a Member’s financial contract with a club. It is important, then, that a club be able to anticipate when that agreement is set to expire. By knowing, too, how a nearing expiration can affect a session's remaining time, clubs can better predict any issue a Member might run into -creating a level of attention that might persuade that Member to purchase a new package.

Determining Expiration Dates

The length of time in which a session remains valid is determined by the window of time that was initially designated by club staff. This occurs within the New Member Service page of Package Setup. Expiration Duration sets the span of time in which a Member can access (‘use’) their funded sessions. This span of time can be set in terms of days, weeks, semi-months, months, and years.

Note: A package’s Expiration Duration is not to be confused with its Term Length. A Term Length decides the length of time in which a Member will be billed for their sessions. Technically, through Expiration Duration, a Member can be set up to retain access to their sessions long after they have completed paying for them. 

Initiating the Expiration Duration

When a unit will expire is based on the invoice date of the invoice that released the sessions. This means that a unit set with a 1 month expiration that is released in an invoice dated 01/01 will expire 02/01. This logic applies even if the invoice is paid early or late. 

For Example: Member Micah signs for an agreement with a 30 day expiration window. Micah is initially billed on 8/1. However, due to insufficient funds, Micah’s invoice is not paid until 8/15. Micah’s sessions will still expire on 8/30 -not 9/15 (30 days after Micah’s invoice was paid). Also, if Micah pays his 11/01 invoice in October, he would still have until 11/30 to use the session (30 days from the invoice date of 11/01)

Scheduling In Relation to Expiration Dates

As the Member books their sessions, if that Member owns multiple packages that each contain the same member service, Club OS will choose to consume whichever session possesses the nearest expiration date.

For Example: Member Donald possesses two packages. Package A, purchased in April, has an expiration window of one year. Package B, bought in July, expires after thirty days. Due to the fact, then, that Package B’s sessions will expire quicker than Package A’s, Club OS would choose to consume Package B’s sessions first -despite the fact that they were purchased second.

If a Member attempts to schedule a session to occur after their package’s expiration date, then that event will not register within the Member/Trainer’s Club OS calendar.

For Example: Member Bettie’s package expires on 8/31. Bettie's books ten sessions -five in the month of August, five in September. Because September occurs after Bettie’s package expires, only Bettie’s August events would register with Club OS’ calendars.

Extending an Expiration Date

Occasionally, a club might wish to restore a Member’s expired session(s). To do this, navigate to Club Services’ Session Count Screen.

Here, club staff can extend a session’s expiration date by selecting a new date from the Expired Sessions page’s dropdown calendar.

Note: Currently, restoration is only applicable towards an invoice’s entire supply of expired sessions. Employees are not able to select individual sessions for restoration.

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