How Customer Membership Statuses Work
How Customer Membership Statuses Work
What Is This?
Every paid membership is either Active or Inactive. This status controls benefit access and what the customer sees in the portal.
stateDiagram-v2
[*] --> Active: Membership assigned
Active --> Active: Extended<br/>or renewed
Active --> Inactive: Expired<br/>or deactivated
Inactive --> Active: Renewed<br/>with payment
Video Walkthrough
Statuses
- Active — membership is current, benefits are accessible. Shown with a green check badge.
- Inactive — membership has expired or been deactivated. Benefits are revoked. Shown with a red x-circle icon.
What makes a membership Active?
- It has been assigned or purchased
- Its expiry date hasn't passed
What makes a membership Inactive?
- Expired — the system automatically deactivates it daily when the expiry date passes
- Manually deactivated — you turn it off from the customer's profile
- Replaced — when a connected system (such as your POS) switches the customer onto a different membership, the old one is deactivated. Buying the same plan again doesn't replace anything: it extends the existing membership, so its status stays Active and the dates simply move out. In the Admin Panel, you deactivate the current membership first, then assign the new one
When a membership becomes Inactive
- Benefits are revoked
- Portal shows Expired with a Renew Membership button (if online payments are enabled), or No longer active if you deactivated it
- All history is kept — nothing is deleted
Automatic notifications
Pixalink can message the member by WhatsApp or email at key moments. Turn each notification on in the membership type's settings. WhatsApp needs a connected WhatsApp number, and email needs an email address on the member's profile.
- Activated — membership is now active
- Expiry reminder — sent on the exact day matching your reminder window (e.g. 7 days before expiry)
- Expired — membership has ended
- Extended — new expiry date after extra days added
- Renewed — membership successfully renewed
Good to Know
- A customer can only have one active membership at a time. The Assign Membership button only appears when the customer has no active membership, so to switch plans, Deactivate the current one first.
- You can extend an active membership by adding extra days.
- The Renew action appears in the admin panel when a membership is within 30 days of expiry or already expired. It needs online payment turned on for your account.
- Assigning, extending, renewing and deactivating are logged in the membership's History. A membership that expires on its own date isn't added there; check its Expires date instead.
What Customers See in the Portal
-
Active — membership name, expiry date, days remaining with a progress bar, and Your Benefits
-
Nearing expiry — a Renew Early button appears within 30 days of expiry (requires online payments)
-
Expired — Expired label with a Renew Membership button (requires online payments), and the plans they can join
-
Deactivated — No longer active label, with the plans they can join
-
No membership — "Normal Member" heading with a carousel of available membership types
Video transcript: How Customer Membership Statuses Work
Every paid membership is either active or not. This video shows what each status means in the Admin Panel, and what your member sees in the portal. There are four states. Active means the membership is current, and benefits work. Expired means the end date has passed. Deactivated means you turned it off early. And with no membership at all, the member is a normal member. In the Admin Panel, open CRM in the left menu, then select Customers. Find the member, and click View. Scroll down to the tabs, and open Paid Memberships. While the membership is current, Active shows a green tick. Your member sees the plan, when it expires, the days left, and Your Benefits. When the end date passes, Pixalink turns Active off overnight, and the benefits stop. Your member sees Expired, and the plans they can join again. To end a membership early, click Deactivate. Your member then sees No longer active, and any days left are not carried over. With no active membership, Assign Membership shows on the tab. Your member sees Normal Member, and the plans they can join. To keep a membership going, there are four ways. In the portal, Renew Early shows in the last thirty days, and Renew Membership shows once it has expired. In the Admin Panel, Renew does the same for you. All three need online payment. Extend just adds days, with no payment. Pixalink can message your member by WhatsApp or email when the membership is activated, a few days before it expires, when it expires, when it is extended, and when it is renewed. Turn each one on in the membership type's settings. When a membership ends, its history stays on the member's profile. If a status doesn't look right, contact our support team.