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End a member's membership
A member has told you they're leaving, or a decision's been made to end their membership. This is the End Membership action on a member's own record — the one job that covers both a clean, planned exit and an immediate one.
Who: Club Admin or Membership Manager. Where: admin panel. Takes: about 2 minutes.
Before you start
The action's first question — when should this take effect? — is the one decision that's hard to walk back, so work it out before you click:
| Situation | Choose |
|---|---|
| They've paid for the season and should keep what they paid for | At the end of the current season — reversible until the season actually ends |
| They're leaving mid-season and you've agreed a refund | Right now, then use Refund & Cancel Subscription or Issue Refund separately — see below |
| They're leaving mid-season with no refund | Right now |
| It's a disciplinary decision | Right now |
| Housekeeping — a junior's aged out, an inactive account | At the end of the current season |
When in doubt, choose season end — you can bring it forward later, but you can't undo Right now through the admin panel.
Steps
- Open Members → All Members and find the member.
- Open their record.
- In the page header, click End Membership.
- Under When should membership end?, choose At the end of the current season or Right now.
- Add a reason — optional, but it's what a future committee reads if the same question comes up again.
"Right now" cannot be undone through the admin panel
Choosing Right now resigns the member immediately and emails them straight away. If there's any doubt, choose At the end of the current season instead — it's reversible until the season actually ends.
- Confirm.
What happens next
At the end of the current season: the member stays Active until the season ends, at which point they move to Resigned automatically. Nothing is emailed yet. If they're inside an active renewal campaign, their household renewal is updated so they aren't renewed into the next season. You can still reverse this any time before season end — see I scheduled the wrong person below.
Right now: the member becomes Resigned immediately, and the Membership Resigned email goes out straight away. Their access downgrades to the restricted dashboard members see once they've left — see Renewals → Restricted dashboard. If a GoCardless mandate was only being used for their subscription, it's cancelled once everyone in their household has left — an active household member's mandate is left alone. If they hold a current-season England Athletics affiliation, it's automatically flagged for removal — check Members → EA Affiliations and use Confirm EA Removal once England Athletics has actually removed them.
Neither option refunds anything on its own — see What about refunds? below.
What about refunds?
End Membership doesn't touch money. If you owe them a refund:
- To refund and end their subscription in one step, use Refund & Cancel Subscription on the subscription itself — but that also cancels the subscription, so do it instead of, or before, ending their membership, not after.
- To refund a payment without touching their subscription at all, use Issue Refund — see Issue a partial refund.
Decide which one you need before you click anything — see Payments → Refunds for all three refund workflows compared.
If it does not work
I chose "Right now" by mistake
There's no undo button. Open Edit Profile on their record and set Status back to whatever it was before. This is a direct edit, not the lifecycle action reversing itself, so it won't restore a cancelled GoCardless mandate — mandates are one-way at the provider, so the member will need to set up a new one.
I scheduled the wrong person for season end
Open Edit Profile on their record and, under Membership, turn off Do Not Invite to Renew. Do this before the season actually ends — once they've transitioned to Resigned, use Reinstate a cancelled renewal instead.
They're inside a renewal campaign and something looks wrong
Their household renewal should already have been updated to match. If it hasn't, check Renewals → Household Renewals for that household directly.
I need to end everyone in a household at once
There's no single action for that — end each member individually. If the whole household is inside an active renewal, you can Exclude the household from the campaign instead of ending memberships one by one — see Reinstate a cancelled renewal for the button that reverses it.