Suspend a Member

Overview

If a member needs to temporarily pause their membership, you can create a suspension period in XODA. During the suspension, the member's access to the gym is disabled, and their membership automatically becomes active again once the suspension period ends.

This article explains how to suspend a member, apply a suspension fee, and view the member's suspension history.

Before You Start

Before suspending a member:

• Ensure you have permission to manage member accounts.
• Confirm the member's suspension start and end dates.
• Review whether a suspension fee applies to the member's membership plan.
• If your organisation uses suspension forms, ensure the member is ready to complete the required form.

💡 Important: You can edit a scheduled suspension up until its start date.

STEPS

1	Log in to your Xoda account.

2	From your dashboard, go to Operations then select Members. Open the member's profile.

3	On the Personal Info tab, scroll down to the Member Suspension section. Click Edit.

4	Enter the Suspension Start Date and Suspension End Date. Click Add Suspension Period.

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Select the appropriate Reason for Suspension. If applicable, review the Suspension Fee. The suspension fee is automatically populated based on the member's membership plan, but you can override the amount before clicking Submit. 💡 Tip: If the suspension affects the member's billing or payment schedule, refer to Understanding Suspension Logic & Pro Rata Calculations for more information on how membership charges are calculated when suspensions are applied.

6	If a suspension form has been attached to this process, it will be displayed. Complete the required form to activate the suspension.

What Happens During a Suspension?

Once the suspension becomes active:

• The member's gym access is disabled.
• The member's status changes to Suspended.
• Any applicable suspension fee is applied.
• The membership automatically returns to Active when the suspension period ends.

No manual reactivation is required.

View Suspension and Cancellation History

To review a member's previous suspensions or cancellations:

1. Open the member's profile.
2. Scroll to the Member Suspension section.
3. Click View History.

The history displays previous suspension periods and cancellation records for the member.

✅ Result: The member has been successfully scheduled for suspension. During the suspension period, gym access is disabled and the member's status changes to Suspended. Once the suspension period ends, the membership is automatically reactivated, restoring the member's access without any further action.

🌿  BEST PRACTICES

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	Confirm the suspension dates with the member before submitting.
	Verify any applicable suspension fee before saving.
	Update or cancel scheduled suspensions before the start date if changes are required.
	Use the View History feature to review previous suspensions before creating a new one.
	Ensure any required suspension forms are completed before the suspension begins.

FAQs

Can I edit a suspension after it has been created?

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Yes. You can edit a scheduled suspension at any time before the suspension start date.

Will the member regain access automatically?

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Yes. Once the suspension period ends, the member's status automatically changes back to Active, and gym access is restored.

Can I change the suspension fee?

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Yes. The suspension fee is automatically populated based on the member's membership plan, but you can override the amount before submitting.

What happens if a suspension form is attached?

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The member must complete the required form before the suspension becomes active.

Where can I view previous suspensions?

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Open the member's profile and click View History in the Member Suspension section to view previous suspension and cancellation records.