Understanding Inactive Members

Overview

A member is automatically marked as Inactive in XODA when they no longer have an active membership, active pack, or any upcoming bookings.

This status helps keep your member list up to date and ensures that members who are no longer actively using your services are correctly identified.

This article explains how XODA determines when a member becomes inactive and how the system automatically manages this process.

What Makes a Member Inactive?

A member is automatically marked as Inactive when all of the following conditions are met:

• The member has no active membership plan.
• The member has no upcoming membership plan (a plan that has been created but starts on a future date).
• The member has no active pack with remaining credits.
• The member has no future bookings that have not yet been attended.

Only when all of these conditions are true will XODA change the member's status to Inactive.

How XODA Determines Inactive Members

XODA automatically checks whether a member should become inactive using two methods.

1. Immediate (Event-Based) Checks
   
   Whenever certain actions are performed in XODA, the system immediately checks whether the member now meets the criteria to become inactive.
   
   Examples include:
   • Cancelling a membership plan.
   • Deactivating a membership plan.
   • Using or removing the remaining credits from a pack.
   • Any action that causes a member to no longer have an active plan or pack.
   
   
   If the member also has no future bookings, their status is updated to Inactive immediately.
   
   
2. Daily Automatic Checks XODA also performs a daily background check to identify members whose memberships or packs have expired.
   
   If a member's:
   • Membership plan expires, or
   • Pack expires or has no remaining balance,
   
   the system evaluates whether they meet all the inactive criteria.
   
   If they do, the member's status is automatically changed to Inactive.
   
   No manual action is required.

What Happens When a Member Becomes Inactive?

When a member becomes inactive:

• Their status changes to Inactive.
• They are no longer considered an active member.
• They remain in your member database and historical records.
• If they purchase a new membership or pack, or receive a future booking, they can become active again.

✅ Result: XODA automatically manages inactive members by evaluating their memberships, packs, and future bookings. This ensures member statuses remain accurate without requiring manual intervention, helping you maintain an up-to-date and organised member database.

🌿  BEST PRACTICES

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	Review inactive members regularly to identify opportunities for member re-engagement.
	Ensure future memberships are created before the current membership expires if continuous active status is required.
	Check for future bookings before expecting a member to become inactive.
	Remember that members with upcoming memberships are not considered inactive.

FAQs

Can I manually set a member to Inactive?

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Yes. A member can be made inactive by cancelling their membership. For step-by-step instructions, see Cancel and Archive a Member

Does an upcoming membership prevent a member from becoming inactive?

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Yes. A membership that has been created but starts on a future date is considered an upcoming membership, so the member will remain active.

Will a future booking keep a member active?

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Yes. Members with future bookings that have not yet been attended will not be marked as inactive.

Does XODA automatically check inactive members?

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Yes. XODA performs both immediate checks after certain member actions and a daily automated check to ensure member statuses remain accurate.