The Actions button on a membership is where you make every change to that membership. This article explains each option so you know which one you need before you open it.
To find it, open the student's profile, click the Membership tab, and click Actions on the membership you want to change. If a student has more than one membership, each has its own Actions menu. A change to one doesn't affect the others.
The menu has two groups, BILLING and MEMBERSHIP. Which options you see depends on the membership's status and how it's paid. For example, Resume membership only appears on a paused membership, and Activate membership only on an inactive one.
Tip: Read the sections on End autopay (permanent), Cancel membership and Delete membership record before you use them. End autopay and Delete membership record can't be undone.
Which option do I need?
I want to... | Use |
Change how much or how often a student is charged | Edit billing schedule |
Update an expired or declined card, or switch to cash or check | Change payment method |
Have the parent update their own card | Copy payment update link |
Charge the next payment early | Pay next billing now |
Set what happens when the membership ends | Auto-renewal settings |
Give a student extra time | Change end date |
Change how many classes they can attend | Edit attendance limit |
Stop billing while a student is away | Pause membership |
Resend a signed contract | Email signed agreement |
Let a sibling or parent use this membership | Manage family sharing |
Stop automatic charges but keep the membership | End autopay (permanent) |
End the membership entirely | Cancel membership |
Stop a failed charge from being retried | Stop retrying failed payment |
Change a membership that hasn't started yet | Edit upcoming membership or Change membership dates |
End a pause early or bring back a paused student | Resume membership |
Remove a pause that hasn't started | Cancel scheduled pause |
End an ongoing membership on a future date | Schedule cancellation |
Add a paper agreement the family signed | Upload signed agreement |
Add or remove class credits | Edit class credits |
Bring back an inactive membership | Activate membership |
Remove an ended membership from the profile | Delete membership record |
Switch the student to a different plan | Add Membership → Replace (see How to Add, Renew, or Replace a Membership) |
Billing options
Edit billing schedule
Changes the money side of the membership: how much is charged, how often, when the next charge happens, and how many charges are left.
When to use it: A student's rate changes mid-contract. A parent asks you to push the next charge back a week. A plan was set up with the wrong number of installments.
What you can change:
Autopay amount: the amount charged each cycle
Tax %: added on top of the autopay amount
Convenience fee %: optional processing fee, if your school passes one along
Autopay frequency and unit: for example, 1 + Months charges once a month
Autopay date: the next date a charge will be attempted
Autopay installment count: the number of charges still left, not counting ones already billed
Memo: an internal note explaining the change
Good to know:
Changes start with the next scheduled charge. Payments already processed don't change.
The installment count is the number of payments left, not the total. If 4 of 12 payments have been billed, it shows 8. Change it to 11 to add three more payments.
The count must be at least 1. Use Cancel membership if the plan is finished.
Always add a memo. It appears in Membership History and answers the question when a parent asks why their rate changed.
Change payment method
Updates the card or bank account on file, or switches the membership to cash or check.
When to use it: A card expired, was replaced, or keeps declining. A family wants to use a different card, or start paying by cash or check.
How to use it:
Click Actions → Change payment method.
Select a payment method on file, or add a new card or bank account.
Save.
Important: Choosing Cash/Check converts the membership from autopay to auto invoice. Invoices keep coming on the same schedule, but nothing is charged automatically. The family pays each invoice, and your staff records the payment.
Tip: To have a parent update their own card instead, use Copy payment update link. Your staff never has to handle card numbers.
Copy payment update link
Creates a secure link a parent can use to add or update their own payment method.
When to use it: A card declined and you'd rather the parent fix it. A family doesn't want to share card details over the phone.
How to use it:
Click Actions → Copy payment update link. The link is copied to your clipboard.
Paste it into a text or email to the parent.
The parent sees a page with your school's name and logo, the membership, the payment amount, and the cards on file. They can choose a card or add a new one. No login is needed.
Good to know: Each link works for one membership and one student only. Treat it like a password, because anyone with the link can change that membership's payment method.
Pay next billing now
Charges the next installment now instead of on its scheduled date.
When to use it: A family wants to pay early, for example before a trip or at the end of the year.
How to use it:
Click Actions → Pay next billing now. Nothing is charged yet.
Choose the Number of installments to pay.
Check the summary: payment method, Next autopay date, the new date After this payment, and the Amount including any convenience fee.
Click Pay to charge the card, or Cancel to close without charging.
Good to know:
Paying early doesn't change the billing day. The next autopay date moves forward by the number of installments paid.
If you refund an early payment, the billing date and the used installment are not restored.
Stop retrying failed payment
Stops NextKick from retrying a charge that failed. The membership stays active.
When to use it: You moved the billing date or collected the payment another way, but the failed charge keeps retrying every 2 days. This option only appears while a failed charge is being retried.
Good to know: The unpaid invoice stays open. Collect it with Pay Now, or void it if it isn't owed. See How to Fix a Failed Payment.
Auto-renewal settings
Controls whether the membership renews by itself when it ends, and what it renews into.
When to use it: A trial program should roll into a full program. A family asked you to stop a renewal. The renewal price changed.
How to use it:
Click Actions → Auto-renewal settings.
Turn Auto-Renewal on or off.
If on, choose a renewal frequency. One-Time renews once and then stops. Unlimited renews every time until you turn it off.
Select the membership it renews into. It can be different from the current one, so a 6-month trial can renew into a 12-month program.
Fill in the renewal settings: period, payment frequency, initial payment, autopay amount, tax, and installment count.
Save.
Good to know:
These settings describe the next membership, not the current one. To change today's charges, use Edit billing schedule.
Auto-renewal is off by default on most memberships. If a membership didn't roll over, check here first.
Give parents notice before an auto-renewal charge. Many states require it, and it prevents chargebacks.
To renew a membership by hand, use Add Membership → Renewal instead.
Membership options
Edit upcoming membership and Change membership dates
Changes a membership that hasn't started yet.
When to use it: A family signed up for a membership that starts later and needs different details or dates before it begins. These options only appear on a membership with a future start date.
Edit upcoming membership: change the plan details before the membership starts. It appears on autopay memberships.
Change membership dates: change the start and end dates.
Good to know: Once a membership has started, its start date can't be changed.
Change end date
Extends or shortens the date the membership expires.
When to use it: Giving a student extra time after an injury. Fixing a date that was entered wrong. Lining a membership up with a testing cycle or school year.
Good to know: Changing the end date doesn't change the billing schedule. If you add three months, also add the matching installments in Edit billing schedule. If you shorten it, check that no extra payments are still scheduled.
Edit attendance limit
Changes how many classes a student can attend per week or month.
When to use it: A family moves from 2x a week to 3x a week. A student needs extra classes before a test. A limit was set wrong at signup.
How to use it:
Click Actions → Edit attendance limit.
Turn on Unlimited, or set a number of sessions per week or per month.
Add a note explaining the change. The note is required.
Click Update.
Good to know: If the family is moving to a plan with a different price, update the billing too. To switch them to a different plan entirely, use Add Membership → Replace.
Pause membership
Stops billing and attendance for a while, for a set period or indefinitely.
When to use it: Summer break. An injury. A family traveling for a long time. A military deployment.
How to use it:
Click Actions → Pause membership.
Choose Paused indefinitely:
NO: set the start and end dates under Pause Period Setup.
YES: the membership stays paused until you resume it.
Check Keep Membership Period if the end date should stay the same. Leave it unchecked to extend the end date by the length of the pause.
Set the Next Payment Date, when billing starts again.
Add a Memo explaining the reason.
Click Change.
Good to know:
Set the Next Payment Date on purpose. It decides when the family is charged again, and it's the field most often left at the wrong default.
Keep Membership Period isn't available for indefinite pauses.
Indefinite pauses are easy to forget. If you use them, review your paused memberships every month.
Resume membership
Ends a pause and restarts billing and attendance.
When to use it: A student comes back early, or a student on an indefinite pause returns. It only appears on a paused membership.
How to use it:
Click Actions → Resume membership.
For an autopay membership, confirm or change the Next Payment Date. After an indefinite pause, you need to set it.
Confirm.
Good to know: To make a pause longer, resume the membership, then pause it again with the new dates.
Cancel scheduled pause
Removes a pause that hasn't started yet.
When to use it: A family's trip was called off, or the pause has the wrong dates. It only appears when a pause is scheduled for a future date. To change the dates, cancel the scheduled pause, then pause the membership again.
Schedule cancellation
Ends an ongoing membership on a date you choose.
When to use it: A family gives notice, for example 30 days, and keeps training until then. It only appears on ongoing (No Expiry) memberships that are active or paused.
Good to know:
The membership ends on the cancellation date. The last day the student can attend is the day before.
Autopay keeps running until then, so a charge scheduled before the cancellation date still goes through.
If a pause is also scheduled and the cancellation date comes first, the membership ends and the pause never starts.
To change or remove it later, use Edit scheduled cancellation or Cancel scheduled cancellation.
Email signed agreement
Emails the student or parent a copy of the membership agreement they signed.
When to use it: A parent asks for their contract. You need to check the terms in a dispute. A family lost the original email.
Good to know: This only works if a signed agreement is on file. If nothing was signed, or it was signed on paper, there's nothing to send.
Upload signed agreement
Adds an agreement the family signed on paper, as a PDF.
When to use it: The family signed a printed agreement instead of signing in NextKick. It only appears when the plan requires an agreement and none has been signed yet.
Manage family sharing
Adds or removes family members who share this membership.
When to use it: A sibling joins a family plan. A family member stops training and should come off the plan.
How to use it:
Click Actions → Manage family sharing.
Under Share with family members, check or uncheck each family member.
Click Save.
Good to know: Only family members already linked on the student's profile appear in the list. To link family members or set up a family plan, see How to Set Up a Family Membership.
Edit class credits
Adds or removes class credits on a class credit membership.
When to use it: A family buys extra classes, or a count needs correcting. It only appears on class credit memberships.
Good to know:
Change Class credits remaining to change how many classes the student can use. Raising only Total class credits doesn't add usable credits.
Saving 0 remaining credits ends the membership. If payments are still left, it stays active until they're done, but the student can't check in.
Add a Reason for change so your staff can see why later.
Activate membership
Restores an inactive membership and sets the member back to active.
When to use it: A membership went inactive after failed payments, and the family now has a working card. It only appears on an inactive membership.
How to use it:
Click Actions → Activate membership.
Set the next payment date. That day becomes the monthly billing day from then on.
Check the remaining payments. Enter 0 to activate without charging again.
Click Activate.
Good to know:
Autopay resumes with the card or bank account on file. If the member has none, add one first.
Family members who share the membership are set back to active too.
Missed payments aren't charged. Collect them from the overdue invoices with Pay Now. See How to Fix a Failed Payment.
End autopay (permanent)
Permanently stops all automatic charges on this membership.
Important: This can't be undone. To put the family back on autopay later, you'll need to create a new membership.
When to use it: Almost never as a first choice. Check whether one of these fits better:
The family is going away for a while: use Pause membership.
The family wants to pay by cash or check: use Change payment method and choose Cash/Check. Invoices keep coming.
The family is leaving: use Cancel membership.
Good to know: Ending autopay leaves the membership active with no way to bill it. That's rarely what anyone wants.
Cancel membership
Ends the membership and stops all future billing.
When to use it: A family is leaving the school. A membership was created by mistake. A contract has finished and isn't renewing.
Good to know:
Canceling stops future charges. It doesn't refund payments already collected. Refund those from the invoice.
The student's other memberships keep billing.
Cancelling doesn't void invoices that were already created. Void them yourself if they aren't owed.
Check your agreement's cancellation terms first. If it requires notice, such as 30 days, use Schedule cancellation on an ongoing membership to end it on a future date.
If the family might come back, consider Pause membership instead. Pausing keeps the history, agreement, and billing setup.
Delete membership record
Removes an ended membership and its history from the member's profile.
When to use it: An old or mistaken membership clutters the profile. It only appears on an inactive membership.
Important: This can't be undone. Payment and invoice records aren't affected.
Frequently asked questions
What's the difference between autopay and auto invoice? Autopay charges a card or bank account on schedule. Auto invoice creates the invoice on schedule but charges nothing, so the family pays it. A membership switches to auto invoice when you set the payment method to Cash/Check.
I changed the payment amount, but the student was charged the old amount. Why? Billing changes apply to the next scheduled charge. If a charge was already processing, it goes through at the old amount. Check the next autopay date on the membership to see when your change starts.
Can I turn autopay back on after ending it? No. Ending autopay is permanent for that membership. You'd need to create a new membership with autopay.
How do I switch a student to a different plan? Use Add Membership → Replace on the student's Membership tab. See How to Add, Renew, or Replace a Membership.
Does pausing a membership extend its end date? Yes, unless you check Keep Membership Period when you pause. Indefinite pauses can't keep the membership period.
A parent says they never agreed to the renewal. What can I do? Use Email signed agreement to send their signed contract, and check Auto-renewal settings to see how the membership was set up. Membership History shows who changed what and when.
Where can I see who made a change? The Membership History table at the bottom of the membership logs the date, change type, before and after values, the staff member, and any memo.
Related articles
How to Add, Renew, or Replace a Membership
How Autopay Works & What Happens When a Payment Fails
Edit a Membership's Autopay Billing Schedule
Send a Payment Update Link
How to Set Up a Family Membership
How to Refund or Void an Invoice in NextKick