Overview

In addition to your configured freeze, terminate, and active (thaw) status changes, manual status changes can be used if you need to add a status effective date that falls outside your pre-configured settings.

Permission: "Manual Status Changes" is needed to complete these actions.
 

If freezing and terminating is not allowed for a plan, the only way to add a status change to an enrollment on that plan is with the manual status change.

Manual status changes only affect status. Invoices for prorated dues or freeze fees are not created.

Create Manual Status Change

To add a manual status to an enrollment, expand the contract and use the three-dot menu in the Enrollments section.

Manual statuses are applied individually per enrollee. To add or view a status for a specific enrollee, expand their record within the contract.

• If you add a "Terminate" status with an effective date of today (multi-person membership) or in the past (all memberships), it will NOT impact the contract's pricing.

• If the termination date is set in the future, pricing WILL automatically adjust when daily maintenance runs overnight.

Reason options are configured in Manage > Organization & Facility Settings > Lists > Contract Related Lists > Staff Facing Lists for Freeze, Terminate.

Immediate Termination on Individual Membership

1. Add Manual Status Chance of termination starting TODAY.
2. Confirm contract shows as terminated
3. Click Preview Dues - if correctly concluded preview dues will not load

Immediate Partial Termination on Multi-person membership - Edit Membership

If you have a multi-person membership and need to terminate an enrollment effective immediately, do not use the manual status option. Instead, follow these recommended steps:

1. Click Edit Membership and navigate to the Customer tab.

2. Adjust the enrollment count and remove the enrollee(s) by clicking the X next to their name.

3. Review and accept the updated pricing.

4. Click OK to save the changes.

This process will automatically apply a "Terminate" status to the removed enrollee(s) with an effective date of today, immediately ending their enrollment AND adjusting the contract pricing.

After this action, you can edit the termination status to apply a backdated effective date if needed for your records.

If you add a manual status of termination for today or in the past, the contract price will not update. You must edit membership > customer tab > delete the empty enrollment slot created with a today/backdated termination status.

If you add a manual status and don't Edit membership, will see  an Unassigned (1) and Terminated (1) under the Contract Status. You will need to edit the membership to edit the contract pricing! 

Adding a Custom Freeze Fee

If the membership plan is configured to allow freezing, the default freeze fee will be applied once the account is frozen.

To charge them a custom freeze fee, click Edit Enrollment Terms on the contract and add the product to be used and the amount for the freeze.

Once applied, the custom freeze fee will show in yellow on the contract below the Edit Enrollment Terms that you clicked. The Custom Freeze fee remains in place on the contract until you manually remove it.  

For contracts that do not allow freezing, add the custom freeze fee FIRST before adding the manual status. The system needs a freeze fee, even if it's $0, if a freeze status is being applied. The system will warn as a reminder, and if someone somehow slips through, their next billing will fail by default to allow for correction. You can find these billing failures in View > Dues Posting & Billing > Dues Posting & Billing Errors.

Find Contracts with a Custom Freeze Fees

Custom Freeze Fees will persist on a contract until removed. 

To find and check or remove custom freeze fees, go to Manage > Contracts > Custom Freeze Finder.