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, then 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.

Add a Manual Status Change

Expand the contract and use the 3 dot menu in the Enrollments section to add a status. 

Manual statuses are added per enrollee. Expand each enrollee to view and add manual status changes.

Adding a manual terminate status with an effective date of "today" or a date in the past does NOT update the contract pricing. Adding Manual terminate statuses in the future will automatically adjust the pricing 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/Backdate Termination Status - Edit Membership

To terminate an enrollment effective IMMEDIATELY - do NOT add a manual status, if a contract has more than one enrollment. Instead we recommend...

Click Edit Membership and go to the Customer tab:

1. 1. Adjust enrollment count and remove enrollees to terminate by clicking X next to their name.
   2. Review and Accept Pricing 
   3. Click OK

This adds a terminate status to removed enrollee(s) with an effective date of today - their enrollment is immediately terminated.

You can then edit the termination status added by this action to further backdate it if needed for your records.  

If you add a manual status of termination in the past, the billing will not update. You MUST edit membership > customer tab > delete the empty enrollment slot created with a backdated termination status.
You will see  an Unassigned (1) and Terminated (1) under the Contract Status- you will need to edit the membership to edit the enrollment 

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, then add 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/remove custom freeze fees, go to Manage > Contracts > Custom Freeze Finder