> For the complete documentation index, see [llms.txt](https://btwb.gitbook.io/btwb/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://btwb.gitbook.io/btwb/admin/memberships-and-billing/membership-plans/how-to-pause-a-membership-plan-in-btwb.md). # How to Pause a Membership Plan in BTWB This article explains how gym owners and admins can pause a client's recurring membership plan using the Admin All-in-One system in Beyond the Whiteboard. ### Overview Pausing a membership stops billing for a set time without canceling the plan, for example while a client is traveling or recovering from an injury. The pause can start today or on a future date, and it can run until a set end date or indefinitely. You can pause a membership plan when: * It's a **recurring** plan (punch card / drop-in and paid-in-full plans can't be paused) * Its status is **Active** or **Past Due** * It has an upcoming charge * It doesn't already have a pause scheduled *** ### Step-by-Step: Pausing a Membership #### 1. **Open the Client's Membership** * Log in to [admin.btwb.com](https://admin.btwb.com). * Go to **Gym → Clients**, find the client, and open **View client**. * Scroll to **Membership Plan History**. #### 2. **Choose Pause Membership** * Click the **three-dot menu (…)** next to the plan and select **Pause Membership**. #### 3. **Set the Pause Dates** * **Begin Pause:** the day the pause starts. It defaults to today and can't be in the past. * **Pause Length:** * **Until:** pick the date the pause ends. * **Indefinitely:** the membership stays paused until you resume it. #### 4. **Decide What to Do with Booked Appointments** (only shown if needed) If the client has appointments booked during the pause, choose one: * **Remove Upcoming Appointments** (default) * **Keep Upcoming Appointments** #### 5. **Review and Confirm** The blue summary box shows what will happen: the date the membership resumes, how the billing date will shift, and the next payment after the pause. For an indefinite pause, it shows **"No payment due until membership is resumed."** Click **Pause**. The membership's **Next Charge** now shows **Pause starts \[date]**, **Pause ends \[date]**, or **Paused indefinitely**. *** ### How Billing Works During a Pause * The client **isn't charged** while the membership is paused. * When the pause ends, the **billing date moves forward by the full length of the pause**, so the client doesn't lose days they already paid for. * Any discount on the membership carries over, so the client doesn't lose discounted months to the pause. > **Example:** A client is billed on the 15th of each month. They pause from September 10 to October 8 (28 days). Their next charge moves from September 15 to **October 13**, 28 days later. The 5 days they'd already paid for before the pause (September 10–15) are used up after they return (October 8–13). *** ### Changing or Ending a Pause #### Before the Pause Starts * Click the **three-dot menu (…)** next to the plan and select **Manage Scheduled Pause**. * **To change the dates:** update them and click **Update**. * **To cancel the pause:** click **Cancel Scheduled Pause**, then **Yes, Cancel Pause**. The membership keeps billing as normal. #### After the Pause Has Started * Click the **three-dot menu (…)** next to the plan and select **Manage Paused Membership**. * **To change when it ends:** pick a new end date and click **Update**. * **To end it now:** select **Resume Membership Immediately** and click **Update**. A pause that has already started can't be canceled, only resumed. > 💡 **Tip:** While a pause is scheduled, **Update Price / Discounts** is hidden for that membership. To change the price, cancel the scheduled pause first, make the change, then schedule the pause again. *** ### Emails Sent During a Pause | When | Sent to | Subject line | | --------------------------------------------------- | --------- | ----------------------------------------------------------------------------------- | | A pause is scheduled for a future date | Client | "Your \[plan] membership pause is scheduled" | | The pause starts | Client | "Your \[plan] membership is now paused" | | You change when a pause that's already started ends | Client | "Your \[plan] membership pause has been updated" | | A week before the pause ends | Client | "Your \[plan] membership resumes in a week" | | The pause ends, or you resume it early | Client | "Your \[plan] membership has resumed" (includes their next billing date and amount) | | The pause ends, or you resume it early | Gym owner | "\[Client]'s membership pause has ended" | * If the pause starts today, the client only gets the **"now paused"** email. * If you change the dates of a scheduled pause, the client gets the **"pause is scheduled"** email again with the new dates. * If you change when a pause that's already started ends, whether you extend it, shorten it, or make it open-ended, the client gets the **"pause has been updated"** email with the date it was paused and its new end date (or "Indefinitely"). Moving the end date to today, or resuming immediately, sends the **"resumed"** emails instead. * The **"resumes in a week"** reminder only goes out for a pause with an end date. If you change the end date, the client gets a new reminder before the new date. * Canceling a scheduled pause **doesn't** send an email, so let the client know yourself. * If a paused membership is canceled instead of resumed, the **"resumed"** emails aren't sent. To turn these emails off for your gym, [contact support](/btwb/general/how-do-i-get-in-touch-with-support.md). *** ### FAQ **Why don't I see Pause Membership in the menu?**\ Check that the plan is recurring, is Active or Past Due, has an upcoming charge, and doesn't already have a pause scheduled. If a pause is already scheduled, use **Manage Scheduled Pause** instead. **Can I pause a punch card or paid-in-full plan?**\ No. Only recurring plans can be paused. **What happens to booked appointments?**\ When you set up the pause, you choose whether to remove or keep any appointments booked during the pause dates. *** ### Related Articles * [How to Cancel a Membership Plan in BTWB](/btwb/admin/memberships-and-billing/membership-plans/how-to-cancel-a-membership-plan-in-btwb.md) * [Client Automated Emails](/btwb/admin/clients/client-automated-emails.md) *** ### Video Walkthrough ▶️ *Coming soon* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://btwb.gitbook.io/btwb/admin/memberships-and-billing/membership-plans/how-to-pause-a-membership-plan-in-btwb.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.