Canceling Memberships and Membership Auto-Renewal Online

Membership cancellations are a routine part of business. While it's never ideal to lose a client, MyTime simplifies the process by allowing you to configure your account to provide flexible membership cancellation options to clients. This includes letting clients cancel their membership immediately or cancel only the auto-renewal, so they can continue using their membership until the current billing period ends. This article explains how clients can cancel their memberships and membership auto-renewal, as well as how you can enable these options in your settings.

Things to know:

• The ability to configure your account to allow clients to cancel their membership and membership auto-renewal is controlled by the "Access Account Settings" access permission.
• Clients can cancel their memberships  membership auto-renewal online only if the "Enable Membership Cancellation from My Account" company setting is enabled.
• All membership types (both indefinite and term-based) and all statuses (active, frozen, suspended due to failed payment, or pending a start date) are eligible for cancellation. However, term memberships will move into a "Pending Cancellation" status and remain active until the end of their contract period.
• Only staff members can reverse a membership in 'Pending Cancellation' status in-store.
  
• Unused credits from canceled memberships are applied before any credits from newly added memberships. Credits follow a first-in, first-out (FIFO) application method to ensure they are used in the correct order.
• When a membership is placed in Pending Cancellation status:
  • The member continues to receive all active membership benefits.
  • Any associated credits (item or value) will initially display an expiration date that matches the scheduled cancellation date.
  • Once the cancellation is finalized, the system will automatically update the credit expiration date based on the following settings:
    • "How long should item credits be valid after membership termination?"
    • "How long should value credits be valid after membership termination?"
  • Example: If today is July 8, 2025, and the membership is set to cancel on July 20, credits will show an expiration of July 20, 2025, until the cancellation is processed. After cancellation, if the settings specify a 30-day validity period, the expiration will update to August 19, 2025.
• Once a membership is canceled, any remaining item or value credits will remain usable for a limited time, based on the following settings:
  • “How long should item credits be valid after membership termination?”
  • “How long should value credits be valid after membership termination?”
  • For example, if the setting is configured for 5 days and the membership is canceled on December 20th, the credits will remain valid until December 25th at 11:59:59 PM, based on the business’s local time zone.
  • Appointments scheduled within this valid timeframe will still be eligible to use the remaining credits.
• Cancellation Fees:
  • Indefinite Memberships: If cancelled online and a cancellation fee applies, the fee is charged immediately, and the membership is cancelled immediately.
  • Term Memberships: If cancelled online and a cancellation fee applies, the fee is charged immediately, but the membership enters "Pending Cancellation" status and stays active until the end of the contract term.
  • If the client does not have a card on file or the cancellation fee payment fails, the membership will not be cancelled, and an “Error canceling membership” message will be displayed.
• Next Charge Date:
  • If a membership is in "Pending Cancellation" status and a monthly or custom charge is scheduled before the termination date, the charge will still be processed as planned. For example:
    • Monthly Charge Date: 1st of each month
    • Cancellation Requested: October 15 (online, so membership goes into Pending Cancellation status)
    • Cancellation Effect Date: November 30
    • Next Scheduled Charge: November 1—$100
    • Since the membership remains active until November 30 (the end of the contract period), and the next billing date (November 1) occurs before the termination date, the $100 charge will be processed as usual. The member will continue to have access and be billed according to the schedule until the contract ends.
  • If the membership is set to end before the next charge date or is being cancelled immediately, the membership will end on the termination date, and no further charges will be processed. For example:
    • Monthly Charge Date: 1st of each month
    • Cancellation Requested: October 15 (online, so membership goes into Pending Cancellation)
    • Cancellation Effect Date: October 31
    • Next Scheduled Charge: November 1 — $100
    • Since the termination date (October 31) falls before the next billing date (November 1), the membership will be canceled, and no further charges will be processed.

Contents

• Configuration for Membership Cancellation and Membership Auto-Renew Online
• Cancel Memberships Online
• Cancel Membership Auto-Renew Online

Configuration for Membership Cancellation and Membership Auto-Renew Online

1. Navigate to Business Setup > Settings
   
2. Scroll to the Membership Setting section
3. Locate the setting labeled "Enable Membership Cancellation from My Account"
4. Toggle to Yes
5. Save changes

Cancel Memberships Online

Clients can cancel their memberships directly through your booking widget by following these steps:

1. Navigating to your website
2. Click the Sign In link at the top-right corner 
3. Log in using their credentials, Facebook, or Apple
4. Once logged in, click the dropdown next to their initials (top-right) and select Account
   
5. In the left sidebar, click Memberships
6. Click 'View Details' next to the membership they wish to cancel
7. Click the 'Cancel Membership' button
8. Confirm the cancellation when the “Cancel membership?” pop-up appears by clicking 'Yes'
   • Indefinite  memberships
   • Termed memberships 
9. A confirmation message will appear at the top of the page

Cancel Membership Auto-Renew Online

Things to know:

• This option is only available for term memberships. 
• The "Cancel Auto-Renew" hyperlink will appear only if auto-renew for the membership is set to Yes.
  
• When clients cancel their auto-renew, the membership will end after the current billing cycle

Clients can cancel their membership auto-renew directly through your booking widget by following these steps:

1. Navigate to your website
   
2. Click the Sign In link at the top-right corner
   
3. Log in using their credentials, Facebook, or Apple
4. Once logged in, click the dropdown next to their initials (top-right) and select Account
5. In the left sidebar, click Memberships
   
6. Click View Details next to the membership they wish to cancel auto-renew for
7. Click the Cancel Auto-Renew hyperlink
8. In the pop-up, confirm cancellation by selecting Yes
9. A confirmation message will appear at the top of the page

The Auto-Renew status for the membership will be set to No

For more information, contact us at support@mytime.com or (385) 233-6964.    

Related Articles: 

• Membership Cancellation Fee
• Membership Cancellation Reasons
• Canceling Memberships