Renew a membership
Takes a member's renewal fee and pushes their expiry date forward, in one step. This is the most common thing you will do in the app.
Before you start
The plan they are renewing onto must exist under Plans. The amount charged comes from the plan — you cannot type a different figure on this screen.
Steps
Get to the form with the member already filled in — that saves the most time:
From Renewals, tap 💳 on their row, or
From the member's page, tap Record Payment, or
From the Members list, tap the card icon on their row.
Or start from Payments → Record Payment and pick the member yourself.
Make sure you are on the Renew Membership tab. It is the one the form opens on.
Check the Member. Tap the box to search if you need to change it — the list shows (Expired) or (Expiring) beside anyone who isn't current.
Choose the Plan. Each option shows its length and price, so you can move someone onto a longer plan here simply by picking a different one.
Check Start Date and Expiry Date. Start date is today unless you change it; expiry is worked out from it and cannot be typed into.
Set the Payment Method and the Payment Date. Upload a Payment Receipt if you have one.
Add Notes if you need to, then tap Renew & Record.
You get a green Payment Recorded confirmation with the amount, method and date. From there, Record Another or View All Payments.
Good to know
This does four things at once. It records the payment, moves the member's expiry date, sets their plan to the one you picked, and marks their payment status Paid.
The new expiry is start date + the plan's days — it does not add to what they had left. Renew a member who still has 10 days on 1 March onto a 30-day plan, and they expire 31 March. Those 10 days are gone. If you want to keep them, set the Start Date to the day their current membership actually ends, and the expiry is counted from there.
The price is the plan's price. To charge less, use the Discount box (see Give a discount). To take only part now, lower Amount paid now and the rest is kept as dues.
Payment Date and Start Date are separate on purpose. Someone can pay you on the 28th for a membership that starts on the 1st. The money lands in the month you set as the payment date.
The payment is described for you as "Renewal — plan name". That is what you will see in the Notes column on Payments, and it is how you tell renewals apart from everything else later.
Renewals are always recorded as Completed. There is no way to record a renewal as pending; if the money has not arrived yet, do not record it, or record it and edit the status to Pending afterwards from Payments.
If the gym has WhatsApp receipts switched on, the member is sent a receipt automatically. You do not need to send anything yourself.
Changing the plan here changes the member's plan permanently, not just for this term.
<!-- SCREENSHOT: The Renew Membership tab with a member selected, showing the read-only expiry date -->
When it doesn't work
"Please select a plan to renew." No plan is picked. If the dropdown is empty, you have no plans — create one under Plans first.
"Please select a member." The member box is empty. Tap it and choose from the list; typing a name alone does not select anyone.
You opened it from a member and the plan was already chosen. That is intended — it picks up the plan they are currently on. Change it if they are moving to a different one.
You opened it from a member and the plan was blank. Their current plan name doesn't match any plan you have, usually because it was renamed or deleted. Just pick the right one.
"Failed to record payment. Please try again." Nothing was recorded and the expiry date did not move. The form keeps everything you entered — try again.
The member is still showing as Expired afterwards. Check their Expires date. If you left Start Date as an old date, or the plan you picked is shorter than the gap, the new expiry can still be in the past.
The expiry moved but there's no payment on the list. Check the period filter on Payments — it opens on This Month, so a renewal you dated to last month is not shown.
You wanted to add days without charging. Use Extend Plan on the member's page, which adds to their existing date instead of replacing it. See Add days to a membership.