Understand member status
Every member carries two separate labels. They mean different things and they are set in different ways. Almost every "this member looks wrong" question is these two being mixed up.
The membership badge — you cannot set it
Active, Upcoming, Expiring, Expired, No plan and Frozen are not settings. The app works them out from the member's dates, and whether they are frozen, fresh every time it draws the screen. There is no switch anywhere to change one, and looking for it is the most common wasted trip in the app.
| Badge | What it means |
|---|---|
| Frozen | The membership is paused. See Freeze a membership. This beats every other badge. |
| Upcoming | Today is before their join date. They haven't started yet. |
| Expired | Today is past their expiry date. |
| Expiring | Their expiry date is within the next 7 days — today counts as day 0. |
| No plan | They have no expiry date — they were added without a plan. |
| Active | Everything else. |
To change the badge, change the dates, or freeze or unfreeze the membership. Renewing, extending, or editing the expiry date by hand all change the dates. Nothing else does.
The payment badge — you do set it
Paid, Pending and Complimentary are a note to yourself about whether this person's money has come in. You choose it. The app only ever sets it in two situations, both of which set it to Paid:
You ticked Record payment now while adding the member.
You renewed them from Record a Payment.
Everything else leaves it alone. It never turns itself back to Pending when a membership expires.
Change it from the pencil on the members list, or from Edit Member on their page. To change several people at once, tap Actions, tick them, then Update Status.
Good to know
The two badges disagree constantly, and that's normal. Someone can be Expired and Paid — their money came in months ago, their days ran out. Someone can be Active and Pending — you let them start before paying. Neither is a fault.
The list only shows the payment badge when it isn't Paid. A member with a green Active badge and nothing beside it is marked Paid. Their page always shows both.
No plan means no expiry date. This is what happens to anyone added without a plan. They are not counted as active members on your dashboard, and they never reach Renewals. Give them a plan, or an expiry date, and the badge changes on its own.
"Expiring" is a 7-day window, not a month. Someone whose plan ends in 20 days shows as Active. They are not being hidden from you — they are genuinely not due yet.
Marking someone Paid does not create a payment. It changes a label. Your revenue totals under Payments will not move. To have the money counted, record the payment.
Deleting a payment does not push a member back to Pending, and it does not shorten their membership either. Those are separate things and neither follows the other.
<!-- SCREENSHOT: A member row showing an Expired membership badge next to a Paid payment badge -->
When it doesn't work
You took the money but the member still says Expired. You almost certainly used Other Payment instead of Renew Membership. Only a renewal moves the expiry date. Open the member and use Extend Plan, or record it again as a renewal and delete the wrong entry.
You are hunting for a way to set someone Active. There isn't one, and that is not a missing feature. Set their Expiry Date to a future date instead — Edit Member on their page has a free date field.
A member you know is paying shows No plan. They have no expiry date. Open them and use Extend Plan, or set an Expiry Date in Edit Member. The No plan filter chip on the members list shows everyone in the same state.
You changed the payment badge and the member vanished from your filtered list. The All Statuses filter uses the membership badge, not the payment one — so that wasn't it. Check what is typed in the search box.
The member's page says payment status "Unknown". They were added without a payment status ever being set — normally because Record payment now was unticked. Pick one in Edit Member.