Memberships Flow Map

memberships flow map every membership moves through the same lifecycle, driven by the actions staff and vendors can take, and by one billing rule underneath all of it this page explains what each action does to the vendor's dates, their billing, and what shows on the memberships page two conventions hold everywhere every date runs in the store location's timezone, and every date you pick is literal, meaning it is the day the thing actually happens the lifecycle every membership moves left to right through the same states invited , trialing , active , and canceled , with past due as a state a live membership can slip into and recover from cancellation is an overlay rather than a state of its own it can be scheduled from any live state, sits on the row as a move out badge, and completes at the end of the vendor's last day the path in plain terms invited the acceptance email has been sent if the invite expires, the vendor sees a notice to contact the store trialing the vendor has accepted and paid their deposit but has not moved in yet the row shows awaiting move in date selection until the vendor picks a date, then move in date selected active the move in day has passed the membership bills monthly past due the latest membership invoice failed and stripe is retrying it returns to active when payment recovers canceled the membership is over the row stays for history and reporting badges you will see on a row badge meaning active the membership is live and bills monthly move in date selected / awaiting move in date selection trialing deposit paid, not yet moved in past due the latest membership invoice failed stripe is retrying move out (date) a cancellation is scheduled the date shown is the vendor's last occupied and billed day last day (date) trial or community plan the day the current 3 month term ends unless it is renewed scheduled size change an approved size change is waiting for its effective date canceled the membership is over the row is kept for history and reporting bringing on a vendor onboarding sets three dates that drive everything later the move in window, the vendor's chosen move in date, and, for new stores, the store opening date the later of the move in date and the store opening date becomes the billing anchor , which is the vendor's monthly renewal day action who what happens invite vendor manager or admin pick location, display size, window start date, window length (default 3 weeks), and the store opening date if pre opening the vendor gets an email with an acceptance link expired invites show the vendor a notice to contact the store vendor accepts vendor completes the application and pays the deposit, which is the first month's membership fee, through stripe checkout a trialing row appears, and the deposit email shows the vendor their move in window the default move in date is the window's last day, so choosing earlier is always allowed select or confirm move in date vendor any day inside the window, plus a staff granted extension of up to 5 days a confirmation email is sent, and a move in checklist task is created for staff, due 3 days after move in set, record, or change move in date staff staff can set or correct the date at any time every change re derives the billing start, the next billing date, and the stripe records from the new date nothing stays anchored to the old one request move in date change vendor the vendor proposes a new date (maximum 3 requests per membership) the row shows move in date change requested, and staff approve or decline both outcomes email the vendor extend move in window staff a one time extension of up to 5 days, widening what the vendor can pick mark as not yet moved in staff for a row that went active out of band clears the move in date, re anchors the window to today, and holds billing until a real date is set the result of onboarding the first membership invoice lands 1 month minus 7 days after the billing anchor the anchor's day of the month becomes the vendor's monthly renewal date , the column on the memberships table related procedures inviting a vendor docid\ ohfkg38xivvhsjcqbhuto , move in date selection & changes docid\ lt7vycuanwnetaaq54kqo , staff move in procedure docid\ mfzqnebnjnnn4zue6oivy the billing clock this is the one rule everything else follows contract months run from the renewal day to the day before the next renewal day, and stripe charges the card 7 days before each contract month starts every refund, proration, and scheduled change is computed on this grid worked example, for a vendor whose renewal day is the 5th the contract month runs from nov 5 to dec 4 inclusive the card is charged on oct 29, which is 7 days ahead, and that charge pays for the nov 5 to dec 4 month the next charge, for the dec 5 month, lands on nov 28 a few points that follow from this the renewal day is the day of the month of the billing anchor a vendor who moved in on the 1st renews on the 1st short months clamp a 31st anchor renews on feb 28 or 29 the next billing date column (visible to admins) shows the stripe charge date, which is always about 7 days before the month it pays for this is why it sits earlier than the monthly renewal date related procedures update membership billing docid\ vszxba wif0lkkfsq s8v , membership tab overview docid 9aifho7khrbtgaygrfyu1 upgrades and downgrades staff pick the new size and an effective date, which is the day the vendor is actually on the new plan the system decides when to touch billing so the right months bill at the right price how it decides if the effective date is within about a week, the change applies now the price flips and the partial month is prorated otherwise it is scheduled , shown by the scheduled size change badge, and auto applies just before the invoice that covers the effective month's charge the system checks every 2 hours and applies it early enough that the invoice covering the effective month already bills the new price situation money outcome effective date on the renewal day no proration old price through the old month, new price from the new month the invoice that bills 7 days ahead already bills the new rate effective date mid month a prorated charge for the remaining days of the current month, at the price difference, on the next invoice change into a trial or community plan the 3 month term clock restarts on the effective date overage items (extra displays and similar) adjust immediately when saved they do not wait for the effective date membership cancels before the effective date the scheduled change is voided automatically cancelling a scheduled change before it applies costs nothing, because nothing was billed cancelling after it has applied reverts the billing change vendors can also request a size change from their side it shows as change requested until staff review it, using the same effective date rules related procedures membership changes docid\ khghhsufgnuqniefdq7fo , processing a display overage docid\ x88kmu jmi35hkycqgmlq trial and community shelf terms trial and community shelf memberships run in fixed 3 month terms from move in, or from a staff set term start nothing renews silently the manager decides, and the vendor gets 30 days' notice either way the term timeline, using a jul 25 move in as the example jul 25 move in, and the term start 6 weeks in (about sep 13) the renewal task appears for the manager this is the end term decision task on the tasks board by 31 days before term end (about sep 24) the manager must decide and action it acting by this point beats the lock below 30 days before term end (about sep 25) if nothing has been actioned, the cancellation locks in and the vendor's 30 day notice is emailed last day (oct 24) the day before the 3 month mark if nobody renewed, the membership ends after this day, which is exactly three months of occupancy, and the vendor was told 30 days ahead action who what happens renew (+3 months) staff extends the term one more 3 month block, releases the pending auto cancel, and closes the renewal task renewing after the current month's fee was already skipped issues a catch up invoice for it set term start manager or admin re anchors the term clock to a chosen date, used for legacy rows with no move in on file, or for plan conversions the term end, tasks, and notices all re derive from it remove cancellation staff releases a locked in term cancel the sweep re locks it 30 days before the new term end, with a fresh vendor notice money guard once a term cancel is locked in, the system only stops billing when the vendor is provably paid through their last day otherwise the normal invoice runs and the cancellation math settles the difference related procedures trial & community shelf end of term decision docid 3xnmwhli3ynk0iocmpx2d , tasks tab overview docid 2o yi0uxpev5laicxniyi leaving the date picked in the cancel dialog is the vendor's last occupied and billed day they have until the end of that day to move out, and they pay for it the move out badge, the vendor's email, and billing all agree on that same day how the refund is decided, by notice given never moved in the full deposit is refunded, regardless of notice less than 30 days' notice the unused days are refunded, meaning the rest of the paid month after the last day 30 days' notice or more no refund the vendor uses up the time already paid for how the final month bills, by where the last day falls on the grid if the last day is inside a month already paid for, the upcoming renewal invoice is voided and there is no charge if the last day runs into an unpaid month, one prorated invoice covers exactly the days occupied for example, a vendor who renews on the 5th and leaves on the 5th pays for exactly 1 day of the new month refund and charge rules combine notice length decides the refund, and where the last day falls on the billing grid decides whether the final month is voided, partially billed, or already covered action who what happens cancel membership staff any date from today onward picking today means the vendor keeps today and access ends tonight a refund preview shows the exact outcome before you confirm, and the vendor gets a confirmation email naming their last active day cancel membership vendor the same flow, but the date must be at least 30 days out and at least 3 months after move in remove cancellation staff un schedules it, and billing resumes normally if a final days invoice was already charged, credit it manually in stripe mark as canceled staff an immediate override that ends the membership right now if the vendor never moved in, the deposit is refunded in full used for cleanup, not scheduling related procedures membership cancelations docid\ gewuwvj e3ss52j4mhdud , staff move out procedure docid\ fxuioaz6qdwzj85qhdhla behind the scenes what runs on its own every 2 hours , the sync mirrors stripe into the app, applies scheduled size changes whose window has opened, locks in term cancels at 30 days before term end, creates renewal tasks at 6 weeks before term end, and keeps move in checklist tasks in step instantly , stripe webhooks update rows the moment a payment, checkout, or cancellation changes on stripe's side a daily digest reminds staff of upcoming move ins and open membership tasks emails along the way invite, deposit receipt (with the move in window), move in confirmed, changed, approved, or declined, size change approved, the 30 day term notice, and the cancellation confirmation related membership tab overview docid 9aifho7khrbtgaygrfyu1 | tasks tab overview docid 2o yi0uxpev5laicxniyi | membership changes docid\ ww p86x0rre necle3rcg | trial & community shelf end of term decision docid 3xnmwhli3ynk0iocmpx2d | membership cancelations docid\ gewuwvj e3ss52j4mhdud | s staff move out procedure docid\ fxuioaz6qdwzj85qhdhla