Refunding a member who cancels mid-cycle
How to issue a partial refund, what gets prorated, and what doesn't.
Updated March 17, 2026·3 min read
Sometimes you need to refund a member who's cancelling — for medical reasons, relocation, or just because. Here's how to do it cleanly.
Issuing the refund
- Go to the member's profile and click "Cancel membership"
- Choose "Cancel and refund"
- Pick the refund amount — we suggest a prorated value based on remaining days
- Add an optional internal note (e.g., "Knee injury, recommended by trainer")
- Click "Process refund". Funds return to the original payment method in 5-7 days
PT package fees are not auto-prorated since trainers' commissions may have already been disbursed. You can issue a custom refund amount instead.
What gets refunded automatically
- Membership fee — prorated by remaining days
- Locker rent — prorated by remaining days
- Joining fee — non-refundable by default (configurable in settings)
- Trainer commissions — handled in the trainer's next payout
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