Skip to content
English
  • There are no suggestions because the search field is empty.

Membership: Bill Till Date

Article Contents: This article explains what the Billed Till Date controls, where to find it, and how it changes when your dues are charged.



Step-by-Step:

Step 1: Open the member’s account, then click the Member Info tab to access their membership details. Locate the membership class you want to review (for example, a monthly dues class), then find the Bill Till Date field for that class.

Confirm whether the class is set up to auto-renew (a class without an Expiration Date). Classes without an expiration date renew each billing cycle and use the Bill Till Date timing to determine when the next charge posts.


Step 2: Check your facility setting for Bill Classes on Bill Till Date (in Membership Settings). This setting controls when the charge posts:

  • If ON: the class posts on the Bill Till Date.

  • If OFF: the class posts the day after the Bill Till Date (the next day).




Step 3: Understand how the Bill Till Date affects when dues are charged:

  • If Bill Classes on Bill Till Date is OFF, and the Bill Till Date is Nov 20, the class bills on Nov 21.

  • If Bill Classes on Bill Till Date is ON, and the Bill Till Date is Nov 20, the class bills on Nov 20.

Step 4: Use the Bill Till Date to confirm the billing cycle reset timing:

  • If you charge at the end of the cycle (setting ON), members are typically paying ahead for the next cycle.

  • If you charge at the start of the next cycle (setting OFF), members are typically paying after the cycle has completed.


Step 5: Expiration Date: Classes with an Expiration Date are typically one-time or fixed-term fees (not ongoing monthly dues). Enter an Expiration Date when the class is meant to end on a specific day (common examples include annual locker fees, handicap fees, or bag storage). This tells you—and the system—when that class is no longer active.



Leave the Expiration Date blank for ongoing, recurring classes (like monthly dues). When there is no expiration date, the class is treated as continual and will auto-renew each billing cycle.

Example Scenario:
A club sells annual locker rentals. When staff adds the “Locker Fee” class to a member, they set an Effective Date of January 1 and an Expiration Date of December 31. This makes it clear the locker fee is valid for the calendar year and won’t continue renewing automatically like monthly dues.

Example Scenario:
A member signs up for ongoing monthly dues. Staff assigns the “Monthly Dues” class and leaves the Expiration Date blank so it renews every billing cycle. The club can then control when the renewal charges post using the Bill Till Date setting, without needing to constantly extend an expiration date each month.



Step 6: If a member questions a charge, open their Membership > Ledger to verify the exact posting date and confirm whether it matched the Bill Till Date rule (same day vs. next day).



Example Scenario:
A club bills monthly dues and the member’s Bill Till Date is November 20. If the club’s “Bill Classes on Bill Till Date” setting is OFF, the dues charge will post on November 21, which is the start of the next cycle. If the club turns the setting ON instead, the same member would be charged on November 20, which is the last day of the cycle. This helps the club choose whether members pay at the end of the month (ahead of the next cycle) or at the beginning of the next cycle (after the month is complete).

Example Scenario:
A member calls on January 2 asking why their January invoice doesn’t show the new month’s dues yet. Their Bill Till Date is December 31, and the club has “Bill Classes on Bill Till Date” turned OFF. That means the dues post on January 1 (after the cycle ended), so it may not appear on the invoice tied to the prior billing period. When the staff reviews the member’s ledger, they can see the dues posted on January 1 and explain the timing.

 

Example Scenario:
A facility wants all monthly dues to post consistently on the last day of each billing cycle so statements generated the next month always include the renewal charge. They enable “Bill Classes on Bill Till Date,” then confirm members’ Bill Till Dates align with their billing cycle end date (like the 30th or 31st). Now, when a member’s Bill Till Date is March 31, the renewal posts on March 31 and appears on the statement sent in April, reducing confusion about when the dues were applied.