Overview

When a client requests to cancel their membership, you can quickly update their status in just a few clicks. This guide shows you how to locate the client’s membership, schedule a cancellation, and confirm the details — all without losing track of what’s been cancelled and when.

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Prerequisites

Before you begin:

• Confirm the client’s name, email, or client code
• Make sure the membership you want to cancel is active
• Know whether the cancellation should be immediate or on a specific date

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Step-by-step instructions

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Step 1: Find the client

1. Navigate to Clients
2. Use the top left search bar to find the client by name, email, or code
3. Click into the client’s profile

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Step 2: Open the membership details

1. You’ll land in the Payments tab
2. Scroll to the Memberships section at the bottom
3. Click the view icon on the right-hand side to open the specific membership

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Step 3: Change the membership status

1. On the membership page, look to the right to see the current status
2. Click the edit icon
3. Change the status from Active to Cancelled

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Step 4: Choose cancellation details

1. Select a cancellation date — either immediately or on a future billing date
2. Select a cancellation reason from the dropdown

Tip: Hapana does not prorate memberships. We recommend choosing the next billing date as the cancellation date to avoid confusion or disputes.

1. Click Update status
2. Confirm the cancellation

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Step 5: Verify the cancellation

1. You’ll now see a note that the membership has a cancellation scheduled
2. All future invoices tied to this membership will show as cancelled

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Step 6: View the cancellation report

1. Go to Reports
2. Scroll to the Financial section
3. Click on Cancellation Report
4. Filter by a date range to view cancellations in that period

Tip: Click the star icon to add this report to your Favourites for quick access later.

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Expected outcome

The membership status will update to “Cancelled,” and the cancellation will take effect immediately or on the selected future date. All upcoming invoices tied to that membership will be automatically voided.

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FAQs

Q: Can I cancel a membership for a future date?

A: Yes — just choose the next billing date as the cancellation date during the update.

Q: Will Hapana prorate the last payment?

A: No — Hapana does not prorate. Choose the billing date that matches your cancellation policy.

Q: Where can I see a list of all cancellations?

A: Use the Cancellation Report under the Financial reports section.

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Still need help?

Reach out to our support team via [email protected]