> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/membership-management-hub/member-statuses-overview.md). # Overview: Member Statuses and Their Effects ### Member Card Statuses The enrollment form's **Status of Membership** dropdown includes these statuses. The UI filter on View Members shows 9 options: Active, Pending, Suspended, Cancelled, Payment Failed, Upgraded, Downgraded, Expired, Archived. | Status | What It Means | Portal Access | Check-In | Billing | Sub-Members | | ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------- | ------------- | ------------------------------------------ | ------------------------------- | | **Active** | The membership is in good standing. The member has full access to all benefits, the portal, and check-in. | Yes | Yes | Active — dues are charged on schedule. | Sub-members have full access. | | **Pending/Paused** | The membership is awaiting activation or has been paused. The member does not have access until the membership activates. | No | No | Pending first charge on next billing date. | Sub-members do not have access. | | **Suspended** | The membership has been temporarily suspended, usually due to a policy violation, conduct issue, or administrative action. The member cannot access benefits until the suspension is lifted. | No | No | Stopped — no billing while suspended. | Sub-members lose access. | | **Failed** | A scheduled payment has failed (e.g., expired card, insufficient funds). The member can access the portal but sees a paywall prompting them to update their payment method. The system retries on Day 3 and Day 7 after initial failure. | Yes (paywall) | No | Failed — the system retries automatically. | Sub-members lose access. | | **Upgraded** | The member upgraded to a higher-tier program. This status marks the **old** card; the member's current access is on their new Active card. | No (old card) | No (old card) | Stopped on old card. | N/A — see new card. | | **Downgraded** | The member downgraded to a lower-tier program. This status marks the **old** card; the member's current access is on their new Active card. | No (old card) | No (old card) | Stopped on old card. | N/A — see new card. | | **Expired** | The membership has reached its end date (common for ID-type or fixed-term memberships). The member no longer has access. | No | No | Stopped — no future charges. | Sub-members lose access. | | **Cancelled** | The membership has been permanently terminated. The member has no access and no future billing. | No | No | Stopped — no future charges. | Sub-members lose access. | | **Archived** | Hidden from customer view. Still shows on CRM profile and in reporting. No billing. | No | No | Stopped. | Sub-members lose access. | > **Portal Access**: Only **Active** grants full portal access. **Failed** shows the Failed Dues Paywall — the member can log in but sees a paywall prompting payment before accessing other features. **Pending**, **Suspended**, **Cancelled**, and **Expired** each show a status-specific paywall blocking access. Portal evaluates in priority order: Failed first (overrides all), then Active (grants access), then Pending → Suspended → Cancelled → Expired (first match determines paywall). ### Key Points * **Status changes cascade to sub-members.** When the primary member's status changes, all sub-members are affected immediately. If a primary member goes to Failed, every sub-member on that membership loses check-in access at the same time. * **Upgraded and Downgraded are historical markers.** When a member changes tier, the system marks the old card as Upgraded or Downgraded and creates a new Active card on the new program. The member's current access is always determined by their current Active card. * **Failed is recoverable.** When a payment fails, the system retries on Day 3 and Day 7 after the initial failure. If those retries fail, no further automatic attempts are made. The member must update their payment method or staff must resolve the issue manually to return the status to Active. See: [How to Edit a Membership](/products/control-panel-overview/membership-management-hub/edit-membership.md). * **Perks only issue when Active.** Membership perks (stipends, guest passes, vouchers) are only allocated when the membership status is Active. Members in Pending, Failed, or other non-Active statuses do not receive perk allocations until their membership becomes Active. * **Cancelled is reversible.** Cancellation stops all billing and access. The old card can be set directly back to Active — a new card is not required. See: [How to Edit a Membership](/products/control-panel-overview/membership-management-hub/edit-membership.md). ### Lifecycle Diagram ```mermaid stateDiagram-v2 state "Pending/Paused" as PendingPause [*] --> Active : ⚡ Enrollment complete Active --> Active : ⚡ Dues auto-charged on cycle date Active --> Failed : ⚡ Payment declined (auto-retry Day 3, Day 7) Active --> Suspended : Admin action or policy violation Active --> PendingPause : Admin pauses (seasonal hold) Active --> Expired : Term ends without renewal Active --> Cancelled : Member or admin cancels Active --> Upgraded : Member upgrades to higher tier Active --> Downgraded : Member downgrades to lower tier Failed --> Active : Payment method updated + successful charge Failed --> Suspended : Admin action Failed --> Cancelled : Admin action Suspended --> Active : Conditions resolved / admin reinstates Suspended --> Cancelled : Admin cancels PendingPause --> Active : ⚡ Next billing date reached Expired --> Active : ⚡ Renewal payment collected Expired --> Cancelled : No renewal within window Upgraded --> [*] : Old card — see new Active card Downgraded --> [*] : Old card — see new Active card Cancelled --> [*] ``` ### Related Subscription Statuses Membership card status and subscription status are related but separate. Subscription statuses stay in sync with member card statuses. Only **Active** and **Pending/Paused** subscriptions with a future next billing date are processed by the billing engine. The 9 subscription statuses are: | Subscription Status | Meaning | | ------------------- | ------------------------------------------------------------------------------------------------------------------------------- | | **Active** | Billing is running; auto-charges on billing date. | | **Pending/Paused** | Keeps the person inactive until the next billing date. Charges on next billing date; access blocked until payment processed. | | **Failed** | Payment failed (auto-set by platform). Deactivates membership; stops future processing until manual payment. | | **Suspended** | Set manually to stop all future payments until reactivated. | | **Upgraded** | Internal reporting status -- individual upgraded to higher tier. Old subscription marked Upgraded; new subscription created. | | **Downgraded** | Internal reporting status -- individual downgraded to lower tier. Old subscription marked Downgraded; new subscription created. | | **Expired** | Set manually or by term expiration to stop all future payments. | | **Cancelled** | Subscription cancelled; no payments beyond cancellation date. | | **Archived** | Hidden from customer view. No billing; still shows on CRM profile and in reporting. | > See [Status Code Reference](/status-codes-reference.md) for the complete list. ### Best Practice Train all front-of-house staff to recognize the difference between Failed (temporary, recoverable) and Cancelled (permanent). Failed members should be directed to update their payment method. Cancelled members should be directed to the membership team for re-enrollment. > **Note**: Never manually set a member's status to **Failed** — the system sets this automatically when a payment fails. To restrict access without a payment issue, use **Suspended** instead. To return a Failed member to Active, generate an invoice on the failed subscription or have the member pay through the portal paywall. ### What Happens Next * **On the member side**: Members experience the effects described in the table above in real time. Status changes are reflected immediately in the portal and at check-in. * **Next step**: To change a member's status, see: [How to Edit a Membership](/products/control-panel-overview/membership-management-hub/edit-membership.md). *Last updated: 2026-05-24* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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