New

Gift Cards: Guest Checkout

It’s finally here! Customers can now purchase gift cards via the Service Store or widgets without creating an account. By choosing "Continue as Guest," buyers can quickly complete their purchase and receive an instant email confirmation, while the recipient gets their gift card details immediately. To keep things organised, guest details are still captured within Transactions for easy follow-up.

Updated

Schedule: Extended Session Durations

We’ve increased the maximum session duration to 18 hours. This is perfect for operators offering all-day sessions, fully covering even the widest opening windows (e.g., 06:00 to 23:00).

Memberships: Enhanced Recovery Options

You can now recover any membership or subscription, including those that have expired. Previously, this was limited to minimum-term cancellations. The "Recover" button now features dynamic messaging to reflect the membership's specific state - for instance, it will no longer display a calculated amount if the minimum term has not been served.

Reporting: Improved Fee Tracking

Sales order details and Sales reports now include specific identifiers for Freeze, Initiation, and Cancellation fees, making it easier to audit line items at a glance.

POS Cart: Bundle Grouping

We’ve added a design flourish to the POS cart that groups bundle components together under the bundle title. This makes it much easier to identify and manage bundle products during checkout.

Fixed

• Checkout Polish: Resolved an intermittent issue where the postcode field in the online checkout was hidden or being missed by customers when inputting their card details.

• Membership Syncing: Squashed a bug where changes to parent pack restrictions were not propagating to child memberships. This fix ensures the global "restriction flag" accurately syncs whenever changes are made at the parent level.

🚀 Advanced Proration for Subscriptions / Memberships

[!IMPORTANT] PLEASE READ:

Proration is a critical billing change that affects your revenue and customer experience. We strongly recommend that all operators contact our Support Team for a guided setup before enabling these features.

Our updated Proration Controls, now give you total flexibility over how customers are billed when joining mid-cycle or changing billing dates. Ensure fair pricing for your members while protecting your revenue with granular global and product-level settings.

Key Highlights:

• Automated Mid-Cycle Billing: Automatically calculate reduced dues for members who sign up between billing cycles.
• Custom Renewal Dates: Set a specific day of the month for all renewals (e.g., the 1st) or allow members to choose their own billing day.
• Minimum Proration Floor: Prevent memberships from being prorated below a specific value (e.g., the cost of a Day Pass) to ensure your base costs are always covered.
• Deferred Proration: Choose to charge the full amount upfront and apply the prorated adjustment to the second billing cycle to help reduce initial churn.
• Global vs. Local Control: Set default rules for your entire business or override them for specific high-value memberships.
• New Membership Fee Options: Drive revenue and reduce attrition with dedicated fields for Initiation Setup Fees and Monthly Freeze Fees, allowing you to align with industry standards and create promotional "no-fee" sign-up offers. 


How it looks in Clava:

• At POS: The system automatically calculates and displays the adjusted "First Month" price.
• Transparency: Prorated amounts appear as a clear discount value on customer receipts and order histories.
• Member Profiles: View specific proration logic and minimum charge rules directly on the customer’s subscription card.

Want to dive deeper into the setup?

Check out our full Help Guide for Proration for step-by-step instructions.

🥶 Enhanced Freeze & Unfreeze Controls

We’ve overhauled the Freeze/Unfreeze feature to give you and your members more flexibility. Whether it’s for travel, injury, or personal breaks, you can now better manage temporary pauses for passes, packs, and subscriptions with surgical precision.


Key Highlights for Admins & Front desk staff:

• Customisable Duration Limits: Set strict minimum and maximum freeze periods (e.g., minimum 7 days, maximum 30 days) to prevent misuse.
• Frequency Caps: Control how many times a product can be frozen - per year, per activation, or in total.
• One-Time Freeze Fees: Discourage short-term cancellations by requiring a one-time fee to be paid before a freeze is activated.
• Revenue Protection: Use the "Minimum Pro-Rated Amount" to ensure that when a membership unfreezes, the remaining dues don't drop below a value you define (like a day pass).
• Scheduled Freezes: Staff can set freeze dates for the future, allowing for better administrative planning.

• Proration: Freeze works in conjunction with proration when enabled

Empower Your Members:

• Self-Service Freezing: Enable "Member can freeze" to allow customers to manage their own pauses via their account, significantly reducing admin workload.
• Automated Reactivation: Memberships automatically resume on the scheduled end date - no manual intervention required.
• Instant Confirmation: Automated email notifications keep members informed of their start and end dates.


Visibility & Management:

• Status Tracking: Improved the data in the Passes, Packs & Subscriptions - Frozen / Pending Freeze report
• Member Profile Cards: View freeze dates and statuses clearly displayed on individual customer subscription cards.

Ready to configure your freeze policy?

Read the Full Freeze/Unfreeze Setup Guide or reach out to our team to help you flip the switch.

And as if that wasn't enough:

Updated

• Point of Sale: added a clear cart warning to avoid accidental deletion of cart items.
• Line-Item Discounts: Apply fixed-amount or percentage discounts to individual items in the cart with full audit tracking (who, when, and how much).
• Full cart discount: Line-item discounts replaces full cart discounts - you can use promo codes to apply a full cart discount
• Improved Cancellation Flexibility: Customers and staff can now cancel subscriptions once the minimum commitment is met, even if a payment has failed or the status is "expired," eliminating the need to delete memberships and preserving your historical data.

We're paving the way for some major updates to hit the platform pre-xmas.

Concession tracking management, group bookings price matrix and add-on items, updates to proration and freeze logic, off-peak and much more.

This release sees a few small but essential updates:

Updated

• Widgets Custom CSS styling - added some more elements you can now customize via CSS read more about it on our helo guide: Widget Customization Guide: Overriding Default Styles
• Civintec CT9 integration - we have added an additional option to allow automated access for both general entry and for pre-booked sessions. The 'Allow member barcode check-in' option can be activated when Editing the CT9 integration under Settings / integrations. Session bookings remain enabled by default.
• Trails - another extension to trails tracking has been added for self-checkin statuses

Fixed

• Removed the ability to create and an empty custom customer barcode which causes issues with Apple and Google wallet pass issuing.

🎉 New Feature: Apple & Google Wallet Integration

We're excited to announce that your customers can now add their self check-in barcodes directly to Apple Wallet and Google Wallet!

What's New?

Your customers can now:

• Save their profile pass to their mobile wallet - No more searching through emails or apps to find their self check-in barcode
• Access their pass instantly – Their self check-in barcode is always available on their lock screen or in their wallet app
• Receive automatic updates – Pass information stays current with any changes made to their profile

Benefits for Your Business

• Faster check-ins – Customers can present their barcode directly from their wallet, speeding up your front desk operations
• Improved customer experience – A seamless, modern way for your members to access their credentials
• Reduced friction – Members are less likely to forget their pass when it's saved to their phone's wallet
• Works everywhere – Compatible with both iOS (Apple Wallet) and Android (Google Wallet) devices

How It Works

Your customers will see an "Add to Wallet" option when viewing their profile details. With a single tap, their membership barcode pass is saved to their mobile wallet. The pass includes their customer barcode, which can be scanned at your facility just like before – but now it's even easier to access.

This feature is now live across all Clava accounts. No configuration needed on your end – it just works!

Updated

• Widget Custom Style Sheets - updated to improve the amount styling of widgets available via custom css, not there is greater control over changing fonts, sizes, button colours, background colours as well as the ability to hide certain elements in session cards within a schedule e.g target and hide elements such as Location, Age groups etc.
• Custom code: Meta Pixel - updated the code base to accept the new longer length Meta Pixel code id

Fixed:

• Analytics: Sales chart - fixed an issue whereby the location filter was not correctly filtering by location

New:

Reports - has a fresh new look with an updated page design as well as a further updates to several report categories as we continue to enrich and improve the reported data on Clava. Sales, Passes & Subscriptions, Intro Offers, Stock & Products and KPI reports have all been updated. Go check them out.

New:

💡 Important Update: Subscription Renewal Process Changes

We're implementing a few tweaks to our subscription system to ensure smoother renewals and maximum clarity regarding the membership status.

• Earlier Renewal Attempt: Going forward, the system will attempt to renew subscriptions earlier on the scheduled renewal day. (Previously the system would use the timestamp on a subscription to renew, we have now amended this to focus on the date only).
• Full-Day Grace Period: If the renewal payment fails on the renewal date, the active subscription will remain accessible and listed in the Active tab until the end of that day. This gives the customer until midnight to update their payment method.
• New Status Visibility: If a renewal fails, the subscription will be moved to the Expired tab at the end of the day, but will now show a pending_renew status, making it easier for the customer to identify and fix the issue.

In summary: The customer retains full access to the subscription for the entire day, even if the initial renewal attempt fails.

Updated:

• Reports - All Sales report - Added new column 'Category' to show what category a Stock item is associated with.
• Schedule - When viewing Day in schedule - removed the All day row as that is not an available option to free up valuable screen space.

Fixed:

• Customer number: Fixed an issue whereby if a customers barcode was edited, it also changed the original customer number.

New

Reports - added a new Passes, Packs & Subscriptions - Pending Cancellations report

Updated:

• Google Place API (new) - implemented the new Google Places API update improving address look up and performance.
• Location related forms - updated so that they dynamically reflect the selected country e.g display the correct country phone number field and address details etc
• Cancellation report - updated filters for improved reporting on all Pass, Pack & Subscription cancellations
• Cancelled memberships data capture - added a new option 'Other' to the data capture request for giving a reason when an admin or customer cancels a membership

• Service Store & Schedule based Widgets - Now features two new buttons 'Next Available' and 'Prev Available' that serve as quick jump buttons to the next day containing a session - useful when you have a schedule view where there may be a number of days between sessions.

Fixed:

• Dashboard: Fixed an issue where Sessions showing under Today's sessions displayed as Unlocated.
• Corporates: Addressed an issue that was blocking the option to pick any subscription/memberships with a class type restriction.

New

We're thrilled to introduce What's New, your new hub for product updates and more!

We believe in building in the open, and this new space is designed to give you complete transparency into what we’re creating and - most importantly - to give you a voice in what comes next.

Here’s a look at what you can find:

Announcements: This is our version of a Changelog. Keep updated with a clear summary of everything that’s been recently shipped, including new features, improvements, and fixes. You'll always know what’s new and how you can get the most out of our product.

Ideas: This is where your feedback drives our product. Submit your feature suggestions and ideas, and browse what others have proposed. You and the community get to vote on the best concepts, helping us prioritise the features that get sent into production.

Roadmap: Keep track of our product journey. The Roadmap gives you a transparent view of what’s in our pipeline, showing you what we’re actively working on and letting you know what’s up next.

Take it for a spin, and let us know what you think!

Updated:

• Competency tracking - now every time a competency is enabled/disabled, new ones added or removed, you can track when, where and by whom made the change. Searchable and fully filterable, it's our latest extension to the Trails logger. Go check it out.
• Reports - All reports have had an update to the date filters making it easier to get to the data you need.

Fixed

• Bulk edit duration - fixed a bug when bulk selecting sessions threw a 404 error.

New:

• Pro-forma invoices for corporate orders
• Trails now includes competency event tracking

Updated:

• All sales report now includes refunds, stripe payment id's and some additional data columns making reporting on all sales even more granular

• Transaction details changed total to Amount paid
• General Details (settings/general-details) added option to add bank account details to appear on invoices for payment details for payment on invoice - required for Corporate orders
• Corporate clients - added in Billing Address (Optional) fields to appear on pro-forma invoices

Fixed:

• Order details - fixed an issue where gift cards were not being taken into account in the paid total figure
• Fixed an issue with the new subscription renewal email template that was muddling operator branding - no issue with the data just a cosmetics issue