Release Notes: 09 December

🚀 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.