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Know whose membership runs out this week.

See every membership that is ending soon or has ended, with its fee status. Remind, follow up or renew from the same row. Reminders need your WhatsApp Business number connected and Meta’s approval.

Start 14-day trial How UsefulDesk works

A register only shows who is due if someone reads it.

Members whose plan ended last month drop out of sight, and so does their fee.

  • Approved Meta Tech Provider
  • Razorpay Technology Partner
  • 14 days free, no card
  • 24/7 support on WhatsApp

How it works in UsefulDesk

  1. Pick the window

    Choose how far ahead to look, such as the next 7 days. Expiring and Expired each show a count.

  2. Read the row

    Each row shows the member, plan, expiry date, a status such as Expires in 3d, Expires today or Expired, and whether the fee is Paid or Unpaid.

  3. Act from the row

    Remind sends the WhatsApp reminder and the row changes to Reminded. Follow up gives the next step to a teammate. Renew renews the plan and records the payment in one go.

  4. Record the payment

    When the member pays, record cash, UPI or card, including part-payments, and the balance still due stays visible.

What changes at the desk.

Four everyday moments, handled from one list.

  1. Monday morning

    Open Renewals and choose the next 7 days. Everyone due this week is in one list, with whether their last fee is paid.

  2. “I’ll renew next week”

    Press Follow up, choose who will call and on which day. The promise sits on the follow-up list, not on a sticky note.

  3. A plan ended last month

    The member moves to Expired instead of out of sight. If you turn them on, follow-ups go out on WhatsApp 1, 3 and 7 days after expiry.

  4. A member goes away for a month

    Freeze the membership from their record and unfreeze it when they are back. A welcome-back message can go out when the freeze ends.

At a glance

Lists
Expiring and Expired, for memberships or services
Window
Choose how far ahead to look, for example the next 7 days
Row actions
Follow up, Renew, Remind
Status
Expires in Nd, Expires today, Expired; fee Paid or Unpaid
From the member’s record
Renew, change plan, freeze and unfreeze, or cancel
Renewal dates
A renewal starts after the current expiry, or today if the plan has already ended
Included in
Every plan. Your own reminder days on Growth and Ultimate

How to stop renewals slipping.

Habits that work with a register, a sheet or UsefulDesk.

  • Look a week ahead, every week

    Pick one day, such as Monday, and list everyone whose plan ends in the next seven days. A member who is still coming in is far easier to renew than one who stopped two weeks ago.

  • Remind three times, then stop

    One reminder about a week before, one a few days before and one the day before is enough for most members. Stop the moment they renew: a reminder after someone has paid makes the desk look careless.

  • Give every “later” a name and a date

    When a member says they will pay next week, write down who will call them and when. A promise with no name and no date is usually forgotten by both sides.

  • Work the lapsed list too

    Members whose plan ended in the last few weeks still know your gym and your staff. Go through them once a week, before they settle somewhere else.

  • Check the balance before you remind

    A member who still owes part of the last fee needs a different message from one who is simply due. Our free renewal messages have one for each case.

Questions

Does UsefulDesk renew memberships automatically?

No. Your team renews a membership from its row, so nothing changes until someone decides it should. A member saying they have paid on WhatsApp does not change their dates by itself.

Can I see members whose membership has already expired?

Yes. The Expired list shows them, so lapsed members can be followed up instead of forgotten.

Does it work for services as well as memberships?

Yes. Renewals has a Memberships / Services switch, so service renewals are worked from the same list.

Do members need to install an app?

No. Members get their reminders on WhatsApp. Only your team uses UsefulDesk.

When do the automatic renewal reminders go out?

On Starter, 7, 3 and 1 day before a plan ends, after 9 am. On Growth and Ultimate you can set your own days. They need your WhatsApp Business number connected and the renewal message approved by Meta.

Can a member renew before their plan ends?

Yes. Renew from their row or their record. The new term starts after the current expiry, so they lose none of the days they have paid for.

Can I freeze a membership?

Yes. Freeze it from the member’s record and unfreeze it when they return. You can also change their plan or cancel the membership from the same place.

Try it on your own members.

Fourteen days free. Import your member list as a CSV or Excel file, or let us set it up for you, free.

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