When to use which workflow #
Member Management covers the entire life of a membership: signup, day-to-day edits, lifecycle changes, and the eventual end of the contract. Picking the right workflow keeps the member record accurate and the billing clean.
Use this overview to choose the right path before opening Member Enrollment or the Billing section of the account.
Renew or replace? #
Both renewals and replacements take the existing member record and re-issue an agreement, but they answer different questions.
- Renew when the current agreement has expired (or is about to) and the member wants to continue under the same offer or a similar new one. See Renew a membership.
- Replace when the member's situation changed mid-term and you need to swap the current agreement out for a new one immediately: switching from an individual to a family plan, moving between term lengths, or changing offer category. See Replace a membership.
Freeze or cancel? #
A freeze pauses the account; a cancellation ends it.
- Freeze when the member needs a temporary pause (travel, injury, military leave). The agreement and its term resume after the freeze. See Freeze an account. For the billing-side mechanics of pausing dues and managing facility access during a freeze, see Pause billing and freeze access.
- Cancel when the member is ending the membership for good. Use the online cancellation form so the request is captured cleanly. See Cancellations.
Returned and collections #
When automated payment attempts run out or an expired term account passes its grace window, the account moves to a Returned status. Returned does not mean the member is gone; it means billing is paused while you decide what to do next.
- If the member contacts you to pay or restart, use the replace workflow on the existing account instead of creating a new one.
- If the account stays unpaid, review the Account returns article for the Returns Report workflow, then decide whether to send the account to collections. See Send to collections.
Day-to-day account edits #
For changes that do not affect the agreement itself: update cardholder information (see Cardholders), add or cancel an add-on (see Add-ons and charges), or update communication preferences (see Communication preferences).
Where to start #
Almost every account workflow begins by pulling up the member record. See Search and find accounts for the Quick Member Search and Member Management approaches, and Navigating member accounts for the layout of the account screen itself.
Need help? #
Contact your ASF account manager at clientsupport@asfpaymentsolutions.com or (301) 304-8841.