Membership cancellation fees allow you to charge a fixed amount when a member cancels their membership.
This feature is separate from Cancellation Policies:
The cancellation policy determines whether a member can cancel and when the cancellation takes effect.
The cancellation fee determines the amount charged when the cancellation is confirmed.
For late cancellation and no-show fees related to appointments or classes, see Setting up the Late Cancellation Fee.
For more information about cancellation policies, see Managing Cancellation Policies.
For the member experience, see How can your members cancel their membership on their own?
Before you start
Membership cancellation fees are configured at the location level and apply to memberships only.
To allow members to cancel their membership themselves, the membership must also have a cancellation policy assigned. If no cancellation policy is assigned, the member will need to contact your team to cancel.
Important: Gym owners are responsible for configuring cancellation fees and policies in accordance with the laws and contractual requirements applicable to their location.
Create a cancellation fee
Go to Settings > Policies and Agreements.
Open Cancellation Policies and Fees.
In the Cancellation Fees section, click Add New Fee.
Details of each field
Details of each field
Fee name
Enter an internal name for the fee.
This name is used by your team when managing memberships. It is not displayed to members.
Fee amount
Enter the fixed amount to charge in your location’s currency.
The current version supports fixed amounts only. Percentage-based cancellation fees are not currently available.
Taxes
Enable Tax applicable if taxes should be added to the fee, then select the applicable taxes.
The total amount is recalculated automatically as you update the fee amount or tax selection.
The member sees the total fee and applicable taxes before confirming a self-cancellation.
Ledger account
Select the ledger account where the fee should be recorded.
If you leave this field empty, the fee will use your location’s default cancellation-fee ledger account.
Assign a cancellation fee to a membership
Cancellation fees are assigned individually to memberships.
Go to the Memberships tab.
Create or edit a membership.
Under Applicable Cancellation Fee, select the fee you want to use.
Save the membership.
You can also select No cancellation fee.
A membership can have:
A cancellation policy and a cancellation fee
A cancellation policy without a fee
A fee without a cancellation policy
Neither a policy nor a fee
However, members can only use self-service cancellation when an eligible cancellation policy is assigned.
Edit or delete a cancellation fee
You can edit or delete cancellation fees from Settings > Policies and Agreements > Cancellation Policies and Fees.
If the fee is assigned to active memberships, FLiiP displays a confirmation before you save changes or delete the fee.
Deleting a fee removes it from the memberships to which it was assigned. Existing payment records are not deleted.
Important: Changes to a fee can affect cancellations for existing memberships because the current fee configuration is used when the cancellation is processed.
Cancel a membership as a staff
To cancel a membership:
Open the member’s profile.
Go to the Memberships tab.
Click the three dots in the Action column.
Select Cancel Membership.
The cancellation dialog displays the applicable fee, including taxes where applicable.
You can adjust the fee amount for this cancellation. Setting the amount to zero waives the fee.
If no fee is assigned, the dialog indicates that no cancellation fee applies.
Refunds and cancellation fees
The system calculates the refund amount based on the contract. You can adjust the refund amount when permitted by the selected refund option.
The cancellation fee is settled immediately. When a refund is issued, the fee is taken into account in the refundable amount.
If the member has an available account balance, it is used toward the fee first. Any remaining amount is charged to the member’s payment method.
Reactivate a scheduled cancellation
A member or administrator can reactivate a membership before a scheduled cancellation takes effect.
The cancellation fee is not automatically refunded when the membership is reactivated.
The reactivation confirmation indicates that the cancellation fee already charged will not be refunded when applicable.
Reporting
Find the Memberships Cancellations report under Reports > Memberships
The membership cancellations report includes:
Number of remaining payments lost
Remaining amount lost
Details of the cancellations and scheduled cancellations:
Person who initiated the cancellation (member or staff)
Cancellation request date
Scheduled end date
Cancellation reason
Cancellation policy
Cancellation fee applied, when available
The report includes cancellations that are pending and will take effect on a future date.
Frequently asked questions
Can I waive a cancellation fee?
Yes. Staff can set the fee amount to zero in the cancellation dialog.
Can I use a percentage instead of a fixed amount?
Not currently. Membership cancellation fees support fixed amounts only.
When is the fee charged for a future cancellation?
The fee is processed when the cancellation is confirmed. It is not charged again when the membership reaches its effective cancellation date.
Is the fee refunded if the member reactivates?
No. A cancellation fee that has already been charged is not automatically refunded when the member reactivates.
What happens if the payment fails?
The cancellation still proceeds. The failed payment remains visible and must be resolved by the member or your team.
Can members cancel from another location?
Yes, if the membership is eligible for self-service cancellation. The policy and fee assigned to the membership’s original location are used.
Are cancellation fees available for services or appointments?
No. This feature applies to membership cancellations. For appointment late cancellation and no-show fees, see Setting up the Late Cancellation Fee.