Subscriptions: Recurring Billing Status

Track active memberships, canceled subscriptions, trial periods, and monthly recurring revenue per client

Where to find this: Client Profile → Subscriptions tab

What it shows

All recurring memberships for this client with real-time status:

Summary metrics (top of tab):

• Active - Number of currently active subscriptions
• Canceled - Number of canceled subscriptions
• Monthly Revenue - Total recurring revenue from this client

Status filter tabs:

• All
• Active
• Canceled
• Past Due
• Trialing
• Scheduled
• Select… (dropdown for more statuses)

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Subscription entry details

Each subscription shows:

Column	What it shows
Date	When subscription started
Amount	Recurring charge amount (e.g., “$0.00/month”)
Status	Current billing status
Product	Membership name
Source	How they subscribed (Admin = you added it)

Status colors matter:

• Green “Active” = Billing normally, everything good
• Yellow “Past Due” = Payment failed, needs attention
• Gray “Canceled” = No longer subscribing

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Subscription statuses explained

Active

Meaning: Subscription is billing successfully every month.

What happens: Client retains access, auto-renews on billing date, credits replenish (if applicable).

Your action: None needed—everything is working.

Past Due

Meaning: Payment failed, subscription at risk of canceling.

What happens: Client may lose access after grace period, needs payment method update.

Your action: Contact client immediately to update payment info.

Canceled

Meaning: Subscription ended (by them or you).

What happens: No more billing, client loses access at end of current billing period.

Your action: None needed unless you want to win them back.

Trialing

Meaning: In trial period before first charge.

What happens: Client has access, will be charged when trial ends (if not canceled).

Your action: Monitor trial end date, follow up to ensure conversion.

Scheduled

Meaning: Subscription set to start in the future.

What happens: Not active yet, will activate on scheduled date.

Your action: Wait for start date or cancel if client changes mind.

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Common uses

Are they still a paying member?

1. Look at Active count in summary (top)
2. If Active = 1 (or more), yes they’re subscribed
3. If Active = 0, check Canceled tab to see when they left

Takes 2 seconds to verify membership status.

How much recurring revenue from this client?

Look at Monthly Revenue in the summary (top).

Example: “$0” in the screenshot means no active subscriptions currently (or using different billing).

Use case: If Monthly Revenue = $125, this client contributes$1,500/year to your recurring revenue.

Why did their subscription cancel?

1. Click Canceled status filter
2. Find the subscription entry
3. Check the date it canceled

Common reasons (not shown in tab, but good to know):

• Client canceled through their Portal
• Payment failed too many times (auto-canceled)
• You manually canceled it

Next step: Check Messages tab to see if they communicated why, or reach out.

When does their trial end?

1. Click Trialing status filter
2. Check subscription date
3. Look at product details to see trial length

Pro tip: Message them 2 days before trial ends: “Hey! Your trial ends in 2 days. You’ll be charged $125 unless you cancel. Let me know if you have questions!”

Manually canceling their subscription

You can’t do it from this tab. To cancel:

1. Go to main Payments → Subscriptions
2. Find this client’s subscription
3. Click cancel button

Or navigate to their subscription management in their Portal settings.

Learn how to cancel subscriptions →

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What you CAN’T do here

Subscriptions tab is view-only. To take action:

Action Needed	Where to Do It
Cancel subscription	Payments → Subscriptions → Cancel
Change subscription price	Payments → Products → Edit product
Retry failed payment	Payments → Subscriptions → Retry billing
Refund past charges	Transactions tab → Refund

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Empty subscriptions tab?

If you see no subscriptions, this client:

• Has never subscribed to a membership
• Only makes one-time purchases
• Uses credit packages instead of recurring billing
• Is on a free/complimentary plan

Next step: Sell them on a subscription if recurring revenue is your goal.

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Pro tips

Watch “Past Due” closely: These are at-risk members. Reach out within 24 hours of seeing this status. Most failed payments are accidental (expired card, insufficient funds) and easily fixable.

$0 Monthly Revenue ≠ Not valuable: Some clients buy large credit packs upfront instead of subscriptions. Check Transactions tab for their lifetime value.

Canceled ≠ Gone forever: Many clients cancel, take a break, then re-subscribe. Keep them on your email list and reach out quarterly with offers.

Multiple active subscriptions? Some clients have both a base membership AND add-on subscriptions (e.g., “Monthly Membership” + “Private Training Add-On”). Active count shows total.

Source = “Admin” means: You manually added them to the subscription (no checkout). Common for staff, comp memberships, or special arrangements.

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Related tabs

Transactions

See payment history for these subscriptions

Products

View which subscription products they own

Credits

Credits renewed from subscriptions