How to renew an expired gym membership in Fitnexa
Find members whose plan has run out or is about to, then renew them with a Plan invoice that sets the new membership dates and takes the payment in one go.
When a member's plan runs out, they can't check in until it's renewed. The quickest way to renew is a Plan invoice: it bills the plan and adds the new membership to the member's record at the same time.
Members & Staff shows who is expiring soon, and each member's record lists every membership they've had.
Step by step
Find the members who need renewing
Click Members & Staff in the menu. The Expiring in 14d card counts members whose plan ends in the next two weeks. In the list, the Expires column shows each member's end date, and a lapsed member's Status reads EXPIRED.
Search for the member and click View →, then open the Membership tab to see their current and past memberships.
In the Staff menu, select Members & Staff.
Total Members486Active412Expiring in 14d23New Today3Click Renew, or create a Plan invoice
On the member's record, click Renew (you see it if your role can create invoices). It opens the Create Invoice form right there with the member already chosen.
Or open More › Finance › Invoices, click Create Invoice, pick Plan — bill a membership under Invoice type and choose the Member.
Then pick the Plan. Membership start fills in for you — the day after the current plan ends, or today if it has already lapsed — and you can change it. Membership end is worked out from the plan's length and can't be edited.
Create InvoiceInvoice typeInventory — sell a productPlan — bill a membership (selected)Member *Rahul SharmaPlanQuarterlyMembership start26 Sep 2026Membership end25 Dec 2026Plan price₹6,000Take the payment, or leave it as a balance
If the member pays now, tick Record a payment, click Next: Payment, enter the amount and method, and click Create Invoice & Record Payment.
If they'll pay later, leave the box unticked, tick Remind me to collect this payment and click Create Invoice. The invoice then shows under the PENDING filter on Invoices until it's paid.
For an unpaid invoice, Fitnexa asks The invoice is unpaid. Activate the membership now? Yes lets the member in straight away — the membership shows Active — invoice unpaid until it's paid (needs Manage members & memberships). No leaves it Awaiting payment, which doesn't let the member in; once the invoice is paid in full it becomes Active by itself.
Check the member's record
Open the member again and go to the Membership tab. The new membership is listed with its dates and status (Awaiting payment or Active); click it to see its invoice and payments. The invoice page shows the same membership in its Membership card.
- Profile
- Membership (select this tab)
- Attendance
- Training
- Member Stats
- Member History
If something goes wrong
- Membership needs a member, plan, and start date
- A Plan invoice must have all three. Pick the member and plan, and set Membership start.
- The Plan list is empty
- Your center hasn't set up plans yet. Ask your admin to create them under Plans and Programs.
- The member still can't check in after renewing
- Check the new membership on the Membership tab. Awaiting payment means the invoice isn't paid in full yet — record the payment, or activate the membership. If Membership start is in the future, access begins on that date.
Common questions
Can I change the end date?
No. A membership sold on an invoice always runs for the plan's length from Membership start, so the end date is shown but can't be edited. Pick a different start date or a different plan instead.
Does renewing take the payment?
Only if you tick Record a payment on the invoice. Otherwise the balance stays on the invoice until someone records it.
Do members get reminded before their plan ends?
Your center can send automatic renewal reminders. Your admin sets these up in Settings › Automations.