Membership Records, History and Numbers
Why this matters
A member walks in insisting their membership still has weeks left and that you have cut them off early. You think it lapsed back in the spring. Neither of you can prove anything. In a paper book the entry has been written over twice, and the person who took the last payment left in May. You either wave them through on a membership that has run out, or you dig your heels in and lose the member.
That conversation is the reason this exists. Start a membership, renew it, pause it or let it run out, and Kazafit writes a dated line — what happened, to whom, and when. You type the member's name and read it back to them. The argument ends in twenty seconds, and nobody has to be called a liar.
The second problem it kills is not knowing your own numbers. Most owners can tell you roughly how many members they have. Far fewer can tell you how many memberships have quietly lapsed, or how many run out in the next seven days. That last number is what decides whether next month is a good month. Kazafit works those out for you and puts them on one tab.
The third is time. Finding one member's membership in a book means scrolling. Here you type three letters of a name.
What you can do
- Search every membership by name, email or phone. The Directory tab — your full list of memberships — shows the newest first. Type into the search box and the list narrows as you type. Each row shows the member, the package, the start and end dates, the status, and how much they have paid and how much is left.
- Choose how many you see at a time. A Show Rows box above the list lets you switch between 5 and 100 rows a page, and page controls sit at the bottom.
- Read the full history of any membership. The Logs tab, headed Activity History, lists every change, newest first. It shows six columns: What happened, the member, Old end date, New end date, Status change and When. The status change reads as the old status, an arrow, then the new one — so "Active → Paused" tells the story on one line. On Started and Renewed lines there is no earlier status, so the column reads "Unknown → Active"; the old-to-new pair only carries meaning on Paused and Ended lines. The Old end date and New end date columns are present but are currently always empty.
- Narrow the history to one kind of event. A dropdown next to the search box filters to Started, Renewed, Ended or Paused, or leave it on All Actions to see everything. Useful when you want every renewal last month and nothing else. The dropdown also lists Cancelled and Restarted, but both come back empty — see Good to know.
- Search the history by membership number or insurance number too. As well as name, email and phone, the history search matches a member's membership number and their insurance number. Handy when an insurer quotes you a reference instead of a name.
- See your headline numbers on one tab. The Statistics tab, headed Subscription Numbers, shows four figures: total revenue in TZS, active memberships, ended memberships, and how many are Ending in 7 days. That last one is your renewal call list.
- You never have to refresh the numbers yourself. Sell, renew or pause a membership and the list, the history and the totals catch up on their own, usually within a minute.
How to get started
These tabs stay empty until you sell your first membership. If you have just opened your account, set up your packages and sell a membership first — see Selling and Renewing Memberships.
- Sign in and open Subscriptions from the side menu. Five tabs run along the top: Create, Directory, Statistics, Expiring and Logs.
- Click Directory to see your memberships, newest first. Type a name or phone number into the box marked "Search by name or phone..." to find one. An email address works too.
- Use Show Rows to fit more on screen, and the page numbers at the bottom to move through the list.
- Click Logs for the full history. Type a member's name, phone, membership number or insurance number into "Search Logs..." to see only that member's changes.
- Use the dropdown beside it to narrow to one kind of change — pick Renewed to see only renewals, for example.
- Click Statistics for your four headline figures. Many owners open it on a Monday morning and work the Ending in 7 days number as their call list for the week.
Good to know
From this screen you can renew, take a payment, or pause a membership — nothing else. There is no way to cancel or restart a membership from the app today. Because of that, the Cancelled and Restarted options in the Logs dropdown always return an empty table.
A renewal writes two lines, not one. It records an Ended line against the old membership and a Renewed line against the new one. So the Ended filter shows renewals as well as memberships that genuinely lapsed, and the columns on screen do not tell the two apart. When you see an "Ended" line, look for a matching "Renewed" line on the same member and date before you assume they left.
Pausing changes the status only. It does not push back the end date or bank the unused days, so a membership you pause still runs out on its original date. If you need to give time back, renew it to a new end date instead.
There is no status filter on the Directory tab. You cannot ask it for only the paused memberships, or only the active ones — every row shows its own status, and searching is by text only. If what you want is "who is about to lapse", that is a different tab — see Spotting Memberships About to Lapse.
The history does not record which staff member made the change. It records what happened, to whom, and when. In practice that is usually enough: the dated line is what settles an argument with a member, which is what it is for.
It is a history of membership events, not of everything anyone did. Starts, renewals, pauses and endings are written down. Opening a screen or editing a phone number is not.
The history shows twenty rows a page, and that is not adjustable. The Show Rows box belongs to the Directory tab only.
You can add a reason when you pause a membership, but it does not show in the table. Kazafit keeps it against that entry — you just cannot read it back on this screen, which shows the six columns listed above and no more.
Your numbers can be a little behind. The figures are cached — up to a minute on our side and up to five minutes in your browser. After a sale they catch up on their own, but there is no refresh button on the Statistics tab, so a full page reload is the only way to force them.
The Statistics tab shows four figures and no more. For money still owed to you, see Chasing Unpaid Balances. For this month's takings, see Your Numbers at a Glance.
These tabs will not tell you what share of members renew, or how many you lose each month. Kazafit does not work that out for you.
The Revenue card is money taken on memberships to date, not this month's takings, and it does not include anything you have recorded outside memberships.