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Spotting Memberships About to Lapse

In one line: A call list of everyone whose membership runs out this week — and memberships that have already run out drop off your active count on their own.

Why this matters

A member who lapses rarely tells you. They just stop coming. Three weeks later you notice the face is missing, and by then they have got out of the habit and you have lost them.

One member on a 50,000 TZS monthly plan who quietly drifts away costs you 600,000 TZS over a year. Lose four of them and that is a staff salary walking out the door. Not fraud, not unpaid bills — quiet drift. Winning back someone who already likes your gym costs one phone call. Replacing them costs a whole new sign-up.

The problem is that a paper book cannot answer the one question worth asking each week: who runs out in the next seven days? To find out, you would have to read every line and count the days in your head. Nobody does that on a Tuesday morning. So it never gets done, and the renewals that were sitting there for the asking walk out the door.

The second problem is the opposite one. On paper, a membership that ended last month still looks fine, because a book does not update itself. So someone gets waved through the door for free, and your count of "active members" is a number you cannot trust. Kazafit hands you the list, and takes lapsed memberships off your active count on its own.

What you can do

  • Pull up everyone who runs out this week. Open the Expiring tab. The list is headed Ending Soon and shows every membership due to end inside the window you choose. That is your call list for the morning.
  • Widen the view when you want more warning. The Show: dropdown offers Next 7 Days, Next 14 Days and Next 30 Days. It opens on 7.
  • Phone people straight off the list. Each row shows the member's name with their phone number underneath, so you are not switching screens to look anyone up.
  • See how far through their plan someone is. A Days used bar fills up as their plan runs down — 26 of 30 days, 87%. Next to it, the end date in red and the days left.
  • Renew in one press. Renew now on any row opens the renewal form with the member's name and the package they are on now shown at the top for reference. You pick the new package yourself, set Total (TZS) and Paid (TZS), and confirm.
  • Know when there is nothing to chase. If nobody is due, the list says so plainly: "No subscriptions end in the next 7 days." You know the list is empty, not broken.
  • Let lapsed memberships end themselves. Every hour, Kazafit finds active memberships whose end date has passed and marks them ended. You never have to tidy the list yourself, and nobody gets waved in on a membership that ran out last month.

How to get started

You need at least one package and one member with a membership on file before this list has anything to show. If you have just opened your account, sell a membership first.

  1. Open Subscriptions from the side menu — that is where Kazafit keeps memberships.
  2. Click the Expiring tab. The heading reads Ending Soon and the list loads on the next 7 days.
  3. If you want more warning, change Show: to Next 14 Days or Next 30 Days.
  4. Work down the list. The phone number sits under each member's name — call or text them yourself.
  5. When someone agrees to renew, press Renew now on their row. The form opens with their name and current package shown at the top for reference.
  6. Pick the New package, fill in Total (TZS) and Paid (TZS), and add a Reference if they paid by M-Pesa or bank.
  7. Press Renew membership. Their row drops off the Ending Soon list.

That is the whole weekly routine. Run it once a week on the 7-day window. Once a month, switch to 30 days to see what is coming.

Good to know

It is a list, not a reminder service. This screen does not text or email anyone. It tells you who to contact; contacting them is yours to do. To text a group of members, use the Messaging section in the side menu — Send message — and see Texting Your Members. Messaging has to be switched on for your gym before that section appears.

Only three windows. Next 7 Days, Next 14 Days or Next 30 Days. You cannot type an arbitrary number of days.

There is no download button on this tab. You can read the list and work from it on screen, but you cannot export it to a spreadsheet from here.

A membership can read Active for up to an hour after it ends. Kazafit checks once an hour rather than exactly at midnight. In practice this only matters if someone turns up at the door in that hour.

Nobody is told when a membership ends. Not you, not the member. There is no alert. The change simply appears. The membership reads Ended in your membership list, and Kazafit writes a line into Activity History on the Logs tab — Active to Ended, with the date and time.

There is nothing to set up, and nothing to press. Automatic expiry runs from the moment your gym is live. There is no screen to turn it on, pause it, or run it early.

A renewal is a new sale, not an edit. Pressing Renew now creates a fresh membership with the package and amounts you enter. If the member is paying less than the full price, Kazafit records the difference as money owed, the same as any other sale.

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