Building a Gladstone 360 Cancel Membership Workflow
Problem
Administrators need to build a Cancel membership workflow in Gladstone 360 before staff can cancel memberships, deciding the notice period, the reason recorded and what changes on the cancellation date.
Resolution
Create the workflow
- In
360 cog > Configuration > Workflows, select Add workflow with type Cancel membership. - Restrict the roles (for example admin).
- In
Add the Cancellation Date step
- The Cancellation Date step is required.
- By default staff can't cancel before the earliest end date. A switch creates a workflow that ignores it; give that workflow to admin users only.
- Notice period: use the contact's cancellation notice period (from the Sub Type, or the Shared Global value), or apply a notice period set in the workflow. A short notice period (for example 1 day) gives staff flexibility.
Record the reason
- Add a user field for the reason (a pick-list can be reported on in Sisense, unlike free text) and/or a correspondence note.
Set the Advanced options
- Set the status (for example Expired) and price level (for example non-member) to apply on the cancellation date. This creates a future-dated change, so a member who has just paid stays a member until then.
Save and enable
- Save, enable the workflow, then log out and back in so its permission takes effect.
Notes
- There's no template Cancel membership workflow; one must be built before staff can cancel in 360.
- A single cancel workflow can only set one price level, which won't suit adults, juniors and concessions alike. If you want members moved back to a non-member price level when a membership ends, talk to your Gladstone contact.
- Give the workflow only to the roles that should use it.
- How staff run a cancellation: Cancelling a Membership in Gladstone 360.
- General workflow building: Creating a Workflow in Gladstone360.