Creating a Membership Freeze in G360 and Plus2

Problem

Administrators need to set up a membership freeze, so staff can temporarily pause and resume members' memberships: a Freeze contact workflow in G360 (Gladstone 360), with its freeze status, freeze length and any fee, or a membership wizard in Plus2.

Resolution

Create a membership freeze in G360

1. Create a freeze status in Plus2

   • Make sure there's a status (for example ID FREEZ, "Current – Freeze") with Freeze Subscriptions and Collect Sales both ticked.
   • Turning on Collect Sales for a status that members already hold can make their unpaid sales collectable on the next Direct Debit run, so check with your Gladstone contact before changing it in live.

2. Create a freeze fee product (if applicable)

   • Use a fixed-price product (variable-price products don't work), ideally a dedicated one so fees report correctly.

3. Open Workflows

   • From the G360 Home page, open POS (or Contacts), select the settings cog and choose Configuration > Workflows.

4. Add the workflow

   • Click Add Workflow, add a name and description, and set the Workflow Type to Freeze Contact.

5. Add the Freeze Dates step first

   • Drag Freeze Dates from the Steps column (left) to the Workflow column (right). It must be the first step.
   • Click Edit and set the Minimum Freeze Period and Maximum Freeze Period. A freeze is in whole months, at least one month; the system supports up to 12 months.
   • For an open-ended freeze (for example medical), set a long maximum and extend as needed.

6. Add a Freeze Fee step (if applicable)

   • Add a Freeze Fee step and choose the Plus2 product. It raises one product sale per frozen month.

7. Record the reason (if applicable)

   • Add a freeze-reason field, a note or a Correspondence step if wanted. Typical workflows are:
     • Freeze with fee (for example holiday): Freeze dates, Freeze fee, Correspondence.
     • Freeze – no fee (for example medical): Freeze dates, Correspondence.

8. Set the workflow actions

   • In Advanced Options, configure the actions at the end of the workflow and on the freeze date.
   • Set Change status (required) to the freeze status. Changing the price level is optional.
   • Rather than changing the price level, it's usually better to keep it and control entry through the frozen status on the entry point profile (deny, or charge infringement; see Access Control – Entry Points and Entry Point Profiles).
   • Confirm the actions and click Save.

9. Enable the workflow and update permissions

   • Enable the workflow.
   • In the GMC, go to Security Configuration > Permissions and update each Contacts role that should have access to the new freeze workflow.
   • Log out and back in so the permission takes effect.

10. Set the GMC freeze settings and emails

    • Set the Freeze Settings (minimum term before a contact can freeze, and notice days) in the Gladstone360 Contacts element. See Gladstone 360 Contacts GMC Settings.
    • Switch on and word the freeze and freeze-extension emails. See Configuring Gladstone360 Automated Emails in the GMC.

11. Apply a freeze

    • In G360, go to Contacts > Scheduled Actions > Add > Freeze and select the freeze option you created. See Freezing a Membership in Gladstone 360.

Create a membership freeze in Plus2

1. Open Membership Wizards

   • Go to Configuration > Membership > Membership Wizards.

2. Create a new wizard

   • Select New and fill in the required fields: unique ID, description, the Wizard Group (ellipsis box), introduction, and conclusion (if required).

3. Add a step

   • Go to the Steps tab and click Add Step.
   • Select New to create the step and enter the details, setting the Function to Status Change.

4. Set the frozen status

   • Click the ellipsis box and select the frozen status to update to, or create a new status by selecting New.

5. Configure dates

   • If specific dates are required, set the Change Date to Special Date Function and configure the days and months.
   • If no specific date is needed, leave the default.

6. Save the step

   • Click Save.

7. Add a return step

   • Repeat the steps to add another step that updates the status back to "Current" after the freeze ends on the agreed date.
   • Optionally add other steps, such as a correspondence note on the member's account.

8. Update permissions

   • Once the wizard is complete, update User Group permissions for the wizard so specific users can apply freezes to accounts.

Notes

• You must have permission to add workflows and update role permissions in G360, or to create Membership Wizards and update user group permissions in Plus2.
• A "Frozen" membership status must be configured before following these steps.
• There's no template Freeze contact workflow; one must be built before staff can freeze in 360. 360 supports freezes only when a freeze workflow is configured and the user has Freeze contact permission.
• You can build different freeze types, for example a free medical freeze and a holiday freeze with a fee.
• The configuration and permissions process must be followed for users to access and apply the freeze options.
• Related: Creating a Workflow in Gladstone360; Gladstone 360: Freezes, Cancellations and Membership Changes.

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