Subscription management

Subscription management is the list of every subscription in the community, with the team's actions on each one. Member billing is the payer's view; subscription management is the administrator's.

It lives in Members › Subscriptions: "Who subscribes to what, how much they pay and when the next charge is." Subscribers are people, so the section sits with the rest of the community's people.

Moved on October 6, 2026. The tab used to be under Monetization. The old link (/monetization?tab=subscribers) takes you straight to Members › Subscriptions.

#What it's for

#Who can

Owner, admin and finance. All three see everything and take every action. Moderators and members have no access.

Finance gets there through the Members menu item: it opens straight on Subscriptions, and they don't see the other Members sections.

Every action is recorded: who did it, when, what changed, what it was before and what it became.

#How it works

#The list

Each row shows the member (name and email), the plan and option, the status, the amount (with the discount, if any), the add-ons, the payment method, the next charge, the contract and the open renewal, if any.

The columns are Member, Plan · option, Status, Amount, Next charge and Method. A subscription with an unpaid renewal PIX or boleto shows "Awaiting payment".

The bar above the list has Search by name or email (which also finds a subscribing company by name) and the Status, Plan (a plan or an option) and Start date filters (Started from and Started until, by the subscription's start date), each in a button with a menu; on a phone, under Filters (N). Each chosen filter becomes a chip with ×, and Clear filters removes them all. Export CSV downloads the list with the same filters, up to 100,000 rows. Above 2,000 rows, the file is prepared in the background and a download link, valid for 72 hours, arrives by email to whoever exported it; the screen says "Your file is being prepared; the link will arrive by email at …". The link in the email opens the app and asks you to log in: only the person who requested the export, and who still has the role for it, can download it. The file is available for 72 hours and then deleted. Up to 2,000 rows, the download is immediate, as before.

#The detail

View details opens the subscription: the action bar (which changes with the status), the add-ons, the charge history (with the Refund button on each paid charge; see Refunds and disputes) and the timeline with the events (created, charge paid, charge declined, canceled, ended) and each team action, saying who did it ("The owner", "An admin", "Finance").

#Past due

A subscription becomes Past due when the renewal is not paid. The detail shows since when, in the Summary (Past due since) and in the notice at the top: "Past due since 10/20/2026: send the payment link."

Each time it goes into and out of past due becomes an event in the timeline, with the reason:

The event shows once per time it goes past due: a second attempt that fails does not repeat the event or the e-mail to the subscriber. A canceled or ended subscription does not go back to Past due. Memberfy does not expire a past-due subscription on its own: it stays past due until it is paid or canceled.

The community gets no past-due e-mail: it sees it in the list (the Past due filter) and in the detail. The subscriber gets the unpaid renewal notice, once per past-due period. See Payment e-mails.

#The actions

Every action asks for confirmation first.

Moving a member to another plan or billing option isn't a team action yet.

#Creating a subscription

To give someone a plan without going through checkout:

Reactivating a canceled complimentary subscription with an end date turns it into a paid one: from the end of the period, it's charged.

The person needs to be a member of the community. If they already subscribe to the same option, creation is refused: "This member already subscribes to this option."

#Step by step: charge someone who is past due

Role: owner, admin or finance.

1. Members › Subscriptions, filter by Past due.
2. Open the subscription: Past due since says for how long, and the timeline says the reason (for example, Expired card).
3. Click Send payment link. The person gets the e-mail and pays or changes the card in Billing; the timeline gets Payment settled.

#Step by step: a complimentary subscription for a speaker

Role: owner, admin or finance.

1. Members › Subscriptions, New subscription ("Give a member a subscription without going through checkout.").
2. Under Member, search by name or email.
3. Under Plan and option, choose Growth · Monthly.
4. Under How billing works, Complimentary; tick With an end date and pick 12/31 under Complimentary until.
5. If you like, write a note ("Conference speaker").
6. Confirm. The subscription shows as Complimentary, and the speaker starts seeing the plan's spaces.

#Examples

Ana fell behind and asked for a month. Finance opens her subscription, uses Extend period by 30 days, and writes the reason. The next charge moves to the following month, without charging the month granted.

A retention discount. Bruno was about to cancel. The team uses Apply discount: 20% until the end of the year. The next charges come out 20% lower, and the discount shows on his Billing page.

A coworking space that collects the first month separately. A resident paid the first month in cash. The team creates the subscription with Start charging on, with charging starting on the 10th of the next month, by card.

#Messages

#Frequently asked questions

Does a complimentary subscription show up in sales? No. A complimentary subscription creates no charge and no statement entry.

Can finance cancel too? Yes. Owner, admin and finance have the same actions, and all of them are recorded with the name of who did it.

Does the team see what the payment processor charges? No. Subscription management shows the member's and the community's amounts, with the platform fee; never internal costs.

#In the API

At /api/manage/subscriptions, with the community in the X-CommunityId header:

• GET / lists, with status, productId, subscriptionGroupId, from, to, search, page and limit. A company's subscription carries company { id, name }; a past-due one, pastDueSince.
• GET /export.csv exports.
• GET /{subscriptionId} returns the detail, with charges, events, addOnSubscriptions and pastDueSince. The past-due events are PAST_DUE, RECOVERED and EXPIRED, with reason (no_card, card_expired, card_declined, retries_exhausted, provider, paid, staff).
• POST / creates, with memberId, productId, mode (COMPLIMENTARY or FUTURE_CHARGE), complimentaryUntil, chargeStartsAt, paymentMethod and note.
• The actions are:
  • POST /{id}/cancel and POST /{id}/reactivate;
  • PUT and DELETE /{id}/discount;
  • POST /{id}/add-ons and DELETE /{id}/add-ons/{addOnSubscriptionId};
  • POST /{id}/extend;
  • POST /{id}/payment-link.

#Related

• Member billing
• Pay now
• Renewal
• Roles and permissions