# Subscription management

> The team's view of who subscribes to what. List and filter subscriptions, see each one's history, cancel, reactivate, give a discount, add add-ons, extend the period, send a payment link and create complimentary subscriptions, all with a record of who did it.

**Subscription management** is the list of every subscription in the community, with the team's actions on each one. [Member billing](/pagamentos/faturamento-do-membro) 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.

> [!NOTE]
> **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

| The team needs to… | In subscription management |
|---|---|
| Know who is past due | Filter by **Past due** |
| See who canceled this month | Filter by **Canceling** or **Canceled** and by period |
| Give the plan to a speaker or partner | Create a **complimentary** subscription |
| Strike a deal with someone in difficulty | Give a **discount** for a while, or **extend** the period |
| Charge someone who is past due | **Send payment link** |
| Send the list to finance | **Export CSV** |

## 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.

| Status | What it means |
|---|---|
| **Active** | Up to date |
| **Trial** | In the free trial |
| **Past due** | The renewal wasn't paid |
| **Paused** | Suspended by the team |
| **Canceling** | Canceled, but with access until the end of the paid period |
| **Canceled** / **Ended** | Over |
| **Complimentary** | Created by the team, with no charge |

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](/membros/empresas#the-company-subscribes-and-pays) 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](/pagamentos/reembolsos-e-contestacoes#how-to-refund)) 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:

| Event | Reason |
|---|---|
| **Subscription past due** | **No card on file** (the subscription has no card for the renewal), **Expired card**, **Card declined**, **Charge retries exhausted** (the last of the retries failed) or **Reported by the payment processor** |
| **Payment settled** | **Charge paid** (by card, PIX, boleto or [Pay now](/pagamentos/pagar-agora)) or **By the team** |
| **Subscription expired for lack of payment** | The processor ended the subscription that was past due |

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](/notificacoes/emails-de-pagamento).

### The actions

| Action | What it does |
|---|---|
| **Cancel subscription** | **At the end of the period** (the member keeps access until then and is not charged again) or **Now** (access ends right away). The reason is optional and stays in the timeline. Nothing already paid is refunded |
| **Reactivate** | Undoes a cancellation while the paid period hasn't ended: the subscription is charged again on the next date |
| **Apply discount** | A percentage from the next charge, until a date or for as long as the subscription lasts. **Remove discount** goes back to full price on the next charge |
| **Add add-on** | Adds an [add-on](/monetizacao/adicionais) without charging now: it's billed from the plan's next charge |
| **Remove** (add-on) | **At the end of the period** or **Now**. Only the add-on goes; the plan stays |
| **Extend period** | **By days** (from 1 to 3,650) or **Until a date**. The extra time is not charged, and the next charge moves with it |
| **Send payment link** | Emails the member **Pay or add a card**, which leads to their Billing page. Nothing is charged until they confirm |

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:

| Mode | For | What happens |
|---|---|---|
| **Complimentary** | Speaker, partner, exchange, scholarship | No charge and no statement entry. With **With an end date**, the subscription ends on its own on **Complimentary until**, without charging; with no date, it runs until the team cancels it |
| **Start charging on** | Payment agreed separately until a date, or a grace period | Free until the chosen date; then charged like any subscription, by PIX, boleto or card |

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

| Message | What to do |
|---|---|
| *This member already subscribes to this option.* | Open the subscription that already exists |
| *This subscription has already ended.* | Create a new subscription |
| *This subscription already ends with its period.* | To undo it, use **Reactivate** |
| *This subscription's period has already ended.* | It can't be reactivated; create a new one |
| *The discount must be more than 0% and less than 100%…* | Use a percentage between 0 and 100, with up to two decimals |
| *This is an add-on; open the plan's subscription.* | Add-on actions live on the plan's subscription |
| *The new date must be after the end of the current period.* | Pick a later date |
| *The link could not be sent: the member has no email.* | Contact the member through another channel |

## 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](/pagamentos/faturamento-do-membro)
- [Pay now](/pagamentos/pagar-agora)
- [Renewal](/pagamentos/renovacao)
- [Roles and permissions](/conceitos/papeis-e-permissoes)