4 min readMember management
Gym membership freeze policy: how to write one that is fair to members and to you
By Himanshu Thakur, Founder, Jimwala · Updated · 4 min read
Sooner or later a member asks to pause for travel, an injury or exams. Without a policy, every request becomes an argument. With a short written rule it takes two minutes.
Decide once
- Which plans can be frozen. Often only quarterly and longer.
- The shortest and longest freeze, for example 7 to 30 days.
- How many freezes per plan.
- Whether there is a fee, and how much.
- What proof you need, such as a doctor's note for an injury.
- Whether a freeze can be ended early.
A policy to adapt
Memberships of three months or longer can be frozen once per plan, for at least 7 and at most 30 days. Please ask the front desk before the freeze starts. For medical freezes, please bring a doctor's note. The days frozen are added to the end of your plan. Freezes cannot be backdated.
Put it where people see it
Print it at the desk, send it on WhatsApp when someone asks, put it on your website. A rule everyone has seen heads off most disputes.
Write down every freeze
Note the start, end and reason in the member's history, so the new expiry is worked out the same way every time and nobody has to remember. In Jimwala you freeze from the member's page, and renewals, freezes, leave and rejoining all sit on one timeline.