Cancelling a Membership

Certain circumstances may arise that cause a Member to have to cancel their Membership to your CSA or farm membership program. This article will help you through Membership cancellation and cover the following topics:

  Cancellation Policies
  Disabling a Membership
  Stopping Automated Payments
  Offering a Refund or Credit

Cancellation Policies

You may have already outlined your membership program's policies on cancellation when setting up your online payment system or when writing the terms & conditions of your Membership Agreement. If not, it is a good idea to decide how you would like to deal with Membership cancellations and to make sure that this information is posted on your website, and read by your members before they agree to sign-up.

Some things to think about when developing a cancellation policy are:

  - Will members be able to cancel at any time during the Season?
  - Are there fees involved with cancellations?
  - Will you offer refunds or credits?
  - Can members transfer their Memberships to other people?
  - What is the process for canceling? Who should the member contact?

For example, you may want to allow cancellations for free up to a certain date before the Season starts. For cancellations during the Season, you could charge a small cancellation fee while still refunding payment for those people who pre-paid for the whole Season. There are many options for cancellation policies. Make sure to figure out which one will work best for your farm operations and to stick to it when someone has to cancel.

Disabling a Membership

To cancel a Membership to your CSA or farm membership programs, simply log in to the Control Panel and navigate to:

  Member Assembler > Members > View Members

Find the Membership that wants to cancel and click the "Disable" button. This will remove the Membership from pickup lists and emails associated with the Membership Types that they had signed up for. You also have the option of deleting the Membership, however, this is not suggested. Deleting a Membership will remove all the information about that membership, including information about past Seasons that they had participated in.

Note: Once a membership has been "disabled" they will no longer receive emails sent through the Member Assembler such as renewal emails, weekly pickup reminders, or mailing list emails.

Stopping Automated Payments

If you are using automated scheduled payments with Authorize.Net and your Member wants to cancel after the season has started, you will also have to cancel the remaining scheduled payments for their Membership. To do this, log in to the Control Panel and navigate to:

  Member Assembler > Members > View Members

Find the Membership that wants to cancel and click on the "Balance" tab. This will show the Membership's payment activity. Click on the "View Schedule" link in the far right column and you will be taken to the scheduled payments for that Membership. To cancel all future payments, click the "Suspend" button next to each remaining payment.

Offering a Refund or Credit

If the Member who is cancelling has paid for their entire Membership in advance you may want to refund all or part of their payment. If you use and online payment processing system, like PayPal or Authorize.Net and wish to refund the money back to the Member's credit card or bank account, you must do so through the payment service that you use. Visit their website and log in to your account to learn how.

You can also refund payments by sending a check. If "invoice only" is the only payment method you allow, this will be the only way to refund money to a Member. To make changes to your the Membership invoice, log in to the Control Panel and navigate to:

  Member Assembler > Accounting > Invoices

Use the search feature to find the Membership whose invoice you would like to see and then click the View button. Here is where you can make an adjustment to the invoice to reflect a refund. Remember: The changes you make to your invoices are not sent to your members. It is a good idea to send an email to the Members of the cancelled Membership confirming their cancellation and informing them that they will receive a refund check in the mail.

An alternative to offering a refund to your cancelled Memberships is to treat the some or all of the remaining payment on the Membership account as a credit that the Member(s) can use in your Ecommerce store or as payment for a future Season.

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