Configure Freeze, Cancellation, and Commitment Rules
Learn how to configure Freeze, Cancellation, and Commitment Rules in Topo, including freeze policies, minimum commitments, cancellation constraints, late fees, dunning, and staff override considerations.
When to use this
Use this article when you need to configure Freeze, Cancellation, and Commitment Rules in Topo. The main staff surface is plan form, member access actions. It is written for Owners, Managers.
What this covers
Freeze policies, minimum commitments, cancellation constraints, late fees, dunning, and staff override considerations
Before you start
Use a staff role that can view and edit membership products.
Create needed locations, categories, tax rates, and payment setup before publishing a sellable plan.
Decide whether this workflow affects member signup, POS, staff-only sales, existing members, or billing rules.
Review the plan summary and test with a realistic member before making the product broadly available.
When changing sold terms, use the guided version, migration, switch, freeze, cancel, or refund workflow instead of assuming old access records update automatically.
Steps
Open the plan form and review lifecycle rules.
Set freeze availability, minimum commitment, cancellation constraints, and any dunning or late-payment rules your gym uses.
Document manager override expectations outside Topo if your policy requires approval.
Save changes and review member-facing wording before publishing.
When applying rules to a member, verify the access record and check-in result afterward.
What happens after saving or completing this
Topo saves the record in your gym account and updates the related staff screens.
Member-facing visibility, checkout behavior, access, email delivery, inventory, or reports may change depending on the workflow.
Review the affected profile, checkout, signup page, report, or audience before considering the task complete.
Common issues and fixes
A visible plan does not appear to a member: review active status, signup visibility, age rules, dependent suitability, and location scope.
Editing a sold plan opens a guided change flow: existing members keep their current terms unless you migrate or switch them.
Stripe sync fails: save did not fully complete for billing checkout. Retry after payment setup is ready or ask an owner to review Stripe readiness.
Related articles
Plan and Access Model Overview
Sell Access from POS
Understand Customer Access