How To "Upgrade" a Membership Mid-Cycle in Kilo GMS

How To: “Upgrade” a Membership Mid-Cycle in Kilo GMS

At this time, Kilo Gym Management Software (GMS) does not have a built-in feature to automatically upgrade a membership in the middle of a billing cycle.

However, you can still accomplish the same result by ending the current membership and starting the new one on the desired date, then manually reconciling the billing difference.

This guide will walk you through the recommended process.

Step 1: Cancel the Athlete’s Current Membership

First, cancel the athlete’s existing membership on the date their current access should end.

1. Navigate to the Athlete Profile
2. Locate the athlete’s Active package
3. Click Cancel Package Early in the Action menu
4. Select the End Date (typically the day before the upgraded membership begins) and ensure the status is set to No change

This stops future billing of this package type.

Note: Canceling a membership early does not automatically generate a prorated refund. Partial refunds or credits must be calculated manually.

Step 2: Schedule the New Membership

Next, add the upgraded membership.

1. From the athlete’s Profile, select Add Package
2. Choose the new package
3. Set the Start Date to the day the upgraded membership should begin
4. Save the package

The system will automatically generate the first invoice for the new membership.

Reconciling the Billing Difference

Because the previous membership ended early, you will likely need to adjust billing to account for unused time.

Kilo currently does not automatically prorate refunds when a membership is canceled early, so you will need to calculate this manually.

A typical approach is:

1. Determine the total value of the membership
2. Determine the number of days in the billing period
3. Calculate the daily value
4. Multiply by the unused days remaining

This gives you the amount to credit or refund to the athlete.

Once you have that number, you have two options.

Option 1: Issue a Partial Refund

You can refund the unused portion of the previous membership payment.

1. Go to the original invoice
2. Click the blue arrow action button to the far right
3. Select Refund
4. Enter the partial refund amount

Then allow the new membership to begin normally with its full first payment.

This option keeps billing clean and easy to track.

Option 2: Adjust the First Invoice of the New Membership

Instead of issuing a refund, you may choose to reduce the first invoice of the new membership to account for the unused time from the previous package.

To do this:

1. Add the new membership
2. Locate the first invoice
3. Edit the invoice amount before it is charged
4. Reduce the amount by the calculated credit

Best Practices

• Clearly communicate the adjustment to the athlete so they understand the credit or refund

• Document the reason for the adjustment in the athlete’s notes

• Double-check the start date of the new membership to prevent billing overlap