What each member status means

Where the status comes from

MatPilot works it out from the member's record: the plan, any payment or family link out, the subscription, any trial, and any decision you made (a hold, a suspension, an archive). You never set it by hand, and it reads the same on the list, the profile and the Home tiles.

The statuses

New. No plan assigned, no link sent. What to do: assign a plan, send a payment link, or invite them if they have no account. A member who pays you some other way stays New, because MatPilot has nothing to bill.

Unpaid. A plan is assigned, a payment link is out, or a family link names them, but the first payment has not landed. The caption says which: "Plan assigned, unpaid", "Awaiting first payment", "Link expired", "Checkout unfinished" or "Family link sent". An expired link stays Unpaid rather than dropping back to New. What to do: resend the link, or take the payment in person.

Trial. On a trial you granted (by days or classes) or a card trial inside a plan. The caption shows when it ends or how many classes are left.

Trial ended. A granted trial ran out with no plan behind it. What to do: assign a plan or send a link, or archive them.

Active. A live subscription that is paid or set to be paid, a free membership you comped, a family member covered by a live household plan, or a class pack with classes left. A plain paying member has no caption. The others read "Free membership", "Paid by " or " classes left".

Past due. A renewal payment failed. Stripe keeps retrying; if it gives up, the caption changes to "Payments failed, access until ". What to do: retry from the member's Billing tab, or ask them to update their card.

Ending. Cancelled but paid through a date, so they can still train until then. What to do: nothing, unless you want to undo the cancellation first.

On hold. You froze the membership, or billing is paused. The caption shows when the hold ends. What to do: lift the hold when they are ready to come back.

Suspended. You suspended them. They cannot book or check in until you reactivate them.

Inactive. The subscription ended, lapsed after failed payments, or the member was banned. What to do: assign a new plan to bring them back, or archive them.

Archived. Removed from the active roster and hidden from the list by default.

Staff. Owners, managers, reception and instructors show their role instead, unless you have set instructors to need a membership.

Two rules owners ask about

Documents and app access never change the badge. A member who has not signed the waiver, or has never opened the app, still reads Active if their subscription is live. The waiver is enforced at the door instead: they cannot book or check in until it is signed.

A plan assigned but not paid is Unpaid until the first payment lands. Assigning a plan does not make somebody Active. Only a live subscription, a free membership, a covering household plan or a class pack does.

The counts at the top

The tally above the list reads Active, Unpaid and Inactive, with Past due added when there are any. Trial, Ending, On hold and Past due members count as Active there, because they are on the mat with your blessing.