How to Use Scheduled Freeze and Unfreeze in Kicksite

When a Student needs to step away from training for a while, you can freeze their Profile so their billing and Membership pause along with their attendance. This can be set to take effect immediately, or you can schedule it ahead of time for a date you already know is coming, whether that’s the start of summer sports season, a planned closure over the holidays, or a family trip.

You can also schedule the unfreeze at the same time, so that the Student’s profile is reactivated automatically at that scheduled time. If the return date is unknown, that’s not a problem; you can also opt to leave it open ended by selecting “Manually.”

The Scheduled Freeze & Unfreeze functionality handles the Student’s Membership and Recurring Billing for you too. When a freeze starts, Kicksite automatically inactivates the Student’s Memberships and Recurring Billings. When the unfreeze happens, they’re automatically reactivated (unless they’ve been changed in the interim). Remember that Frozen Students do count toward your Active Student count. 

How to Freeze or Schedule a Freeze from the Student’s Profile: 

1. Open the Student’s Profile.
2. Open the Status dropdown and choose Frozen. This opens the freeze options.

3. Choose when the freeze should start. Select Now to freeze the Student immediately, or select On and pick a future date.
4. Choose when the unfreeze should happen. Select On and pick a date if you already know, and Kicksite will handle it for you, or select Manually and you can unfreeze them yourself later. 
5. If the Student has a limited (date-based) Membership, you will also see an option to extend the Membership. See below for more details.
6. Confirm the freeze by clicking the Freeze button.

Note: Freezes and unfreezes are processed at 2am local time on the scheduled date, so if a Student is scheduled to freeze on the 15th, the freeze will happen early that morning. 

Extending the Membership

When freezing a Student with a limited (date-based) Membership, you’ll be given the option to extend their Membership. 

When extend is turned on, the Membership’s end date is pushed out by the length of the freeze at the time that the Student is unfrozen, and the Recurring Billing extends to match. If the extend option is turned off, and the freeze includes a date at which they would have been charged, those payments are simply dropped and the end date for the Recurring Billing stays where it was originally.

Note: If a limited Membership expires during the freeze and extend was turned off, that Membership will not reactivate when the Student is unfrozen.

Resolving Open Invoices

If the Student has any past due invoices or an invoice that is due the same day the freeze starts, Kicksite will ask you what to do with those invoices before the freeze is set. You can leave the invoice(s) open, or you can forgive them.

Partially paid invoices are handled the same way. Any future invoices that have already been generated are voided automatically.

Note: An invoice that is due today is treated the same as a past due invoice when you’re freezing a student.

Editing or Adding to a Freeze

After a freeze is scheduled or in progress, you can go back into the Student’s Profile and change it. You can adjust when the freeze starts, when the unfreeze happens, and whether or not the Membership should be extended. Each of the changes are captured and shown in the Profile’s History tab for later reference.

This is also how you add an unfreeze date to a Student who is already frozen. If you froze someone with a manual unfreeze and later found out when they are coming back, edit the freeze and set the date.

NOTE: This capability is unavailable if the Student was frozen prior to the release of the Scheduled Freeze & Unfreeze capabilities. 

Bulk Freeze and Unfreeze

If a group of Students need to be frozen all at once, you can freeze or unfreeze all of them at once from the Student List.

How to Bulk Freeze or Schedule a Freeze from the Student List:

1. From the Student List, click Show More, and then click Change Status.
2. Select the Students you want to freeze.
3. Click Change Status and choose Frozen.
4. Set your freeze and unfreeze options the same way you would on a single Profile.

Note: Bulk unfreeze is also available from the Student List using the same process. Simply change the selected Students’ status from Frozen to Active.
 

Whatever you choose applies to every Student you selected. If someone in the group needs different dates or a different extend setting, handle that person from their Profile instead.

Note: If a Student you selected already has a freeze scheduled, the bulk action will not freeze them, and Kicksite will let you know. Adjust that Student’s existing freeze from their Profile.

Note: Bulk unfreeze happens right away, and it overrides any unfreeze date that was already scheduled for those Students.

Good to Know

Spotting frozen and upcoming Students. Frozen Students are marked with a snowflake on the Membership List. Students who are scheduled to be frozen appear at the bottom of the Dashboard Alert module, marked with a clock.

Reactivating a billing during a freeze. You can manually reactivate a Student’s Recurring Billing while they are still frozen if you need to. Keep in mind that doing so disconnects that billing from the freeze — if you inactivate the billing again later, the unfreeze will not bring it back automatically.

Unfreezing manually. You can unfreeze a Student at any time from their Profile, whether or not an unfreeze was scheduled.