Why do academies lose renewals?
Every player has a different end date, and reminders depend on one employee's memory. Then a subscription ends, and nobody knows whether the place still belongs to its holder or goes to someone waiting.
What happens automatically before and after a subscription ends?
Every morning Midmar goes through your academy's subscriptions and handles the following by itself:
- Five days before a subscription ends: it sends the parent a "Renewal reminder" email.
- On the end date, if not renewed: the subscription's status becomes "Expired", and the parent gets a "Subscription ended" email with the same button.
- A booking not paid within 48 hours: is cancelled and its place becomes available again.
- Every Saturday: you and your manager get a "Weekly follow-up" email.
The same email is never sent twice about the same subscription, so the parent doesn't feel pressured.
What does the parent receive in the renewal email?
The email's subject carries your academy's name, such as "Sara's subscription ends soon". Inside it:
- "Subscriber", "Programme", "End date" and "Renewal amount".
- A "Renew subscription" button that opens the "My subscriptions" page on your academy's portal, where the parent completes the renewal.
- A line reassuring them that renewing before the end doesn't lose the remaining days.
This email is the heart of automatic subscription renewal reminders for your sports academy: the parent doesn't need to ask you about the amount or the date. And the parent pays every renewal themselves, so nothing is charged to their card without their knowledge.
The subscriber's place after the subscription ends
If a subscription ends without renewal, the subscriber's place in their group stays held for them for a number of days you choose, seven by default. After that the place is freed for others. And if the group then fills up, the renewal is not accepted, and the parent sees "Renewal isn't possible now" with an invitation to contact the academy.
Where do you set the hold days?
On the "Programmes and groups" page of your dashboard, in the "Days a place is held after a subscription ends" field, any number from 0 to 60. Zero frees the place on the end date.
And if the number enrolled in a group goes above its places because of a renewal paid after the place was freed, the group shows an "Over capacity" mark so you can raise the capacity or contact the parent.
What do you see in the owner dashboard?
You don't need to look for late renewals yourself; they are in front of you in more than one place:
- The "Ending within 7 days" list: the subscriber's name, "Parent's phone", the programme and the end date.
- The "Overdue renewals (expired)" list: with the same columns, so you can call whoever you want directly.
- The "Subscribers table": search by name or phone number, filter by status ("Active", "Expired", "Awaiting payment", "Cancelled") and by programme, then tap "Download table" to get a CSV file.
- The "Weekly follow-up" email every Saturday: who ends within seven days, who is late to renew, and an "Open the subscribers table" button.
Parent portal for sports academies
Early renewal and the length of each cycle
- If they renew before the end: the new period is added to the last day of the current subscription.
- If they renew after the end: the new subscription starts on the day of payment.
- The subscription length follows the programme's cycle: monthly, termly or a session pack. If you change the cycle of a programme that has subscribers, the system alerts you and asks you to "Confirm and save", then the new cycle applies to their next renewals.
A stopped group or a hidden programme
- "Stop" a group: no new sign-ups and no renewals in it, and its subscribers get no reminder emails. They continue until their subscription ends, and if they try to renew they learn that the academy has stopped the group.
- "Hide from the portal" for a programme: blocks new sign-ups only. Current subscribers stay, get the reminders and renew as usual.
What doesn't the system do?
Midmar doesn't automatically charge the renewal amount to the parent's card; the parent pays every renewal themselves from the email or their account. It doesn't send reminders by text message. WhatsApp renewal reminders are coming in the Growth package, soon. The friendly call and extra time for those who ask remain yours.
How to remind parents to renew their subscription
Questions about automatic subscription renewal reminders
Do I need to set anything up for reminders to start?
No. They run by themselves for every active subscription as long as its group isn't stopped. The only thing you set is the place hold days.
Is the renewal charged to the parent's card without them paying?
No. They get the email with the renewal button, then pay themselves with the method they choose.
How do I know who has renewed and who hasn't?
From the "Overdue renewals (expired)" list in your dashboard, or by filtering "Expired" in the "Subscribers table" and downloading it, and from the Saturday email.
What happens to a late subscriber's place?
It stays held for them for the days you chose, then it is freed. And if the group fills up after that, the system doesn't accept their renewal.
Are reminders a paid feature?
No. They are in the free basic package, and Midmar's fee is charged only on each successful payment, including renewal payments.