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Last modified by Isaac Mejia on 2026/05/27 15:28
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1 {{include reference="KBArticleHeader.WebHome"/}}
2 = Contract Renewals: Overlap Detection & Start Date Selection =
3
4 //Member Portal & Member Manager • Updated May 2026//
5
6 **Applies to:** Member Portal, Member Manager
7 **Contract types:** Term contracts only
8 **Audience:** Club staff & administrators
9
10 ----
11
12 == Overview ==
13
14 When a member purchases a contract they already have active, the system now recognizes the overlap and helps line up the new contract to begin right after the current one ends. This prevents members from paying for two overlapping contracts and removes the need to call the club to time a renewal.
15
16 The behavior is slightly different depending on where it appears:
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18 * **In the Member Portal**, the system guides the member to a valid start date and blocks overlaps.
19 * **In Member Manager**, the system warns staff but never blocks the sale — staff keep full control.
20
21 {{warning}}
22 **Term contracts only.** Ongoing, Paid-in-Full (PIF), and Complimentary contracts are excluded. "Same contract" means the same product — a different product won't trigger detection.
23 {{/warning}}
24 ----
25
26 == In the Member Portal (What Members Experience) ==
27
28 When a member adds a contract to their cart that matches one they already have active:
29
30 1. The Portal detects the existing active term contract of the same product for that member.
31 1. An alert appears showing the current contract and its expiration date.
32 1. The new contract's start date is auto-set to the day after the current contract ends.
33 1. The member may move the start date later — up to two weeks past the expiration date — but cannot choose a date that overlaps the active contract.
34 1. If the member selects an overlapping date, a validation error appears and checkout is blocked.
35 1. Payment is taken at purchase; the recurring payment schedule aligns to the chosen start date.
36
37 {{info}}
38 **Message shown to the member:** "Your contract expires [date]. The start date on your new contract has been adjusted to start immediately after the current contract ends."
39 {{/info}}
40
41 //If the member has no overlapping active contract, the purchase flow is unchanged — no alert and no date picker appear.//
42
43 ----
44
45 == In Member Manager (What Staff Experience) ==
46
47 When staff begin selling a term contract to a member who already has an active contract of the same product, a warning banner appears above the contract details form. The banner shows:
48
49 * The name of the member's current contract.
50 * Its expiration date.
51 * A recommended start date (the day after expiration).
52
53 The start date field is highlighted to make it easy to adjust. The warning is informational only — it does not block the sale or lock any fields. Staff can set whatever start date is appropriate, including an overlapping one if the situation calls for it.
54
55 {{info}}
56 **Why staff aren't blocked:** Staff often have context the system can't see (an early upgrade, a special arrangement, a deliberate overlap). The warning supports the decision rather than overriding it.
57 {{/info}}
58
59 //If the member has no overlapping active contract, no warning is shown and the sale flow is unchanged.//
60
61 ----
62
63 == Common Questions ==
64
65 === Can a member leave a gap between contracts? ===
66
67 Yes. The default eliminates any gap by starting the new contract the day after the current one ends, but the member (or staff) can choose a later start date if a break is intended. Overlaps are blocked in the Portal; gaps are allowed.
68
69 === How far in advance can a renewal be purchased? ===
70
71 In the Portal, the start date can be set no later than two weeks after the current contract's expiration date. In Member Manager, staff set the date directly and aren't limited by this window.
72
73 === How is billing handled for a future-dated contract? ===
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75 Payment is collected at the time of purchase, exactly as before. Only the recurring payment schedule shifts so its due dates line up with the new start date. No new billing behavior, statuses, or background processes are involved.
76
77 === What happens with a multi-member (family) purchase? ===
78
79 Each member is checked individually. One member may get an overlap alert while another in the same purchase does not — each is evaluated against their own active contracts.
80
81 === Which contracts are excluded? ===
82
83 Ongoing contracts (no end date), Paid-in-Full, and Complimentary contracts. Overlap detection only applies to term contracts that share the same product.
84
85 === Does this change or link any existing contracts? ===
86
87 No. Existing contracts are untouched, and the new contract is fully independent — there is no link or chain between the old and new contract.
88
89 === Why might a member not see the start-date alert? ===
90
91 The most common reasons: they don't currently have an active contract of that same product; the contract is an excluded type (Ongoing, PIF, or Complimentary); or they're purchasing a different product than the one they hold.
92
93 {{info}}
94 **Need more help?** Contact your MSI representative or MSI Support for assistance with a specific member or contract.
95 {{/info}}
96 {{include reference="KBSupportCTA.WebHome"/}}