> ## Documentation Index
> Fetch the complete documentation index at: https://help.coachiq.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Subscriptions: Recurring Billing Status

> Track active memberships, canceled subscriptions, trial periods, and monthly recurring revenue per client

<Info>
  **Where to find this**: Client Profile → **Subscriptions** tab
</Info>

## What it shows

All recurring memberships for this client with real-time status:

**Summary metrics** (top of tab):

* **Active** - Number of currently active subscriptions
* **Canceled** - Number of canceled subscriptions
* **Monthly Revenue** - Total recurring revenue from this client

**Status filter tabs:**

* All
* Active
* Canceled
* Past Due
* Trialing
* Scheduled
* Select... (dropdown for more statuses)

<Frame>
  <img src="https://mintcdn.com/coachiq/eWPAxjK53XW6F_uT/images/client-subscriptions.png?fit=max&auto=format&n=eWPAxjK53XW6F_uT&q=85&s=f5c89878a0fa6f0f63771092ce3acfa3" alt="CoachIQ client Subscriptions tab with status filters and monthly revenue" width="1932" height="1330" data-path="images/client-subscriptions.png" />
</Frame>

***

## Subscription entry details

Each subscription shows:

| Column      | What it shows                                  |
| ----------- | ---------------------------------------------- |
| **Date**    | When subscription started                      |
| **Amount**  | Recurring charge amount (e.g., "\$0.00/month") |
| **Status**  | Current billing status                         |
| **Product** | Membership name                                |
| **Source**  | How they subscribed (Admin = you added it)     |

<Note>
  **Status colors matter:**

  * **Green "Active"** = Billing normally, everything good
  * **Yellow "Past Due"** = Payment failed, needs attention
  * **Gray "Canceled"** = No longer subscribing
</Note>

***

## Subscription statuses explained

<Tabs>
  <Tab title="Active">
    **Meaning**: Subscription is billing successfully every month.

    **What happens**: Client retains access, auto-renews on billing date, credits replenish (if applicable).

    **Your action**: None needed—everything is working.
  </Tab>

  <Tab title="Past Due">
    **Meaning**: Payment failed, subscription at risk of canceling.

    **What happens**: Client may lose access after grace period, needs payment method update.

    **Your action**: Contact client immediately to update payment info.
  </Tab>

  <Tab title="Canceled">
    **Meaning**: Subscription ended (by them or you).

    **What happens**: No more billing, client loses access at end of current billing period.

    **Your action**: None needed unless you want to win them back.
  </Tab>

  <Tab title="Trialing">
    **Meaning**: In trial period before first charge.

    **What happens**: Client has access, will be charged when trial ends (if not canceled).

    **Your action**: Monitor trial end date, follow up to ensure conversion.
  </Tab>

  <Tab title="Scheduled">
    **Meaning**: Subscription set to start in the future.

    **What happens**: Not active yet, will activate on scheduled date.

    **Your action**: Wait for start date or cancel if client changes mind.
  </Tab>
</Tabs>

***

## Common uses

<AccordionGroup>
  <Accordion title="Are they still a paying member?">
    1. Look at **Active** count in summary (top)
    2. If **Active = 1** (or more), yes they're subscribed
    3. If **Active = 0**, check **Canceled** tab to see when they left

    **Takes 2 seconds** to verify membership status.
  </Accordion>

  <Accordion title="How much recurring revenue from this client?">
    Look at **Monthly Revenue** in the summary (top).

    **Example**: "\$0" in the screenshot means no active subscriptions currently (or using different billing).

    **Use case**: If Monthly Revenue = $125, this client contributes $1,500/year to your recurring revenue.
  </Accordion>

  <Accordion title="Why did their subscription cancel?">
    1. Click **Canceled** status filter
    2. Find the subscription entry
    3. Check the date it canceled

    **Common reasons** (not shown in tab, but good to know):

    * Client canceled through their Portal
    * Payment failed too many times (auto-canceled)
    * You manually canceled it

    **Next step**: Check Messages tab to see if they communicated why, or reach out.
  </Accordion>

  <Accordion title="When does their trial end?">
    1. Click **Trialing** status filter
    2. Check subscription date
    3. Look at product details to see trial length

    **Pro tip**: Message them 2 days before trial ends: "Hey! Your trial ends in 2 days. You'll be charged \$125 unless you cancel. Let me know if you have questions!"
  </Accordion>

  <Accordion title="Manually canceling their subscription">
    **You can't do it from this tab.** To cancel:

    1. Go to main **Payments** → **Subscriptions**
    2. Find this client's subscription
    3. Click cancel button

    Or navigate to their subscription management in their Portal settings.

    [Learn how to cancel subscriptions →](/payments/managing-subscriptions)
  </Accordion>
</AccordionGroup>

***

## What you CAN'T do here

Subscriptions tab is **view-only**. To take action:

| Action Needed                 | Where to Do It                           |
| ----------------------------- | ---------------------------------------- |
| **Cancel subscription**       | Payments → Subscriptions → Cancel        |
| **Change subscription price** | Payments → Products → Edit product       |
| **Retry failed payment**      | Payments → Subscriptions → Retry billing |
| **Refund past charges**       | Transactions tab → Refund                |

***

## Empty subscriptions tab?

If you see no subscriptions, this client:

* Has never subscribed to a membership
* Only makes one-time purchases
* Uses credit packages instead of recurring billing
* Is on a free/complimentary plan

**Next step**: Sell them on a subscription if recurring revenue is your goal.

***

## Pro tips

**Watch "Past Due" closely**: These are at-risk members. Reach out within 24 hours of seeing this status. Most failed payments are accidental (expired card, insufficient funds) and easily fixable.

**\$0 Monthly Revenue ≠ Not valuable**: Some clients buy large credit packs upfront instead of subscriptions. Check Transactions tab for their lifetime value.

**Canceled ≠ Gone forever**: Many clients cancel, take a break, then re-subscribe. Keep them on your email list and reach out quarterly with offers.

**Multiple active subscriptions?** Some clients have both a base membership AND add-on subscriptions (e.g., "Monthly Membership" + "Private Training Add-On"). Active count shows total.

**Source = "Admin" means**: You manually added them to the subscription (no checkout). Common for staff, comp memberships, or special arrangements.

***

## Related tabs

<CardGroup cols={3}>
  <Card title="Transactions" icon="receipt" href="/people/client-profiles/client-profiles-transactions">
    See payment history for these subscriptions
  </Card>

  <Card title="Products" icon="box" href="/people/client-profiles/client-profiles-products">
    View which subscription products they own
  </Card>

  <Card title="Credits" icon="coins" href="/people/client-profiles/client-profiles-credits">
    Credits renewed from subscriptions
  </Card>
</CardGroup>