Make open bills mandatory for payment: This can be enabled in Member Splash under Settings > Payment Settings > Invoice Settings by turning on Make Open Bills Required.

Review member balances: Check for unpaid dues, snack bar charges, rentals, or late fees. Issue invoices for any POS transactions that have been billed to an account. Communicate clearly to members about outstanding balances and any consequences for delayed or non-payment.

Issue credits or back-billing as needed: Use products like Account Balance to adjust accounts appropriately.

Export financial reports: Include payments, refunds, and concessions for board review and record keeping.

Set registration forms to inactive: In Content > Gravity Forms, toggle any forms you don't want available in the offseason to Inactive. This includes your application or join form if you aren't accepting new members until next season. Making a form inactive doesn't delete it or its entries.

Move published products to Draft: In Finances > Products, change the status of your published products to Draft so no one can purchase anything during the offseason, including next year's membership before you've finalized pricing. Move them back to Published when your season opens, or schedule a live date so they go live automatically.

Review account tags used for segmentation: Account tags can help offer price variations or special access for different groups within your membership. Consider how your account tags are currently being used.

Reset seasonal account tags: For example, “20XX Maintenance Fee Paid.” Determine whether tags from the previous season should be removed and which new tags may be helpful for next season.
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Update payment status and account types: Verify that accounts for families or individuals meet your business rules, and that each account has the correct account type based on membership rules or new seasonal offerings. Determine if you want to limit the number of members per account by account type next year.

Review or remove check-in notes: Clean up outdated check-in notes using the Bulk Actions Tool.

Pull a membership count report: Use the Membership > Account screen to pull a report of how many members are currently on each account by enabling the # Member column display filter.

Audit custom fields: Remove or archive outdated data to keep your system clean and organized.

Consider new products or memberships: Plan offerings for next season, such as a “August Membership.”

Update pricing for existing products once the board has finalized rates for the following year.

Review POS items: Remove unused items and update prices as necessary.

Audit facility reservations: Review facility groups, programs, and events to see what worked well for members and what may need adjustment. Determine if limits should be updated, facilities eliminated, or new programs introduced. For more details, visit the Reservations section in the Knowledge Base.

Inspect and schedule maintenance: Ensure pools, equipment, and facilities are maintained and ready for next season.

Winterize facilities: Prepare your facilities appropriately for the offseason to prevent damage. See our Winterizing Your Facility guide for a full breakdown of the process, whether you use a pool management company or handle it with volunteers.

Review staff and volunteer performance: Note successes and identify areas for training or improvement.

Schedule planning meetings: Coordinate with boards or committees to review financials, operations, and strategic planning. Display upcoming board meetings using the Events Calendar.

Update policies and waivers: Review published documents to ensure clarity, compliance, and readiness for the next season.

Transfer knowledge to incoming board members: Document key processes, reports, and operational insights to ensure a smooth transition. Share access to accounts, important files, and lessons learned so the incoming board can start the next season prepared. See our New Board Member Guide for resources to share.

Send a season wrap-up message: Thank members for their participation and support via our Email Campaigns tool.

Gather member feedback: Use surveys or informal check-ins to learn what worked well and where improvements can be made.

Plan a member appreciation event: Recognize your members and volunteers, if possible, to foster community and loyalty. Set up a signup or RSVP link using our Forms Tool.

Analyze attendance trends: Use historical visit data to inform scheduling and program planning for the next season.

Review sales and concessions trends: Make informed decisions about inventory, pricing, and offerings.

Prepare budget or forecast: Use collected data to guide financial planning for the upcoming season. Visit our Finances collection for reporting tools and resources.