When a contract expires, and a member hasn't renewed or left, your team faces a choice: manually extend the membership, chase the member for a decision, or let things lapse. Rolling Contracts remove that decision point. Any contract set to roll over remains active past its end date, with memberships continuing and billing running automatically until you renew or terminate it.
Rolling Contracts are configured at the Contract Type level in the Flex Admin Portal. They work alongside your existing contracts and memberships, so pricing, notice periods, and billing all carry over into the rolling stage. You need Admin access to set up and manage rolling contracts.
In this article:
Set up rolling contracts in contract type settings.
Create a rolling contract.
Understand how rolling contracts behave through each stage.
End a rolling contract by terminating or renewing it.
Prerequisites
You need Admin access in the Flex Admin Portal.
Contract Types must already exist. If you haven't created them yet, read Contract Types.
How rolling contracts work
When a contract expires, and no one has renewed or terminated it, the memberships inside it would normally end. Rolling contracts prevent that. Once a contract reaches the Rolling stage, all recurring memberships within it remain active and continue to bill until you take action.
You set rolling behavior at the Contract Type level. Each contract of that type then inherits those defaults, though you can override them per contract.
Set up rolling contracts in a contract type
To enable contract type support for rolling, you need to turn on the rolling stage and configure how pricing works during that stage.
In the Flex Admin Portal, go to Settings > Operations > Contracts.
In the Contract Types section, select a contract type. The Edit window opens.
Select the Enable rolling stage checkbox. Additional rolling options are displayed.
In the Price increase in Rolling Stage field, type the percentage price increase you want to apply.
From the Price in rolling period drop-down menu, select how the price increase is calculated:
Existing – Calculates the increase on top of the last price the member paid before the contract ended.
List – Calculates the increase on top of the default plan price.
Click Save.
Create a rolling contract
Rolling is controlled by a checkbox when you create a contract. If the contract type has Enable rolling stage turned on, each contract of that type includes the same option. Create a Contract →
When you select the Allow this contract to roll checkbox on a contract:
The contract requires an end date and a notice period.
A percentage price increase can be set (or inherited from the contract type).
The increase applies to all recurring plans in the contract. One-off plans are excluded.
To keep a specific membership rolling without a price increase, clear the Price increase in Rolling Period checkbox under that plan.
All recurring memberships in the rolling contract will roll, even if they don’t cover the entire duration of the contract.
If you clear the Rolling checkbox, the contract and its memberships end on the contract's end date.
The rolling stage doesn't appear in contract templates or any member-facing communication. If you want members to know about it, include the details in your terms and conditions.
Understand rolling contract stages
Once a rolling contract is signed, the label Rolling is displayed under its duration in the Period column.
How contracts move through stages
Here's how the contract moves through stages:
Up for renewal – The contract enters this stage when the notice period starts. No action has been taken yet.
Not renewed – The contract enters this stage on day 1 of the notice period. At this point, no notice has been served, and the contract hasn't been renewed or terminated. On this day, the system automatically creates new memberships for each recurring plan in the contract, with a start date of one day after the contract end date and no end date. If a price increase applies, it's calculated and added automatically. These memberships stay in Pending status until their start date arrives.
Rolling – The contract enters this stage once its end date passes. The memberships become active, and billing continues. The contract stays in this stage until you terminate or renew it.
Example
A 1-year contract starts January 1, 2022, and ends December 31, 2022. It has a 3-month notice period and contains 2 office memberships.
September 1, 2022 – Enters Up for renewal.
October 1, 2022 – Enters Not renewed. 2 new memberships are created with a start date of January 1, 2023, and no end date.
January 1, 2023 – Enters Rolling. Both memberships become active.
Rolling contract email notifications
When the contract enters Not renewed or Rolling, the admin who created the contract receives an email. Members don't receive any notifications about the rolling stage.
End a rolling contract
Rolling contracts don't expire automatically. You must either terminate or renew them.
Terminate a rolling contract
You can terminate a rolling contract at any point. What happens to the rolling memberships depends on timing.
If the termination date is before the rolling stage starts:
Memberships that haven't been billed and haven't started yet are deleted.
Memberships that have been billed have an end date that matches their last invoice.
If the termination date is during the rolling stage:
Memberships that have been billed have an end date that matches the termination date.
Renew a rolling contract
You can renew a rolling contract at any point. The behavior follows the same logic as termination, with 2 differences:
The renewal takes effect on the parent rolling contract and its memberships only after it's signed.
If the renewal start date is after the parent contract's end date, the rolling memberships end one day before the renewal start date. This frees up the resources for the new contract.
Scenarios
Scenario A – Keep the last price, no increase:
If you want members who haven't served notice or renewed to keep rolling at the same price they were paying, select Existing price and set the price increase to 0%.
Scenario B – Revert to list price with an increase:
If you want to remove any special pricing and apply the default rate with an uplift, select List price and set the increase (for example, 2%). This can encourage members to renew faster and stay within their agreed terms.