Membership Cancellations Report | Boulevard Support Center

We're excited to bring you an expanded reporting experience. If you don't see the reporting features described below, don't worry—this updated reporting experience will become available to your account over time.

Resource	Link
Membership Cancellations Report	https://dashboard.boulevard.io/reports/membership_cancellations

Overview

The Membership Cancellations report helps you audit client-level membership cancellations and scheduled cancellations, including cancellation reasons, financial impact, and who initiated the change. It provides one row per client subscription, so you can review each cancellation's specifics or roll patterns up across plans, locations, and staff.

Use this report to investigate a specific client's cancellation history, identify churn patterns across your membership base, and prioritize retention outreach for at-risk clients. It's especially useful for evaluating the financial impact of churn and monitoring policy compliance, since you can compare notice given against required cancellation periods and check tenure against minimum commitment terms.

What this report is best used for

Understand when and why to use this report through common use cases, descriptions, and example questions it can help answer in your day-to-day operations.

Use cases	Description	Example questions this report helps answer
Track upcoming and completed cancellations	Monitor all memberships that are scheduled to cancel and all memberships that have already cancelled.	Which memberships are scheduled to cancel? Which memberships have recently been cancelled?
Understand cancellation drivers	Identify why clients cancel, who initiates cancellations, and what patterns exist across plans or locations.	Why are clients canceling their memberships? Are most cancellations initiated by staff or clients?
Evaluate financial impact of churn	Assess how much revenue is lost when a membership cancels, and how cancellation affects client lifetime value.	How much did this client spend before canceling? What is the lifetime value of clients who churn?
Measure membership longevity	Analyze how long memberships remain active before cancellation, including number of renewals and time in plan.	How long were clients active before canceling? How many times did this membership renew?
Prioritize retention outreach	Identify high-value clients or memberships at risk due to scheduled cancellations and target save efforts.	Which high-value clients have scheduled cancellations coming up? Which cancellations should we try to recover?
Monitor policy compliance	Verify whether cancellations follow minimum commitments and required cancellation notice periods.	Did this client cancel before meeting the minimum commitment? Was proper notice given before cancellation?
Compare churn trends across plans, locations, or staff	Evaluate where cancellation rates are highest and which plans or staff are associated with more churn.	Which locations see the most cancellations? Which membership plans have higher cancellation rates? Which staff are involved most often in cancellations?

Prerequisites

Before using this report, make sure the following are in place. These directly impact whether you can access the report and how accurate the data will be.

Permissions: You must have the appropriate Data & Reporting permissions enabled to see this report: Client Reporting > Client Subscriptions
- If you don’t see the report, check your permissions first - see Reporting Permissions for more information.
Location and Access Scope: What you see in the report depends on your access:
- You’ll only see data for assigned locations
- Row-level access may further limit visible data
- If it looks like data is missing, verify your location assignments and access settings.
Required Setup: For the report to show meaningful data, your memberships must be set up and active, and at least one must have been cancelled or scheduled for cancellation.

Default report configuration

See how the report is structured when first opened. Learn what each field represents, how the data is organized, and which fields can be used to filter results.

Group By (default)

The default fields the report is grouped by when you first open it.

Field name	Definition	Example	Filter?
Location name	Name of the business location associated with the membership sale.	Downtown Studio	Yes
Client name	The client’s full name.	Jane Doe	Yes

Columns (default)

The default columns displayed when you first open the report.

Field name	Definition	Example	Filter?
Cancellation status	Indicates whether the membership is fully cancelled or scheduled to be cancelled.	Cancelled	Yes
Cancellation initiation date	The date on which the cancellation request was submitted.	2023-10-25	Yes
Cancellation effective date	The date on which the membership actually ended and or will move into a cancelled state.	2023-11-01	Yes
Membership name	The name of the membership plan.	Gold Plan	Yes
Cancellation reason	The reason the membership was cancelled or scheduled for cancellation.	Moving away	Yes
Term number	The number of times the membership has been renewed.	10	No
Total membership spend	The total amount the client has paid for this membership across all billing terms.	1200	No
Lifetime value	The total amount the client has spent with the business across all time (Includes the membership payments).	5000	No

Customizable fields

Explore the fields you can adjust to tailor the report to your needs. Each field includes a definition, example, and whether it can be used in filtering.

Field name	Definition	Example	Filter?
Location name	Name of the business location associated with the membership sale.	Downtown Studio	Yes
Client name	The client’s full name.	Jane Doe	Yes
Cancellation status	Indicates whether the membership is fully cancelled or scheduled to be cancelled.	Cancelled	Yes
Cancellation initiation date	The date on which the cancellation request was submitted.	2023-10-25	Yes
Cancellation effective date	The date on which the membership actually ended and or will move into a cancelled state.	2023-11-01	Yes
Membership name	The name of the membership plan.	Gold Plan	Yes
Cancellation reason	The reason the membership was cancelled or scheduled for cancellation.	Moving away	Yes
Term number	The number of times the membership has been renewed.	10	No
Total membership spend	The total amount the client has paid for this membership across all billing terms.	1200	No
Lifetime value	The total amount the client has spent with the business across all time (Includes the membership payments).	5000	No
Location group	The location group the business location is associated with, if applicable.	North Region	Yes
Subscription ID	Unique identifier for the client’s specific subscription instance. A subscription represents an individual client’s enrollment in a membership plan.	SUB-789	No
Client ID	Unique identifier for the client record in the system.	CLI-987	No
Scheduled cancellation date	The date the membership is scheduled to cancel (If applicable).	2023-11-01	Yes
Cancellation initiated by	The type of actor that initiated the cancellation. Possible values include client and staff.	Client	Yes
Cancellation reason detail	The custom free-text explanation entered when a membership is cancelled or scheduled for cancellation, providing additional context beyond the selected cancellation reason.	Moving out of state by the end of the month.	No
Location ID	Unique identifier for the business location associated with the membership sale.	LOC-123	No
Location external ID	Unique identifier for the business location from an external system, if applicable.	EXT-LOC-456	No
Client external ID	Unique identifier for the client from an external system, if applicable.	EXT-CLI-654	No
Client email address	The client’s primary email address.	email@example.com	No
Client mobile phone number	The client’s mobile phone number.	212-555-0123	No
Client first name	The client’s given name.	Jane	No
Client last name	The client’s family name or surname.	Doe	No
Membership ID	Unique identifier for the membership plan.	MEM-321	No
Renewal cycle	The frequency at which the membership renews (for example, monthly or annually).	Monthly	Yes
Membership Start Date	The date on which the membership went into effect, ie. the start date of the first term.	2023-01-01	Yes
Minimum commitment	The minimum commitment term required for the membership before it can be cancelled (for example, 3 months or 12 months).	6 months	No
Cancellation period	The length of the notice period between when a cancellation is initiated and when the membership is set to end, if applicable.	30 days	No
Membership Sale Date	The date the membership was first sold to the client.	2022-12-15	No
Cancellation staff name	Full name of the staff member who initiated the cancellation, if a staff user performed the action.	John Smith	Yes
Cancellation Staff ID	Unique identifier for the staff member who initiated the cancellation.	STF-111	No
Lifetime value on membership	The total amount the client spent with the business while this membership was active (Includes the membership payments).	1200	No
Membership price	The current price of the membership plan.	100	No
Membership tax rate	The tax rate applied to the membership sale.	0.05	No
Membership subscription count	The count of client subscription membership subscription instances cancelled based on the current grouping.	3	No
Location tags	Location tags associated with the business location, if available.	VIP, Downtown	Yes
Client tag	Client tag associated with the membership client, if applicable.	VIP	Yes

Report Caveats

There are a few important caveats and limitations to be aware of when using this report. Use these details to better understand how the data behaves and how to interpret it correctly.

Caveats	Details and Impact
Total membership spend has limited history	Total membership spend is not backfilled for periods before October 2023 and does not populate for memberships imported from another system. Expect blanks or understated values for older and migrated memberships.
The default date filter differs from Beta Reports	This report defaults to filtering on the cancellation initiation date, while the Beta report is based on the cancellation effective date. Counts between the two surfaces will differ for the same window; this is expected behavior.
Scheduled cancellations are included alongside completed ones	The report shows both fully cancelled memberships and those scheduled to cancel. Use Cancellation status to separate them; a scheduled cancellation that gets saved will drop out of the report.
Cancellation reason detail	For memberships cancelled with the reason "other", the free field text note added by the staff member is provided in the Cancellation reason detail field.

Use Case Example Configurations

Learn how to set up the report for specific scenarios with practical examples. Follow along to create views that answer common questions and support your workflows.

Use case	Description	How to configure the report
Track upcoming and completed cancellations	Monitor all memberships that are scheduled to cancel and all memberships that have already cancelled.	Use default configuration. Filters: set Cancellation initiation date to the review period. Sort by: Cancellation effective date ascending for what cancels next.
Understand cancellation drivers	Identify why clients cancel, who initiates cancellations, and what patterns exist across plans or locations.	Filters: set Cancellation initiation date to the period. Group by: Location name, Cancellation initiated by. Columns: Cancellation reason, Total membership spend. (For plan patterns swap Location name for Membership name.)
Evaluate financial impact of churn	Assess how much revenue is lost when a membership cancels, and how cancellation affects client lifetime value.	Use default configuration. Columns: add Lifetime value on membership and Membership price. Filters: Cancellation status = Cancelled; set Cancellation initiation date to the period. Sort by: Total membership spend descending.
Measure membership longevity	Analyze how long memberships remain active before cancellation, including number of renewals and time in plan.	Use default configuration and sort by term number.
Prioritize retention outreach	Identify high-value clients or memberships at risk due to scheduled cancellations and target save efforts.	Use default configuration. Columns: add Client email address, Client mobile phone number, and Scheduled cancellation date. Filters: Cancellation status = Scheduled; widen Cancellation initiation date. Sort by: Lifetime value descending to rank save targets.
Monitor policy compliance	Verify whether cancellations follow minimum commitments and required cancellation notice periods.	Use default configuration Columns: add Minimum commitment, Cancellation period, and Membership Start Date. Filters: Client name = the client (or set Cancellation initiation date to the audit period). Compare notice given (initiation to effective date) against Cancellation period, and tenure against Minimum commitment.
Compare churn trends across plans, locations, or staff	Evaluate where cancellation rates are highest and which plans or staff are associated with more churn.	Filters: set Cancellation initiation date to the comparison period. Group by: Location name, Membership name. Columns: Membership Count, Total membership spend. Sort by: Membership Count descending.