What runs automatically

A lot of Memberley happens while nobody is signed in. This page is the inventory of everything the platform does on its own, so when a membership expires or a fee appears “by itself,” you know exactly which quiet hand did it. Everything here lands in the activity log attributed to System.

Memberships

Expiry — every few minutes, memberships whose season or duration has ended are marked expired, and the tiers of an ended season are archived along with them.
Payment timeouts — memberships stuck in awaiting payment past your organization’s timeout are released, freeing the spot for the waitlist or public registration.
Auto-renewals — hourly, non-seasonal memberships with autopay renew and charge the member’s saved card.
Scheduled price changes — hourly, tier prices with a scheduled change whose date has arrived are applied.
Waitlist promotion — every few minutes, open spots pull the next person from the waitlist (while the season’s phase allows it).

Payments & money

Installments — hourly, due installment payments are charged; missed ones start your grace-period clock and can suspend the membership.
Late fees — each morning, seasons past their dues deadline assess the late fee on members who still owe — at most once per membership per season, and never auto-charged.
Assessment charges — each morning, members whose membership year has moved into an active assessment’s window are charged for that year — once per member per year, and never auto-charged. Members approved, invited, or renewed in between are charged right then; this run is the safety net behind them.
Expiring cards — each morning, members whose saved card is about to expire get a heads-up email.
Add-on expiry — hourly, add-on purchases past their date are marked expired on your organization’s own calendar day. The gate never waits for it: a lapsed purchase stops covering its people the moment the date passes.
Credit expiry — nightly, account credits past their expiry date are removed.

Seasons & registration

Season archiving — hourly, seasons whose end date has passed in your timezone are archived, which also clears any pending scheduled open.
Scheduled opens — a season with a scheduled open time flips to open within a few minutes of it.
Scheduled invitation batches — batches with a release time go out within a few minutes of it. Batches on an archived season are skipped, and archiving returns them to draft.
Invite reminders — daily at midday, members sitting on an unaccepted renewal invite get a reminder.

Classes & events

Session reminders — hourly, upcoming sessions trigger reminder emails to enrollees.
Auto-archiving — nightly, offerings whose sessions have all ended are archived.

Communications & reports

Scheduled campaigns — email campaigns with a send time dispatch within a minute of it.
Scheduled reports — report subscriptions go out on their weekly or monthly schedule.

Integrations

QuickBooks exports — every fifteen minutes, any day that has finished in your timezone is posted to QuickBooks as one balanced journal entry, provided you’ve switched automatic export on. Today is never exported; a failed day retries on its own up to five times, then emails the owners and managers.
Calendar feeds — the website calendar and facility feeds rebuild continuously, so a cancelled session drops out of them within a few minutes.

Housekeeping

Waiver expiry notices — each morning, members whose annual waiver signature is about to lapse are asked to re-sign.
Trash cleanup — nightly, soft-deleted members, memberships, payments, and reservations past their 30-day restore window are permanently deleted.
Activity log pruning — weekly, log entries past the one-year retention window are pruned.