If the club’s subscription lapses

Nothing is deleted, and nobody is locked out. A subscription that runs out drops the club to Basic — the free plan — and that is the whole of it. Bookings, rinks and sessions, the duty rota, member records, applications, renewals and leavers all carry on exactly as they were, because those are Basic. The screens belonging to the plan you were paying for show a padlock instead, and say what it would cost to have them back.

That was a deliberate change. A lapse used to put the whole club into read-only, which punished the wrong people entirely: the member putting their name down for Tuesday has no say in whether the club renewed.

It does not happen the morning the licence expires

An active licence keeps working for a short grace period past its expiry date, and through any brief spell when the licence server cannot be reached. A payment that goes through a day late, or a hub that is down for an hour, therefore costs the club nothing at all.

Every record is still there

Not one row is touched. The accounts, the till history, the newsletters you have sent, the greens diary, the asset register, the members’ app accounts — all still in the database, exactly as they were. Renewing opens those screens again on the same records, with no import and no setting-up.

Getting it back

Pavilion re-checks the licence once a day on its own, so a renewal usually reappears without anybody doing anything. To have it back at once, open Pavilion → Tools → Licensing and press Re-check now — or Fetch my licence if the screen is showing the club as unlicensed.

Common questions

How long is the grace period?

It comes with the licence, and is normally a week after the expiry date. It exists for the ordinary reasons a payment is late — a card that has expired, a treasurer on holiday — not as an extra week of the plan.

Will the members notice?

If the club was on Standard or above, yes: the members’ app, the newsletters and the club store belong to those plans, and a page carrying one of their blocks shows members nothing. Booking a rink, the rota and a member’s own record are Basic and carry on as normal.

We meant to cancel — we only want Basic now. Is there anything to do?

No. Leave the plugin exactly as it is. The larger package can stay installed; Pavilion only ever gives you the lower of what is installed and what is paid for, so nothing unlocks by accident, and the free plan carries on for as long as you want it.

We have renewed and the screens are still locked.

Press Re-check now on the Licensing screen — the daily check will get there on its own, but there is no reason to wait for it. If it still says the club is unlicensed, press Fetch my licence, which pulls the key from the club’s account.