This guide explains what to expect if your organization decides to close its Member365 account. Our goal is to ensure the process is clear and predictable so your team has time to export data and wind down operations without stress.
While we are always happy to guide you through the process, your organization is responsible for exporting its data and completing the necessary administrative steps.
Our support team remains available to answer questions throughout the process.
Requesting Account Cancellation
To cancel your Member365 subscription, please send your request to:
billing@member365.com
We require five (5) days' notice prior to your next billing cycle in order to stop billing.
If cancellation is requested with less than five days' notice, the system would normally close at the end of the billing period.
However, we recognize that organizations need time to transition systems properly. For that reason, Member365 provides one complimentary offboarding month to all clients who cancel.
This complimentary month begins on the day the account would normally close.
Even if your organization provides more than 30 days' notice, we still extend this additional month so your team has time to export data and wind down your use of the platform.
If your organization does not require the complimentary offboarding month and would prefer the account to close immediately at the end of your billing period, simply let us know, and we will skip this step.
Complimentary Offboarding Month
During the complimentary offboarding month:
• Your account remains fully accessible to administrators
• Your team can export all data and reports
• Our support team is available to guide you through the process
The system will continue to operate normally unless your team requests otherwise.
If you prefer to prevent new activity during the transition period, we can assist with adjustments such as:
• Disabling membership renewals
• Preventing new transactions
• Stopping automated emails
• Restricting member login access
Some organizations also choose to change their member portal URL during this time to prevent members from accessing the system after closure.
If you plan to restrict access, we strongly recommend communicating this change to your members in advance so they are not surprised by login errors or inactive pages.
Exporting Your Data
Your organization owns its data.
Member365 provides tools that allow administrators to export information directly from the platform.
Because your team knows which data is most important to retain, your administrators must complete data exports.
Our team will not perform exports on your behalf, but we are always happy to guide you step-by-step and answer any questions.
Common exports include:
• Member and contact records
• Membership history
• Event registrations
• Financial transactions
• Custom form submissions
• Directories and committee records
• Files stored in the system
We recommend completing your exports during the complimentary offboarding month while the system remains fully accessible.
Payment Processor Accounts
If you no longer plan to use your payment processor, you may wish to contact the provider directly through their support channel to close the account. Payment processor accounts are managed independently, so closure requests must be submitted directly to the processor.
Stripe
Close a Stripe account : Stripe: Help & Support
Authorize.net
Authorize.net Support Center
Worldline
How do I close my account?
Website & Integration Cleanup
If your website or other systems are connected to Member365, you may wish to review and remove those connections after closure.
Examples include:
• Member portal login links
• Membership application forms
• Event registration pages
• Donation forms
• Member directories
• Newsletter signup forms
We recommend reviewing your website navigation and embedded forms to ensure visitors are not directed to inactive pages.
Email Authentication (DNS Records)
During onboarding, your organization may have added email authentication records to your domain so Member365 could send emails on your behalf.
These records may include:
• SPF records
• DKIM records
• Other SendGrid authentication entries
Once your account is closed, you may wish to remove these records from your DNS settings.
Final Access Timeline
Once your complimentary offboarding month ends, your Member365 account will close.
After closure:
• The account will no longer be accessible to your organization
• Your data will remain securely stored for 30 days
During this 30-day period, the account cannot be accessed.
If your organization urgently needs access during this window, Member365 can temporarily restore the account for data export only.
Restoration details:
• Restoration fee: $250
• Access period: 30 days
• Access scope: Export-only access (no operational use)
If additional time is required to complete exports, the export-access period can be extended for additional 30-day periods for the same restoration fee.
After the 30-day retention window, the account and all associated data are permanently deleted and cannot be recovered.
For this reason, it is very important to complete all exports before your account closes.
Support During Offboarding
Even though your organization is responsible for exporting its data, our team remains available to help guide you.
We can assist with:
• Locating reports and export tools
• Understanding your data structure
• Answering technical questions about exports
Our philosophy is simple: always helpful, even during offboarding.
Recommended Offboarding Steps
When preparing to close your Member365 account, we recommend following these steps.
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Submit your cancellation request
If you haven’t already, email billing@member365.com to notify us of your intention to cancel.
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Plan how the system should operate during the transition
Decide whether membership renewals, automated emails, payments, or member logins should remain active.
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Communicate changes to your members
If the member portal or login experience will change, notify your members in advance.
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Export your data
Download all information your organization wishes to retain before the account closes.
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Review your website
Remove or update any links or embedded forms connected to Member365.
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Review integrations
Disable any API connections, Zapier automations, or external integrations tied to the platform.
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Review payment processor accounts
If you connected Stripe, Worldline, Authorize.net, or another processor, contact them directly if you plan to close the account.
-
Complete exports before system closure
Once the offboarding month ends, your account will no longer be accessible.
Exit Survey
If you are willing to share feedback about your experience with Member365, we would greatly appreciate hearing from you.
Your feedback helps us improve the platform and better serve organizations like yours.
Exit survey: Click to Complete Survey
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