Overall Status & Platform Status

Two fields in the ⇌ Status folder answer "where does this client stand?" — one in AutoSync's standard vocabulary that's identical on every platform, and one in your platform's own words. This page explains how each is populated and the exact algorithm that maps platform statuses onto them.

The two fields at a glance

Field	What it holds	Built for
`⇌ Overall Status`	One of six fixed values: Active · Suspended · Future Start · Terminated · Expired · Non-Member	Workflows, filters, and reporting — the values never change, on any platform.
`⇌ Platform Status`	Your platform's own word for the same record, verbatim — e.g. Frozen, Declined	Reading a contact and seeing exactly what your platform's UI says.

The classic example: a Booker member freezes their membership. Booker calls that Frozen; AutoSync's standard vocabulary calls a paused-but-still-a-member state Suspended. With both fields you get both truths side by side — ⇌ Overall Status = Suspended, ⇌ Platform Status = Frozen — instead of wondering why the words don't match your platform.

How ⇌ Overall Status is populated

AutoSync keeps a record for every enrollment a client has — memberships, contracts, packs, intro offers (see Memberships & entitlements). Each record gets its own status using the per-platform mapping below, and ⇌ Overall Status is the roll-up across all of them — every membership, every service line, everything — strongest first:

Priority	Value	Means
1	Active	At least one enrollment is current and usable. Active always wins — if anything is active, the client is Active.
2	Suspended	Nothing active, but an enrollment is paused — frozen or on a payment hold. Still a member.
3	Future Start	Nothing running yet, but a signed enrollment starts on a future date — a pre-signed renewal or a membership sold ahead of its start day. Committed, not churned.
4	Terminated	Their last membership ended by cancellation or early termination.
5	Expired	An enrollment simply ran out — end date passed or visits used up — without being cancelled.
6	Non-Member	No enrollment records at all.

Put simply: a client has to end everything before they read as Terminated. And because platforms often create next year's contract before this year's ends, a member mid-renewal never dips into Terminated on the handover day — the current contract is Active until it ends, and the renewal is already there as Future Start, becoming Active the day it begins.

The field is always computed — never hand-written. AutoSync recalculates it on every enrollment change, so editing it by hand in HighLevel just lasts until the next sync. And before it ever downgrades someone from a live status to Terminated or Expired, AutoSync double-checks directly with your platform — if Mindbody or Booker still shows something active that we haven't seen yet, the record is refreshed first. A member who's genuinely active should never read as dead because of a sync gap.

How ⇌ Platform Status is populated

⇌ Platform Status carries your platform's own vocabulary, so you can always see what your platform would say without opening it. It's a plain text field on purpose — every platform has its own words.

Where the word comes from, per platform: Mindbody keeps its word on the client — the same status the front desk sees, including Declined. Booker attaches a status to each membership ("Frozen", "Cancelled"), so the word comes from the membership that decided the roll-up. Restore/POW has no separate status vocabulary of its own, so there the field simply mirrors ⇌ Overall Status.

This makes the pair a built-in cross-check: if ⇌ Overall Status and ⇌ Platform Status ever disagree — say Overall reads Terminated while Platform reads Active — that's your signal something needs a look, visible right on the contact.

The mapping, platform by platform

Mindbody

AutoSync reads Mindbody's actual contract records — the same ones under the client's Contracts section — alongside pricing options. That distinction matters: a contract billed monthly has both a contract end date (when the commitment ends) and a payment-cycle date (when the next month rolls). Status comes from the contract's real dates, never the billing cycle:

What Mindbody shows	⇌ Overall Status contribution
Contract running today (started, not ended, not terminated)	Active
Contract signed but starting on a future date — Mindbody's "future start date", common on auto-renewals	Future Start
Contract with a termination date (ended early)	Terminated
Contract that reached its natural end without renewing	Expired
Pricing option that's current, with visits remaining	Active
Pricing option used up or past its expiration	Expired

Mindbody's ⇌ Platform Status word comes from the client record itself — the exact status Mindbody's front desk sees: Active, Suspended, Terminated, Expired, Non-Member, or Declined.

"Declined" never changes ⇌ Overall Status. A failed autopay fires the Payment Failed workflow trigger instead — a card hiccup shouldn't mark a member as anything other than a member. But it does show in ⇌ Platform Status, so when Mindbody says "Declined" and AutoSync says "Active," you can see both truths on the contact.

Booker

Booker attaches a status to each membership record — the same one you see in Booker's own UI. AutoSync reads it directly:

Booker membership status	⇌ Overall Status contribution	⇌ Platform Status shows
ACTIVE	Active	Active
FROZEN	Suspended	Frozen
SUSPENDED	Suspended	Suspended
CANCELLED	Terminated	Cancelled
EXPIRED	Expired	Expired

If a record ever arrives without a per-membership status, AutoSync falls back to Booker's customer-level flags: has an active membership → Active; has a membership that isn't active → Suspended; only past memberships → Terminated.

Restore / POW

Restore's credit groups map the same way: an active credit group is Active, a FROZEN or DELINQUENT one is Suspended, CANCELLED is Terminated, and INVALID is Expired. Restore exposes no separate status vocabulary beyond that, so ⇌ Platform Status mirrors ⇌ Overall Status on Restore accounts.

When the fields update

Instantly — every membership, contract, or purchase event from your platform recalculates both fields.
Daily — a scan catches enrollments whose end date passed quietly, activates Future Start enrollments whose start day arrived, and applies scheduled terminations.
Weekly — a deep review re-reads memberships and contract records straight from your platform, so edits made there can't drift for long.
On any downgrade — before publishing Terminated or Expired for someone who was live, AutoSync re-checks the platform directly and refreshes the record first.

Building automations on status

Build workflow conditions on ⇌ Overall Status and match the exact values Active, Suspended, Future Start, Terminated, Expired, Non-Member — they're stable across platforms, so the same workflow works at a Mindbody studio and a Booker med-spa. Future Start is worth an automation of its own: it's a signed member whose start date hasn't arrived — a perfect welcome-sequence moment, and never a churn signal. Treat ⇌ Platform Status as the human-readable companion: perfect for contact views, smart lists, and support conversations ("she's Frozen, not cancelled"), but its vocabulary varies by platform.

Last updated August 2026