HighLevel Workflow: Remove Access After Subscription Billing Term Ends

Video Summary

HighLevel doesn’t natively trigger workflows when a canceled subscription reaches the end of its billing term—only when it’s immediately canceled. That makes it hard to delay access revocation until the user’s paid time is actually up.

In this tutorial, I show how to build a reliable workaround using two workflows and one custom field to handle cancellations properly.

First, create a custom date field called something like “End of Billing Term.” This stores when the user’s access should officially expire. Then, create a workflow triggered by Payment Received for a specific product (e.g., a community membership). Each time a payment succeeds, this workflow updates that custom field by adding one billing period (e.g., one month or one year).

Next, create a second workflow for handling cancellations. This workflow uses the Subscription Canceled trigger but instead of acting right away, it sets an event to occur on the custom field date. It waits until the date in “End of Billing Term” before proceeding. When that date arrives, the workflow automatically revokes access to the course, community, or membership—and optionally sends an email confirming access has ended.

If the customer resubscribes before their billing term ends, the “Payment Received” workflow removes them from the cancellation workflow so their access remains active.

This setup works consistently and accurately delays access removal until the user’s paid time runs out. While HighLevel may eventually add a built-in “End of Billing Term” trigger, this workflow remains a powerful and flexible solution for now.

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Key Takeaways

• The Problem: HighLevel doesn’t natively support workflows that trigger after a canceled subscription’s billing period ends.
• The Fix: Use two workflows and a custom date field to handle delayed cancellations.
• Step 1 – Create a Custom Field:
  • Type: Date Picker.
  • Label: “End of Billing Term” (or similar).
  • Create one per subscription type if needed.
• Step 2 – Payment Workflow:
  • Trigger: Payment Received → Successful → [Specific Product]
  • Action: Use a math operation to add one billing period to the “End of Billing Term” field.
  • Optional: Remove contact from “End of Billing” workflow if they’ve resubscribed.
• Step 3 – Cancellation Workflow:
  • Trigger: Subscription Canceled → [Specific Product]
  • Action:
    • Set event start date = custom field (“End of Billing Term”).
    • Wait until that event date/time.
    • Revoke course, community, or group access.
    • Send final notification email if desired.
• Optional Additions:
  • Send reminder emails (“Your access ends in 3 days”).
  • Use tags for easy filtering or reactivation campaigns.
• Failsafe: If a payment is received after a cancellation, reset the field to the current date and extend it forward by one billing cycle.
• Support Note: Even though HighLevel support says this isn’t possible, this method works reliably and has been tested successfully.