Ending your Fifth Ray membership made easy

About Fifth Ray

Fifth Ray is a UK-based software platform that provides comprehensive business management solutions for holistic health practitioners, wellness centres, and complementary therapy clinics. The system combines appointment scheduling, client management, electronic health records, and billing functionality into a single integrated platform. Originally launched to serve the alternative medicine community, Fifth Ray has become particularly popular among osteopaths, chiropractors, acupuncturists, and multi-disciplinary wellness practices across the United Kingdom.

The software operates on a cloud-based subscription model, meaning users access the platform through web browsers rather than installing software locally. This approach allows practitioners to manage their practices from any location with internet access, whether they're working from a clinic, home office, or remotely. Fifth Ray stores all client data securely in accordance with UK GDPR requirements and maintains NHS-level encryption standards for sensitive health information.

Most importantly, Fifth Ray distinguishes itself through features specifically designed for complementary healthcare providers. The platform includes treatment note templates for various modalities, consent form management, SOAP note functionality, and integration with professional association requirements. Additionally, the system handles multi-practitioner scheduling, room booking coordination, and inventory management for practices that sell supplements or wellness products.

Keep in mind that whilst Fifth Ray offers substantial functionality, many practitioners eventually find themselves needing to cancel for various reasons. Common motivations include practice closure, switching to alternative software with different features, reducing overhead costs during quieter periods, or simply finding the platform doesn't align with their workflow preferences after the initial trial period.

Plans, features and pricing

Fifth Ray structures its offerings around practice size and feature requirements. Understanding your current subscription tier is essential before initiating cancellation, as different plans may have varying notice periods or contractual obligations. The pricing model has evolved considerably since the platform's launch, so legacy users might be on different terms than newer subscribers.

Current subscription tiers

The platform typically offers several subscription levels, though exact pricing fluctuates based on promotional periods and annual versus monthly billing choices. Here's what you need to know about the standard structure:

First, check your actual subscription cost by reviewing recent bank statements or credit card charges. The amount you're being charged reveals which tier you're subscribed to, which matters significantly when calculating final billing after cancellation. Some practitioners discover they've been paying for higher tiers than necessary, making cancellation even more financially sensible.

Feature comparison and why it matters for cancellation

Understanding what you're actually using versus what you're paying for often motivates cancellation decisions. Fifth Ray includes numerous features across its tiers, but many subscribers find they regularly use only a fraction of available functionality. The core features across most plans include online appointment booking, automated appointment reminders via SMS and email, client portal access, treatment note recording, and basic financial reporting.

Additionally, higher-tier plans incorporate features like multi-location management, advanced inventory tracking, marketing automation, detailed analytics dashboards, and integration with accounting software such as Xero or QuickBooks. If you're not actively utilizing these premium features, you're essentially paying for unused capacity—a primary reason many practitioners choose to cancel or downgrade.

Most importantly, before cancelling entirely, consider whether a lower-tier plan might meet your needs. However, if you've decided cancellation is the right choice, understanding your current feature set helps ensure you've exported all necessary data before losing access. Fifth Ray allows data export, but you'll want to download client records, financial reports, and treatment notes before your subscription ends.

Terms of service and cancellation policy

Fifth Ray's terms of service contain specific provisions regarding subscription cancellation that you absolutely must understand before initiating the process. Unlike some software providers that allow instant cancellation, Fifth Ray typically requires advance notice, and the exact notice period depends on your subscription type and when you originally signed up.

Legal requirements in the UK

Under UK consumer protection law, specifically the Consumer Rights Act 2015 and the Consumer Contracts Regulations 2013, you have certain rights when cancelling subscription services. For services like Fifth Ray, if you're cancelling within 14 days of initially subscribing, you're generally entitled to a full refund under the "cooling-off period" provisions. However, this right doesn't apply if you've already actively used the service during those 14 days, which most practitioners have.

Keep in mind that business-to-business contracts, which Fifth Ray subscriptions typically constitute, aren't covered by the same consumer protection regulations as consumer contracts. This means if you're subscribed as a business entity rather than an individual, your cancellation rights depend entirely on Fifth Ray's contractual terms rather than statutory consumer rights. This distinction matters significantly when disputes arise about refunds or notice periods.

Standard cancellation notice periods

Fifth Ray generally operates on one of two billing structures: monthly rolling subscriptions or annual contracts with monthly payment plans. The notice period varies considerably between these options:

First, determine which billing structure applies to your subscription by checking your original signup confirmation email or recent invoices. This information is absolutely critical because sending cancellation notice too late can lock you into additional months or even a full additional year of charges. I've seen practitioners lose hundreds of pounds simply because they missed the 90-day window for annual contract cancellations.

Refund policies and final charges

Fifth Ray typically does not offer pro-rata refunds for partial months or unused portions of annual subscriptions. This means if you cancel halfway through a billing period, you'll still be charged for the complete period, though you should retain access until that period ends. This policy is standard across most SaaS providers, but it's worth understanding to avoid disappointment.

Additionally, watch for any outstanding charges beyond your subscription fee. If you've used premium features like additional SMS credits, extra storage capacity, or add-on modules, these may appear as final charges even after your subscription cancellation processes. Review your account thoroughly before cancelling to identify any potential additional costs.

Cancelling by post - the complete guide

Postal cancellation represents the most reliable and legally robust method for terminating your Fifth Ray subscription. Whilst some software providers offer online cancellation portals or phone-based termination, sending formal written notice via Royal Mail Recorded Delivery creates an indisputable paper trail that protects you if disputes arise about cancellation timing or whether notice was properly received.

Why postal cancellation is your safest option

Here's what thousands of subscription cancellations have taught me: digital cancellation methods can fail in numerous ways. Email cancellation requests sometimes end up in spam folders, online forms occasionally malfunction without confirmation, and phone cancellations leave no evidence beyond your word against the company's records. Next, consider that if a billing dispute reaches your bank or credit card company, physical proof of posting carries significantly more weight than screenshots or phone records.

Most importantly, UK contract law recognizes posted letters as legally served when they're posted, not when they're received. This "postal rule" means your cancellation notice is legally effective from the date you post it via Recorded Delivery, protecting you even if delivery delays occur. This protection doesn't exist with email or online methods, where notice typically takes effect only upon receipt.

Additionally, Recorded Delivery provides tracking confirmation and signature proof of delivery. This evidence becomes invaluable if Fifth Ray claims they never received your cancellation notice and attempts to continue charging your account. I've personally processed cases where this documentation prevented thousands of pounds in disputed charges.

Preparing your cancellation letter

Your cancellation letter needs to include specific information to be legally effective and prevent processing delays. First, include your full name exactly as it appears on your Fifth Ray account. Next, provide your account email address, practice name, and account reference number if you have one. These identifiers ensure Fifth Ray matches your letter to the correct account without confusion.

The letter should explicitly state that you're cancelling your subscription and requesting confirmation of the cancellation in writing. Specify your desired cancellation date, keeping in mind the required notice period for your subscription type. If you're on a monthly rolling contract requiring 30 days' notice, state clearly: "I am providing 30 days' notice to cancel my subscription, effective [specific date]."

Keep in mind that you should request written confirmation of your cancellation, including confirmation of the final billing date and the date your access will end. This request is crucial because it creates an obligation for Fifth Ray to respond, giving you documentation if they fail to process your cancellation properly. Additionally, mention that you're sending the letter via Recorded Delivery and reference the tracking number in your letter for additional documentation.

Where to send your cancellation letter

Sending your cancellation to the correct address is absolutely critical. Using an incorrect or outdated address can invalidate your notice period, potentially costing you additional months of subscription fees. Based on current information, Fifth Ray's registered correspondence address is:

• Fifth Ray Ltd
• Unit 4 Riverside Business Centre
• Riverside Way
• Camberley
• Surrey
• GU15 3YL
• United Kingdom

First, verify this address is current by checking Fifth Ray's official website footer or your most recent invoice, as companies occasionally relocate. If you find a different address on recent correspondence, use that address instead. Most importantly, never send cancellation letters to general enquiry addresses or PO boxes unless specifically instructed to do so in your terms of service.

The posting process step by step

Now let's walk through the actual posting process to ensure nothing goes wrong. First, print your cancellation letter on clean white paper and sign it in blue or black ink. Keep a photocopy or scanned image of the signed letter for your records before posting. This copy proves exactly what you sent if disputes arise later.

Next, place the letter in a properly sized envelope and write the Fifth Ray address clearly on the front. Include your return address on the back flap. Head to your local Post Office—don't use postboxes for Recorded Delivery, as you need to obtain a receipt. Request "Recorded Delivery" service specifically, which currently costs around £3.35 for standard letters.

The Post Office clerk will provide you with a receipt containing a unique tracking reference number. Keep this receipt in a safe place permanently—it's your proof of posting. Additionally, photograph or scan the receipt immediately and store the digital copy in multiple locations such as email, cloud storage, and your phone. I cannot overstate how valuable this receipt becomes if billing disputes occur.

Track your letter's delivery progress using the Royal Mail tracking website or app. Once delivered, take screenshots of the tracking information showing successful delivery and the signature confirmation. Store these screenshots with your other cancellation documentation. This complete documentation package—original letter copy, posting receipt, and delivery confirmation—creates bulletproof evidence that you properly cancelled your subscription.

Using services like Postclic for easier postal cancellation

Whilst the manual posting process works perfectly well, services like Postclic streamline postal cancellations significantly. Postclic allows you to create, send, and track formal letters entirely digitally, which saves considerable time and ensures professional formatting. You simply enter your cancellation details online, and Postclic handles printing, enveloping, and posting via tracked delivery.

The key advantage is digital proof management. Postclic automatically stores your letter content, posting date, and delivery confirmation in one place, eliminating the risk of losing crucial receipts or tracking numbers. Additionally, the service ensures your letter meets professional business correspondence standards, which can be particularly helpful if you're uncertain about formal letter formatting.

Most importantly, Postclic removes the need to visit the Post Office during business hours, which is particularly valuable for busy practitioners who struggle to find time during working days. The cost is comparable to Recorded Delivery when you factor in your time value, and the convenience factor makes the cancellation process significantly less stressful.

Timeline expectations and follow-up

After posting your cancellation letter, expect delivery within 1-3 working days for UK addresses. Fifth Ray should acknowledge your cancellation within 5-10 working days of receiving it, though some companies take longer. If you haven't received written confirmation within two weeks of confirmed delivery, follow up with another letter referencing your original cancellation and its tracking number.

Keep in mind that your access should continue until the end of your notice period or current billing cycle, whichever is longer. If Fifth Ray terminates your access immediately upon receiving cancellation notice, but you've paid through the end of the month, you're entitled to either continued access or a pro-rata refund for unused days. Don't hesitate to assert this right if premature access termination occurs.

Additionally, monitor your bank account or credit card carefully for at least three months after your expected final charge. Subscription billing systems sometimes continue charging due to processing errors, and catching these charges quickly makes reversal much easier. If unauthorized charges appear, contact your bank immediately with your cancellation documentation to dispute the transactions.

Tips from former members

Having processed thousands of Fifth Ray cancellations over the years, certain patterns emerge regarding what works, what doesn't, and what former members wish they'd known before cancelling. These insights can save you significant time, money, and frustration during your own cancellation process.

Export your data before cancelling

This is absolutely the most critical tip: download all your data before sending your cancellation letter. Once your subscription ends, you typically lose access to everything stored in Fifth Ray, including years of client records, treatment notes, financial data, and appointment history. Whilst Fifth Ray should provide data export functionality, don't wait until the last minute to use it.

First, export your complete client database including contact information, medical histories, consent forms, and treatment notes. Fifth Ray typically allows CSV or PDF exports, so download both formats for maximum compatibility with future systems. Next, export all financial records, including invoices, payment histories, and tax-relevant reports. You'll need these for accounting purposes and potential HMRC inquiries regardless of whether you continue practicing.

Additionally, download copies of any custom forms, templates, or documents you've created within the system. These represent significant time investment, and recreating them from scratch in a new system is frustrating and time-consuming. Most importantly, complete all data exports at least two weeks before your expected access termination date. Technical issues occasionally prevent downloads, and you'll want time to resolve problems before losing access entirely.

Understand your data retention obligations

Keep in mind that healthcare practitioners in the UK face legal obligations regarding patient record retention. Professional bodies like the General Osteopathic Council, British Acupuncture Council, and General Chiropractic Council typically require practitioners to retain patient records for minimum periods ranging from 7-11 years depending on the modality and whether patients were adults or children.

Cancelling Fifth Ray doesn't eliminate these obligations. You remain personally responsible for securely storing exported patient data in compliance with GDPR and professional requirements. Former members often underestimate the complexity of managing this data outside a dedicated practice management system. Consider whether you have adequate systems in place for secure long-term data storage before cancelling, particularly if you're closing your practice entirely.

Timing your cancellation strategically

Several former members report wishing they'd timed their cancellations more strategically. If you're on monthly billing, consider cancelling just after your billing date rather than just before. This maximizes the time between your cancellation notice and your final payment, giving you more opportunity to extract value from your remaining access period.

For annual contracts, the timing calculation becomes more complex. If you're several months into an annual term, you'll likely need to continue paying until the contract ends regardless of when you send cancellation notice. In this situation, some practitioners choose to delay sending formal cancellation until the 90-day window before renewal, using the remaining contracted time to transition to alternative systems gradually.

Additionally, consider your practice's seasonal patterns. If you're a sole practitioner who takes extended holidays or sabbaticals, timing cancellation to coincide with these periods means you won't lose access during active practice periods. Several former members successfully cancelled during planned practice closures, avoiding any disruption to client service.

Have an alternative system ready

Don't cancel Fifth Ray until you've identified and tested your alternative solution, whether that's different practice management software, a simpler booking system, or returning to paper-based records. The transition period between systems is invariably more complicated than anticipated, and overlapping your subscriptions for one month provides valuable breathing room.

Former members frequently report that migrating client data between systems takes longer than expected, particularly if your new system uses different data structures or doesn't directly import Fifth Ray exports. Additionally, staff and clients need time to adjust to new booking systems or processes. Running parallel systems briefly, whilst costly, significantly reduces stress and prevents appointment booking failures during the transition.

Watch for retention offers

Some former members report receiving retention offers after submitting cancellation notices, such as discounted subscription rates, free months, or upgrades to higher-tier plans. Fifth Ray may contact you attempting to retain your business, particularly if you're a long-term subscriber or operate a larger practice. Decide in advance whether you're open to such offers or whether your cancellation decision is final regardless of incentives offered.

Keep in mind that accepting retention offers typically extends your subscription commitment, potentially locking you into new contract terms. Read any retention offer documentation extremely carefully before accepting, and ensure you understand the new cancellation terms if you later change your mind again. Several former members accepted "three months half price" offers only to discover they'd inadvertently committed to a new 12-month contract term.

Document everything throughout the process

Finally, maintain meticulous records throughout your entire cancellation process. Create a dedicated folder—physical or digital—containing your cancellation letter, posting receipt, delivery confirmation, any correspondence with Fifth Ray, and records of your final charges. This documentation proves invaluable if disputes arise months later when memories have faded.

Additionally, keep records of when you exported your data, what data you exported, and where you've stored it. If professional body audits or legal inquiries arise years later, you'll need to demonstrate that you properly retained patient records after leaving Fifth Ray. Former members who maintained thorough documentation report significantly less stress when facing such inquiries compared to those who didn't document their data management processes.

Most importantly, treat your cancellation as a formal business process deserving the same attention and documentation you'd apply to any significant practice management decision. The hour you invest in proper documentation and process management prevents countless hours of frustration if problems emerge later. Cancelling a subscription might seem straightforward, but protecting yourself legally and financially requires attention to detail and thorough record-keeping throughout the entire process.