In this article, you will learn how to:
Subscriptions are set up under the Membership tab. Click +New Membership and select the Subscription option.
1. Configure a Subscription
Here are important fields to consider when setting up a subscription:
The name and description of your subscription will be visible to the client.
When will the subscription become visible in the store?: You can change the visibility settings of your subscription at any time.
- Immediately: Available for purchase in the Memberships section of your store and available for purchase if linked to an activity.
- Schedule: Specify which date the subscription is available for purchase in the Memberships section of your store and available for purchase if linked to an activity.
- Hidden from store: Unavailable for purchase in the Memberships section of your store. However, it is still available for purchase if linked to an activity, in which case clients are prompted to buy it.
- Unavailable from store: Unavailable for clients to purchase. However, the subscription remains active for clients that purchased it prior to becoming unavailable. Administrators can still purchase this subscription on behalf of clients.
Maximum Activities (Optional): Limit the activities clients can enroll in using a subscription. Useful for creating bundles (Gold= all activities, Silver= 5 activities, etc.).
When will this subscription expire: Once expired, a subscription can no longer be used. Clients are removed from the activities they were subscribed to with the subscription. They will need to purchase a new subscription and register to activities again. If your subscription expires after (X) period, you may configure renewal notifications to be sent to your clients. Click here to learn more. NOTE: By law, organizations in Quebec must provide a renewal option to their subscribers for subscriptions that span 12 months or longer.
Billing Day: The recurrent day of the month clients are billed for the subscription. If left blank, the client's purchase date becomes the billing date.
Effective Date: The subscription becomes active and can be used to register to activities. Subscriptions can be bought before they become effective (as is the case with pre registrations).
Pro Rata: Depending on when they register, charge clients the remaining occurrences (or days) in the month rather than the full subscription price. Click here to learn more.
Price: The subscription price is invoiced each month to the client. If you change the price after a subscription has been sold the new price will be applied to all future invoicing for new and existing subscribers. NOTE: An admin can edit the monthly subscription price for a specific client via the Purchases tab in their account.
After entering in a price higher than 0$, you can choose whether clients can pay with a credit card and/or eCheck.
You can decide whether clients must meet a minimum or maximum age requirement in order to have the subscription.
Clients can cancel themselves: Clients may cancel the subscription from their user account. A notification is sent to the administrator. No further action is necessary.
Clients must request to cancel: Clients must first send a request to cancel. An administrator must confirm the request in order to terminate the subscription. The client will continue to be invoiced for the subscription up until the cancellation date that has been set.
Click here to learn more about cancelling subscriptions.
You can assign an Adult and/or Child form to be completed upon the purchase of the subscription. If a question already appears on another registration form the client has already filled out, they won't need to complete the same question again.
Community segments (Optional)
If necessary, you can limit the purchase of this subscription to clients within your community segment(s).
2. Link a Subscription to an Activity
A subscription plan can be linked to one or multiple activities. Clients can register to as many activities (as you specified) using the same subscription plan.
Via the Activities>Edit subtab, edit the Session:
Price of the activity: This must be set to 0$, as the subscription price will be charged rather than the activity. If an activity can still be purchased without using a subscription, create a copy of the activity with a 0$ price for subscription purposes only.
Pro Rata: Keep unchecked. Pro Rata is configured within the actual subscription.
Drop-ins: Must be disabled.
Scroll down the activity to the Subscriptions section:
Specify how many subscription plans are applicable to the activity. Select the subscription(s) that can be used to register to the activity.
Save when finished. You can change this setting at any time.
3. Manage your Subscriptions
In the Memberships tab, access your subscriptions alongside your memberships, or apply filters to display and manage what you're looking for. If no filters are applied, you can change the order of your memberships/subscriptions as they appear in your store.
To export data, put a mark next to the subscription(s) and click on Operations.
Click on the membership name to view the list of members. Toggle the Status filter to switch between active or inactive participant names. Keep in mind that if you include a date range, the names that appear are based on enrollments during that time period. NOTE: If a client purchases the same subscription plan after their previous one expires, their name will appear in both the Active/Inactive lists. However, the subscription effective dates will differ for each record.
Click on Edit to modify the subscription. Changes are applied to future invoices for existing members.
Archive a subscription if it's been used but no longer necessary. This cancels the automatic monthly billing. Delete a subscription if it's never been used.
Manage a specific participant's subscription
To manage an specific participant's subscription, click on the subscription name to pull up the enrolled members. Click on Edit subscription.
Edit the participant's monthly subscription charge, which only affects this client.
Cancel the subscription by selecting the cancellation month.
Pause the subscription. Depending on the pause length, the client is not charged for their subscription and nor can they use it to enroll and/or participate in eligible activities.
👉 Alternately, you can change an individual participant's monthly subscription amount via the Clients>Client's file>Purchases subtab. Locate the participant's list of purchases and under 'Active Memberships', click the Edit button to the right of the monthly subscription charge. Moving forward, the amount will be charged to this client only.