Managing a season

Season changeover from A to Z: prepare the new subscriptions, reassign users in bulk, reset credit counters and tidy up the accounts.

Prepare the new season's subscriptions

1. Go to Administration›Users›Access Rights›Subscriptions.
2. On the row of each subscription from the past season, click Duplicate.
3. Enter the name of the copy (for example the new year) in the confirmation window, then confirm.
4. The copy appears in the list. Click its name to adjust the start and end dates, and the price if necessary.

You can Archive the subscriptions from the past season to remove them from the current list and from the new assignment choices, even if users are still subscribed to them. Those users keep their subscription. You will find the plans again in Archived. Archiving disables their availability in online registrations; restoring them does not re-enable it automatically.

If you duplicate a linked subscription, the copy stays linked to the same reference when your permissions allow it. So check which reference should carry the shared settings for the new season.

If your subscriptions are sold online in fixed cycles, the changeover is even simpler: add the next season's cycle to the existing product, and the past cycle stops being offered on its own.

Reassign the new subscription in bulk

1. Go to Administration›Users›User Management.
2. Click Filters and filter by the old subscription to target the users concerned.
3. Click Select All, then open the Actions menu and choose Quick Edit.
4. Select the new subscription in the Subscription list and, if needed, tick Edit Subscription Dates.
5. Save: all the selected users are switched over in a single operation.

You can also reassign subscriptions by importing a file (Administration›Users›Import / Export›Import a File), which is handy if you prepare the season in a spreadsheet.

Reset credit counters to zero

1. In Administration›Users›User Management, select the users concerned (or Select All after filtering).
2. Open the Actions menu and choose Credits.
3. For both Booking Credits and Guest Credits, choose Meter Upgrades and enter the target value, for example 0.
4. Save: all the selected counters are set to the same value.

Tidy up the accounts

1. Filter the users who are not renewing their membership.
2. From the Actions menu, choose Suspend to temporarily block access, or Delete to move the accounts to the trash.
3. Open the Trash from the users page to restore an account moved by mistake, or to use Restore All and Empty trash.

Suspending rather than deleting is often the right reflex at the start of a season: the account, its past bookings and its counters remain intact, and a simple reactivation is enough if the member comes back in October.

Cover two activities with a single subscription

Each user can only have one subscription at a time. If your organization offers tennis and padel, for example, create a combined subscription rather than two separate subscriptions:

1. Create a single subscription (for example Tennis + Padel).
2. In the Quota tab, open the Advanced Configuration then use Add a quota to set a quota specific to each group of calendars.
3. To differentiate prices, enable the credit system on the calendars concerned (Activate the credit system) and define rules in Booking Rates.
4. If certain subscriptions must not overlap on the same time slots, use the Rules tab and the Prohibit booking with other subscriptions option.