Create and manage subscriptions
Subscriptions define your users' booking rights: access period, price, quotas and rules. Create one subscription per plan offered by your organization, then assign it on the records.
Create a subscription
- Go to Administration›Users›Access Rights›Subscriptions and click New.
- In the General tab, fill in Name & Color and an optional description.
- Under Access Rights Opening Dates, set the period during which subscribers can log in. Leave the setting disabled for access with no date limit.
- Click Save.
The configuration is organised into tabs: General, Quota, Permissions, Rules, Credits, Guest Passes, Labels and Sign Ups. The tabs dedicated to booking rules are detailed on a separate page.
Track membership fee payments
In the General tab, fill in Subscription Fee: a Paid Subscription box then appears on each record, with the date and the amount paid. The Subscription Tracking module (Administration›Users›Access Rights›Subscription Tracking) lists every subscriber with their payment status, which can be filtered using By Subscription and By Status, and exported to Excel.
If needed, enable Block bookings if the user has not paid their subscription: a banner then appears on the user's record, and booking is refused until the payment is recorded.
To avoid having to keep an eye on this screen, enable the activity reports: each month they send you the list, by name, of the subscriptions that expire within 30 days.
Sell the subscription online
Enable Payments & Billing in the General tab to make the subscription payable online: users can take it out or renew it according to the plans configured, with automatic invoicing. Payment is made using the payment methods of the associated billing account.
When this section is active, the dates take on a different meaning: they become Default Access Dates, applied as long as the subscriber has no current plan. As soon as they buy a plan, the plan's dates take over.
Automatically remind subscribers before expiry
A subscriber who lets their subscription expire loses their rights without noticing, and you find out when they can no longer book. Three e-mails are sent automatically before the expiry date: 30 days before, 7 days before, then the day before.
The setting is made subscription by subscription. Go to Administration›Users›Access Rights›Subscriptions, open the subscription concerned, General tab, Automatic reminders before expiry section. It is active by default: you have nothing to do to benefit from it.
Add a custom message
Below the switch, an editor lets you add a few lines that will be included in the e-mail: date of the general meeting, price for the following season, registration desk hours, address of a form to fill in, attachment, and so on.
What the subscriber receives
The e-mail sets out the subscription concerned, its expiry date and the number of days remaining, then your message if you have entered one.
A renewal button only appears if the subscriber can actually renew from their account, that is, if a subscription that can be bought online is available to them. Otherwise, the e-mail informs without offering an impossible action: it is up to you to explain what to do in the custom message.
Who does not receive a reminder
- Subscribers with no expiry date. A reminder announces an end: with no end date entered, the subscription never expires as far as the software is concerned, and no e-mail is sent. This is the most common case when nothing arrives — check the subscriber's record before looking any further.
- Subscribers whose subscription has reminders disabled.
- Suspended subscribers.
- Those who have turned off Payments & Billing notifications in their account: their choice takes precedence over yours.
Require supporting documents in order to book
In the General tab, the Mandatory information for booking section requires subscribers to complete certain information before they can book: e-mail address, postal address, telephone, profile photo, date of birth, ranking, licence number, proof of address or medical certificate.
The user is asked to provide them at their first login, then when they click on a free time slot. The Apply this restriction when the subscriber is a partner in a reservation option extends the rule: an incomplete subscriber can then no longer be added as a partner by someone else either.
Duplicate a subscription for the new season
- Open the subscription for the past season.
- Click Duplicate: the entire configuration is copied.
- Rename the copy and adjust its dates.
Reassign a subscription in bulk
- Go to Administration›Users›User Management and select the users concerned, or Select All after applying a filter.
- Open Actions then Quick Edit.
- Choose the new subscription and, if needed, its dates, then click Save.
Quick editing also lets you switch everyone back to unpaid in the same action: the whole start-of-season operation in a single step.
A file import also lets you update the subscription for your entire database in one operation.
