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 user profiles.
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 organized 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: an Paid Subscription checkbox then appears on each profile, along with the payment date and amount. The Subscription Tracking module (Administration›Users›Access Rights›Subscription Tracking) lists all subscribers with their payment status, which you can filter using By Subscription and By Status, and export to Excel.
If needed, enable Block bookings if the user has not paid their subscription: a banner then appears on the user's profile, and booking is refused until the payment is recorded.
To avoid having to monitor this screen, enable the activity reports: each month they send you the list of subscriptions, by name, that expire within 30 days.
Sell the subscription online
Enable Payments & Billing in the General tab to make the subscription payable online: users can subscribe or renew according to the plans you have 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 active plan. As soon as they buy a plan, the plan's dates take over.
Require supporting documents 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, phone number, profile picture, date of birth, ranking, licence number, proof of address or medical certificate.
The user is asked to provide them from their first login, then when they click an available time slot. The Apply this restriction when the subscriber is a partner in a reservation option extends the rule: a subscriber with an incomplete profile can then no longer be added as a partner by someone else either.
Duplicate a subscription for the new season
- Open the subscription from 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 click Select All after applying a filter.
- Open Actions then Quick Edit.
- Choose the new subscription and, if needed, its dates, then click Save.
In the same operation, quick editing lets you set everyone back to unpaid: the start-of-season task in a single move.
A file import also lets you update the subscription of your entire database in a single operation.
