Create and manage subscriptions
Subscriptions define your users' booking rights: access period, price, quotas, and rules. Create one subscription for each plan offered by your club, then assign it on user 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, define 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 described on a dedicated page.
Track subscription fee payments
In the General tab, fill in Subscription Fee: a Paid Subscription checkbox then appears on each user record, with the date and amount paid. The Subscription Tracking module (Administration›Users›Access Rights›Subscription Tracking) lists all subscribers with their payment status, can be filtered using By Subscription and By Status, and can be exported in Excel format.
Enable Block bookings if the user has not paid their subscription if needed: a banner then appears on the user record, and booking is refused until the payment is recorded.
To avoid having to monitor this screen, enable activity reports: they send you each month the list of subscriptions by name that will 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 it according to the configured plans, with automatic billing. Payment is made using the payment collection methods of the associated billing account.
When this section is active, the dates take on another meaning: they become Default Access Dates, applied as long as the subscriber does not have an active plan. As soon as they purchase a plan, the plan 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 photo, date of birth, ranking, license number, proof of address, or medical certificate.
The user is asked to provide them when they first log in, 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: an incomplete subscriber then also cannot be added as a partner by someone else.
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 relevant users, 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 edit lets you mark everyone as unpaid again in the same action: it is the back-to-season operation in a single step.
A file import can also update the subscription for the entire database in a single operation.
