Member Subscriptions

A subscription works like a gym membership. The member pays a fee for a billing period and gets a bundle of benefits: session time, products, a standing discount or wallet money. The benefits can reload every month of the period.

A subscription does not renew by itself. When the period ends the membership stops and unused benefits are burned, unless the plan carries time over. The cashier sells the next period with Renew.

The feature has four places:

Setting Up Plans

Open Settings, then Subscriptions. The Plans block comes first. With no plans yet it shows No plans yet and an Add plan button.

The plan list shows each plan with its price, period and how many members are on it (Members). Benefits are listed under the row as Benefits per period. A plan with carry over enabled also shows Carry over with its window in months. Plans that are Closed for sale sink to the bottom.

Plan fields

Click Add plan to open the plan dialog. The edit button on a plan row opens the same dialog for that plan.

Benefits

Benefits are granted at the start of every period. Add them with the four buttons under Benefits:

A plan with no benefits shows This plan gives nothing yet.

How each benefit is used:

• Time sits in the member's time balance and is used by sessions the same way as other purchased time. The plan's Where the time can be spent setting limits which stations it covers.
• Products are covered when the member orders that product. The covered units appear as a free line on the order. Units beyond the allowance are charged normally.
• Discount is compared with the member's own discount. The larger of the two applies. They are not added together.
• Money is spent like any other wallet balance. It is booked as bonus because the cash was taken when the subscription was sold.

Carrying time over

The rollover block controls unused session time only.

Product allowances never carry over. They burn at the end of the period.

Unpaid grace period

The Renewal block below the plans has one field: Unpaid grace period, in days. It sets how many days the benefits stay usable after the end date. The default is 0. Click Save at the bottom of Settings to store it.

Deleting a plan

The delete button on a plan row asks for confirmation. Members already on the plan keep their benefits until their period ends. Their records keep the plan name as it was when they bought it.

Selling a Subscription

1. Open Members and select the member.
2. Open the Subscription tab.
3. Click Sell subscription.
4. Choose the Plan. Only plans that are open for sale are listed.
5. Choose the Payment channel: Counter or Member wallet.
6. Check the Price. Leave it as it is to charge the plan price. Type a different amount for a one-off price.
7. Add a Note if needed.
8. For Counter, click Take payment. The payment window opens to take cash or card and can print a receipt. For Member wallet, click Save. The fee is deducted from the member's wallet.

The message Subscription sold. confirms the sale. Benefits are handed over once the payment is in.

The Member's Subscription Tab

The tab shows the current subscription:

• The plan name and status: Active, Payment due, Expired or Cancelled.
• The period dates and the days left.
• Each benefit with its balance, for example {used} of {total} used, allowance used up or {count} given this period.
• Carried over time with how many days are left before it burns. The oldest carried time is spent first, then this period's.
• Payment history with each payment's method and status.
• Earlier subscriptions for this member.

A member without a subscription shows This member has no subscription. and the Sell subscription button.

Renewing

Click Renew on the tab. The same sell dialog opens. When the member still has a running subscription, the dialog says Starts when the current subscription ends, on {date}. The new period follows the current one without overlap.

Cancelling and refunds

1. Click Cancel on the tab. The Cancel subscription dialog opens.
2. The dialog shows what was paid, how many days of the period were used and anything already refunded.
3. Choose the Refund:
   • No refund: the benefits are cancelled and the money is kept.
   • Unused part: only the part that was never used, worked out per grant period from the time that has passed and the benefits consumed.
   • Full amount: everything still owed on the subscription. If part of it was already used, a warning says that a full refund gives that value back as well.
   • Enter an amount: a custom amount, capped at what is still refundable.
4. Add a Reason if needed.
5. Confirm with Cancel and refund. When there is nothing to refund the button reads Cancel.

Whatever is left of the benefits is burned when the subscription is cancelled.

What Happens Over Time

The server checks subscriptions every five minutes. A server that was off catches up on its first check after it starts.

• New period. When a month (or the next grant window) begins, its benefits are handed over. A window is handed over only after its payment is in.
• End date passes with a grace period set. The subscription moves to Payment due (Unpaid grace on the Subscriptions page). The member keeps the remaining benefits until the grace period ends.
• The end date and any grace period are over. The subscription becomes Expired. Remaining benefits are burned and the member is billed normally again.

The Subscriptions Page

Open Subscriptions in the main toolbar. The page has three tabs: Subscriptions, Statistics and Report.

Subscriptions tab

The work list. The tabs across the top narrow the list and show a count each:

Narrow further with the plan picker (All plans or one plan) and the search box (Member or plan). The columns are Member, Plan, Status, Ends, Days left and Payment (Due or Settled).

Click a row to open that member's subscription panel in a window. It works exactly like the Subscription tab on the member card. The list refreshes when the window closes.

Statistics tab

Pick a range: Today, Last 7 Days, Last 30 Days (the default), This Month, Last Month or Custom.

Below these are By plan (running and sold per plan) and Sales by day.

Monthly recurring revenue spreads each running subscription's price over the months it covers. Renewal rate counts, of the subscriptions that reached their end in the range, how many had a successor bought. Cancellations are left out of it.

Report tab

The same range picker. The report shows the Period summary (Subscriptions sold, Refunded, Net and the collected and pending amounts), By plan, By payment method and Products handed over.

Permissions

Without the reporting permission the Statistics and Report tabs are hidden. Roles are set in Cashier Roles & Permissions.

Notes and Troubleshooting

A plan is missing from the sell dialog. It is Closed for sale. Turn Open for sale back on in the plan dialog.

The member did not get this month's minutes. Benefits are handed over only after the period's payment is in. Check Payment history on the member's tab and the Payment due list on the Subscriptions page.

The member lost their remaining time at the end of the period. Unused benefits burn when the period ends. Only session time can carry over. It carries over only when Carry unused time over is on for the plan.

Saving a plan fails. The message names the problem. Common ones are Give the plan a name., Pick where the time can be spent. and Pick a product for the product benefit.

Related Pages

• Member Management
• Member Wallet
• Time Packages
• Packages
• Payment Methods
• Cashier Roles & Permissions
• Statistics