Creating and Managing Subscriptions

Sell a recurring package of booking passes, such as four lessons a month or every session of a program. Create the product, price it, add its passes, sell or assign it, and manage subscribers.

A subscription charges a customer on a schedule, such as every month, and gives them booking passes each time. Use it for packages like four private lessons a month, or every session of a program. (About 10 minutes. You need a booking pass to include.)

Before you begin

Subscriptions appears in your admin sidebar. If it does not, contact OpenCourt support to turn it on for your club.
The booking pass you want to include exists. See Creating booking passes.

Create a subscription

Go to Subscriptions → Catalog and click New Subscription Product.
Under Subscription Details, enter the Name, a Short Description for listings, and a Description on Subscription Page.
Under Pricing plans, set up the first plan:
- Choose Renewable (bills every period until canceled) or Fixed-term (one charge, lasts a set time, then ends).
- Enter a Name, the Price, and how often it renews, such as every 1 month.
- Click Add pricing plan to offer another option, such as a yearly plan.
Under Booking passes, click Add booking pass and choose the pass. Set how much it holds each cycle:
- Uses per Cycle for a pass that counts sessions, or Minutes per Cycle for a pass that counts time. The field matches the pass type.
- Turn on Unlimited to cover every use in the cycle.
- Set Valid for and Allocate every. The defaults give one pass each renewal, valid for one cycle.
Under Sales Channels, turn on Online Store to sell it in your store, or Payment Link to share a direct link.
Click Create Subscription.

The Booking passes section of a new subscription, with a pass selected, Uses per Cycle set to Unlimited, valid for 1 month, and allocated every month.

To sell only once to each customer, turn on Limit to one purchase per customer under Purchase limit.

Charge members a different price

A subscription has no member price field. Instead, add a pricing plan for each price, and choose who sees it:

Add two pricing plans, for example Members at the lower price and Monthly at the regular price.
On each plan, open Rule set visibility. Show the member plan only to your member rule sets, and the regular plan only to Non-members.

A pricing plan named Members at 139.00 per month. Under Rule set visibility, Visible to all is off, Non-members is hidden, and the marked Member row is visible.

Each customer then sees only their plan, even through a direct link. What a customer sees depends on the membership of the person who pays.

Sell or assign a subscription

Customers buy the subscription from your online store or the payment link. If a pass in the subscription is for someone else, such as a child, the buyer chooses them under Who will receive this pass.

To sign a customer up yourself:

Go to Subscriptions → Subscribers and click Assign subscription.
Choose the customer, the product and the pricing plan.
Under Subscription starts, choose Immediately or a later date.
Under First payment, choose Now, On start date, or Custom date.
Under Payment method, choose a saved card or Add new card.
Click Create Subscription, or Start Checkout when the first payment is Now.

Manage subscribers

Subscriptions → Subscribers lists every subscription. Filter by product or by status: Active, Trial, Past Due, Frozen, Pending, Canceled or Expired. When a pass goes to someone other than the payer, the row shows For and their name. Click Export Subscribers for a CSV file.

The Subscribers list with the status filters marked: All, Active, Trial, Past Due, Frozen, Pending, Canceled and Expired. One subscription is Past Due, and an active one shows For Leo Chen.

Open a subscription to see its invoices, its payment method (Change or Set card), its booking passes, and these actions:

Freeze pauses an active subscription. On a frozen one, Manage freeze lets you resume it or change the freeze. See Freeze a membership; it works the same for subscriptions.
Change Subscription moves the customer to another plan or product.
Cancel ends it at the end of the cycle, on a date you choose, or now. When you cancel now, you can refund the unused part as club credit.
Pass recipients → Edit changes who receives the passes from the next allocation.

Customers can cancel their own subscription from their profile. It then ends at the end of the current period.

Change a subscription after you create it

Price changes create a new version of the plan. Existing subscribers keep their old price until you move them. OpenCourt asks whether to update them now or later.
Booking pass changes ask Apply benefit changes to existing subscribers? Choose New subscribers only, or Apply to all subscribers to update everyone at their next renewal.

If something goes wrong

Subscriptions is not in the sidebar. Contact OpenCourt support to turn it on, and check that your admin role can manage memberships.
A customer cannot buy it again for another person. Each pass recipient can hold the subscription once. The buyer chooses a different recipient under Who will receive this pass.
A payment failed. The subscription becomes Past Due. See When a membership or subscription payment fails.

Creating and Managing Subscriptions

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