Would Subscriptions Work for Me?
You can take monthly payments by using our subscription feature. Parents and carers will enter their card details once, and their payment will be taken on the 1st of every month, which can split their term fees into affordable payments across 12 months.
Subscriptions use a recurring card payment rather than a direct debit. Recurring card payments use the parent/carer's bank card rather than the sort code and account number to take this payment.
We have made this choice to put parents and carers at ease that even if their payment fails, it will be retried another two times. This will also not affect their credit score.
We found through our research that charging subscription payments on the 1st of the month has the highest success rate of payments being taken on the first try than any other date. Even when a parent/carer's payment fails on the first payment attempt, we have them covered with an easy way to update their card details to make the payment successfully 💳
When setting up subscriptions we would recommend giving yourself enough time to get this set up. As payment is taken on the 1st of the month, we advise getting the parents and carers to sign up anytime after the 1st of the previous month.
For example: If your first subscription is going to be taken on the 1st of May, you can get the parents and carers to sign up anytime after the 1st of April.
Even if parents/carers don’t enter their card details in time you can add a covering payment on top of their monthly payment to charge them for the payment they have missed.
How to Get Started with Subscriptions
To access your subscription tab, click 'Subscriptions' from the list of system areas:
If you are setting this up for the first time, you will be able to create your first subscription plan from here:
Step 1: Create a Subscription Plan
To create your default subscription plan for your class:
Take your price per week (session price) for the class and multiply it by the number of weeks you run throughout the year, then divide this by 12 = your default plan!
For example:
£5 (Session price) x 38 (weeks) = £190
£190 ÷ 12 = £15.83 per month (This would be your plan price)
When using subscriptions, you also need to absorb the platform fee. This means you may want to add the fee on top of the monthly price. In this case, you could increase the plan price to £16.74.
Step 2: Create a Subscription Term
Now that you have created your first subscription plan, you will be able to choose the 'Subscriptions' payment method for your new term:
To set up your Subscription term, you can either create a new term or re-run your current term:
Creating a New Term | Re-Running your Current Term |
You can create a new term using the 'Add a New Term' button on the schedule page
 | You can re-run your current term using the 'Rerun Term' button
|
Choose the 'Subscriptions' payment method | Choose the 'Subscriptions' payment method |
Add in your term dates and holidays | Add in your term dates and holidays |
Add a class to your term by clicking the 'Schedule a Class' button
 | Next, you will be able to assign the default plan for each of the classes in the term
 |
Here you can add the details for your class and assign the default plan for your class  | You can then click the 'Re-Run' button and can choose to auto-enrol the children from your current term. |
Then your term and classes will be set up! | Then your term and classes will be set up! |
Navigating the Subscriptions Section
The Subscription Tracker
Please note, the sections of the subscription tracker are not clickable. These will only display the count of subscriptions on your system.
The subscription tracker will show the count of those who are:
Successful: parents and carers whose subscription payments have been successfully taken
Waiting: parents and carers who are waiting for their first payment to be taken
Problem: parents and carers whose subscription has failed and the reason why payment couldn't be taken. The payment will be retried on the 4th and the 9th of the month. They can also make the failed payment through their account.
Cancelled: parents and carers whose subscriptions have ended.
Status Filtering
You can view the parents within each of these sections using the 'Status' dropdown -
From here, you can select/ deselect any of the options. These can also be multi-selected to view parents across multiple tabs at one time.
Once the filters have been applied, the blue status indicators will be displayed.
You can also remove the filter from view by clicking on the X -
Not Set Up
The 'Not Set Up' button can be clicked to view any parents who have booked a subscription class but have not yet completed their subscription setup.
From here, you can click 'Send Invoice' to prompt parents to set up their subscription for their booking -
Searching For Parents
You can also look for specific parents using the search function. This works alongside the above filters -
Parents can be searched by first or last name.
Collection Status Filtering
The subscriptions can be filtered by their collection status.
This allows you to view all parents with either an 'active' or 'paused' collection -
Plans Filtering
You can also filter the subscription by the plan assigned to them using the 'Plans' dropdown -
From here, you can select a plan from your list of active plans to view all parents paying this price -
The 'Manage Plans' Button
Clicking on the 'Manage Plans' button in the top right will allow you to add new subscription plans and edit some details of your current ones -
From here, you can view the subscription on your system.
This section will display the name, description, monthly price and subscribers for each plan -
The search can be used to look up plans within your system. The 'Status' dropdown can be used to filter between current and deactivated plans by setting this to 'Active', Inactive' or 'All' -
Editing a Current Plan
Plans can be edited by clicking on the 'Edit' button -
From here, the name and description can be edited.
Please note, that if you currently have parents and carers subscribed to a payment plan you will not be able to edit this.
The plan can also be 'Deactivated' if this is not currently required -
Deactivated plans can then be viewed using the 'Inactivate' filter.
Creating a New Plan
A new plan can be created by clicking the green 'Create Plan' button in the top right of the page -
Here, the name of the plan and price can be added, along with a description of the plan.
Subscription Notes
Further general information about the subscription can be added by clicking the 'Edit Notes' button in the top right of the page -
Anything you add in the 'Subscriptions Notes' section will show when parents and carers book onto your classes from the Public Booking Page and subscription emails.
At the checkout:
Within the email:
How to Manage Failed Payments in the Problem Tab
We automatically take payment from parents and carers on the 1st of every month.
If a parent/carer's payment fails, we automatically chase them to update their card for payment.
A parent/carer's card may fail for the following reasons:
The card has been cancelled
There are insufficient funds in the customer's bank
The bank declines the payment
Stripe will feed back into the system the reason for the failed payment. You can see this using the 'Problem' filter -
Automated payment chase
We will automatically chase the parent/carer for payment 3 times before the next month.
1st of the month (1st failed payment attempt)
The parent/carer moves to the problem tab
They are emailed and asked to update their card
4th of the month (2nd failed payment attempt)
We notify the parent/carer again.
You are also emailed, no action is needed at this point from you
You can send the parent/carer a link to update their details if they wish -https://account.class4kids.co.uk/login - or, if the parent/carer asks.
9th of the month (3rd failed payment attempt)
No further payments will be automatically attempted for this parent/carer.
Both you and the parent/carer are notified.
The parent/carer can update their card from any email, or you can send them this link to update their details - https://account.class4kids.co.uk/login
Multi-class, Sibling or Discounted Plans
Each parent/carer can only have one subscription plan. You can create any number of plans to cover circumstances, for example, if a child attends multiple classes/hours a week or the parent/carer has multiple children.
When a parent/carer books siblings or multiple subscription classes in one order, you will be notified via email and within their order, and you can move them onto the right plan.
The parent/carer will also be notified that they have booked into multiple classes and have been placed on a temporary subscription plan while the club place them on the correct one.
The system will add all the default subscription plan prices combined that the children have been booked into and let the parent/carer know that they won’t be charged more than this for their monthly subscription.
The parent/carer will be assigned a 'Temporary plan (£0)' until you review the subscription and update it to the correct payment amount.
You can see an overview of everyone on a temporary plan, meaning the subscription needs attention, by using the 'Plans' filter on the subscription page and selecting the 'Temporary Subscription' plan -
If the parent already has a subscription plan running, and later books into another subscription class, they will be made aware that they already have a plan running and that you will be in touch if their plan needs to be changed -
You will receive an email to let you know the parent has booked into an additional subscription class, and you may want to update their plan -
You will need to create a subscription plan to charge for siblings or multiple classes. You can add a new plan by clicking on the 'Subscriptions' section > 'Plans' > 'Manage Plans'
Typical plans would be:
2 children x 1 class per week
1 child x 2 classes per week
Offering a Discount with Subscriptions
Parents and carers aren't able to use a discount code with subscriptions. If you are offering a discount, you would need to create a new plan for the discounted price and move them over to this.
How to Change a Subscription Plan
Changing the Default Subscription Plan for a Class
When using the subscription feature, you use subscription ‘Payment plans’ to determine what a parent/carer is going to pay every month.
Each class has a default plan associated to it. This will be shown on the public booking schedule when parents/carers are going to book the class.
You can see which plan is assigned to a class as the default plan and edit this from your schedule, by selecting the edit button next to a register.
Changing a Parent/Carer's Subscription Plan
Please note, you won't be able to edit any parents/carers in the 'Problem' tab as their payment is still in progress. They would need to make this payment before you could change their plan going forward.
This feature can be used to either change an individual parent/carer from one plan to another, or can be used to make larger mass subscription plan changes, at a class, plan or full programme level.
From the subscriptions section, click the 'Edit' button for the parent -
In the sidebar, click 'Switch Plan' under 'Subscription Plan' -
From there, you can select the plan you want to move the parent over to from the list -
Once chosen, click 'Update' to change the parent to this plan -
Parents and carers will automatically receive an update email to let them know that you have done this, so that you can be sure they know what they expect to be charged on the 1st.
Changing Parent/Carers' Subscription Plan at Mass
Please note, you won't be able to edit any parents/carers in the 'Problem' tab as their payment is still in progress. They would need to make this payment before you could change their plan going forward.
The 'Status' 'Collection' and 'Plans' dropdowns can be used to filter the parents to change any specific group of parents over at once.
Once chosen, click the checkbox to select everyone -
This will then select the checkbox for everyone in this section -
You will also be able to see how many parents are currently selected and can click the 'Bulk Actions' button -
then 'Change Plan' -
From the sidebar, you can select the plan you want to move the parents over to from your list of active plans -
You can also review the plans these parents are currently subscribed to before clicking the 'Update' button to move them over.
If you are looking to change the price of a subscription plan, a new plan would need to be created instead.
You will then be able to move all parents over to the new plan at mass.
How to Add a Covering Payment
You can add a one-off covering charge to the parent/carer's subscription up to double the value of their plan to anyone currently in the 'Successful' or 'Waiting' filter in the 'Subscriptions' section.
Clubs normally add them in the following circumstances:
The parent/carer joins mid-month
The parent/carer sets up their subscription late (resulting in them missing a month's payment)
The parent/carer owes money to your club for something else/out with the system
From the subscriptions section, click the 'Edit' button for the parent -
In the sidebar, click 'Add Payment' under the 'Covering Payments' section -
Then, add in the amount you want to charge for the covering payment and click 'Save' -
Then click 'Create Payment' to add this to the subscription -
Their 'Next Invoice' will then show the total combined cost for the plan and covering payment -
Parents and carers will automatically receive an update email to let them know that a covering payment has been added to their payment for the following month.
The date and time the covering payment has been added can also be viewed by clicking back onto 'Edit' for the parent -
From there, you can also click the three-dot menu > 'Delete Payment' to remove the covering payment -
Parents will also be made aware that your club might charge a covering payment at the checkout:
How to Pause Subscription Payments
You can use the pause feature to stop multiple or individual parent/carers' subscription payment for any length of time and resume it when you want.
Please note, you won't be able to edit any parents/carers in the 'Problem' tab as their payment is still in progress. They would need to make this payment before you could change their plan going forward.
From the subscriptions section, click the 'Edit' button for the parent -
In the sidebar, you will be able to see the current status of the subscription.
To pause or resume the subscription, click the toggle -
The parents/carers with resumed payments will then go back into the list of active subscriptions and their next payment will be on the 1st of the next month.
FAQ
What happens to parents/carers in the waiting tab?
If you pause them, they will stay in the waiting tab until the subscription is resumed and the first payment is taken.
Can I still add a covering payment, and will it be charged?
If a covering payment is added, it will not be paid by the parent/carer as their full subscription including covering payments will be fully discounted. If you want to charge the parent/carer, you could be best to resume any subscriptions and then add a covering payment from there.
Will parents/carers be charged straight away when their subscription is resumed?
No. Parents/carers will be charged on the 1st of the following month as normal.
How to Cancel a Parent/Carer's Subscription
If someone requests to cancel their subscription booking, you will need to cancel both their class booking and their subscription itself so that they are not charged any further monthly payments.
It is important to know that a subscription is separate to a class booking. If you remove a child from a register it will not cancel their subscription, this runs independently.
Please note that only your club can cancel a subscription, the parent/carer is not able to cancel this within their account.
From the subscriptions section, click the 'Edit' button for the parent -
In the sidebar, click the 'Cancel Subscription' button at the bottom of the page -
Then click 'Confirm' to cancel this -
How to Refund a Subscription Payment
You can refund subscription payments at any time after they have paid on the 1st.
Please note, when you refund a subscription payment - Stripe keeps their fee. This fee covers Stripe's cost of processing the payment and the refund.
From the subscriptions section, click the 'Edit' button for the parent -
From the sidebar, click the three dot menu next to the payment you want to refund > click 'Refund Payment' -
Then, you will be able to enter in the amount you want to refund.
The full amount of the subscription can be entered to refund all, or you can enter in a lower value to process a partial refund -
Once entered, click the 'Confirm' button.
You will then be able to view the amount refunded within the 'Payment History' in the sidebar -
FAQ
Can I Pass on the Platform Fee to Parents/Carers?
As parents/carers don't have a choice whether to pay online or not, you cannot pass the fees on. This means that the fee is always absorbed for subscription payments.
You should instead increase the price of your default plan to cover the additional fee to ensure you are not at a loss.
Can I see a breakdown of the subscription payments a parent has made?
Yes, this can be viewed by clicking 'Edit' beside the parent from the subscriptions section. Within the sidebar, scroll down to the 'Payment History' to view the payments they have made.
Can I Still Offer Trials or Free Trials?
Yes, trials still work the same way, except when the trial is converted to a full booking, the parent/carer will be able to set up their subscription payment rather than making an upfront payment.
Can Parents/Carer Still Pay with Cash/BACS/ An Alternative Method?
All subscription payments are made automatically through Stripe - similar to direct debit. These payments cannot be collected using another method as the system will not record this payment against the parent/carer's subscription.
Can I Still Offer Sibling Discounts?
You can still offer sibling discounts. To do this you should include the sibling discount in your plan prices, the standard sibling discount or normal discounts feature does not apply to subscriptions.
Can I Run My Payments across 11 Months Instead of 12?
Our subscription feature is designed for 12-month subscriptions. However, if you wanted to run across 11 months you could do this by pausing all subscriptions for a month and then unpause them when you are ready for them to be active again.
Do You Have an Email Template I Can Send to Parents and Carers About Moving to Subscriptions?
We do! Here is our Email Template!