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 will split their term fees into affordable payments across 12 months.

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.

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.

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:

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!

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.

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:

The Successful tab will show a list of all the parents and carers whose subscription payments have been successfully taken:

The Waiting tab will show a list of all the parents and carers who are waiting for their first payment to be taken:

The Problem tab will show a list of any 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.

The Not Set Up tab will show any parents and carers who haven't set up their card details. You can send them an 'Invoice' from here to prompt them to set this up.

The Summary tab will give an overview of any parents and carers who have signed up to a subscription during the month and any failed payments.

The Plans tab will allow you to add new plans and edit your subscription plans. Please note, that if you currently have parents and carers subscribed to a payment plan you will not be able to edit this.

'Subscription Notes' which you can use to explain how subscription payments work to your customers.

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.

The Cancelled tab will show any parents and carers who you have cancelled.

You can search for parents and carers on a subscription plan using the 'Search for a Contact' box

The 'Search for a Contact' box will allow you to search for parents and carers on a subscription plan within the Successful, Waiting and Problem tabs.

The 'Payment Collection' dropdown will show the number of parents and carers who have an active and paused payment collection. You can filter the parents and carers by clicking on either of the options.

The 'Plans' dropdown will show all the subscription plans you have created along with the temporary plan. By clicking on the plan, you can filter the parents and carers by the plan they are assigned to.

The 'Classes' dropdown will show your current subscription classes. From here, you can see which parents and carers have a child attending the class.

A parent/carer's card may fail for the following reasons:

Stripe will feedback into the system the reason for the failed payment. You can see this in the 'Problem' tab.

We will automatically chase the parent/carer for payment 3 times before the next month.

1st of the month (1st failed payment attempt)

4th of the month (2nd failed payment attempt)

9th of the month (3rd failed payment attempt)

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, 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. This payment plan will be shown here:

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.

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.

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.

You can change an individual parent/carer's plan from their profile by clicking the 'Manage' button under the subscription information box.

You can also change their plan in the 'Subscriptions' section. You can click the action button next to their name -

In the sidebar, you can click the edit icon to choose a new subscription plan for the parent/carer

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.

If you are moving all customers to the same monthly payment, do not use any filters and instead select all and move to the new plan by clicking 'Change'.

If you are moving customers to different amounts, based on their current plan, work through each plan individually by applying the plan filter. Once the filter is applied, select all and then 'Change'.

If you are moving only some customers, then find them using the search bar.

When you click the 'Change' button, you can use the dropdown to select the new plan and change them over to this.

You can add a one-off covering charge to the parent/carer's subscription up to double the value of their plan to anyone who are currently in the 'Successful' or 'Waiting' tab in the 'Subscriptions' section.

You can add a covering payment from the parent/carer's profile by clicking the 'Manage' button under the subscription information box.

You can also add a covering payment in the 'Subscriptions' section. You can click the action button next to the parent/carer's name -

In the sidebar, use the blue 'Add Covering Payment' button to add this to their subscription 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.

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.

You can use the 'Payment Collection' dropdown to view anyone who has a paused subscription.

To pause the subscription, select the parent/carers by either ticking the box next to the relevant parent/carer or ticking the box at the top which will select everyone in the list.

Ticking this will only select all parents/carers on that page, so you can do this page by page or select more by moving page and repeating the process.

Then when you are ready to resume their payment, you can select the parent/carer and click 'Resume'

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.

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.

Once you have cancelled their current bookings, you can cancel their subscription from the parent/carer's profile by clicking the 'Manage' button under the subscription information box.

You can also cancel their plan in the 'Subscriptions' section. You can click the action button next to the parent/carer's name -

In the sidebar, scroll down and click the 'Cancel Subscription' button.

You can refund subscription payments at any time after they have paid on the 1st.

You can refund a subscription payment from the parent/carer's profile by clicking the 'Manage' button under the subscription information box.

You can also refund a payment in the 'Subscriptions' section. You can click the action button next to the parent/carer's name -

In the sidebar, scroll down to the 'History' section which shows all previous subscription payments.

Then, select the 3 dots next to any payments you would like to refund and click 'Refund payment'.

You will see a breakdown of any previous full or partial refunds on their subscription history

There will also be a record of any partial refunds issued against a payment.