Subscriptions

Automate billing and payments with our subscription feature!

NOTE: We are currently improving this feature. You may see some changes that have not yet been documented. If you have any questions, please contact support@amilia.com.

 

Clients are looking for hassle-free shopping experiences and administrators need tools that can automate day-to-day billing tasks so they can spend more time focusing on customer relationships.

Amilia's Subscription feature is based on the idea of selling a product or service to receive monthly recurring revenue. The advantages of our subscription billing model include:

  • Simplifying purchases and recurring payments for your clients;
  • Automatic monthly billing and charges to saved credit cards;
  • Flexibility to subscribe/unsubscribe from an activity or service at any time;
  • Allow purchasing up to X activities per subscription plan;
  • Lower payment incentives for clients;
  • Personalize monthly charge for individual clients;
  • Reduced administrative work; 
  • Improved revenue forecasting and business planning.

 

How it Works

1. Subscription Setup

2. Buying a Subscription in your Store

3. Subscription Billing

4. Cancel a Subscription

 

 

1. Subscription Setup

Here are important fields to consider when setting up your subscription:

 

General Settings

Via the Memberships tab, click + New Membership>Subscription.

  • Name and describe your subscription for easy identification.
  • Visibility: Make the subscription available for purchase.

    - Immediately: Available for purchase in the Memberships section of your store and available for  purchase if linked to an activity.

    - Schedule: Specify which date the subscription is available for purchase in the Memberships section of your store and available for purchase if linked to an activity.

    - Hidden from store: Unavailable for purchase in the Memberships section of your store. However, it is still available for purchase if linked an activity, in which case clients are prompted to buy it.

    - Unavailable from store: Unavailable for purchase for clients.  However, the subscription remains active for clients that purchased it prior to becoming unavailable. Administrators can still purchase this subscription on behalf of clients.

  • Maximum Activities (Optional): Limit the activities clients can enroll in using a subscription. Useful for creating bundles (Gold= all activities, Silver= 5 activities, etc.).
  • When will this subscription expire: If your subscription expires after (X) period, you may configure renewal notifications to be sent to your clients. Click here to learn more. NOTE: By law, organizations in Quebec must provide a renewal option to their subscribers for subscriptions that span 12 months or longer.  

 

Additional Settings

  • Billing Day: The day of the month clients are billed recurringly for the subscription. If left blank, the client's date of purchase becomes the billing date.
  • Effective Date: The subscription becomes active and can be used to register to activities. Subscriptions can be bought before they are effective (pre-registrations).
  • Pro Rata: Depending on when they register, charge clients the remaining occurrences (or days) in the month rather than the full subscription price. Click here to learn more.
  • Expiry: Once expired, a subscription can no longer be used. Clients are removed from the activities they were subscribed to with the subscription. They will need to purchase a new subscription and register to activities again.

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  • Price: The cost of your subscription. This price will be subsequently invoiced each month. If you change the price after a subscription has been sold the new price will be applied to all future invoicing for new and existing subscribers. Keep in mind the price at checkout is influenced if you prorate, apply promotions and/or add fees. NOTE: An admin can edit the monthly subscription price for a specific client via the Purchases tab in their account.
  • Mandatory credit card: Clients must enter credit card information at checkout and authorize their card to be used in the future by the organization. Each month, the subscription payment will be processed automatically. This option is only available to organizations using Paysafe. If unchecked, clients are invoiced the subscription but you must follow up for payment if they don't save their credit card and authorize your organization to use it.

 

Cancellation Settings

  • Clients can cancel themselves: Clients may cancel the subscription from their user account. A notification is sent to the administrator. No further action is necessary.
  • Clients must request to cancel:  Clients must first send a request to cancel. An administrator must confirm the request in order to terminate the subscription. The client will continue to be invoiced for the subscription up until the cancellation date that has been set.

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Link a Subscription to an Activity

A subscription can be linked to one or multiple activities. Clients can register to as many activities as you specified using the same subscription plan. Each subscription can be purchased once per participant.

Via the Activities>Edit subtab, edit the Session:

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  • Price of the activity: This must be set to 0$, as the subscription price will be charged rather than the activity. If an activity can still be purchased without using a subscription, create a copy of the activity for subscription purposes only.
  • Pro Rata: Keep unchecked. Pro Rata is configured within the actual subscription.
  • Drop-ins: Must be disabled.

Scroll down the activity to the Subscriptions section:

  • Specify how many subscription plans are applicable to the activity. Change this setting at any time.
  • Check the subscription(s) that can be used to register to the activity.
  • Save when finished.

 

Manage your Subscriptions

Via the Memberships tab, you can access your subscriptions alongside your memberships.

  • Add a filter by Type (subscription). You cannot filter by Dates.
  • Put a checkmark.png next to a subscription if you want to use the Operations menu to export data.
  • Click on the number of active or inactive members to view the participant names.
  • Use the arrows to change the order as displayed in your store.
  • Edit a subscription. Changes are applied to future invoices for existing subscribers.
  • Archive a subscription if it's been used but no longer necessary. This cancels the automatic monthly billing. Delete a subscription if it's never been used.

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NOTE: Did you know you can change an individual participant's monthly subscription amount? Via the Clients>Client's file>Purchases subtab, find the client's list of purchases and under Active Memberships, click the crayon icon next to their monthly subscription charge.  Moving forward, this amount will be charged to this client only

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2. Buying a Subscription in your Store

There are two ways clients can purchase a subscription in your store:

  • Via an activity: When selecting a subscription-based activity, the client is prompted to choose a subscription in order to register (if they don't already have an eligible subscription).  Clients can register to as many activities as their subscription permits.
  • Via the Memberships section: Prior to choosing an activity, clients can buy a subscription if it's displayed in the store's Memberships section. Not all subscriptions necessarily require enrolling to an activity. Clients will be invoiced monthly once a subscription is purchased, regardless if activities have been chosen or not.

 

Purchasing via an Activity

When a subscription is linked to an activity, the price displayed reflects the monthly charge of the subscription. If multiple subscriptions are assigned, a price range is shown.

Scenario: A client selects an activity that has two eligible subscription plans.

Eligible subscriptions: Unlimited Amilia Gym (Zumba included) - 80$/month or Unlimited Amilia Gym (Zumba and Pilates included) - 100$/month

  • After selecting a member, Amilia prompts the client to choose a subscription.
  • At checkout, the client sees the activity at no cost followed by the subscription price.
  • NOTE: When a subscription allows for more than one activity to be purchased, those activities can be selected at no cost. Only the subscription is charged.
  • NOTE: If your subscription requires a client save their credit card, they must do so at checkout. If not, the client cannot proceed and the purchase cannot be finalized.
  • The client pays the subscription price at checkout and is billed automatically each month for the length of time they keep the subscription. Keep in mind the subscription price is influenced if you enable pro rata, promotions and/or fees.

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Purchasing via the Memberships Section

When available, clients can purchase a subscription in the Memberships section of your store before enrolling to applicable activities. This may also be the case if clients have reached the maximum number of activities specified in their subscription and wish to buy another plan so they may enroll to additional subscription-based activities.

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  • Ensure your subscription is available for purchase in the store.
  • Clients can then choose the subscription in the Memberships section of your store.
  • Subscriptions are listed alongside your individual memberships.
  • NOTE: A client can purchase a subscription without choosing an activity, however, they will be automatically billed every month. Clients need to be aware if they must select an activity along with their subscription.

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Click here to view the subscription article available to your clients in the Knowledge Base.

 

Reaching the Maximum Number of Activities on a Subscription

Is there a limit on the number of activities clients can enroll in using their subscription? Once the maximum number is reached (if defined), they won't be able to enroll in additional subscription-based activities using the same subscription.

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  • If other eligible subscriptions exist, the client is prompted to choose a new one when they attempt to register; or
  • If no other subscription exists, the client's name is barred when they try to register.

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NOTE: When purchasing a subscription on your client's behalf, administrators will not experience this behavior seeing as restrictions do not apply to them in the Store.

  

 

3. Subscription Billing

Subscriptions follow a monthly billing cycle based on their purchase date or Billing Day. In some cases, the billing cycle is based off the subscription's effective date.

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Purchase date: If no Billing Day is set, each client is billed recurrently on the same day of the month they bought the subscription. Each invoice covers the period until the next invoice.

Scenario: Buying a subscription on May 15th with no Billing Day specified.

Billing Day: Unset

Purchase date: May 15th (this becomes the monthly billing date)

  • May 15th (at checkout), client pays to cover the period between May 15th-June 14th.
  • June 15th, client is invoiced to cover the period between June 15th-July 14th.
  • July 15th, client is invoiced to cover the period between July 15th-August 14th.

 

Billing Day: When specified, all clients with the subscription are billed recurrently on the same day each month, regardless of when it was purchased. Each recurring invoice covers the period from the 1st to the end of the upcoming month. Subscriptions with a Billing Day are invoiced one month in advance.

Scenario: Buying a subscription on May 15th with a Billing Day specified.

Billing Day: The 25th

Purchase date: May 15th

  • May 15th (at checkout), client pays to cover the period between May 1st-May 31st.
  • May 25th, client is invoiced to cover the period between June 1st-June 30th.
  • June 25th, client is invoiced to cover the period between July 1st-July 31st.

If a subscription is bought after the month's Billing Day, clients are charged for two months of services at checkout. The second charge is what would have been invoiced on the missed Billing Day, seeing as subscriptions with a Billing day are invoiced one month in advance.

Scenario: Buying a subscription on May 15th after the specified Billing Day.

Billing Day: The 10th

Purchase date: May 15th

  • May 15th (at checkout), client pays to cover the period between May 1st-May 31st.
  • In addition, client pays to cover the period between June 1st-June 30th.
  • June 10th, client is invoiced to cover the period between July 1st-July 31st.

 

Effective date: The date a subscription becomes active and can be used to register to activities. A client may purchase a subscription before its effective date. In this case, when no Billing Day is specified, the effective date becomes the monthly billing date.

Scenario: Buying a subscription on May 10th before the subscription is effective.

Billing Day: Unset

Effective date: July 15th (this becomes the monthly billing date)

Purchase date: May 10th

  • May 10th (at checkout), client pays to cover the period between July 15th-Aug 14th.
  • In June, no invoice occurs.
  • In July, no invoice occurs.
  • August 15th, client is invoiced to cover the period between Aug 15th-Sept 14th.

 

If a Billing Day and/or an effective date is specified, we recommend you prorate subscriptions at checkout so clients are charged based on the remaining occurrences in the month rather than the full price.

 

Recurring Billing in the Client's account

Monthly billing is automated. Payments are automated if clients authorized your organization to charge their credit card. Clients can access these records in their user account. 

Here's an admin's view of the recurring billing in a client's account:

Scenario: A 60$ subscription is purchased on February 18th

Billing Day: Unset 

Effective date: Unset

Purchase date: February 18th (this becomes the monthly billing date)

Pro Rata: None

  • February 18th (at checkout), client saves their card with authorization. Client pays to cover the period between February 18th-March 17th.
  • March 18th, client is invoiced to cover the period between March 18th-April 17th.
  • The client's credit card is automatically charged and the balance is brought to 0$.
  • Click on the applicable invoice and/or payment to view its details.
  • NOTE: If no credit card is on file then you must follow up with the client for payment. Allow clients to pay their balance online via the Account>Payments subtab.

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For example, if the recurring subscription amount is 100$ and there is a 30$ credit in the account, only a payment of 70$ will be processed.   NOTE: You will have to manually reconcile the credit amount to the recurring subscription invoice each month. 

 

Pro Rata

Rather than charging a subscription in full, organizations can prorate the price to reflect the number of occurrences that remain in the billing cycle. If only a subscription is purchased, the price is prorated based on the number of days left in the billing cycle. If a subscription is purchased with an activity, the price is prorated based on the number of activity occurrences left in the billing cycle. 

Pro Rata is recommended when:

  • A subscription can be purchased before its effective date.
  • Specifying a Billing Day.
  • Specifying an expiration date.

If you do not prorate, clients are invoiced the full subscription cost regardless of when it was purchased or if sessions were missed or expires before the end of the month.

Learn how pro rata influences subscription prices at checkout and upon expiration.

 

Discounts on Subscriptions

All discounts (except Membership required) can be applied to subscriptions at checkout. Most promotions will continue to be applied to the monthly invoices as long as the discount criteria is met by the upcoming billing date.

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Important things about discounts on subscriptions:

  • Discounts are calculated using the base subscription price. If your subscription is prorated, it prorates the subscription after the discount has been deducted. 
  • If a client purchases two subscriptions and becomes eligible for a multi-person or combo discount, the discount only applies during recurring billing if both subscriptions share the same billing date
  • If discount requirements are no longer met (e.g. an item was canceled from the original invoice), no discount will be applied on the recurring billing date. However, if a client buys a subscription for themselves or an account member and is eligible again, the discount is applied to the recurring invoice as of the next billing date.
  • When applying a new discount to an existing subscription, all new and existing subscribers receive its benefits (if criteria are met). If you don't want existing subscribers to benefit from a new discount, apply the new discount to a new subscription plan.

 

4. Cancel a Subscription

Subscriptions may be canceled by the administrator or the client. Expired or canceled subscriptions removes the client from the activities they were registered to using the subscription. No further invoices are generated when a subscription is terminated.

Unless an admin cancels a subscription via the invoice, canceled or expiring subscriptions are terminated one day before the next billing date.

 

Canceling as an Admin

An admin may cancel a subscription in a client's account via the Purchases tab or the last subscription invoice. Please read carefully as the results differ between cancellation methods.

Via the Purchases tab: Within the client's account, view and/or cancel a participant's subscription under their Active Memberships. Each subscription shows the upcoming billing date, the expiration date (if configured) as well as the date a subscription is scheduled for termination (if set).

  • Find the subscription under the participant's name.
  • Click on Cancel Subscription and choose the month of termination.
  • If a Billing Day is set, the client has access until the end of the month of termination.
  • If the purchase date is the monthly billing date, the client has access up until 1 day before the billing date in the month of termination.
  • A notification is sent to the account owner.
  • NOTE: Once applied, you cannot delete the cancellation date. You can only edit the date if the new date you wish to replace it with is earlier than the one you originally indicated. If you mistakenly schedule a cancellation and cannot edit it to the date you wish, you must wait for the subscription to expire and then repurchase it for the client.
  • A record of the expired/terminated subscription remains in the client's Purchases tab.

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Via the last subscription invoice: This method should be used if a subscription was purchased by mistake.

  • Locate the most recent applicable subscription invoice and click Cancel.
  • You may credit the invoice and refund the client (if necessary).
  • Canceling the invoice removes the subscription completely from the client's file. The client loses all the subscription's privileges immediately.
  • A notification is sent to the account owner.
  • The only record of the subscription will be the invoices in the Client Billing tab. No record will be visible in the client's Purchases tab nor the Memberships>Subscriptions subtab.

 

Canceling as a Client

Clients may cancel a subscription via the Purchases tab in their user account.

  • They may cancel immediately; or
  • Be required to submit a request to terminate the subscription. A notification is sent to the administrator who must confirm the request and specify the termination month in order for the cancellation to be finalized.

If a client cancels their subscription immediately, the subscription will be canceled 1 day before the next billing date and no further invoices will occur.

When a client requests to terminate the subscription, you'll see an icon to confirm the cancellation as well as the date the client sent the request. When you select to terminate, the subscription will cancel 1 day before the next billing date in the month of termination and no further invoices will occur.

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Cancellation Notifications

Notifications are sent to the account owner and the main contact email of your organization (see in the Account>Main Information subtab).

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An email is sent to the administrator when:

  • A client immediately cancels a subscription;
  • A client requests to terminate a subscription;
  • A saved credit card is about to expire;
  • An automatic payment from a saved credit card has failed.

An email is sent to the client (account owner) when:

  • An administrator immediately cancels a subscription;
  • An administrator accepts a client's request to cancel and immediately cancels the subscription or cancels it for a future date;
  • A saved credit card is about to expire;
  • An automatic payment from a saved credit card has failed.

 

If you'd like to share your feedback, we'd love to hear from you at product@amilia.com.

 

 

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