Subscriptions

What it is

Module for defining study plans and managing customer subscriptions: validity, shared entries, suspensions, movements, credits and online sales.

A study plan is the commercial template (duration, entries, covered services, limits). A customer subscription is the plan assigned to a person, with its own dates, entry balance and status.

When it is visible

It is designed mainly for fitness centres, wellness businesses and businesses with packages or recurring access.

• Operator-side: Administration > Studio plans and Administration > Subscriptions.
• Customer-side: Account > My subscriptions.
• Enabled Admin and Pro can browse; creation, editing and management actions are reserved to administrators.
• If you don't see the sections, the module is not active or you don't have permission.

Main industries

• Fitness
• Wellness
• Appointment-based services

Dependencies

Can be linked to:

• Users: every subscription belongs to a customer;
• Services: plans cover one or more services;
• Bookings: bookings deduct entries and respect limits;
• Activity: plan limits combine with the activity rules;
• Closures: freezing extends validity;
• Invoicing and online payments for orders, invoices and refunds.

Study plans

Creating a plan

1. Open Administration > Studio plans.
2. Press Add Plan.
3. Fill in the dialog:

Field	What it contains
Plan name	plan name, per language; required
Description	free text, per language
Type	Time-based, Entry-based or Time + entries
Included services	one or more services; a service without schedules cannot be linked; linking it makes the service bookable
Price	list price
VAT rate	percentage; with 0, VAT nature (exemption) appears
Duration (days)	for time-based plans; 1/3/6/12-month presets or custom days (1 to 3650)
Max entries	for entry-based plans; up to 99999
Online sale enabled	makes the plan purchasable online, if online payments are active

4. Open Advanced settings:

Setting	What it contains
Max bookings per day	Inherit studio limit, a number (1 to 99999) or Unlimited
Max bookings per service per day	Standard rule (one per service), a number or Unlimited
Allow bookings after expiry	if disabled, you can only book within the expiry
Credit cancellations after expiry	if disabled, a cancellation after expiry does not return entries

5. Press Save.

Notes:

• The plan price is considered VAT-inclusive.
• An explicit limit on the plan takes precedence over the activity limit and counts only that plan's bookings.
• Without a custom limit the plan inherits the studio rule.

Plan list

Columns: Plan name, Type, Price, Duration, Max entries, Per day · Per service, Service, Status, Actions.

• Status: Active or Archived.
• Row actions: edit, archive/activate, delete.
• The service name is a link that opens the service in Services.

Editing a plan

• Until the plan is assigned you can edit all settings.
• After the first assignment the plan is in use: you can edit the daily rule, online sales, VAT and add services; other settings stay locked. Flo explains this in the dialog.
• If there are open online orders, online sales, VAT and services are locked too.
• You cannot remove a service already linked to a plan in use.

Archiving or deleting a plan

• Archive: the plan is no longer available for new assignments or purchases; existing subscriptions stay valid under current terms. You can reactivate it later.
• Delete: allowed only if the plan has no active, suspended or waiting subscriptions and no linked future bookings. If there is a subscription history, Flo warns that the service title will stay in history and recommends archiving. You cannot delete a service's last plan.
• Before deleting, Flo shows the Users with a linked subscription summary (user, status, expiry).

Services note: a service linked to active plans cannot be deleted; archived and unused plans allow deletion (Services).

Customer subscriptions

Assigning a subscription

From Administration > Subscriptions:

1. Press New Subscription.
2. Choose the Plan.
3. Select one or more Customers.
4. Choose the Start Date.
5. Save.

Multiple assignment shows the result per user ("Successful assignments: X · failed: Y"); the next assignment attempt retries only the failed users.

From the user record > Subscriptions:

1. Press Assign subscription.
2. Choose Existing plan or Custom.
3. For a custom subscription fill in name, type, price, duration (with expiry preview), maximum entries, Covered services and advanced settings.
4. Choose the start date and press Create and assign.

Notes:

• A subscription on a multi-service plan uses a single entry balance for all covered services.
• If the service is already covered by an active, suspended or waiting subscription, the new one enters Waiting and activates when the previous one ends.
• Flo sends the assignment email with validity start, expiry and a note that future activities are already bookable.

Subscription list

• Search by name, email or plan.
• Filter by status: All, Active, Expiring, Expired, Suspended, Waiting, Cancelled, with the count next to each entry.
• Columns: Customer, Plan, Start date, Expiry date, Status, Actions.
• Row actions: Check-in (active), Suspend (active with expiry), Reactivate (suspended), Cancel (active and suspended), Details.

Subscription detail

The detail shows:

• plan and type, start date, Valid until with the Edit action, Days Remaining;
• Remaining Entries with consumption bar;
• Upcoming bookings, with check-in available from the booking day;
• Recent Check-ins: date, type (Manual), operator and notes;
• Entry activity: balance movements;
• Subscription History: the customer's previous subscriptions;
• Bookings left active: bookings paid online not cancelled by a suspension.

Available actions: Check-in, Credit entry, Suspend, Reactivate, Cancella, Invoice, Refund.

Editing validity

1. In the detail press Edit next to Valid until.
2. Choose the mode:
   • Shift by: Add/Decrease direction, quantity and days, weeks or months unit;
   • Choose date: select the new expiry from the calendar.
3. Check the preview and confirm.

Notes:

• The new expiry cannot be in the past or before the subscription start.
• If bookings remain after the new date, Flo warns with the count: they are not cancelled automatically.
• Editing is available for Active or Suspended subscriptions with an expiry.

Suspending and reactivating

1. Press Suspend.
2. Choose the suspension type:
   • Until manual reactivation: stays suspended until you reactivate it;
   • Suspend until: choose the reactivation date; Flo reactivates automatically.
3. Check how many future bookings will be cancelled and confirm.

Effects:

• the status becomes Suspended;
• future non-cancelled bookings are cancelled with credit and Suspension reason;
• Flo sends the suspension email;
• on reactivation the expiry is extended by the effective suspension days (or the scheduled window) and Flo sends the reactivation email.

Bookings left active: bookings paid online in the window are not cancelled; Flo shows them in the detail with Cancel without refund. The spot becomes available again; the entry returns only if the booking has no payment order. Refunds are managed from the order in Invoicing.

Cancelling a subscription

1. Press Cancel.
2. Add an internal note and check the number of future bookings that will be cancelled.
3. Confirm: the operation is irreversible and Flo sends the cancellation email.

Refunds

• Refund appears for subscriptions paid online.
• Full refund: returns the full paid amount.
• Remaining-period refund: returns the share proportional to remaining days; without an expiry only the full refund is available.
• After confirmation Flo records the refund and prepares the draft credit note; refunds are managed from the order in Invoicing.

Entries and movements

• Credit entry adds an entry to the balance, up to the plan maximum.
• Entry activity lists movements: check-in, entry deducted by booking, entry credited for cancellation, cancelled lesson, removed time.
• Check-in: records the customer's attendance. If linked to a booking, the entry was already deducted and is not deducted again; without a linked booking it deducts an entry. Check-in is recorded by staff and is intended for active subscriptions; a prepaid booking can also be recorded with entries exhausted. For future bookings it is active only from the booking day.

Expiries and queue

• A subscription ends by validity ended or entries exhausted.
• Waiting subscriptions activate automatically when the previous one on the same service ends.
• A credit can reopen an exhausted subscription: if the service is busy, it goes back to Waiting.

Freezes from closures

A full-day closure with Freeze the time validity of affected subscriptions extends the expiry of time-based and "time + entries" subscriptions (Closures).

Online plan sales

• Enable Online sale on the plan and configure price, VAT and services.
• Customers buy from Account > My subscriptions: they see the offers, choose the start date, fill in invoicing data and complete payment.
• In the same area orders appear, with status and the option to resume an incomplete payment.
• After purchase the subscription appears among the customer's subscriptions.

Checkout, invoices and refunds are covered on the Online payments page.

Legacy access (packages and entries)

• If the Subscriptions module is not active for the configuration, booking keeps using the user's Available entries balance (field in user creation; on the Book page it appears as "You have N entries available").
• With the module active the standard model is study plans and subscriptions; residual access stays visible where provided.

Good practices

• Define services and their schedules first, then plans.
• Don't change the terms of an already-assigned plan: create a new plan.
• Archive plans you no longer want to offer; avoid deleting plans with history.
• Use suspension for pauses (holidays, injury) instead of cancellation.
• Check entry movements when a customer reports a wrong balance.
• Before assigning a subscription, check the queue: a new subscription may enter Waiting.