Starting autumn 2025, bookings made with expiring credits for dates in future subscription periods will no longer be charged immediately from the current period’s credit balance. Instead, they’ll be scheduled to be charged from the balance for the period when the booking actually takes place.
The new system is already active for all Spacebring customers who joined on or after June 1, 2025. Starting autumn 2025, the new system will take effect for all our customers. If you'd like to enable scheduled credit transactions for your location sooner, contact our support team.
This feature is currently fully available in the admin dashboard and member web portal. On the member mobile app, it will be fully available in the 4.8.9 mobile app version.
Legacy system
When a user booked a resource with credits—even for a future date—the credits were charged immediately from their current period’s balance.
Users who needed to book in advance could use up all of their current credits, leaving none for bookings in the current period.
Once the subscription renewed, they would receive a fresh total number of credits that were no longer needed, as future bookings were already paid for.
If the user's subscription was scheduled to start on a future date, users couldn't make a booking until the start date arrived.
Example: If the current subscription cycle is June 2 – July 1, and a user makes a booking for August 13, the credits would be charged immediately from their current credit balance for June 2 – July 1.
New system
The new system aligns credit charges with the subscription period in which the booking occurs, making credit usage more flexible.
For bookings that take place within the current period, credits are charged immediately.
For bookings that take place in a future period, a scheduled credit transaction is created, and the booking is charged only when that future subscription period begins.
This helps avoid uneven credit distribution between periods and allows members to schedule bookings ahead without losing access to current-period credits.
If a user's subscription is created but set to start on a future date, they can begin making bookings as soon as the subscription is created (only for dates starting their subscription start).
This change only applies to bookings made with expiring credits. Event tickets and shop orders are still charged immediately at the time of the purchase. Users who don't have a subscription and pay with permanent credits are also charged immediately.
How scheduled credit transactions work
If a booking is made for a date within the future subscription period, it appears in the "Scheduled transactions" section on the customer's Credits page first, and no credits are charged immediately.
When the subscription advances to the period in which the booking takes place and renews, the user gets a balance of expiring credits for that period, and credits for the booking are automatically charged.
Example: If the current cycle is June 2 – July 1, and a booking is made for August 13:
It will appear under the "Scheduled transactions" section upon creation.
On August 2, the period begins in which this booking takes place (August 2 - September 1). The customer will receive a credit balance for this period, and the booking will be automatically charged.
If the booking is edited or canceled
If the booking is rescheduled to a date that falls within the current period, it will be charged immediately.
If the booking is canceled according to the rescheduling policy, the scheduled charge will be automatically removed.
If the booking is not eligible for a refund based on the rescheduling policy, the scheduled charge will remain as "Pending" and will still be charged once the relevant subscription period begins.
If not enough credits to charge the booking
If the credit balance at the start of the relevant period is insufficient to cover all scheduled bookings:
The soonest upcoming bookings will be charged first.
Remaining bookings will be canceled. The corresponding credit transactions will update to the "Failed" status.
Both the user and the administrator will receive notifications about successfully paid and canceled bookings.
If the subscription is canceled
If the user’s subscription is canceled before the future bookings are charged:
All scheduled future bookings are immediately canceled.
All scheduled credit transactions are marked as "Failed".
However, if the user has permanent credits on their balance, the bookings will be charged from that balance instead and won’t be canceled.
View scheduled credit transactions
Administrators follow these steps:
Go to Spacebring > Customers > open the necessary customer profile > Credits.
View credit transactions in the "Scheduled transactions" section.
Members and company members follow these steps:
Go to Locations > Membership > choose Credits in the personal or company section.
View credits transactions in the "Scheduled transactions" section.
Prepare for the update
For a smoother transition, consider the following recommendations:
1. Explain to members how future credit bookings will be charged
Let members know that future bookings using credits will not be charged upfront—they will appear among "Scheduled transactions" and be charged when the relevant subscription period starts.
2. Guide your team and members where to find scheduled charges
Administrators: Go to Spacebring > Customers > open the customer profile > Credits > “Scheduled transactions” section.
Members: Go to Locations > Membership > Credits > “Scheduled transactions” section.
3. Understand what bookings are affected
Only bookings created after the “Scheduled invoice items” feature is enabled for your location will follow this behavior.
Previously made bookings remain unaffected.