Starting October 1, 2025, Spacebring is rolling out a new system for how expiring credits and day passes are charged for future bookings.
Bookings for dates in future periods will no longer be charged from the user's current balance. Instead, they’ll be scheduled and charged from the balance for the period when the booking actually takes place.
If you are a new Spacebring customer who joined on or after June 1, 2025 (for credits) or June 13, 2025 (for day passes), you're already using the new system. For all other customers, the new system will take effect on October 1, 2025. If you'd like to switch sooner, just contact our support team.
Legacy system
Credits
When a user booked with credits—even for a future date—the credits were charged immediately from their current balance.
Users who needed to book in advance could use up all of their current credits.
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 set to start on a future date, users couldn't make a booking until the start date arrived.
Example: If the current subscription period 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.
Day passes
Members could use day passes to book only the dates within their current subscription period.
Bookings beyond the current period weren’t allowed.
If the user's subscription was set to start on a future date, users couldn't make a booking until the start date arrived.
Example: If the current subscription period is June 2 – July 1, a user could only make bookings up until July 1. They couldn't reserve their seat for July 2 before this date arrived, their subscription renewed, and the new monthly balance of day passes accrued.
New system
Credit and day pass charges are aligned with the subscription period in which the booking occurs.
For bookings within the current period, credits and day passes are charged immediately.
For bookings in future periods, a scheduled credit or day pass transaction is created, and the booking is charged only when the relevant subscription period begins.
Members can now book for future periods with day passes, which wasn't previously possible.
If a user's subscription is set to start on a future date, they can begin making bookings right away (only for dates starting from their subscription start).
This allows for much greater flexibility and planning, helps avoid uneven distribution of credits and day passes between periods, and lets members book ahead without using up current-period credits and day passes.
This change only applies to users with subscriptions who make bookings with expiring credits and day passes. 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 transactions work
Bookings for future periods appear in the "Scheduled transactions" section on the customer's Credits or Day passes page first. No credits/day passes 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 or day passes for that period, and credits/day passes for the booking are automatically charged.
If credit/day pass payment for the booking is successful, administrators get a notification about a new booking created.
Example: If the current period 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 balance of credits/day passes 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 balance of credits/day passes 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/day pass transactions will update to the "Failed" status.
If a booking for multiple seats exceeds the member's available day passes, the entire booking will be canceled.
The booking owner will receive a push notification about the unsuccessful charge and the canceled booking.
However, if the user has permanent credits on their balance, the bookings will be charged from that balance instead and won’t be canceled.
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/day pass 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 transactions
Administrators follow these steps:
Go to Spacebring > Customers > open the necessary customer profile > Credits or Day passes.
View credit/day pass transactions in the "Scheduled transactions" section.
Members and company members follow these steps:
Go to Locations > Membership > choose Credits or Day passes in the personal or company section.
View credit/day pass transactions in the "Scheduled transactions" section.
Prepare for the update
For a smoother transition, consider the following recommendations:
1. Notify members
Explain that bookings for future periods made with credits or day passes won’t be charged immediately—they’ll 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/Day passes > “Scheduled transactions” section.
Members: Go to Locations > Membership > Credits/Day passes > “Scheduled transactions” section.
3. Understand what bookings are affected
Only bookings created after the “Scheduled transactions” feature is enabled for your location will follow this behavior.
Previously made bookings remain unaffected.
Platform compatibility
Scheduled credit and day pass transactions are fully available in the admin dashboard, member web portal, and the member mobile app version 4.8.9 and above.
If your members are using an older version of the mobile app, ask them to update to the latest version to take full advantage of scheduled transactions.
If your app hasn’t received the latest version update due to an issue with your Apple Developer account (learn how to fix it), it's important to inform your members how scheduled credit and day pass transactions behave in earlier app versions. This helps manage expectations and maintain a smooth experience.
The app checks the current balance of credits or day passes before allowing a future booking, even though the actual charge is scheduled from a future balance.
If the current balance is sufficient, the booking will proceed and appear as a scheduled transaction, just as it does on the web portal.
If the current balance is insufficient, members will see a notice about not having enough credits or passes. From there, they can either:
Choose a different payment method (e.g., card or invoice), or
Complete the future booking through the member web portal, where scheduled transactions are fully supported for everyone.
To ensure members can use scheduled transactions smoothly on mobile, make sure to address any outstanding issues in your Apple Developer account. This will allow your member mobile app to receive the next version update and ensure scheduled transactions work the same on mobile for your members as they do on the web and admin dashboard.