As your members’ needs evolve, you can update their subscriptions at any time:
Change a customer's plan, resource, or tier
Adjust their subscription products or quantity when company members join or leave
Add extra plans or resources, and more.
Edit a subscription
Go to Customers > open the customer's profile.
Press (...) next to their active subscription >
Edit.
You can update an existing subscription item, add new items, or remove items.
Schedule a future change
If you want changes for recurring items to take effect at any specific future date or month, follow these steps:
Change a plan or resource
Click the existing subscription item and set its "End date" to "Custom".
Choose the end date (e.g., the end day of the current subscription period).
Add a new subscription item.
Select the new plan or resource, and set its "Start date" to "Custom".
Choose when the change should take effect (e.g., the day after the old item's end date).
If you need to schedule changes to the same membership plan, add it as a second subscription item with the necessary start date.
However, you can’t currently add the same resource as a second item. To schedule changes to the same resource (for example, schedule an office price increase), edit the existing item directly. The changes will take effect at the next subscription renewal.
Add new products to a subscription
Click to add a new subscription item.
Select the new plan or resource, and set its "Start date" to "Custom".
Choose when the new product should take effect.
Remove products from a subscription
Click on a subscription item.
Set its "End date" to "Custom".
Choose when the product should be removed from the customer's subscription.
Change price, tier, credit or day pass allowances, tax, or apply a discount coupon
If the subscription products remain the same, and you only need to update price, credit or day pass allowance, tax rate, or apply a discount coupon, follow these steps:
Click the existing subscription item and edit it directly.
By default, these changes take effect at the next subscription renewal.
Custom item start and end dates
When editing subscription item start and end dates, keep the following rules in mind:
An existing item’s end date can’t be set earlier than the last day of the current subscription period.
A new item’s start date can’t be set earlier than the first day of the next subscription period. How to apply an immediate change
If the next period has also already been invoiced (by advance invoicing or manually by an administrator):
The existing item’s end date can’t be earlier than the last day of the next period.
The new item’s start date can’t be earlier than the first day of the period after next.
If you set an item's start or end date to mid-cycle, charges are prorated.
Apply an immediate change
If you need to apply changes to the customer's subscription to take effect immediately today, follow these steps:
Edit the existing subscription item, or add/remove a subscription item.
If adding a new item, keep the item's "Start date" set to "Subscription default".
Resource assignment, discounts, door, printing, and exclusive resource access are updated immediately.
Price, credits, and day passes are updated since the next cycle.
If pricing, credits, or day passes must change immediately:
If it's an upgrade, issue a one-off invoice for the remaining part of the month, or add an extra charge to the upcoming invoice.
If it's a downgrade, issue a credit note for the current month's invoice to refund the necessary amount.
Manually add or deduct credits or day passes in the customer’s profile.
Other changes
Change | How it takes effect |
Cycle | Can't be changed. When editing a subscription, only plans/tiers with the same cycle will appear. To migrate a customer to a different subscription cycle (e.g., from monthly to annual), cancel the existing subscription and create a new one. |
Start date | Can only be changed if the subscription has yet to start and the first invoice hasn't been issued. Otherwise, cancel the subscription and recreate it. |
Can be set ot changed at any time. End date can't be earlier than the last date of the current subscription period. To end immediately, cancel the subscription. | |
Commitment period | Reflects immediately. |
Auto-update from plan | Takes effect immediately and defines if all the subsequent plan changes apply to this subscription. |
One-off item | When adding a one-off item to an existing subscription, the charge applies to the upcoming invoice.
The item will be automatically removed from the subscription once the invoice is issued. |
Takes effect immediately and affects all the next subscription invoices. | |
Takes effect immediately. | |
Takes effect immediately and affects all the next subscription invoices. |
FAQ
How can I invoice the customer for products with different billing cycles (e.g., an annual office and monthly desks)?
How can I invoice the customer for products with different billing cycles (e.g., an annual office and monthly desks)?
One customer can currently have only one active subscription at a time. An alternative solution is to:
Create the first subscription (e.g., annual) under the company profile.
Create the second subscription (e.g., monthly) under the company manager's personal profile.
Why do I get an error when adding a subscription item with another date?
Why do I get an error when adding a subscription item with another date?
You may get an error when adding a subscription item with another date because of the following rules:
A new item's start date cannot be set earlier than the first day of the next subscription period. If the next period has already been invoiced, the new item's start date can't be earlier than the first day of the period after next.
If you want to schedule a change (like switching plans or resources), you must end the current item and add the new one with a start date that follows the end date of the previous item.
You cannot add the same resource as a second item; to change the same resource (e.g., price increase), edit the existing item directly, and changes will take effect at the next renewal.
Subscription item dates must fall within the general subscription period; to schedule a change, set an end date for the specific item only, not the entire subscription.
If you try to add a subscription item outside these rules, the system will show an error.
Why is the customer's invoice prorated?
Why is the customer's invoice prorated?
This happens when you add a subscription item and the start or end date does not align with the full billing cycle (for example, not starting on the first of the month or ending before the cycle completes), the invoice is automatically prorated. This means the customer is only charged for the portion of the cycle that the subscription item is active.
For example, if the subscription is set for a 5-day period on a weekly plan (which is normally 7 days), the system calculates a partial charge for those 5 days instead of the full week.