A subscription defines a dynamic, ongoing relationship between you and your customers.
Subscriptions allow you to:
Keep track of active plans.
Automate invoicing for individual users and companies.
Permit users to include usage-based expenses in an upcoming invoice.
Manage all resource assignments for members and companies.
Grant and remove Kisi or SALTO KS door access.
Convert the main currency into the alternative regularly.
Create a subscription
Go to Spacebring > Customers > select a user or a company.
Open their profile > locate the "Subscription" section > press
Create.
Configure the subscription:
1. Cycle - how often the subscription renews and the customer is billed and receives credits, day passes, etc.
The selected subscription cycle defines plans with what cycle can be included in the subscription items. For example, if you've set the subscription cycle to "Month," you will not see weekly or annual plans in the dropdown.
2. Start date — the date when the subscription comes into effect.
The subscription start date defines the date the subscription will renew all the following times unless you have the billing cycle anchor selected for the first day of the month.
If you set the subscription start date to a past date, the invoice will be generated only for the most recent subscription cycle, taking into account the billing cycle anchor setting.
3. End renewal:
Never — the subscription renews forever and never expires.
On date — manually choose the subscription end date or use the shortcut with the number of subscription renewal cycles to have it preselected automatically,
4. Items — add one or multiple subscription items:
Plan — select a preliminary created plan from the drop-down or select
Customto type plan details from scratch.Quantity — set a number of such items which this subscription includes. For example, select "3" if the customer takes 3 "Dedicated Desk" plans.
Price — the membership fee for one plan for one subscription cycle.
Coupon — apply a certain type of discount to the subscription item if the member qualifies for it.
Custom tax rate — enable to set custom tax rate for the subscription item if the fixed location tax doesn't apply to it.
Expiring credits — the amount of expiring credits for one plan for the subscription cycle.
Expiring day passes - the amount of expiring day passes for one plan for the subscription cycle.
Discounts — tap on the
>sign and set the discount percentage for the necessary app content.Access — tap on the
>sign to grant access to a specific Kisi or SALTO KS group for as long as a subscription is active.Printing — tap on the
>sign to grant access to a specific ezeep Blue group for as long as a subscription is active.
5. Assignments — assign an entire room, desk, office, parking lot, equipment or a specific number of seats or spaces to the member or company.
6. Pay with invoice — tap on the > sign to manage which services your users can buy with the invoice.
7. Issue first invoice — determines how the first subscription invoice will be issued.
Automatically — the first invoice will be issued automatically:
Immediately with the subscription creation, if the start date is today or in the past.
On the subscription start date, if it is set for a future date.
Manually — the first invoice will be generated as a draft for administrators to review, edit, and issue it manually.
After configuring the subscription, click Create.
A company can have only one active subscription at a time. An individual member can have only one active personal subscription at a time.
However, an individual member can simultaneously hold both a personal subscription and be part of a company's active subscription.
How "Issue first invoice" works
If the subscription start date is in the future, the "Automatically" value is set by default for the "Issue first invoice" setting. In this scenario, the first invoice always remains in draft status until the subscription starts, allowing administrators to manage, edit it, add extra invoice items, or issue it in advance on Customers > user/company profile > Billing > Invoices page.
The "Issue first invoice" setting only defines how the invoice for the first subscription cycle is issued. Subsequent invoices follow the "Auto-invoice" setting configured for the user or company.
If you set "Issue first invoice" to "Automatically," and the member or company has a default payment method saved in the app, the first invoice will be auto-charged to that payment method.
The "Issue first invoice" setting doesn't appear if you have disabled "Auto-invoice" in the user or company profile before creating a subscription.
How subscriptions work
Members can view their subscription details on the Membership > Billing page in the "Subscription" section.
Individual members check it in the "Personal" section on the Membership page.
Company managers check it in the section with their company name on the Membership page.
The first invoice arrives according to the "Issue first invoice" configuration. All future invoices are received automatically, unless you disabled the "Auto-invoice" for the user or company.
Your users are self-sufficient and can view and pay for their invoices on the Locations > Membership > Billing > Invoices page or be auto-charged with the Auto-pay feature.
Administrators can always track paid and unpaid invoices in Spacebring on the Billing > Invoices page.
Subscriptions influence the assignments and the Occupancy page.
Our recommendations
Add a few plans as subscription items if the user takes a few different plans. The app calculates the total price and number of credits associated with the selected plans automatically.
Add multiple office plans as subscription items if the user applies for several offices. This ensures that the customer's invoice will have a detailed price breakdown for each plan, providing transparency and clarity on the costs associated with each office.
If you want to offer a permanent, temporary discount or a discount on the first subscription cycle for a member, apply the appropriate coupon to the subscription item. The discount will apply to the member's subscription invoices based on the coupon's "Duration type" settings.
FAQs
How do I collect a deposit or a one-off setup fee with a subscription?
How do I collect a deposit or a one-off setup fee with a subscription?
Create the subscription and set "Issue first invoice" to "Manually".
Go to the customer’s profile > Billing > Invoices and open the draft invoice generated.
Add a custom invoice item for the deposit or setup fee.
Issue the invoice.
If you prefer to charge the deposit separately, you can instead create and issue a new one-off invoice from the customer’s profile.
How do I collect payment for several months upfront with a subscription?
How do I collect payment for several months upfront with a subscription?
To charge a customer for multiple months in advance:
Create the subscription and set "Issue first invoice" to "Manually".
In the customer’s profile, go to Billing > Invoices, and open the draft invoice generated.
Add invoice items for the months you want to charge upfront.
Issue the invoice.
To prevent the customer from being charged again during the prepaid period:
Create a 100% discount coupon for "Subscription items" covering the number of extra months paid upfront.
For example, if the customer pays for 3 months upfront, create a coupon for 2 months.
Open the customer's subscription and apply the coupon.
The customer will receive zero-priced invoices during the prepaid period, and then regular monthly billing will start automatically.