Create a subscription

Your app fully automates invoicing with the help of subscriptions.

Updated this week

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 companies.

  • Grant and remove Kisi or SALTO KS door access.

  • Convert the main currency into the alternative regularly.

Check our video guide on how to create a subscription, or read the text below:

Create a subscription

  1. Go to Locations > Community > select a user or a company.

  2. Open their profile > locate the "Subscription" section > press Create.

Configure the subscription:

1. Period - how often the subscription renews and the customer is billed.

The period of the subscription defines plans of what period can be included in the subscription items. For example, if you've set the subscription period 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.

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 Custom to 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 the subscription period.

  • 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 period.

  • Expiring day passes - the amount of expiring day passes for one plan for the subscription period.

  • 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 rooms, desks, and offices to the company (appears only in subscriptions for companies).

6. Pay with Invoice — tap on the > sign to manage which services your users can buy with the invoice.

After configuring the subscription, click Create.

How subscriptions work

  1. The first invoice arrives with the subscription start date. All future invoices are received automatically. If you want to send the first invoice earlier, you can issue it on the Locations > Community > user/company profile > Invoices page.

  2. Your users are self-sufficient and can view and pay for their invoices on the Locations > Membership > Invoices page or be auto-charged with the Auto-Pay feature.

  3. Administrators can always track paid and unpaid invoices on the Community > select user/company > Invoices page or with custom reports.

  4. 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.

FAQ

Why aren’t credits assigned when the subscription is created?

There might be a few reasons expiring credits aren't assigned to users upon subscription creation:

  1. The subscription isn’t active yet, as its start date is set in the future.

  2. Upon creating an active subscription, the administrator created it with 0 credits and later edited it to the correct number of credits. In this scenario, the credits will only be applied for the next subscription period and not for the current one.

  3. If you have invited a user to the app and created a subscription for them, but the user hasn't logged in yet, the credits will not be assigned. Once the user logs in to the app, they will receive the credits along with their subscription.

Are members notified about the subscription ending?

Users receive a push notification in their app one day before their subscription ends that says: “Your subscription expires soon. Contact us to extend.”

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