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.
Check our video guide on how to create a subscription, or read the text below:
Create a subscription
Go to Locations > Community > select a user or a company.
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.
If you set the subscription start date to a past date, the invoice will be generated only for the most recent subscription period, 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 the subscription period.
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 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 an entire room, desk, office, and parking lot 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.
Notes
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 start, allowing administrators to manage, edit it, add extra invoice items, or issue it in advance on the Locations > Community > user/company profile > Billing > Invoices page.
The "Issue First Invoice" setting only defines how the invoice for the first subscription period 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.
After configuring the subscription, click Create.
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 on the Community > select user/company > Billing > Invoices page or with custom reports.
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 period 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.
FAQ
How can I charge a deposit or a one-time set-up fee with the first invoice?
How can I charge a deposit or a one-time set-up fee with the first invoice?
To add any additional one-off charge to the initial member or company invoice, follow these steps:
If you are setting a subscription start date to today or the past date, do the following:
Select "Manually" for the "Issue First Invoice" setting when creating a subscription. The first invoice will remain in the draft status and won't be automatically issued.
Navigate to the Billing > Invoices section in the customer's profile > open a draft invoice in the "Other Invoices" section and add a deposit or any other one-time charge as an additional invoice item.
Issue the invoice.
If you are setting a subscription start date to a future date, do the following:
Create a subscription.
Navigate to the Billing > Invoices section in the customer's profile > open a draft invoice in the "Other Invoices" section and add a deposit or any other one-time charge as an additional invoice item.
Issue the invoice.
Why aren’t credits assigned when the subscription is created?
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:
The subscription isn’t active yet, as its start date is set in the future.
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.
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?
Are members notified about the subscription ending?
Users receive a notification from their app one day before their subscription ends that says: “Your subscription expires soon. Contact us to extend.”
What is the difference between personal and company subscriptions?
What is the difference between personal and company subscriptions?
A personal subscription is for individuals who want to sign up for a membership plan, such as a hot desk or a dedicated desk in your space, and pay for themselves. Such subscription is created for the user's name and surname rather than business name.
A company subscription is for businesses, particularly companies with more than 1 employee who want to rent an office with you or rent a few desks for each employee. With a company subscription, the payment for the office rent or for multiple membership plans is consolidated into one company invoice and handled by the company manager. Members with a company subscription will have a common credits or day passes balance, and the same discounts or other subscription perks will apply to each company member.
If you have a company as your member, create only the company subscription for them. Do not create the same subscription for the company manager individually, as it will result in double-charging.