Creating a Plan

A plan is what the workspace sells: the whole workspace or part of it (a class, section or program), once or on a recurring basis. Passes are sold on one-time plans, subscriptions on recurring ones.

⚠️ A new plan is created as a draft. It can be sold only after it is activated, and it can be activated only if it has a default price or at least one price in "Pricing".

⚠️ Once a plan is on an invoice, the "Applies To" and "Pricing Model" fields can no longer be changed.

Steps

1. Open "Billing" → "Plans" and click "Create Plan".
2. In the "General" block, fill in the fields:
   • "Name" — optional. If left blank, the name is generated automatically from the plan settings.
   • "Applies To" — select a class, section or program, or keep "Whole Workspace". This is what the client gets when they buy the plan.
3. In the "Configuration" block, fill in the fields:
   • "Frequency" — "One Time" to sell the plan once as a pass, or "Recurring" to sell it as a subscription.
   • "Pricing Model" — "Fixed" (one amount per pass or per billing period) or "Price by Class".
   • "Payment Timing" — "Prepaid" (default), when payment is taken before the billing period, or "Postpaid", when the invoice is issued after attended classes are counted. The field appears only for a recurring plan priced by class.
   • "Default Price" — enter the amount. Enter 0 to make the plan free, or leave the field blank to use only the prices in "Pricing".
4. In the "Cycle" block, fill in the fields:
   • For a recurring plan, set the "Billing Interval" — a number and a unit ("Day", "Week", "Month" or "Year"). For example, 1 month means one invoice every month.
   • "Payment Due" — how many days, weeks, months or years after the invoice date payment is due. Enter 0 for payment on the invoice date, or leave blank for no due date. Fill in the number and the unit together, or leave both blank.
5. In the "Limits" block, fill in the fields:
   • "Classes Included" — how many classes the plan includes.
   • "Capacity" — how many clients can have this plan active at the same time. Leave blank for no limit.
6. Click "Create Plan".
7. Check the result: the plan appears in the list with the "Draft" status. By default the list shows the "Name", "Frequency", "Capacity" and "Status" columns; other columns can be added through "Customize View".

Setting Plan Prices (Pricing)

Pricing lets you set prices that apply on specific dates, and separate prices for part of what the plan covers (for example, for one section of a program). Until prices are added, the plan sells at its default price.

⚠️ A price already used on an invoice cannot be removed.

Steps

1. In the plans list, click in the plan's row and select "Pricing".
2. Click "Add Price".
3. Fill in the fields:
   • "Applies To" — keep "Default (everything the plan covers)" or select a specific class, section or program. A price for a specific item replaces the default price on its dates.
   • "Price" — for a plan priced by class, enter the price of one class; for a fixed plan, the price of the pass or billing period. Enter 0 to make it free.
   • "Start Date" — the first day the price applies. Leave blank to start today.
   • "End Date" — the last day the price applies. Leave blank to keep it until a later price starts.
   • "Note" — a short note, for example "holiday week" or "early bird".
4. Click "Add Price".
5. Check the result: the price appears in the list. The "State" column shows "Scheduled", "Current" or "Past".
6. To change or remove a price, click in its row and select "Edit" or "Remove" (confirm with "Remove Price"). The dates the removed price covered fall back to the next price in force.

How the sale price is determined: only prices in force on the sale date count. A price for a specific class or section takes priority over the general one. If two prices match, the one that started later applies. If no price matches, the default price is used.

Plan Actions

Steps

1. In the plans list, click in the plan's row.
2. Select the action you need:
   • "Edit" — opens the plan form.
   • "Pricing" — opens the plan's prices (see above).
   • "Duplicate" — creates a draft copy of the plan with the same settings and prices; "(copy)" is added to the name.
   • "Activate" — the plan becomes available for sale.
   • "Draft" — the plan is no longer offered in "Sell a Pass" and "Create Subscription". Anything already sold keeps working.
   • "Archive" — the plan is hidden from selling and from the list and gets the "Archived" status. Anything already sold keeps working.
   • "Remove" — the plan is permanently removed from the list. Only a plan with nothing sold on it can be removed; otherwise, archive it.
3. Confirm the action in the dialog with "Duplicate Plan", "Move Plan to Draft", "Archive Plan" or "Remove Plan". "Activate" runs without confirmation.