Set up and sell a subscription at the register
Member subscriptions (plans, session cards, recurring access) are managed through the Cash register module and the customer record. You first define plans in the catalogue, then sell or debit them day to day. This guide covers your customers’ subscriptions, not your Activiteez platform subscription.
Prerequisites: Cash register module enabled on your account, sufficient Finances permissions, and an open register for counter sales.
Define a subscription plan
- Open the list:
- Cash register → Manage link in the item grid, or
- Preferences → Categories, Bookings, Notifications → Cash item list → list…
- Click Add (or duplicate an existing row).
- On the row: label (name shown at the register), sale price, VAT and nature if needed.
- Check Active to offer the button at the register.
- Expand the left chevron → configure the Recurrence and Triggers blocks (details below).
- Save the list and check display under Cash register → Items.
Recurrence block (sale renewal)
The Recurrence block defines automatic renewal of the sale (and, when linked to online payment, of the direct debit). It is separate from the subscription validity on the customer account (Validity field on the Add a subscription trigger).
| Field | Purpose |
|---|---|
| Frequency | Once (no renewal), Monthly or Quarterly. |
| Number of recurrences | Blank = none; -1 = renewal without end; a positive number = planned payment or cycle count. |
| Subscription options | Click to edit: delay before first renewal, discount (amount or %), discount duration (months), commitment (months). |
On confirmation of a recurring sale, Activiteez reuses these settings for following due dates. To collect them via SEPA direct debit, combine recurrence with … then → Set up a payment: see Set up recurring payment for a register subscription.
Triggers block
In Triggers:
- Associated action: Add a subscription
- Option (subscription name): internal plan label (e.g. “Monthly 10 sessions”)
- Initial credit: credits to grant; leave blank for unlimited access
- Validity: plan validity on the customer account, in days (30 ≈ 1 month, 365 ≈ 1 year) or a date as
yyyy-mm-dd - Constraint: optional usage rule
To extend an existing plan rather than create a new one, use Extend a subscription with the same plan name, added credits and extension duration.
Sell or assign a subscription
From the register
- Open the register if not already done.
- Select the customer in the left panel (required to link the subscription).
- Click the item configured with Add a subscription.
- Confirm the ticket with your usual collection method.
On confirmation, the plan is added to the customer account (credits and end date per your settings). If the customer does not exist yet, an account may be created from ticket information.
From the customer list
- Customers → Account list.
- Select a customer or leave blank to create one.
- Click + Abo and choose the plan (from Add a subscription rows in the price list).
Plans offered in this dialog are the same as those configured in the cash item list.
From the customer record
On the record, Subscriptions section, you can review or adjust active plans. Initial assignment is usually done at the register or via + Abo.
Debit a subscription (use a credit)
Debit Abo button
- In Cash register, select the customer.
- Click Debit Abo (customer panel).
- If the customer has several valid subscriptions, choose the plan.
- Confirm the ticket (often €0 if only the credit is consumed).
Debit label and accounting nature are set in Preferences → Cash register, Payment, Finances → Description Débits sur abonnement and Nature des Debits sur abonnement.
Item with Debit a subscription trigger
- Create an item (e.g. “Visit”) with Associated action: Debit a subscription
- Option: number of credits to decrement (often
1). - Sell the item at the register with the customer selected.
You can also combine sale and debit: e.g. a priced item that debits 1 credit via this trigger.
Useful register preferences
Under Preferences → Cash register, Payment, Finances:
| Option | Purpose |
|---|---|
| Abonnements seulement (Subscriptions only) | Register dedicated to subscription flows (add / debit). |
| Self checkin | Customer can debit their subscription via the app. |
| Debit description / nature | Label and classification for Debit Abo entries. |
Track active subscriptions
- Customers → Subscription list: consolidated view, filters and CSV export.
- Customer record → Subscriptions: remaining credits and end dates.
Subscriptions can also apply at activity booking (automatic debit, €0 price): see Choose a booking mode.
Common issues
- Item not visible at register: check Active, catalogue configuration and your permissions.
- Subscription not added after sale: a customer must be selected; check the Add a subscription trigger and plan name in options.
- Debit Abo has no effect: the customer has no valid subscription (credits used up or expired); check the Subscriptions section.
- Confusion with Activiteez subscription: GO / PRO / BUSINESS plans are managed in Subscribe, suspend and reactivate your account.
See also What are triggers on a cash register item?, Sell an item at the register, and for direct debits Set up recurring payment for a register subscription.
