How to set up a subscription class in Bookiphy?

This guide will help you set up products or activities for your centre or club using Bookiphy. You can choose from four booking types, depending on how you want to offer and charge for your services:

Types of Activities You Can Create in Bookiphy:

• Subscriptions – Ideal if you prefer to collect automatic recurring payments from customers (weekly, monthly, or custom intervals).

• Ad-hoc Sessions – Customers can pay only for the specific days they want to attend.

• Flexi Bookings – Perfect for one-to-one classes or appointments where customers select from available time slots.

• Camp Bookings – Block bookings requiring full payment upfront for selected days.

If you’re setting up a subscription product for the first time, follow the steps below.

Setting Up A New Activity or Class as a Subscription.

1. Add a New Activity

• Click the + button in the top right corner of your screen.

• Choose Add Activity from the menu.

• You'll then see two options:

  • Create New – Start from scratch and build a new activity.

  • Clone Activity – Copy an existing activity if it’s similar, then just tweak the details.

2. Select Booking Type

Choose ‘Subscriptions’ as your booking type.

Add Basic Details : Enter the following:

• Activity Name

• Weekly Schedule – Set the time the class runs each week.

• Venue – Choose from your predefined venues or add a new one.

• Age Groups – Assign the appropriate age range(s).

3. Add Closure Days ( (Optional) and Term Times

You can define non-operational days or term periods to reflect your actual calendar.

• Use the visual calendar to mark closure days and term times.

• These will be visible to customers in the Customer Portal Calendar.

This is an optional step. You can update closure days and term time here by selecting the days you would like to mark as term time or closure days.

Once updated it will appear like below.

When customers access the club calendar through the customer portal they will be able view the term time and closure days updated as well.

4. Set Billing Frequency

Click on “Specify schedule or billing frequency”.

Click on 'Specify the schedule or billing frequency'

• Choose from Monthly, Weekly, or Custom (days/weeks/months/years).

• For example, if a customer subscribes on the 12th of a month, they’ll be billed on the 12th of every month—just like Netflix.

4. Updating prices as per age groups.

Set prices for every age group you’ve selected.

• Use the built-in Price Calculator to estimate processing fees, net income, and extra earnings.

• This helps you price the activity effectively and maximise revenue.

5. Update weekly schedule.

Select the days the class will run (e.g., Saturday and Sunday at 10:00 AM – 11:00 AM).

• The system generates a preview of how this appears on your booking form.

Use Edit View if you need to exclude specific dates or months (e.g., school holidays).

6. Update Description.

Update description, attendee instructions, and images (use our free stock images if required).

• Description – Briefly explain what the class offers.

• Attendee Instructions – Mention any important reminders (e.g., bring water bottles).

• Activity Image – Upload a photo or use Bookiphy’s free stock image library.

7. Setup Payment Methods. 

To collect subscription payments automatically:

• Connect Stripe – Required for online card payments.
  Please note: Connecting Stripe is mandatory to proceed with setting up subscription products.
  
  Offline Methods – You can also enable cash, bank transfer, childcare vouchers, etc. (Note: Offline payments must be manually reconciled).
  
  

8. Define Booking Settings.

This page will allow you to define the booking settings for your activity/class. 

Min cut off booking time: Set how many hours before the class a booking must be made.

This prevents customers from booking at the last minute.

Trial Booking – Let customers book a free or paid trial session.

Joining Fees – Add a one-time fee if needed (e.g., registration or starter kit).

Waitlist Option – Turn this on to collect interest when spots are full.

Sibling Discount – Offer a discount when siblings join. 

 If a product has sibling discounts enabled, the sibling discount option will automatically be presented to your customer when they log into the member portal and they can subscribe to that product for additional siblings or family profiles. They will be given the option to redeem the discount on the checkout page.

Visibility – Keep the class Public (shown on booking page) or set to Private if you want to share it with selected users only.

9. Preview Booking Form.

You can preview here how the activity will look on your booking form. Use branding features in the right pane for customisation. 

That’s it for setting up your activity! Next up: how to publish it and manage signups. 

Still have questions? We’re here to help! Email us at support@bookiphy.com