How to set up a subscription class in Bookiphy?

This guide will walk you through the process of setting up products or activities for your centre or club in Bookiphy. Using Bookiphy you can set up 4 types of activities:

Subscriptions - If you prefer to take payments from your customers on an automatic, recurring basis. 

Ad-hoc sessions - If customer prefers to pay only for the adhoc days they want to attend.

Flexi bookings - one to one classes where customers can select from a master time slot.

Camp Bookings - Block bookings that require customers to make a full payment upfront for all selected days.

Bookiphy allows you to manage these offerings efficiently. If you haven't already setup any subscription products in bookiphy, this is how you can do it.

Navigate to Online Bookings > Booking form Set up > and select “New Products

Setting Up A New Activity or Class as a Subscription.

1. Select Booking Type > 'Subscriptions'

2. Enter the Activity name, Specify the time the class will run in a week, Venue and Age groups.

3. Update Closure days and Term Time

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. Updating Billing Frequency

Click on 'Specify the schedule or billing frequency'

Select from monthly, weekly, or custom (days, weeks, months, years); most popular being monthly.

For a monthly subscription, the payment will be automatically taken on the day the customer has created the subscription. For example if your customer subscribes on 12th of the month, payment will be taken on every 12th of the month. Think of it like a Netflix or Amazon prime subscription payment cycle.

4. Updating prices as per age groups.

Price should be updated for each group you have defined.

Use the price calculator to see how processing fees are calculated and what can be your potential income and extra earnings. Use the calculator to optimaly price your activity. 

5. Update weekly schedule.

For example, if the classes run on Saturdays and Sundays 10 am - 11am, select Sat and Sun option.

System will automatically create a preview of how it like in the booking form when selecting the days.

Select the Edit View if for any reason you want to edit or remove few specific days from the selected schedule.

6. Update Description.

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

7. Setup Payment Methods. 

In order to set up subscription creation and automatic payment collection from your customers, a Stripe connection is necessary. If the payment fails for any reason, the parent can log into the customer portal to make payments using alternate debit/credit cards.

You can setup offline payment methods like Childcare Vouchers or Tax Free Childcare, bank transfer etc if required, but these payment methods needs to be manually reconciled unlike online payments which are reconciled automatically.

8. Define Booking Settings.

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

Min cut off booking time: This prevents customers from booking at the last minute, which can affect displayed availability. 

Enable trial bookings and waitlisting, define any one-off joining fees (e.g, football kits) 

Enable sibling discounts : 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.

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. 

Learn more advanced branding setup here.

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