Subscription Configuration

Subscription Configuration

Steps for Configuration
  1. Firstly, the settings needs to completed to have the Subscription Plan configured.
  2. There are front-end and back-end settings, which need’s to be done.
  3. Apart from the Configuration setting there are 2 more settings that needs to be checked and created.

Email and Global Settings



  1. The above image shows the front-end setting which is with the Admin user ID through User Access Template.
  2. In User Access Template, under Modules we will be able to add the Subscription Tab which is required for configuring the subscription plan.

  1. The above image shows in the same User Access template, in the Module under reports wewill have to also add the subscription reports which are: Subscription Signup Report, Subscription Transaction Report and Subscription Churned Report.

  1. The above image is for the adding the Terms and condition to appear on link sent to the client for the member to agree at the time of first sign-up.
  2. This is also set by the admin user. After clicking on the Edit hyperlink which is highlighted in yellow in the above image, you will get the fields which appears on the invoice of the client. In the same list of fields there will to Terms and Conditions fields. Please check the image below:

  1. The first Terms and Condition is for the invoices created via software the one which is created for regular memberships.
  2. The second Terms and Condition is the one that appears in the link sent to the client as well as for members who purchase membership via gym / centre website.
Other Settings


  1. Settings - Global Setting - Pos decimal Setting:this setting needs to be enabled so that once the prorate amount and GST/ VATgets calculated, the amount that appears in decimal point should not getaffected while billing the client.


Email Setting: Above 2 templates needs to be configured

1: Bill Payment URL: for the first sign-up email to be sent
2: Set Up Mandate: for the change of Card details

Subscription Plan Configuration


  1. The above image shows the Subscription Plan configuration.
  2. Click on the Subscription Tab and the above list of subscription plans will be listed.
  3. Click on the existing Subscription plan for editing the price.
  4. Click on Add New Subscription to create new plan.
  5. Below are the steps along with images for each field to be filled:


Step 1 - Name & Description:
  1. Plan Name (Default): Add the Plan Name that will appear on the invoice and the sign-up page to the member.
    1. Description:This is for your understanding what the Plan is about, can be a detail aboutthe plan.
  2. Plan Name (English): This is for the Mobile App and Client portal in case the subscription plan is sold on the Mobile and Website platforms
    1. Description (English): This is for your understanding what the Planis about, can be a detail about the plan.


Step 2 – Plan Selling Options: 
  1. Bill Every: this is the frequency of billing. This can be selected as monthly and yearly. e.g. for a month to month membership you would select bills every 1 month and for a quarterly membership select bills every 3 months.
Subscription Start Date:
  1. Billing Cycle Day (BCD):
  2. Fixed Dates: [1st, 2nd, 3rd, 4th,……31st] 

  1. Billing Cycle Day (Signup date) – when this option is selected at the time of purchase staff will see this as an option to choose in the drop down during invoicing the member to send them the signup link. In this option billing will occur every month on the same date as the signup date.
  1. Fixed Date – If this options is also selected then a 2nd multi-select drop down appears. This field is to select all billing cycle dates accepted for this plan. In this option actual date of billing is selected during the signup e.g. [1st day of month, 2nd Day of month, 3rd Day of month, 4th Day of month…… 31st Day of month]

  1. BCD and Fixed Date – If both options are selected then a the sign-up date as well as the fixed date will appear in the dropdown. The options will appear as e.g. [Sign-up date 5-Feb andthe fixed date 1st day of month]

  1. Selling Channel: Web Application & Staff App, the channel in which this plan could be sold through
  2. Can be sold by (It’s on Application only on staff side):
  3. Sold At: this is a multi-select for list of centres at which this plan could be sold.
  4. Sold By: list of all users of the selected centres in can be sold at] this field multi-select box contextual to previous field can be sold at. This field shows list of all users having access to centres selected in can be sold at. When selecting specific users the plan is restricted to be sold only by those staff. Default value for this is all.
  5. Can be purchased as single membership: Yes, currently the plan can b sold separately. Later, once the campaign feature will be developed then the same plan can be sold through Campaigns.


Step 3 – Plan Option (Advance):

  1. Default Initial Term: this is the number of months until which the customer cannot cancel his / her subscription.
  2. Take deposit with sign-up amount:  this defines the number of months worth amount to be taken as deposit for security.
  3. Automatically end contract after completing initial term commitment: [Yes, No] – if yes is selected the contract is automatically terminated at the end of the contract commitment.
  4. Auto Renew with Default renewal Term (months): If this is selected then Automatically end contract after completing initial terms commitment gets disabled. This is the tenure for which the subscription will auto renew upon completion of default initial term.

Step 4A – Freeze in Initial Term and Step 4B – Freeze in Renewal Terms: (Part 1 - blank)

  1. Freeze Allowed: No
  2. The above image represents the freezing terms set for the plan. This can be left blank in case no freezing is allowed. In cases of Session based products or lesser period contracts, this can be left blank.


Step 4A – Freeze in Initial Term and Step 4B – Freeze in Renewal Terms: (Part 2 – Prepaid):
  1. Freeze Allowed: Yes
  2. If freeze is allowed then need to select if prepaid wherein don’t charge member during freeze as already included in the rate.


Step 4A – Freeze in Initial Term and Step 4B – Freeze in Renewal Terms: (Part 3 – Postpaid):
  1. Freeze Allowed: Yes
  2. Freeze Type: If freezing is allowed and it is paid then need to select if postpaid, freeze fee needs to be charged.
  3. Freeze fees per attempt: freeze fee to be charged to the member each time they freeze subscription of type post-paid.
  4. Max Freeze attempts: How many attempts are allowed for freezing in the tenure of the contract.
  5. Freeze min days: Set the minimum days to be frozen.
  6. Freeze max days: Set the maximum days to be frozen.
Below 2 are either or options:
  1. Allow freeze for bill cycle days only: ( Yes / No ) If this is selected then this mean the freezing has to be pre-scheduled for next billing cycle.
  2. Allow freeze for current billing cycle: ( Yes / No ) If this is selected then this mean the member can freeze in the same billing cycle of the contract.
  3. Move Initial term end date: This has to be selected so that when the freezing is done then the expiry of th contract will be extended.

Step 5 – Add Products & Pricing:
  1. As mentioned in the image only 4 products max can be added as a package with different kinds of services.
  2. Tax Calculation: Exclusive: All products which will be added through the Add Product button will be excluding tax.

There are 3 types of product creation:


1. Check-in

2. Appointment Session

3. Class Session




1. Check-in: These are membership related type
  1. Price: Without GST / VAT
  2. Product Type: The types will be listed as per the service predefined for regular memberships. In this case Gym Floor.
  3. Base Membership: (Yes / No): In this case it will be a YES.
  4. HSN Code: Government based code.
  5. Access Allowed Timing: By default 24 hours has been added. Later there will be an option to add the timing based on the centre start and end time.
  6. Recurring: (Yes / No): If it’s a recurring billing that is month on month then select YES or else NO.
  7. Submit: to add the product.


2. Appointment Session


3. Class Session

  1. Price: Without GST / VAT
  2. Product Type: The types will be listed as per the service predefined for regular memberships. In this case Personal Training.
  3. Base Membership: (Yes / No) In this case it will be NO for session based products.
  4. Require base Membership: As we selected NO for Base Membership, it gave the option to select this field, which means whether the base membership is required to purchase the session based plan.
  5. HSN Code: Government based code.
  6. Access Allowed Timing: By default 24 hours has been added. Later there will be an option to add the timing based on the centre start and end time.
  7. Number of Sessions: Based on the product sessions to be set in this field.
  8. Session Duration: Min: The minutes that the member spends time for the session in minutes. In image its an hour meaning 60 minutes.
  9. Is Session Owner Required: (Yes / No): This is to make the session owner to be compulsory at the time of invoicing.
  10. Recurring: (Yes / No): If it’s a recurring billing that is month on month then select YES or else NO.
  11. Submit: to add the product.
  1. The above image is how it looks after adding the product.

Step 6 – Brand & Centre
  1. This is where we can add multiple centre in case of centralization.
  2. Click on the green plus sign to add the centre.

  1. The above image shows after adding the Centre, we can select the tax whether GST or VAT
  1. Click on Create & New.

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