This tutorial will guide you through the process of creating a monthly subscription as a price band within the Book That In system. 


Subscriptions allow you to offer recurring payment options for classes, blocks, or events—ideal for spreading out costs for your customers and ensuring consistent income.

We’ll walk you through where to begin, how to configure subscription details, and how customers will experience the booking flow.


Tutorial Video:



Step-by-Step Instructions

Step 1: Navigate to the Group Overview

  • From your Home Page, click the shortcut for Group Overview, or go to the Business tab and select Group Overview from there.

  • Make sure your classes, blocks, or events are already set up.

Step 2: Access the Class and Price Bands

  • Find the class/event you want to add the subscription to.

  • Click Options > Price Bands.

Step 3: Create a New Price Band

  • Click Create Price Band.

  • Enter a name, e.g., Monthly Subscription.

  • Add a description, such as "Sign up now and pay in monthly instalments." You can highlight benefits like spreading payments here.

Step 4: Choose the Subscription Option

  • From the price band type options, select Subscriptions (third option).

  • This opens a new Subscription Details tab where you’ll complete the setup.

Step 5: Configure Subscription Details

A. Pricing

  • Cost: Set the fee (e.g., £35).

  • Frequency: Choose the frequency of payments (e.g. per month) from the dropdown.

B. Optional: One-Time Cost

  • You can add a one-time charge (e.g. for membership or insurance).

  • This is charged only once at sign-up.

C. First Payment Timing

Choose how the first payment is handled:

  1. No: Immediate Payment (default): First payment is charged on the sign-up date and subsequent payments are charged using today as the start date.

  2. Free Trial Period:

    • Set a trial duration (e.g., 7 days).

    • No charge until the trial ends.

  3. Set Start Date:

    • Choose a future date (e.g., 1st September).

    • No payments collected until that date.

    • Note: One-time costs still apply immediately.

  4. Pro Rata First Payment + Set Recurring to 1st of Month (Monthly Subscriptions Only):

    • Charges only for the number of sessions remaining in the current month.

    • Regular payments start on the 1st of the next month.

    • You must specify Cost Per Session (e.g., £9) so the system can calculate the pro rated amount for the first payment.

Step 6: Configure Cancellation and Minimum Term Options

A. Cancellation Notice Period

  • Users can still cancel via their own account, but the cancellation occurs after the notice period set.

  • Set a period (e.g., 1 month) to determine how long the subscription remains active after cancellation.

B. Minimum Subscription Period

  • Prevents cancellations during the initial period (e.g., 3 months).

  • Useful for locking in commitment (e.g., a full term).

Step 7: Save the Subscription

  • Click Create to finalise the subscription.

  • Click Done to exit the setup.

Step 8: Test the Subscription

  • Visit the booking link for your class.

  • You’ll see the Monthly Subscription listed (e.g., £35/month).

  • If Pro Rata was used and only one session remains this month, the first charge will reflect just that.

  • Fill in the user’s booking details and proceed to checkout.

Step 9: Check the Register

  • Go back to the class and open the Register.

  • The new booking will appear, including all future applicable dates.

  • When you create a new block, link it to the current one, and all subscribers will transfer automatically.

Conclusion

You’ve now successfully created a monthly subscription as a price band in Book That In! This method makes it easy for your customers to commit to recurring payments while giving you predictable revenue.


For advanced configurations, like adding siblings or offering multiple price bands, be sure to check out additional tutorials or contact support@bookthatin.com.


What's Next? Useful Tutorials

To take the next step, explore the following tutorials: