Subscriptions and auto re-enrolment together

Step-by-step instructions

1. Choose the timing

   • Aim to start around one or two weeks before the current block ends.
   • Handle subscribers and full-block attendees who join after you create the next block separately.

2. Create the new block

   • In Group Overview, choose Options → Add Date Block → Copy from and select the most recent block.
   • Set both Link to attendees and Use auto re-enrolment to Yes.
   • Existing subscribers will transfer automatically and full-block attendees can enter the auto renewal process.

3. Check dates, capacity and options

   • Update the name, first date, times, number of dates and capacity.
   • Decide whether to allow midterm bookings, show the block on the widget or offer waiting list only.
   • Select Next, remove non-teaching dates and check the final date.
   • Select Next again, review the copied price bands and any built-in trial price, then select Finish.

4. Verify subscribers

   • Check that monthly subscribers now appear on the new block.
   • Manage their live subscriptions from this newest block.
   • If you spot a mistake, edit the name or dates on this block instead of archiving it.

5. Review the auto renewal email

   • In Business → Company Settings → Email → Re-enrolment Emails, review the Auto Renewal Email before sending.
   • Keep the fields in curly brackets intact.
   • The new block appears on the booking website only after the auto renewal emails are sent, subject to your chosen visibility settings.

6. Select full-block attendees

   • Choose Send Auto Renewal Emails, set a default cost per session and check each person’s total.
   • Include the full-block bookings you intend to renew, but not anyone already booked via a subscription.
   • Untick an undecided trialist so you can return to them later, or remove someone who should not renew.
   • Send and stay on the screen until all rows complete.

7. Give families time to opt out

   • The email lets families opt out.
   • Remove anyone who asks you directly not to renew.
   • The recording suggests returning about a week later, in line with the notice you gave families.

8. Process and review

   • Select Re-enrol Attendees and check the amounts.
   • Select Charge Cards and Re-enrol, then stay on the screen until processing finishes.
   • Open View Re-enrolments to see completed, cancelled, failed and authentication-required cases.
   • Follow up any outstanding payment; those families receive a link to finish manually.