Creating a Subscription
Subscription Items are items in the system that have duration and renewal associated with them. When purchased, they are assigned to Accounts and/or Contacts. Subscription Items display in the Store for purchase in the Community Portal.
Examples of Subscription Items include:
Subscription Item Related Lists:
Once the Subscription Item is created, related lists for Pricing Rules, Package Items, Subscription Plans, Badge Workflows, Access Permissions, Renewal Paths, and Catalogs are available to set additional options for the Subscription Item.
Staff will not have the ability to override the price when processing a Subscription Item within ROE since Subscription Items' price changes can have an impact on schedules and deferral amounts. Use Price Rules to configure all pricing amounts available for the Subscription Item.
In order to create a Subscription Item, a Subscription Item Class and at least one Subscription Plan must be created prior to creating the Subscription Item.
Create a Subscription Item:
Navigate to the Item Classes tab and select an existing Subscription Item Class record you want to create a Subscription Item for.
Click Related to access related lists.
Scroll down to the Items related list and click New. The New Item modal will open.
In the Information section, enter a name in the Item Name text box.
In the Item Price text box, enter a price for the subscription.
Optionally, check Enable Access Permissions if you'd like to restrict access to this Subscription Item based on Badges. Once the Subscription Item is saved, Badges will need to be assigned to the item via the Access Permissions related list on the item.
From the Description and Images section, best practices recommend to enter the Image URL, Display Name, Line Description, and Description. The Image URL, Display Name, and Description all display in the Community Portal. The Line Description is what displays on related receipts and invoices.
From the Item Attributes section, check the Is Subscription checkbox. This identifies the item as a Subscription Item.
Optional settings can be applied in the below areas:
Assignment Options: When enabled, the subscription and its benefits can be assigned to others Contacts. This is commonly used with Company or Organizational Memberships.
Enable Assignments - When checked, enables the Enable Assignments feature. If enabled on the item, it must also be enabled on the Item Class. See our Assignment Roles for Subscription Item Class page for more information.
Assignments Label - The label to display in the Membership wizard for assigning people to the subscription. This wizard displays in the Portal after selecting the Add to Cart button. It will display the Assign label if nothing is entered.
Require Assignments - When checked, a user will be unable to complete a sale for an item until all assignments available have been entered.
Restrict Number of Assignments - When checked, the system will limit the number of assignments allowed based on the value of the Maximum Number of Assignments field.
Maximum Number of Assignments - Conditionally required if the Restrict Number of Assignments checkbox is checked. This will set a maximum number of assignments that can be assigned the subscription.
Forms: Allows you to attach a form to the item. It will display when the item is purchased via the Portal.
Interview Form lookup - Link to an existing Form in the system. This does not need to be an "interview form." It can be any form created in the system. See our Creating a Form page for more information on creating forms.
Interview Form Display - The label displayed in the wizard for the step related to completing the form questions.
GL Accounts: Allows you to choose specific GL Accounts connected to the item.
Income Account - Credit account to use when posting revenue in an A/R transaction.
Refund/Credit Account - The account to debit when refunding/crediting customers who have purchased this item.
Adjustment Account - The debit account to use when posting invoice adjustments to invoices that have already posted A/R.
Deferred Revenue: Allows you set up Deferred Revenue on the item. Please see our Setting up Deferred Revenue page for more information. If the Subscription Item will be connected to a Lifetime Subscription plan, deferred revenue CANOT be used.
Click Save. The new Subscription Item record will open on the Details page.
Click the Manage Subscription Plans action. This will open the Subscription Plans Builder.
In the Select column, check the desired/applicable Subscription Plan(s).
In the Default column, select the Subscription Plan that will be the default selected when checking out in the Portal. Multiple Subscription Plans can be selected, but only one Subscription Plan can be marked as Default.
On the Subscription Item record, click the Edit button. The Edit Item modal will open.
Check the Is Active checkbox.
The Subscription Item is created and assigned to one or more Subscription Plans.
After configuring your Subscription Item and it's ready to be available for purchase in the Portal, you must add the Subscription Item to a Catalog. See the Creating a Catalog page for more information.