Managing a season

Season changeover from A to Z: preparing the new subscriptions, reassigning users in bulk, resetting credit counters to zero and tidying up accounts.

Preparing the new season's subscriptions

1. Go to Administration›Users›Access Rights›Subscriptions.
2. Open each subscription from the past season, then click Duplicate.
3. On the copy, adjust the name (for example the year), the start and end dates, and the price if necessary.

If your subscriptions are sold online in fixed cycles, the changeover is even simpler: add the next season's cycle to the existing product, and the past cycle stops being offered on its own.

Reassigning the new subscription in bulk

1. Go to Administration›Users›User Management.
2. Click Filters and filter by the old subscription to target the users concerned.
3. Click Select All, then open the Actions menu and choose Quick Edit.
4. Select the new subscription from the Subscription list and, if needed, tick Edit Subscription Dates.
5. Save: all the selected users are switched over in a single operation.

You can also reassign subscriptions by importing a file (Administration›Users›Import / Export›Import a File), which is handy if you prepare the season in a spreadsheet.

Resetting credit counters to zero

1. In Administration›Users›User Management, select the users concerned (or Select All after filtering).
2. Open the Actions menu and choose Credits.
3. For both Booking Credits and Guest Credits, choose Meter Upgrades and enter the target value, for example 0.
4. Save: all the selected counters are set to the same value.

Tidying up accounts

1. Filter the users who are not renewing their membership.
2. From the Actions menu, choose Suspend to temporarily block access, or Delete to move the accounts to the trash.
3. Open the Trash from the users page to restore an account moved by mistake, or to use Restore All and Empty the Trash.

Suspending rather than deleting is often the right move at the start of a season: the account, its past bookings and its counters remain intact, and a simple reactivation is enough if the member comes back in October.

Covering two activities with a single subscription

Each user can only have one subscription at a time. If your organization offers tennis and padel, for example, create a combined subscription rather than two separate subscriptions:

1. Create a single subscription (for example "Tennis + Padel").
2. In the Quota tab, open the Advanced Configuration then use Add a quota to define a specific quota for each group of calendars.
3. To set different prices, enable the credit system on the calendars concerned (Activate the credit system) and define rules in Booking Rates.
4. If certain subscriptions must not overlap on the same time slots, use the Rules tab and the Prohibit booking with other subscriptions option.