Summer Preparation Guidance - Managing your closures and timetable adjustments over holidays

As summer approaches, your timetable may shift, session dates might change, customers may come and go, and prices might need updating. Below are some key steps to ensure your summer activities, billing, and admin run smoothly.

For monthly billing based on session price 

If you're billing monthly based on a session price: 

• Adding exclusion dates will not update the price of any existing orders you have scheduled. 

• To apply the new exclusions correctly, you’ll need to follow steps in this order: 

1. Add the exclusion dates
2. Cancel existing orders
3. Allow new orders to be regenerated with the updated pricing – If these are auto-renewing orders, these will regenerate every 6 hours.

 
Helpful guides: 
Video: Managing orders 
How to manage exclusion dates 
 

If you are excluding a full month (e.g. August) 

If you're not running any classes in a month (e.g. closed in August), but want members to automatically renew into the next active month (e.g. September), ensure the following billing setting is enabled: 

‘Renew participants between schedules’ 

This allows attendees to skip a month and still renew into the following billing period. 

 
 If you are charging during an entire closure month 

If you still wish to charge customers even during a closure month, we recommend simply sending a one-off payment request, as there will be no sessions for the auto-renewal scheduler to bill for otherwise. 
 

Helpful guide: 
How to request an ad hoc payment 

 

For monthly billing with a fixed price

If you charge a fixed monthly price, you do not need to take any action. Exclusions will not impact on the fixed billing amount. 

 

Fixed-length schedules: Ending one, starting Another 

If you run block or term-based schedules, and a new schedule starts after summer: 

1. Ensure the next schedule is created in advance. 
2. In your product billing settings, tick ‘Enable automatic renewal’. 

Helpful guide: 

Why haven't members renewed onto the next schedule? 

 

Contacts – General Housekeeping

Summer is also a great time to tidy up your contacts list: 

• Remove or mark inactive any members who’ve left your organisation. 

• This can now be done easily from each contact record. 

Helpful guides: 

• Contact Record Overview 

• Video: How to Mark Contacts Inactive 

• Video: How to Remove Contacts from Products