Not all your students pay through the app. Some pay at the front desk in cash, others bring a check or a sports voucher. You can create their membership yourself and record what you collected, so their class access and your books stay right.
1. Create a subscription for a student
From your active memberships (the Member subscriptions menu entry), the Create subscription button opens the form. Pick the student, the product, and check the total amount.
The amount is prefilled with the product price. You can change it if you agreed on a special rate.
2. Split the payment between several methods
A single payment can mix several methods: 200 euros in cash, a 100 euro voucher, the rest by card. Tick each method and enter its amount. The Left to allocate line must reach zero.
Only the methods you enabled in your payment methods are offered. A voucher missing? Enable it first.
3. Payment already collected or payment link
If the money is already in the till, tick Payment already collected: offline payments are marked confirmed and the membership is validated right away. The student sees their classes the next time they open the app.
Otherwise, leave the box empty: the membership is created as pending. For the part paid by card, the student receives a payment link and pays from their phone.
4. Add a payment or a discount later
A student who pays in two installments at the desk, or one you grant a family discount to? Open their membership, then Edit enrollment.
Add a payment records a new installment with its method. Add a discount lowers the amount due, with a note so you remember why: “Family discount”, “Loyalty discount”. The summary at the bottom shows what was paid and what is left.
5. Confirm pending payments
When a student picks cash or check themselves in the app, their payment lands in your Pending payments queue. It stays there until you confirm you received the money.
The screen has three tabs, each with its own counter:
- To validate: offline payments (cash, check, transfer, vouchers) that only you can confirm. It is the only tab waiting for an action from you.
- To pay: online payments the student has to complete themselves, such as an unused card payment link, or a failed payment. Reach out to the student: you cannot pay on their behalf.
- Scheduled: card or SEPA installments that will be charged automatically, and SEPA debits being settled. There is nothing to do, Stripe handles it. While a SEPA debit is being settled, the student already has access to their classes.
Go through To validate after every class where you collected money at the desk. An unconfirmed payment leaves the student without access to member-only classes.
6. Follow an enrollment’s details
Click a student in pending payments, or a row in the payment history: their enrollment details open, with the amount paid out of the total and what is left to pay.
Payments are sorted into four blocks:
- Payments to validate, with the Validate button on each offline payment, or the Student pending label when it is up to the student to pay;
- Failed payments;
- Validated payments;
- Upcoming installments, for a payment in installments.
On a product with a commitment, a breakdown by commitment period replaces the plain total: Year 1, Year 2 (or Period 1, Period 2 depending on the length), each with what was paid, and the current period flagged.
On a validated payment, Generate invoice creates the invoice for that payment. You can then get it with Download invoice, once the “PDF generation in progress” label is gone. The button only shows if the academy’s billing configuration is complete, and never on a discount, which is not a payment received.
7. Remove an enrollment recorded by mistake
Wrong product assigned, a student who never actually starts: Remove subscription ends an enrollment paid offline, from the Actions block of the details.
After confirmation, the student loses access and payments not yet collected are canceled. Payments already collected and their invoices are kept: refund the student yourself if needed. The action cannot be undone.
The button only appears if Stripe has collected no money on this enrollment. A membership paid by card or SEPA Direct Debit is refunded and canceled through Stripe, not with this button.
If the student still cannot see their classes
Check that the membership is not still pending, then that the chosen product actually gives access to the classes in question. A product with no included classes opens access to nothing.