Configuring a Subscription in Plus2

Problem

Administrators need to configure a membership subscription in Plus2 (its price product, subscription type and GMC settings) so it sells correctly in 360 and on Go Join, whether creating a new subscription or updating an existing one.

Resolution

1. Configure the Price Product

   • Go to Configuration > Financial > Products > Products.
   • Open the relevant subscription product (e.g. "Premium Adult Direct Debit"), or create one.
   • Ensure the ID follows your naming convention (e.g. ASUB1M0002 = all sites, subscription, one month, second in the range).
   • Make sure the Description is clear for front-of-house staff.
   • Assign the correct Department.
   • Only use the Standard Time Band and Price Level.
   • See Setting Up Price Products in Plus2 for every product field.

2. Add Prices

   • In the Prices section, ensure only one price level is available in the Purchase allowed box. If several are ticked, Go can't decide which one to give a customer who joins online.

3. Open the Subscription Type

   • Go to Configuration > Financial > Subscriptions > Subscription Types.
   • Open the subscription type, or create one.
   • ID: use the same ID as the subscription's price product so they're easy to match. If the membership doesn't change each year, don't add year suffixes; reuse it each year.
   • Description: up to 25 characters. It can appear online, so write it for customers.

4. Complete General Details

   • Payment Method: DD for direct debit subscriptions, or RCP for recurring card payments. Cash just means a manual payment method.
   • Calendar: select the appropriate calendar (e.g. Standard, made the default, or off-peak).
   • Site Group: e.g. all sites or a single site.
   • Priority: sets its position in the member's list of subscriptions, based on hierarchy (e.g. a paid membership above a gym-induction access subscription).
   • Ensure Members Only is ticked.
   • Duplicate Subscriptions / Prevent concurrency: don't allow duplicate subscriptions unless required, for example to let a renewal bought early start when the current one ends.

5. Configure Creation Rules

   • Set the duration in months (e.g. 1 month with automatic renewal). Use fixed start/end dates only if needed.
   • Set Start Day (e.g. 1st of the month) and Cut Off Day (e.g. 15th).
   • Enable Automatic Renewal; leave it off for one-off annual memberships.
   • Set Expired Subscription Retention Period if required: 0 keeps the expired subscription on the record for ever; e.g. 90 removes it 90 days after expiry.
   • Tick Include in Entry Point Checks. Set no maximum usage unless it's a usage subscription (e.g. 10 gym visits).
   • Enable Calculate Pro Rata Price.
   • Automatic Prorata Refund: optional, but tick it if members will upgrade or downgrade to or from this subscription in 360. It is required for 360 Change membership type.
   • Apply to links: tick if the membership is shared by linked members (family, couple, group). It is required for Go group and linked memberships, and can't be applied retrospectively to existing subscriptions.

6. Add the Products

   • Use the Add Product button to include:
     • The monthly charge product line (the price product).
     • Joining fee (set as one-off). See Joining Fee, Promo and Till Products in Plus2.

7. Configure Advanced Settings

   • On the More Details tab:
     • Set Subscription Colour for visibility.
     • Assign the Subscription Type Group used for reporting and by 360 workflows; see Setting Up Subscription Type Groups for 360 Workflows.

8. Configure Web Availability (if sold online)

   • On the Web tab, tick Purchase via web and select the sites where the subscription should be sold. Together these make it available to Go Join.
   • Do not select the Head Office (HO) site.

9. Save

   • Click Save.

10. Configure Gladstone 360

    • Go to Gladstone Management Console (GMC) > Configuration Manager > Gladstone 360 Front of House > Subscription Types (Sub Types).
    • Locate the required subscription and set:
      • Price level (e.g. Adult), matching the one ticked on the price product.
      • Status (e.g. Current Member).
    • This enables workflow configuration and online availability. Without these the subscription won't show on Go, and Operator can't create a deep link for it.
    • The subscription type group must also be ticked in GMC Front of house subscription type group before 360 workflows can offer it. A new group created in Plus2 doesn't appear until ticked.

11. Map it in Operator (if sold on Go)

    • Map the subscription to a unique tag pathway in Operator (Configuration > Memberships > Member Types). See Setting Up Go Join Tag Groups and Mapping Memberships.
    • A future sale date in Operator pre-sells it: customers can buy now but it starts on that date.

Notes

• Permissions to create and edit Subscriptions and Products in Plus2 are required.
• Every membership sold in 360 or on Go is a Plus2 subscription type with a price product behind it.
• Rules for subscriptions sold on Go:
  • Give each subscription its own price product. Where prices differ, use a separate subscription and price product. A Go tag can never select a different price.
  • One subscription per price level. Each Go Join pathway needs its own subscription whose price product has only one price level ticked. If you previously sold one subscription to several price levels, create extra subscriptions (e.g. separate adult and senior annual) before going online.
  • The Plus2 instalments option still appears on subscriptions but doesn't work with Direct Debit or RCP. Don't use it for new subscriptions.
  • Legacy subscriptions built for older Plus2 wizards (for example a one-month rolling subscription forced to end after 365 days) often don't work on Go. Create new online subscriptions and price products instead. The new subscriptions also work in 360 workflows, and old ones die out as members leave or renew.
• Taking a membership off Go: untick Purchase via web. It disappears from Go Join, but its buttons stay in Operator until you untick its tags there.
• Annual price increases: a scheduled price change on existing subscriptions is far less work than creating new subscriptions each year, because every new subscription also needs a GMC Sub Type and an Operator mapping. See Changing Prices for Products and Subscriptions in Plus2.
• Retiring a sold subscription: it can't be deleted. Move it (More details) to a group that isn't ticked in the GMC, such as Miscellaneous.
• Impact on Go Join: the purchase-screen breakdown (pro-rata today, then the recurring amount) comes from the price product.
• GMC Sub Types are covered in Configuring Subscription Types (Sub Types) in the GMC.
• Related: Direct Debit Set-Up in Plus2; Recurring Card Payment Set-Up in Plus2; Troubleshooting: Subscription Not Showing on Gladstone Go.

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