Manage participant subscriptions in the customer profile

Manage participant subscriptions in the customer profile

Coming soon: participant subscriptions

If you are interested, contact our support team. Activation for individual accounts may already be possible.

Under Memberships in the customer profile, you will find the selected person’s personal subscriptions and passes. Use this view for assignments, payment queries and traceable corrections. Edit the products themselves in the subscription manager.

Open a person’s memberships

1. Open the customer list and select the relevant person.
2. Switch to the Memberships tab. The active plugin and corresponding read permissions are required.
3. On the card, check name, status, validity or remaining uses, source and creation date.
4. For a time-based membership, check Period: date range, payment status, amount and available payment or invoice actions. Load further entries using Load more.
5. Under Details, read the events with timestamps and reasons before making a change.

A pending or failed incoming payment is a different situation from a subscription already expired. Therefore do not change the term merely to conceal an unresolved payment status.

Read statuses correctly

Display	Meaning for usage
Payment pending	The purchase is not yet covered by a corresponding payment. A stored order alone is not an active entitlement.
Scheduled	The entitlement starts later, for example at the start of a season pass already paid.
Active	The person can use the membership within its validity, scope and remaining uses.
Cancelled at term end	Automatic renewal has ended. A period already in effect remains usable until the displayed end.
Expired	The validity period has ended. An outstanding subsequent period must be checked.
Exhausted	The pass’s uses have been consumed.
Payment failed	Payment or its coverage was not confirmed. Check invoice, payment and any reversal or refund.
Cancelled	The personal membership has ended; it grants no new benefits.

Assign a membership manually

1. In the customer profile, select Assign membership.
2. Select a plan with Published or Internal use status.
3. Check the displayed plan, its regular price and term or number of uses.
4. Enter a meaningful reason, for example Transfer of an annual membership already paid externally or Goodwill pass for cancelled training.
5. Confirm the assignment and check the new status and history. For a time-based membership, also check the Automatic renewal switch: assigning the initial period free of charge does not rule out a later period that requires payment.

Manual assignment is a free administrative grant.

The displayed plan price informs you about the product. This action does not create a new sales receivable for the initial period or collect an amount. If a person should buy and pay for the subscription normally, use the public purchase process. For automatic renewal enabled later, the normal subsequent periods and their plan price apply.

An expired fixed plan cannot be newly assigned. If a second assignment is blocked, check existing active, scheduled or payment-pending memberships of the same plan and the setting for multiple simultaneous assignments.

Change term, uses and renewal

Changes require write permissions for customer memberships. The interface offers actions only when the current state permits them.

Your task	Procedure and effect
Adjust a time-based membership	Select Edit beside validity, set the new end and give a reason for the change. Afterwards, check the affected period and any scheduled cancellation.
Credit additional pass uses	Use the action to increase uses, enter a positive number and a reason. The credit remains traceable in the history.
Control automatic renewal	Change the Automatic renewal switch and confirm with a reason. The underlying time-based plan must permit renewal; it is unavailable for a usage pass.
End a personal membership	Deliberately choose Cancel at term end or End immediately. The effects are explained under Renewal and cancellation.

Changes require a reason and confirmation. If the same membership has since been changed elsewhere, reload the current state and check your input again. If results are delayed, do not blindly repeat an assignment; first check the card and history.

Check payment and invoice

For outstanding paid periods, the payment action leads to the appropriate payment process. An existing valid invoice remains accessible after full payment. Not every membership has an outstanding invoice: a free purchase or manual assignment creates no additional payment receivable.

If payment status is unclear, compare the complete invoice with its assigned payments. For a combined invoice, coverage of the individual subscription item is insufficient; the entire invoice must be covered. After an actual payment change, edoobox also updates personal status. A membership already ended is not automatically reactivated by a payment recognised late.

For subsequent invoices and paid mixed shopping carts, see Create and edit invoices.

Find people and assignments selectively

Use the Memberships & Passes filter in the customer list. You can select one or more plans and additionally narrow results to currently active memberships. An empty filter does not check a specific entitlement; for a booking query, always open the affected person.

In the subscription manager, a plan’s assignment overview shows the associated people and their memberships. Use the available search and status filters there to handle pending, active or ended cases. The dashboard additionally provides the latest purchases and bookings using memberships.