Participant subscriptions: renewal, payment and cancellation
Automatic renewal requires a time-based membership whose plan permits renewals. It prepares the next period and, where applicable, the associated receivable and invoice. For actual usage, always check the subsequent period’s payment status too.
Prepare renewals
- Open the plan under Memberships & Passes.
- Under Renewal & Communication, enable Allow automatic renewal.
- Use Automatically renew new purchases by default to decide the initial setting for new personal memberships.
- Set reminder days from 0 to 365. For a fixed period, also enter duration and unit for the subsequent period.
- For an existing person, check the Automatic renewal switch in the customer profile. A plan change does not switch all previously granted personal memberships at once.
Usage passes cannot be renewed automatically. For further admissions, a new pass is purchased or an authorised administrative credit is made.
What happens for a subsequent period
edoobox can prepare the next period as early as the reminder date. It starts when the current period ends. The price, currency, tax, benefit and scope are taken from the plan details that apply when this next period is created. For a relative duration, the next term is calculated from those details; for a fixed period, the explicitly defined duration of subsequent periods applies.
A paid subsequent period creates a receivable and invoice. A free subsequent period requires no payment. A subsequent period paid early takes effect only from its intended start. An outstanding future invoice does not replace the current paid period early.
Renewal still requires an assignable plan with renewal allowed. A withdrawn draft or archived plan is unavailable for new subsequent periods. Therefore check existing renewals before changing sales status.
Example: Annual subscription with a reminder 30 days beforehand
The current membership is valid until 1 January 2027 at 00:00. With 30 reminder days, the next period can be prepared in early December. The person can pay the new invoice before the end of the year. The new period still starts only on 1 January 2027 at 00:00. Without confirmed payment coverage, the new period cannot be used as a paid entitlement after the old period ends.
Design and check the renewal reminder
Use the Membership: Renewal reminder system template. It supports details about membership and period end, along with appropriate payment, invoice and cancellation links. The complete guide with examples is provided under Design a subscription renewal reminder.
A reminder requires an ongoing time-based membership intended for this purpose with automatic renewal enabled. Cancellation at term end stops further renewal reminders for this renewal. For missing messages, also check sending configuration and the outbox.
Check membership payment and invoice
- In the customer profile, open Memberships and the affected period, or have the person open My memberships.
- Compare period, amount, currency and payment status.
- For an outstanding period, use the payment action and check the payment provider’s actual response.
- After payment, check the updated status. An existing valid invoice remains accessible even after full payment, provided the invoice action is displayed in the customer widget.
For a combined invoice, the entire invoice must be covered. A transfer only equal to the membership item does not necessarily activate its entitlement. Refunds and reversed payments may change coverage again. edoobox reconciles payment and entitlement; a membership already ended is not automatically resumed by this.
The Automatic renewal setting does not confirm automatic card collection. Check the outstanding or paid subsequent period and the payment actions actually available. The separate automatic payment with a saved credit card function belongs to billing for your edoobox organiser account. It does not pay a participant subscription’s subsequent period merely because a card is saved in the organiser account.
Cancel at term end as a customer
- In the customer area, open My memberships.
- For the renewable membership, select the available cancellation action. A personal cancellation link from an appropriate message can also lead to this process.
- Check the displayed end and confirm the cancellation action.
- Check the Cancelled at term end status and effective date.
Cancellation is complete only when confirmation and the new status are present. If the customer action cannot be completed, contact the organiser. An authorised admin can record the cancellation in the customer profile with a reason. In the current version, the confirmation page may open while execution fails because a reason is missing. Therefore rely on the stored cancellation status. As the organiser, record a failed customer cancellation using the admin process below and then check the term end.
After confirmed cancellation, the entitlement already in effect remains until period end. Cancellation is not an automatic refund. A non-renewable pass has no automatic renewal cancellation available.
Cancel at term end or end immediately as an admin
Open the person and the Memberships tab. Choose one of the two actions according to the desired result:
| Action | Result | Suitable for |
|---|---|---|
| Cancel at term end | Renewal is switched off; the current period remains usable until the displayed end. | Regular departure without prematurely ending a paid entitlement. |
| End immediately | The personal entitlement ends immediately for new uses. Depending on status, the action is available for active, scheduled or payment-pending memberships. | Incorrect assignment or an immediate ending expressly desired for substantive reasons. |
Both actions require a reason and confirmation. Afterwards, check status, outstanding subsequent period and invoices. An outstanding renewal receivable already prepared is considered in the cancellation process. If the next subsequent period is already paid, confirmed as free or partially refunded, cancellation at the previous term end may be blocked. Then clarify the period actually in effect and accounting before choosing another ending option.
Immediate ending does not silently change a booking benefit already granted retrospectively. If a discount should be removed from an existing booking, explicitly use Remove benefit there. The process is described under Bookings and deliberate corrections.
Distinguish new conditions, course cancellations and subscription cancellation
A newly published text version does not replace the text record of a completed individual subscription purchase. The automatic subsequent period contains a reference to the previous period and conducts no new interactive legal text confirmation. The generated invoice therefore does not prove renewed active consent. When plan conditions change, also check the associated communication and the effect of new subscription legal texts.
Subscription cancellation concerns its renewal or entitlement. Cancellation or withdrawal from a course booking concerns a booked course place. The offer’s cancellation conditions do not configure an equivalent subscription cancellation rule. For a combined request, check both processes and, where applicable, invoice and payment separately.
End the plan, personal membership and plugin separately
Withdrawing a plan stops new public purchases. Personal cancellation affects a specific person. Cancelling the plugin affects functional access for your entire organiser account and has its own conditions, particularly where price prerequisites exist. Before each action, check which result you want to achieve.
Scheduled plugin deactivation can switch off automatic renewals for ongoing memberships. Reactivating the plugin later does not automatically switch these personal renewals back on. Afterwards, check the renewal switch and next period for the affected people. Details are provided under Plugin term, billing and cancellation.