Understanding Credits & Billing
What Are Credits?
Credits control how many sessions a client can attend. Each service type grants credits in a different way.
The Three Service Types:
1. Memberships (Subscriptions)
• Recurring billing via Stripe (weekly/monthly/yearly) • Credits refill each billing period • Example: "8 Sessions per Month" = 8 credits every billing cycle • Set credits to 0 for unlimited access • Continues as long as subscription is active
2. Packs (Prepaid Session Bundles)
• One-time payment for a fixed number of sessions • All credits granted immediately • Example: "10-Session Pack" = 10 credits to use • Default expiry: 180 days (configurable) • Can stack: buying another pack adds credits to existing balance
3. Passes (Time-Limited Access)
• Access for a set duration (e.g. 7 days, 30 days) • Default expiry: 30 days • Can be limited (e.g. "5 Classes in 7 Days") or unlimited (set credits to 0) • All credits expire when the pass window ends, used or not
Comparison:
| Feature | Membership | Pack | Pass | |---------|-----------|------|------| | Payment | Recurring | One-time | One-time | | Credits | Refill each period | Fixed, granted once | Limited or unlimited | | Expiry | While active | 180 days default | 30 days default | | Auto-Renew | Yes | No | No | | Stacking | No | Yes | Yes | | Best For | Committed clients | Flexible clients | Trials, short-term |
Quick Decision Guide:
• Ongoing monthly billing → Membership • Buy 10 sessions, use whenever → Pack • Unlimited for one month, one payment → Pass (unlimited) • Try 5 classes in first week → Pass (limited) • Prepay for the year → Membership (yearly) • Visiting for 2 weeks → Pass
How Credits Work:
Credits are reserved when you book an individual session and consumed when the session completes. This prevents overbooking. For recurring appointments set up by your trainer, credits are deducted when each session completes.
Credits ARE reserved for:
✅ Booking an individual session (reserved at booking, finalised at completion) ✅ No-shows (client loses the credit) ✅ Group class check-ins
Credits are NOT reserved for:
❌ Recurring appointments (deducted at completion) ❌ Cancelled appointments (credit restored)
How it works:
• Individual bookings reserve a credit upfront to prevent overbooking • Recurring appointments (set up by your trainer) deduct credits at completion — trainers can schedule months ahead without worrying about credit balances • Pack/pass clients cannot book when credits are exhausted • Subscription clients can book even with low credits — credits replenish each billing cycle
Cancellations & No-Shows:
Cancelled appointments:
• Credit is automatically restored when you cancel a booking • Status shows "Cancelled by Client" or "Cancelled by Trainer"
No-show appointments:
• Credit is NOT restored (client loses the credit) • Trainers mark no-shows from the calendar or dashboard • Status shows "No-Show"
Examples:
Membership: 8 sessions/month at $199/month
1. Client subscribes. 8 credits granted. 2. Books a PT session. 1 credit reserved. Balance: 7. 3. Completes the session. Credit confirmed. Balance stays at 7. 4. Cancels an upcoming session. Credit restored. Balance: 8. 5. No-shows a session. Credit consumed. No restoration. Balance: 7. 6. Recurring sessions (set up by trainer) deduct at completion automatically. 7. Next billing cycle: credits replenished.
Pack: 10 sessions for $720
1. Client purchases pack. 10 credits granted immediately. 2. Books a session. 1 credit reserved. Balance: 9. 3. Completes the session. Credit confirmed. Balance stays at 9. 4. Cancels a future session. Credit restored. Balance: 10. 5. Balance reaches 0: client cannot book more sessions until they buy another pack. 6. Pack expires after 180 days. Any unused credits are lost.
Pass: 5 classes in 7 days for $29
1. Client buys pass. 5 credits, valid for 7 days. 2. Attends 3 classes. Balance: 2. 3. Day 7 arrives with 2 credits unused. Those credits are lost. 4. If all 5 are used before day 7, no more classes until a new purchase.
FAQ: Why was my credit deducted when I booked?
When you book an individual session, one credit is reserved to hold your spot. If you cancel within the cancellation window, the credit is restored. This prevents double-booking when you have limited credits remaining. Recurring sessions set up by your trainer work differently — credits for those are deducted when each session completes.
FAQ: What happens if I book more sessions than my monthly credits?
Your booking will go through, but you'll see a heads-up if your remaining credits are low. Your credits replenish automatically on your next billing date. If you're regularly exceeding your monthly allowance, talk to your trainer about adjusting your plan.
Viewing Credit History:
• Clients: click "View Credits" in My Plan & Billing • Trainers: click any client, then "View Credit History" • Admins: Dashboard → Reports → Credit Usage Report
Manual Credit Adjustments:
1. Go to Clients → select a client 2. Click "View Credit History" or "Manage Services" 3. Click "Adjust Credits" 4. Enter the amount (positive to add, negative to subtract) 5. Add a reason (e.g. "Comp session", "Correction") 6. Updated immediately and logged in the audit trail
Credit Usage Report (Admin Only):
A full audit trail of credit transactions across your business: • Opening and closing balances per period • Every grant, deduction, and adjustment with timestamps • Running balance after each transaction • Filter by client, service type, or date range • Export as PDF or CSV