When you add a client to a plan, a subscription is automatically created. A subscription can include one or more classes. You can also create multiple subscriptions for the same client by assigning them to different plans.
Table of Content
1. Quick Access
From the 🏠 Home page:
- Go to Quick Actions
- Click the ➕ icon next to “Clients” to open the Add Client form
2. Client Details
- Name – Select from existing client list by searching using name, email or mobile. Or you can enter name of the new client. For an existing client, their details will be auto populated.
- Profile Photo (optional) – Ideal size: 256 x 256 px
- Gender, Email, Phone
3. Subscription Info (Mandatory)
Under the Subscription tab:
- Plan – Select from active plans. You can add to a subscription (paid) or a trial plan.
- Classes – Choose one or more classes under the selected plan.
- Start date – Enter the start date and the end date is auto-set based on plan duration. If you manually change the end date, you will get the option to calculate the subscription amount on pro rata basis.
Ex. You add a client to a monthly plan of amount $1000 with start date as 16 April and enter the end date as 30 April, the pro rata calculation will automatically change the amount to 1000 x 15/30 = $500. You can manually change the amount too. - Sessions – If you selected a limited session plan, this field will be shown with the sessions allowed in the plan. You can edit it and also calculate subscription total on pro rata basis.
- Invoice date – You can change the invoice date.
- Invoice no – The invoice number is unique, prepopulated and can be manually changed by clicking on the Edit button below the field.
You can configure auto invoice numbering in Settings as per your requirement. - Tax details – If tax is enabled in settings, the default tax option entered in Settings is applied. You can change the tax applied by selecting the Custom field.
Optional Fields:
- Level – Select a level to filter classes and plans that you get to select from.
- One-Time Plan – Add fees like registration or starter kits here.
- Discount – Can be applied as a fixed amount or percentage.
If a discount is applied, you are given the option to apply discount only for this subscription or for upcoming subscriptions too.
And, if you have enabled taxes, you can apply discount before or after tax. - Referral Code – If the client was referred to by an existing client, using the offer code, apply the referral code here and, if valid, discount will be applied to both the referrer and referee as per the offer.
- Note – It is visible on the Invoice.
4. Payment Info
- Payment Type – Choose:
- Full
- Installment – if defined in the plan, the details are prefilled. You can edit them.
If you have received payment, toggle on the received payment option. It will show to payment detail page immediately after adding the student subscription.
You can add more details of the client in the following tabs
Basic Information (Optional)
Optionally, you can enter Date of Birth, Alternate mobile, Address, Blood group, Roll Number, School, Grade, User id, Date on which the client joined the academy.
3 files can be uploaded of up to 2MB each: doc, pdf, jpg, png.
Tags can be assigned to clients. These tags are available on the client list to help filter clients.
For ex. you may add your own tags like “Allergy” or “Health condition”.
Custom Fields (Optional)
You can add custom fields in Settings. These custom fields are then available for you to enter details (e.g., Height, T-shirt size)
Guardian Details (Optional)
Add guardian details here. Useful if parents would like to access the spyn CONNECT app using their own account to view the client’s subscription, messages, etc.
Tax Details (If tax enabled in settings)
The tax details entered here will be shown on the Tax Invoice.
spyn CONNECT code
Upon adding the client, a CONNECT code is generated for the client to login to the CONNECT app and view their details. This code is auto sent to the client via email, whatsapp and SMS (in India) if enabled in Settings. Click here to know more.