Subscriptions

A subscription is what a customer pays you: the description of the service, the price, how often it is paid, the grace days, the date until which it is paid and the items it covers (Plaspy devices, external ids or phone lines). With it Plaspy knows when each customer expires, whom to remind to pay and which devices to renew or stop.

Open the My customers menu and choose Subscriptions . You can also create them from a customer, in Contracted plans.

The subscription list

Filters:

• Customer: type to search an active customer.
• Status: Active, Past due, Suspended or Cancelled. (All) includes the cancelled ones.
• Item type: subscriptions with at least one Plaspy device, External id or Phone line.
• Plan: your plans or Open (custom values).

The list is sorted by expiry date. The columns are Customer, Description, Items (red when it has none), Detail, Plan, Price (the total of the period), Expires and Status. Last payment can be turned on from the column chooser. In each row, Register payment opens the registration of a payment and Copy payment link copies the payment link; neither shows on cancelled subscriptions.

Create a subscription

1. Click the round button (New subscription), or in the Contracted plans of a customer.
2. Search and choose the Customer.
3. Type a Description, for example Vehicle tracking, plate ABC123. It is what the messages and the payment page show; if you leave it empty, the plan name is used.
4. Choose the Plan, which fills in the price, period and grace days, or Open (custom values) to type them.
5. Check the Start date and Paid until; both start on today's date.
6. Click OK. Subscription saved shows and the dialog opens again so you can add the items.
7. In Items covered by this subscription, click and add each device, external id or line (see below).

Subscription fields

• Customer: required.
• Description: what the customer is paying for.
• Plan: with a plan, the price, period, grace days and checkboxes come from the plan and cannot be edited. With Open (custom values) you type them. If your user cannot use open values, that option does not show on new subscriptions (see Plans).
• Price: what each period costs. When it is charged per item, the Total for the number of items shows below.
• Period: how much time each payment adds to Paid until, from 1 to 120 days, months or years.
• Start date: when the service started. It is only a record; the charges follow the Paid until date.
• Paid until: the last paid day. A payment normally moves it; with the Update privilege on Subscriptions you can also change it by hand. The button next to the date registers a payment, which renews it; it does not show on cancelled subscriptions.
• Grace days: days after Paid until before the subscription is suspended, from 0 to 365.
• The price is charged for each item: a subscription with 10 devices pays the price ten times.
• Renewing extends the linked Plaspy devices: each payment gives the Plaspy devices of the list the new expiry date.
• Follow the customer's Plaspy account: shows when the customer has a Plaspy user (see below).
• Tags and Notes: your own data; tags can be used in the messages.

A saved subscription also shows the Payments and Notifications sections.

Subscription statuses

Plaspy checks the expiry dates every hour using today's date in your account's time zone. A payment turns the subscription Active again.

Subscription items

In Items covered by this subscription click , choose the Type and fill in its details:

• Plaspy device: search the device of your account by name, code or phone number and choose it in the list. The Phone number comes from the device and is changed in Plaspy. If the subscription renews devices, saving the item gives the device the subscription's expiry date and each payment extends it again.
• External id: equipment that is not in Plaspy, with its identifier (IMEI, serial or whatever you use) and, if you want, its Phone number. It is kept only for reference.
• Phone line: the Phone number of a line the customer pays you for. It is kept only for reference.

Each item has Notes and Tags. Click OK and Item saved shows. The same device, line or external id can only be in one subscription that is not cancelled; if it is already in another you will see … already belongs to another active subscription.

To remove an item, open it and click Remove. Removing it does not change the expiry date the device already has in Plaspy.

Follow the customer's Plaspy account

If the customer has a Plaspy user, the subscription can follow that user's devices:

• With Follow the customer's Plaspy account checked, the devices that user gains are added to the subscription by themselves. A new subscription for a customer with a user brings in at once its devices that are not in another plan yet.
• The button of the items section adds right away the user's devices that are not in a plan yet, and tells you how many it added and how many were left out because of the records limit.
• If you remove a device from a subscription that follows the account, following is turned off so the device is not added back, and you will see This plan no longer follows the customer's Plaspy account.

Plaspy also keeps the device names and numbers up to date, and removes from the subscriptions the devices that are deleted or moved to another account.

Cancel and reactivate

• Cancel subscription: confirm Cancel this subscription? The devices keep working until the paid date. The subscription stops getting reminders, stops counting in the records limit and its devices expire on the Paid until date. Subscriptions are not deleted: they are cancelled.
• Reactivate: brings back a cancelled subscription according to its date: Active if the paid date has not passed, Past due if it is still within the grace days, or Suspended otherwise. It needs room in the records limit for the subscription and its items, and those items must not be in another subscription.

Payment link

The Payment link button of the dialog copies the address of the page where the customer sees what it owes and pays online. See Payment link.

Requirements

• Subscriptions privileges: View (includes the payment link), Export, Insert and Update (change, add and remove items, cancel and reactivate). Administrator also allows open values. See User groups.
• Each subscription that is not cancelled and each of its items counts 1 in the records limit.

Related articles

• Payments
• Expiry reminders
• Change history