Managing live subscriptions

Once a subscription is live you manage it from the contact's Financial → Subscriptions section. Click the plan name in the subscriptions table to open it. A subscription has three tabs: Overview, History and Schedule.

Overview tab

The Overview tab shows the current state of the subscription — Subscription Id, status, arrears, plan, auto renewal, Paid to (paid-through date), start date, next debit and last batch. From here you can:

• Change subscription — switch plan, fee level or options. Mid-period changes are rebalanced automatically (see below).
• Pause — set the subscription to On hold. Choose the hold start date and optionally a planned resume date. No new periods are generated and direct debits are skipped while on hold.
• Resume — choose a resume date and decide how to treat the held period (see Holds & catch-ups).
• Cancel — end the subscription. The invoice for the current period is handled based on whether payments have been made (see Cancelling).

History tab

The History tab shows past periods — period start/end, totals, arrears, and the invoices and payments associated with each period.

Schedule tab

The Schedule tab is available for scheduled (gateway) payment methods. It lists upcoming payments with date, status, expected amount and projected balance. From here you can:

• Add new payment — for example a catch-up payment.
• Use the three-dots menu on a scheduled item to Edit the amount or date, Skip it, or Delete it.
• Extend Schedule — generate more future items. The schedule uses rolling generation and shows only a limited number of future items by design, so use Extend Schedule when planning longer payment plans.

Holds, resumes & catch-ups

Put a subscription on hold

1. Open the subscription.
2. Click Pause.
3. Choose the hold start date.
4. Optionally choose a planned resume date.
5. Click Save.

Resume and forgive held days

1. Open the subscription.
2. Click Resume Subscription.
3. Set the resume date.
4. Toggle Forgive days on hold on if you want to credit the held period.
5. Click Save.

If you forgive the held days, SwiftFox creates an adjustment on the relevant invoice that reduces the balance and shifts future periods. The adjustment is visible on the invoice with its reason and amount. Alternatively, resume with Require catch-up payments to recover the missed amounts, or add catch-up payments manually on the Schedule tab.

Mid-period plan or fee changes

If you change a member's plan or fee level partway through a common-period invoice, SwiftFox automatically rebalances the invoice with two adjustments:

• a negative adjustment removing the unpaid portion of the old fee for the remaining periods, and
• a positive adjustment adding the new fee for the remaining periods.

For example, changing $10/fortnight to $20/fortnight with 20 fortnights remaining produces a -$200 line and a +$400 line, leaving the member owing the correct net amount. Already-paid periods are never adjusted — only periods after the change effective date are recalculated, and the original invoice for previous periods remains as-is.

Cancelling a subscription

When you cancel a subscription, the current period's invoice is handled automatically:

• If no payments have been made on the invoice, it is voided.
• If partial payments have been made, the unpaid portion is written off and the invoice is marked Paid.
• Future periods that had not yet been generated are not generated.

The subscriptions grid filters by status

The Subscriptions grid on a person or organisation profile — under the Financial tab — filters by status, and excludes cancelled subscriptions by default. When you open the tab the filter control shows a count of 1 Filter, and the condition behind it is:

Where · Status · exclude · Cancelled

This is worth knowing before you conclude a subscription is missing. If someone tells you they had a subscription and you cannot see it on their profile, check whether it has been cancelled.

To see cancelled subscriptions:

1. Select the filter control above the Subscriptions grid.
2. Remove the Status exclude Cancelled condition, or change it to include the statuses you want.
3. Select Apply filter.

The grid's columns are Product, Fee, Options, Method, Status, Paid To and Payment Options, so once cancelled subscriptions are showing you can tell them apart by the Status column.