Managing Subscription(s) x Removing from Old & Adding to New

Purpose

This SOP outlines the process for updating a client’s subscription plan, ensuring accuracy and seamless transitions between plan versions.

Step 1: Verify Existing Client and Plan

Confirm that the client exists in the portal.
Ensure the client is already on an active plan with an active payment method.
- Navigate to the client’s profile and verify their payment status and plan details.

Step 2: Add the New Plan

Navigate to the Accounting menu.
Select Invoicing to gain access to the other menu options.
Select Subscriptions, which will display a dropdown menu. Then, choose Plans.
Click the Add Plan button.
Input the details of the new plan:
- Plan Name: Clearly indicate the new version (e.g., Demo Version 1 to 2).
- Other required details as per system requirements.
Save the new plan by clicking the Save button. Double-check the entry for accuracy.

Step 3: Configure and Update Forms

Navigate to the Forms.
Select Staff Subscription Adjustment | {{form id="22LSxWFB8ZPHuVFr2"}}.
Alternatively, you can click on Options and select Edit.
- Review the instructions embedded in the form for prerequisites and detailed steps.
On the Choice Block, which is field 4, select the down arrow to expand the field, and then choose Add New Choice:
- Add the name of the existing Plan and the name of the new Plan created in Step 2 as a choice.
  - Example: Label the option as “Demo Version 1 to Demo Version 2”
- Use the wrench icon to configure triggers and automations.
Update the automation settings to reflect the new plan:
- Select the Trigger Automation and expand to select to Manage Automations.
- Select the automation Manage Subscriptions. and add the details of the existing Plan and the name of the new Plan.
  - Cancel the client’s existing subscription (Version 1).
  - Activate the new subscription (Version 2).
- Ensure new subscriptions are assigned to the most recent payment method used by the client.
Save the form:
- Click Save after making changes.
- Save again at the bottom of the form editor before exiting.

Step 4: Adjust Subscription via Admin Panel

Navigate to the Admin menu in the left-hand menu.
Select Manage Subscription.
Follow these steps:
- Select the specific client using the Select User dropdown.
- Verify the client’s first and last name after the page refreshes.
- Choose the appropriate new plan from the dropdown menu.
Submit the update:
- Review all changes to ensure accuracy.
- Click Submit to finalize the transition.

Step 5: Finalize and Verify Transition

The plan transition will take effect on the specific date defined in the system.
Ensure that:
- The updated subscription details are accurately reflected in the client’s profile.
- Any automation or triggers associated with the plan transition have been executed.
Test the form to confirm functionality:
- Ensure at least one choice block is active for the form to operate correctly.
- Remove any outdated options as needed.

Additional Notes

Deleting Plans: To remove a plan option, delete the choice block within the form editor. Ensure at least one active choice block remains to maintain form operability.
Plan Activation Timing: The new plan will become active only after the transition date is reached and the Submit action has been executed.

Summary

Following this SOP ensures a streamlined process for updating client subscription plans, minimizes errors, and guarantees client satisfaction. Regularly review the forms and automation settings to maintain optimal functionality.

For reference, here are the Form Instructions for Updating the Submission Plan Form

Follow these steps carefully to update the submission plan form and ensure the process transitions the client to the new subscription plan successfully.

Prerequisites

Before editing the submission plan form, ensure the following conditions are met:

Client Status: Verify that the individual is already in the system as a client.
Existing Plan: Confirm that the client is currently on an existing subscription plan with a active Payment Method.
New Plan Creation: Ensure the new subscription plan that the client will transition to is already created and active in the system.

Step-by-Step Instructions

1. Edit the Submission Plan Form

Navigate to the backend editor of the Staff | Subscription Adjustment form.
If manually going to Forms, go to Options and select Edit to open the form editor.

2. Add the New Plan Choice

Locate Field 4 (the field for subscription plan choices).
Add a new choice for the newly created subscription plan.

3. Configure Automations for the New Plan

Before saving the form:
- Click the Wrench icon to next to the newly added choice to access the advanced settings.
In the Manage Automations section:
- Set up an automation to transition the client from their active subscription plan to the new subscription plan.
- Automation Settings:
  - Configure it to cancel the current active plan for the client.
  - Set it to activate the new subscription plan that was just added to the form.

4. Save and Update the Form

Once the new choice is added and the automations are configured, save the form to ensure changes are applied.

5. Process the Client’s Plan Transition

Open the Admin Menu and select Manage Subscription(s) to update the specific client's plan.
Select the Client's Name from the dropdown menu.
- Ensure the system refreshes and displays the client's current information before proceeding.
Select the Plan Transition option (the new plan choice).

6. Confirm the Transition

Verify that the client’s subscription successfully transitions to the new plan.

Key Notes

Always double-check that the new plan details and automation settings are accurate before applying changes.
Ensure that the selected client is correct and refreshed in the form to avoid processing errors.

Following these steps will streamline the process and prevent any misconfigurations during the plan transition.