Subscriptions

Overview

A Subscription is an entity that supports payment tracking and controls a student’s enrollment in Programs. Subscriptions help schools manage ongoing participation, billing timing, and status changes related to student program involvement.

The Programs->Subscriptions section shows a list of students' subscriptions for programs with key details. Administrator can search and filter subscriptions by school, term, program, student, status, and date ranges.
This table with the aggregated data is customizable and can be edited using the Columns button.

The system automatically creates and updates Student Subscriptions based on Program, Section, and Student enrollment changes. Subscriptions are fully synchronized with the actual roster of Students in Program Sections and the Program lifecycle.

A new Subscription record in the "Active" status is generated automatically based on enrollment and program rules after a registration form is completed and program payment is received.
Additionally, One-time and Free programs will also generate subscriptions for tracking purposes.

Subscription Statuses

The Subscription has a system-defined status and cannot be edited manually. Status changes are recorded in the Events log.

Key behavior:

• When a Program becomes Active, each enrolled Student receives an Active Subscription.
• If a Program is switched to Draft or a Section becomes Inactive, existing Active Subscriptions are Paused.
• When a Program is Completed, Subscriptions become Completed.
• When a Program, Section, or Student enrollment is removed, Subscriptions are Canceled.

Available status values:

• Active — the subscription is currently in effect. The student is enrolled in the selected Program Section and the subscription is within its valid date range. Billing processing is performed according to the configured billing schedule.
• Completed — the subscription has naturally reached its end. This occurs when the Session End Date is reached (for Session-based programs) or when the subscription period ends according to the configured duration.
• Paused — the subscription is temporarily suspended. The student remains associated with the Program Section, but subscription processing and billing are temporarily halted until it is resumed.
• Canceled — the subscription was terminated before its natural end. This occurs when the student is removed from the Program Section, and no further billing or processing is performed.

Each subscription can be edited or cancelled by clicking the context menu to the right of each subscription record and selecting the required action.
Fig. 1. Editing/Canceling the Subscription

In this section Administrator can also add a new subscription manually if a student wants to enroll to the specific program, but hasn't filled in the online registration form.

If school staff wants to see the subscriptions related to one specific program:

1. Navigate to Programs -> Schools section in the panel menu on the left.
2. Select school, click the context menu on the right to the specific school and select "Sessions".
3. Select the required session and click the contenxt menu on the right to the session and click "Programs".
4. Select the required program and click the context menu on the right to the program and select "Subscriptions".
5. On the Subscriptions page, Admin will see a list of students enrolled on the specific program, section, subscription status, start date, end date, start bill date and next processing date. Next processing date can be edited via context menu button on the right to the student's name by selecting "Edit".