2015-4Q: Billing: Primary/Secondary Options for Subscription Override

Section One: Feature Overview

A new feature has been added to SIMPLer which will help manage situations where a new subscription should temporarily override the customer's usual subscription for a defined period.  

Section Two: Feature Use Cases

Current use cases for this feature are:
  • Vacation/Seasonal customers: Customers who go on "vacation" for certain times of the year and would need to have their usual subscription de-activated for a defined period and replaced with a smaller monthly fee.
Section Three: Feature Main Settings

In using the feature there are three main settings to be aware of.

1) Under the Settings - Modify WISP page, as shown in Fig. 1, there is an option called "Subscription Default Override Period" as shown in Fig. 2.

Fig. 1: Modify WISP

Fig. 2: Subscription Default Override Option

The purpose of the setting is to simplify, and automate the settings of valid to/from dates when setting a customer to have a primary subscription override the secondary subscription. We will explore this concept further when setting up an example use case in section four. If this option is not configured, it will default to using a value of "6 months". This means that when a subscription is set to "primary" it will automatically override the "secondary" subscriptions from TODAY until exactly 6 months from today.

2) Under the PRODUCTS page, under every individual product there is a field called "subscription details default override" that can be set on a per product basis. The field location is shown in Fig. 3. The purpose of the field is to pre-define how a product will react to the override:
  • Primary: Any subscriptions set as primary will take over from any set as secondary during their valid to/from dates.
  • Secondary: Any subscription set as secondary will not be active for the period the primary subscriptions are active.
  • Blank: The subscription will carry on as normal, and remain active even when the primary subscription is active.

Fig. 3: Default Override Option per product

3) There is also a subscription level version of "subscription details default override" and the option for "override" is shown in Fig. 4. The subscription highlighted in red will take over from December 8th to June 8th and the subscription highlighted in green, as it is set as secondary will be overridden until June 8th.

Fig. 4: Subscription Level Override

Section Four: Example

Customer training test is on a monthly package for $52.70 (see fig. 4). The customer calls the office and would like to go on vacation today, for six months.

Fig. 5: Monthly Package

The following steps should be taking when setting up the vacation customer:

Step One: Navigate to the subscription details on the customer account and click "modify".

Fig. 6: Modify Subscriptions

Step Two: Select the vacation package and set it to the override option "primary" and set the regular subscription to the "secondary" option to make sure it is overridden during the vacation period. The valid to/from dates will automatically set FROM today's date TO six month's time, but can be adjusted manually if required.

Fig. 7: Vacation Package setup

Step Three: Click update subscriptions as per Fig. 8.

Fig. 8: Update Subscriptions

Step Four: Tonight, at 11.15pm, the system will scan for any overridden subscriptions and will calculate and generate an invoice for December 9th - January 1st for a prorated amount of the vacation product, and crediting back the already invoiced portion of the December 1st invoice.  On June 9th 2016 the system will revert to billing for the regular product.

Fig. 9: Subscription Details

Section Five: Changes

If a customer decides to change their mind about a vacation date after the invoice has been generated, it is best to remove or credit the invoice and start again by changing the dates.