Selling Products & Promotions

1. Connect Stripe before you launch

Parents pay you directly via Stripe Connect Express — funds land in your bank account, minus Stripe's processing fee and our 3% platform fee on term registrations.

1. From the admin dashboard, the onboarding checklist shows "Connect Stripe to accept payments" as a required step.
2. Click Resume Stripe Setup — Stripe's hosted KYC flow opens.
3. You'll need: business details, UK bank account (sort code + account number), and a photo ID.
4. Stripe usually verifies in under 5 minutes. Occasionally up to 24 hours.
5. Once verified, the dashboard tile flips to ✅ and we automatically provision your Stripe Customer Portal config so parents can self-serve subscription management. Zero manual setup.

2. Creating a product

From Commerce → Products, click New product. Choose a type:

On top of the platform fee, parents pay Stripe's standard processing fee (~1.5% + 20p). Both are bundled into a single transparent "Booking fee" line at checkout — they aren't deducted from your take.

Required fields

• Name (2–120 chars) — e.g. "Autumn 2026 — U10 Wolves"
• Price in £ — e.g. 120.00. Use 0 for free items.
• Status — Draft hides it; Published makes it appear on the public shop immediately.

Optional but recommended

• Description — what's included, what to bring, refund terms in plain English. Markdown supported.
• Capacity — once the cap is hit, parents see "Fully booked."
• Active from / Active to — outside this window, the product is hidden from /shop.
• Age min / Age max — restricts the product to a player age range.

3. Registration plans (the parent registration wizard)

A "registration plan" is just a product with the "Show on the parent registration wizard" toggle ticked. Whatever plans you publish appear as tiles on /register Step 3 — no more hardcoded trial/term/annual prices.

Four things to set on each plan

1. Toggle on: tick "Show on the parent registration wizard". The plan appears on the wizard once it's also Published.
2. Billing interval:
   • One-off — single charge via Stripe Checkout.
   • Monthly / Quarterly / Annual — recurring via Stripe Subscriptions (see §4).
3. Display order — lower numbers appear first. Default 100. Use 10/20/30 to control where each plan sits in the grid.
4. Free trial days (recurring only, optional) — set to e.g. 7 and parents get the first 7 days free; first charge happens after the trial. Leave blank for no trial.

Recommended starter set

For a new academy, publish at least three plans so parents have options:

Add a Monthlyplan (e.g. "Monthly Membership — £25/month") if you want recurring subscribers — see §4.

4. Recurring subscriptions

Pick monthly / quarterly / annual as the billing interval and AcademyOS routes the parent through Stripe Checkout in subscription mode against your connected account. Stripe auto-charges them on that cadence going forward, with the same 3% platform fee on every recurring charge.

What parents see

• On the registration wizard: a "Recurring" badge on the tile, plus a trial-day note if you set one.
• After signup: an automatic confirmation email with the next charge date.
• Ongoing: a Stripe-generated receipt email after every successful charge — no double-send from us.
• In their portal (/portal/subscriptions): live subscription status, recent invoices with PDF links, and a Manage subscription button that opens Stripe's Billing Portal for cancel + update card.

Cancellations

Parents cancel themselves from the Billing Portal — no support tickets to you. Cancellation takes effect at the end of the current billing period (no proration, no refund for unused time — that's the policy your guide can quote to parents). Once the period ends, the subscription is terminated and the registration is marked inactive.

Failed payments & dunning

1. First failure: parent + you both get an email. Stripe automatically smart-retries on its standard schedule (typically up to 4 attempts over ~2 weeks).
2. Eventual recovery: subscription returns to active. No action needed.
3. Final failure: subscription moves to unpaid / canceled. The local registration is auto-suspended (status=inactive) and both you and the parent get a "subscription cancelled" email.

Parents can rescue a past-due subscription themselves by going to /portal/subscriptions → Manage subscription and updating the card before the retry window exhausts.

Coach-side metrics (admin dashboard)

• MRR tile — active + trialing subscriptions normalised to a monthly figure (so quarterly/annual don't skew it).
• Active subscriptions count — how many parents are auto-renewing.
• Past-due count — your dunning early-warning indicator.
• Subscription badge column on the Registrations table (Active / Trial / Past due / Cancels [date] / Suspended).

5. Editing, archiving, deleting

You can edit name, description, price, capacity, booking window, age range, status, and the registration-plan toggles.

You can't edit the type or slug (URL) — both would break things.

Archiving and deleting are both reversible (soft-delete). Existing orders stay valid and refundable. Re-publishing brings the product back unchanged.

6. Promotions and discount codes

Voucher codes

From Commerce → Promotions → New, create a code parents type at checkout to get money off.

• Code — 3–20 characters, A–Z and 0–9 only. Auto-uppercased. Must be unique in your academy.
• Discount type — percent (1–100) or fixed (£ off).
• Valid from / valid to — optional date range.
• Max redemptions — total caps across all parents.
• Max per parent — defaults to 1.
• Applies to — restrict to specific products or product types if you want.

Sibling discount (automatic)

Auto-applied when a parent already has another active order with you. Only one active sibling promotion per academy at a time. Parents don't need a code — the discount appears at checkout.

Redemption report

Click Reportnext to any promotion on the Promotions page to see the full redemption log: parent name, email, product, payment status, total. Useful for understanding what's converting and chasing up unpaid orders that used a discount.

7. Orders and refunds

Commerce → Orders lists every order — parent name, product, total paid, status, and a link to the Stripe payment.

Issuing a refund

Click an order → Refund. You can refund the full amount or a partial amount.

• Stripe processes the refund — money returns to the parent's card in 5–10 business days.
• Order status flips to refunded or partial_refund.
• Stripe deducts the refund from your next payout.

8. The parent's checkout journey

For visibility, here's exactly what a parent experiences:

Standalone shop products (camps / events / one-offs)

1. Browses /shop — sees published products grouped by type, with capacity remaining shown.
2. Clicks a product → arrives at /shop/<slug>.
3. Fills in details + optional promo code → Buy now.
4. Stripe's hosted checkout opens. Pays via card / Apple Pay / Google Pay.
5. Returns to /shop/success — order is confirmed.

Term registrations (one-off and recurring)

1. Goes to /register — 5-step wizard.
2. Steps 1–2: parent + player details + medical consent.
3. Step 3: picks a squad, then picks one of your published registration plans.
4. Step 4: terms + medical consent + photo consent (optional).
5. Step 5: Stripe Checkout — single charge for one-off plans, subscription mode for recurring.

9. Multi-currency, taxes, payouts

• Currency — defaults to GBP. Each product stores its own currency, but the UI assumes GBP for now.
• Taxes — Stripe collects VAT in jurisdictions where it's registered for you. AcademyOS does not let you set per-product tax rates yet.
• Payouts — Stripe pays you on its own schedule (typically rolling 7-day for new accounts, then daily). Configure this in your Stripe dashboard.

Common questions