How to Create a Subscription

circuly first takes action as soon as your customer clicks on `add to cart”, “rent”, or “subscribe”  button in your webshop. 

As soon as your customer clicks on the button, the cart summary (circuly cart or your default shop cart) is displayed, where your customer sees the product overview. 

When your customers click on “order now”, they are taken to the circuly white-label one-page checkout. After going through the checkout and proceeding with the payment, a success message appears and your customer receives an automated Order confirmation email from the circuly backend. 

You can see all your incoming, existing and past orders in the Order List under the Orders tab.

An order is not a subscription meaning that when a customer goes through the checkout process on your website, all that happens is the customer tells you that they want a product on a subscription basis.

Reasons why a subscription is not automatically created:

  • Your customers might cancel their order.
  • The order may be within the early cancellation period.
  • Not all subscriptions start at the next possible date. Some customer pre-subscribe to products and book them so that they can get the product when they need it. 

Create a Subscription

There are multiple ways to create a subscription in the circuly operations backend. You can create a subscription from the following:

  • Orders Tab. 
  • Customer Tab
  • Bulk create subscriptions
  • Bulk upload subscriptions

1. To create a subscription for an order in the circuly backend, from the Orders tab, follow the following steps:

  • Login to your circuly backend with your login credentials and go to Orders
  • In the Order List locate the order you want to create a subscription for and click on it.
  • In the detailed order window scroll down to Product List and click on CREATE SUBSCRIPTION
  • In the Create Subscription window start by assigning a serial number to the product.  Either select a serial number for the product from GENERATE or enter it manually in the "Enter serial number" input field. 

  • Once you’ve inserted the serial number you can move on to selecting a Start Date for the subscription. 
  • Select the Start Date in the same window and click on CREATE SUBSCRIPTION.

NOTE: You can automate the process of selecting a subscription start date so that you don't have to manually select a date every-time you create a subscription. Learn more.

  • A subscription has been successfully created for the rental order.
  • Once the order has been shipped out by your warehouse, mark the order as completed by clicking on the three dots (as shown in the image below).
  • Once the subscription has been marked as fulfilled, the status of the order changes from Open to Fulfilled.

What happens next?

  1. The "Subscription activated" email is sent to the customer from the Email Templates.
  2. The order is displayed in the Subscription List under the Subscription tab because the order now has an active subscription attached to it. 

2. To create a subscription for an order in the circuly backend, from the Customers tab, follow the following steps:

All orders are displayed in the Order List in the Orders tab and the customer attached to the Order is displayed in the Customer List in the Customer tab. You can also create a subscription for an order from the Customer tab.

Here are the steps:

  • In your circuly operations backend, go to the Customers tab > Select a customer from the Customer List and click on it.
  • Click on the button that says PROCESS OPEN ORDERS.

  • In the displayed window, create a subscription how you normally would, that is by entering/selecting/generating a serial number, filling in the additional details and selecting a subscription start date.

  • The subscription has been successfully created.

  • Once the order has been shipped out by your warehouse, mark the order as completed by clicking on the three dots (as shown in the image below).

  • In the "Mark this order as completed" window confirm your actions by clicking on the MARK AS COMPLETED button.

  • Once the subscription has been marked as completed, the status of the order changes from Open to fulfilled. You can see the change under Status in the same Customer Overview window under ORDERS.

What happens next?

  1. The "Subscription activated" email is sent to the customer from the Email Templates.
  2. The order is displayed in the Subscription List under the Subscription tab because the order now has an active subscription attached to it. 

3. Bulk create subscriptions

In order to create a subscription in the regular way you have to select an order (or customer if you are using the customer tab to create the subscription) and go to the Order Overview to create a subscription. You can skip that by bulk updating Orders into Subscriptions.

Detailed steps: How to bulk update orders into subscriptions

4. Bulk upload subscriptions

With circuly you can create subscriptions in bulk and skip manually assigning serial number to a product in case you have thousands of orders coming in on a daily basis.

Detailed steps: How to create subscriptions in bulk

Additional Features Explained

Generate

Generate enables you to automate the process of assigning serial numbers to a subscription by simply picking out a product with an existing serial number from the inventory. 

Note: If you choose the GENERATE option then make sure that your logistics department picks out the order associated to the serial number picked by GENERATE. 

For proper tracking of the product, make sure to ship with the right serial number. 

Start Date

You can change the start date of the subscription in case their is a situation or use case that requires you to do so. The option to change the date is in the same window as the Create Subscription window. You can also predefine the start date so that you don't have to select the Start Date every time you create a subscription. Learn more about Start Date settings.

Connected Fields

Email Templates

1. When a customer places an order on your webshop, from the Email Templates, in the circuly backend the Order Confirmation email is sent out automatically. 

2. When you create the subscription, Subscription Activated email, gets automatically sent to the customer.

3. With the first payment, a Payment was successful email is sent to the customer with the invoice attached to it.

Subscriptions

After a subscription is created and is active, it also moves to Subscriptions.

Customers

The customer associated with the particular subscription is also shown in Customers.

FAQ's about Orders

What are bought products?

In circuly we call products that do not and will not have a subscription attached to it as bought products. Bought products are regular one-time transaction based products that your customer orders on your website when they are also placing a subscription/rental order.

Are both bought and rental products shown in circuly?

Yes, both bought and rental products end up and are shown in the circuly operations backend

How can I differentiate between bought orders and rental orders in circuly?

Bought products have the status "bought out" in the Order Overview to differentiate them from rental orders. When you select an order from the Order List and click on it, the window that is displayed is called the Order Overview.

Is any action required from my side for bought orders?

If the customer has a bought product in the cart and proceed to the checkout page and finally to the payment page, the price for the bought product is immediately charged, requiring no operational action from your side (the only thing of course is to make sure that the product is sent out to the customer but that is taken care of by your ERP or your shop and not in the circuly operations backend). At this stage the journey for bought order ends.

Is any action required from my side for rental products?

Yes if you have rental orders then a subscription needs to be created for the order. When the customer proceeds to the payment page with a rental order in the cart, only the initial payment for the order is charged. As soon as the order is placed, the order shows up in the Order List. To create a subscription for rental orders, follow the step by step guide given above.

In the Orders Tab you can see orders that do not have a subscription yet by clicking on the HIDE PROCESSED button. 

Alternatively orders without a subscription attached to it have the Order status = Open (under the Order & payment status column).

When you create a subscription the Order status continues to be Open and changes to fulfilled when you Mark the order as fulfilled. 

Difference between bulk update and bulk upload subscriptions

Both bulk update and bulk upload subscriptions essentially do the same thing that is update order into subscriptions in bulk. The difference between the two is that when you use the bulk update subscription feature, you select multiple orders from the Order List and create subscriptions for the selected Orders one by one without going into the Order detail view. 

When you use the bulk upload subscription feature, you upload a CSV template in the Subscriptions tab directly. 


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