Subscription Settings: Explained

Subscription meta data

Default value in settings: 0 (Zero)

When you create a subscription for an order, in the Create Subscription window there are some default input fields, such as serial number and start date and there is also the option to add additional input fields such as driver licence, car number etc. (See image below)

Screenshot of the circuly operations backend settings - subscription meta data

These additional fields can be defined in the Subscription meta data setting. 

Screenshot of the circuly operations backend settings

Past start date

Default value in settings: disabled switch 

Subscriptions usually have a start date in the future. But if you have orders with a subscription start date in the past, this setting allows the creation of subscriptions even if the date is in the past. 

Screenshot of the circuly operations backend settings - past start date

Unpaid subscriptions 

Default value in settings: disabled switch 

Enabling the switch for the Unpaid subscription setting allows a circuly backend user to create a subscription even if the initial payment hasn't gone through or been collected yet. 

Screenshot of the circuly operations backend settings - unpaid subscription

Use case

When your customer goes through your checkout and places an order an initial payment is charged and an order is created in your shopsystem and in circuly. In the circuly Operations Backend you can then create a subscription for the order to start collected recurring payments. 

Typically subscriptions cannot be created if the first initial payment fas failed. The reason why the first payment fails could be anything from insufficient card balance to some other problem with the payment method. When that happens you ideally don't want to create a subscription for an order until your customer has given you confirmation that the payment method is updated and can be charged again. 

However if you do not collect any initial payment on the checkout and still want to allow a circuly backend user to create a subscription for such order, you can enable the switch for this setting. 

Auto activate offset 

Default value in settings: 0 (Zero)

When you use the Auto activate subscriptions settings to automatically create a subscription for orders that are marked as completed, the start date for these subscriptions is based on the value you add in the Auto activate offset setting input field. The subscription start date is always today + the value you insert in the Auto activate offset setting input field, unless the start date is selected during the checkout and is further in the future. In that case, this setting does not override the start date selected during the checkout process. 

Screenshot of the circuly operations backend settings - auto activate offset

Use case

All subscriptions have a subscription start date. When you create a subscription in the regular way, you have the option of selecting a start date for the subscription in the Create subscription window. However if you do not want to select a subscription start date manually every time, you can define a value in the Subscription start date setting. Now every-time you create a subscription, the subscription start date is automatically selected based on this value. 

However when you mark an order as completed (the MARK COMPLETED button in the Orders tab) and automate the process of creating a subscription by turning the switch for the Auto activate subscriptions setting, the start date of these subscription is not as per the subscription start date setting but instead the Auto activate offset setting. 

Dependent settings

The Auto activate offset setting is dependent on the Auto activate subscriptions settings and the two work together in combination. 

Auto activate subscriptions 

Default value in settings: disabled switch 

Enabling the switch for this setting allows you to automate the process of subscription creation when you mark an order as completed. 

Screenshot of the circuly operations backend settings - auto activate subscription

Use case

In the circuly Operations Backend there are multiple ways to create a subscription for a new order (manually, bulk update, list upload, marking as completed). One of the ways is to mark an order as completed (the MARK COMPLETED button in the Orders tab). 

When you mark an order as completed, the status of the order changes from open to fulfilled. But you still need to create a subscription manually for the orders you mark as completed because marking an order as completed is only for internal use and to differentiate completed orders from open orders. 

However if you want to automate the process of creating a subscription when an order is marked as completed, you can turn on the switch for Auto activate subscriptions. 

After you turn on the switch for this setting, subscriptions will be automatically created when you mark an order as completed. 

Dependent settings

The Auto activate offset setting is dependent on the Auto activate subscriptions settings and the two work together in combination. 

Auto renew subscriptions

Default value in settings: disabled switch

If you turn on the switch for the Auto renew subscriptions setting then subscriptions are auto-renewed at the end of the subscription period. 

The duration for the auto-renewed subscription is variable:

  • It can either renew by the original subscription duration (that is if the original subscription had a subscription duration of 12 months then when it it is auto-renewed through this feature, the auto-renewed subscription duration will be 12 mnths). 
  • Or you can define a custom value in the Custom auto renew duration setting. When you define a custom value then the subscription duration will be auto-renewed not by the original subscription duration but base don the value in the Custom auto renew duration setting. 

Screenshot of the circuly operations backend settings - auto renew subscriptions

Dependent settings

Custom auto-renew subscription duration and Custom auto-renew duration. 

Explanation

If you want to auto-renew the subscription by its original duration then do not turn the switch on for the Custom auto renew subscription duration setting and do not add a value in the Custom auto renew duration setting input field. 

However if you want to auto-renew the subscription by a custom duration then turn on the switch for the Custom auto renew subscription duration setting and add a value in the Custom auto renew duration setting input field. 

Custom auto-renew subscription duration

Default value in settings: disabled switch

The Custom auto-renew subscription duration setting allows you to renew a subscription by a custom duration instead of subscription’s original duration. 

Screenshot of the circuly operations backend settings - custom auto renew subscriptions

Use case

In some countries (like Germany), there are consumer laws that prevent companies from renewing subscription contracts for extended periods of time. However, as per the law, subscription contracts can be extended for an additional month until the customer requests a cancellation. 

Dependent settings

The Custom auto-renew duration is dependent on the Custom auto-renew subscription duration. When you turn the switch on for Custom auto renew subscription duration, you also need to add a numeric value in the Custom auto renew duration setting input field and vice-versa. 

Additionally, remember to turn on the switch for Auto renew subscriptions setting for Auto renew to work. 

Custom auto renew duration 

Default value in settings: 1 (One)

The custom auto renew duration setting allows you to define a custom value for the extension of the subscription duration. 

Screenshot of the circuly operations backend settings - custom auto renew subscription duration

Use case

When you want to auto renew subscriptions by a custom value and not by the original subscription duration, you can do so by turning on the switch for auto renew subscriptions and Custom auto renew subscription duration and then adding a numeric value in the input field for custom auto renew duration. 

Subscription start date

Default value in settings: 5 (five)

The subscription start date setting allows you to automate the process of selecting a subscription start date when you are in the step of creating a subscription. The value you add here defines the start date for all subscriptions. Based on the value you add here, the subscription start date will always be today + this value.

Screenshot of the circuly operations backend settings - subscription start date


Use case

Adding a value in the Subscription start date setting input field lets you automate the process of selecting a subscription start date so that you dont have to manually select a date every time you create a new subscription from an order. 

The value you add here should ideally be based on the amount of time you need to deliver the product to your customer. 

Reactivate subscription

Default value in settings: disabled switch

The Reactivate subscription setting allows you to automatically reactivate subscriptions with the “pending return” status if they are not returned to you until the Return until period.

Subscriptions are reactivated after x days. You can define a  value for x in the Reactivate subscription period (days) setting input field. 

Screenshot of the circuly operations backend settings - reactivate subscription

Use case

Subscriptions go into pending return for reasons such as cancellation, swap, subscription duration end etc. In all these cases, you expect the product to be returned to you. If your customer does not return the product until a specific time period, you want to reactivate the subscription and continue charging the customer for their subscription. 

To do so, you can turn the switch for Reactivate subscription, then add a value in the Return until period setting and also in the Reactivate subscription period (days) setting. 

The Reactivate subscription setting switch reactivates the subscription when turned on, after x days if the product hasn't been returned until the value defined in the Return until period setting. 

Dependent settings

The Reactivate subscription setting works together with the Reactivate subscription period (days) and the Return until period. 

Maximum duration

Default value in settings: 0 (Zero)

The maximum subscription duration allows you to define the maximum length or duration a subscription can have even with auto renewals. 

If this value is reached then the subscription is automatically ended. 

Reactivate subscription period (days)

Default value in settings: 7 (Seven)

The Reactivate subscription period (days) settings allows you define the number of days after which a subscription is reactivated if it hasnt been returned until the Return until period. 

Screenshot of the circuly operations backend settings - reactivate subscription period days

Dependent settings

The Reactivate subscription period (days) setting works together with the Reactivate subscription and the Return until period setting. 

Return until period

Default value in settings: 14 (Fourteen)

The Return until period setting allows you to define the number of days within which your customer is supposed to return their subscription product. When a subscription gets a pending return status, the system automatically starts counting the number of days within which the customer should return the product. 

If the customer does not return the product within the Return until period a few things happen:

  • Your customer care is notified about the unreturned products. 
  • The customer is sent reminder emails to return the product. 
  • The subscription is reactivated after x days ( value of x is defined in the Reactivate subscription period (days) setting). 

Screenshot of the circuly operations backend settings - return until period

Dependent settings

If you do not want to reactivate a subscription even if the customer has not returned the product within the Return until period, then you do not have to turn on the switch for Reactivate subscription and insert a value in the Reactivaze subscription period (days) setting. 

If you wnat to reactivate a subscription if your customer fails to return your products within the Return until period then turn on the switch for Reactivate subscription and insert a value in the Reactivaze subscription period (days) setting. 

Cancellation Reasons

Default value in settings: Empty list

In your customer self-service portal your customers have the option to cancel their subscriptions. You can additionally add a list of cacnacellation reasons and make it available in the customer self-service portal, so that your customers can select a cancellation reason when cancelling their subscriptions. 

Screenshot of the circuly operations backend settings - cancellation reason

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