Requiring payment methods from users is a great way to set your organization up for hassle free billing. If you wish to enable auto payments, requiring payments methods is a recommended first step.
Enabling this helps you:
Reduce missed payments – Ensure charges are collected automatically
Streamline onboarding – New users add payment details upfront
Protect revenue – Prevent users from creating billable activity without a payment method
Support auto-pay – A required step before enabling automatic payments
How payment method requirements work
How payment method requirements work
When payment method requirements are enabled, Optix checks whether a user or team has a valid payment method before allowing billable actions.
At a high level, the flow works like this:
An admin enables Require payment methods in Settings
A user attempts an action that could result in a charge (for example: booking a paid resource, purchasing a plan, or renewing a subscripti)
Optix checks whether the user or team:
Has a payment method on file, or
Is explicitly exempt from the requirement
If no payment method is available and the user is not exempt:
The user is prompted to add a payment method
The action is blocked until a payment method is added
Once a payment method is added, the user can continue normally.
How to enable payment method requirements
How to enable payment method requirements
To require payment methods:
Click Settings from the left-hand menu
Click User settings then select Onboarding
Click Require payment methods
Select the option 'Always required' under Payment methods. Enabling this will require all users to input a payment method before they can perform any actions within your workplace app.
You can also choose “Required only when users are incurring their first charge,” which lets users access the app and only prompts them to add a payment method once their first billable invoice item is created.
Note: This option will only show after you have connected a payment gateway on the 'Integrations' screen. If no payment gateway is connected, the system will skip this step.
How to exempt a user or team
How to exempt a user or team
When the requirement is enabled, you can exempt specific users or teams from this requirement. You may wish to do this for members who pay by alternative method outside of Optix (e.g. check, cash, or direct bank account transfer).
Click Users from the left-hand menu (click Teams tab if applicable)
Select the user/team who you'd like to manually disable auto-payments for
In their account panel, navigate to the Payment Method section on the left hand side and disable the toggle next to 'Required'
How this setting applies to users
How this setting applies to users
This requirement is global and affects both new and existing users:
If Always required is selected:
Any existing user without a payment method will be prompted to add one
If they delete their method, they will be immediately blocked from continuing until they add a new one
If Require only when users incur their first charge is selected:
Existing users will be prompted at the moment their next billable activity is generated, which only prompts them to add a payment method once their first billable invoice item is created.
Users/teams with a payment method exemption are not affected
1. For team accounts, the prompt/lockout is primarily enforced for team admins. Non‑admin team members may not be blocked unless it’s an upfront charge.
FAQs
FAQs
Will users be notified immediately after I change this setting?
Users are only prompted when they try to perform an action that requires payment (or immediately, if “Always required” and they lack a payment method).
Do payment method exemptions override this rule?
Yes. Exempt users/teams will never be required to add a payment method.
Does this setting impact plan renewals, bookings, and product purchases?
Yes. Any billable item will trigger the payment method requirement unless the user is exempt.
Troubleshooting
Troubleshooting
Users say they cannot proceed without adding a payment method
Check the Onboarding setting under Require payment methods — it may be set to Always required.
Users claim they were not asked to add a payment method
Make sure:
Your payment gateway is connected
Their account is not exempt
The requirement is set to “Always required,” or they have not yet triggered their first charge
An exempt user is still seeing the payment prompt
Confirm their exemption. In their account panel, navigate to the Payment Method section
Need more info on Settings?