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Our business is updating our memberships (Plans and Passes). What does this mean for our Users? How can I manage this change in Optix?
Our business is updating our memberships (Plans and Passes). What does this mean for our Users? How can I manage this change in Optix?

As an admin, learn what to expect when updating your Plan templates, and how to manage your existing Users’ active Plans.

Kelly Yoon avatar
Written by Kelly Yoon
Updated over a week ago

Are you planning to update your Plans? Whether you're looking to restructure your pricing or re-brand your space, it’s important to understand what this means for your Users in Optix and how to make these changes in your dashboard. Below are 3 ways you can update your Plan templates for your existing and new Users:

  1. Update the Plan template price of both the existing and new Users'

  2. Add new allowance to the Plan template of existing Users

  3. Transfer existing Users from one Plan to another

Relevant resources:

Example 1: How do I update the price of my Users' Plan template and what happens?

Company A wants to increase the price of their Plan A and Plan B starting next month. With this new update, they would like to achieve the following:

  • Allow current Users on Plan A to be grandfathered into the old price

  • Increase the price for their members on Plan B

What would they need to do to ensure a smooth transition?

Note: Updating the Plan template will only affect Users who purchase them after the update. Anyone who purchased the Plan previously will not be affected

Step 1: What would you need to do for existing Users who purchased Plan A?

First and foremost, you will need to adjust the pricing of both Plans template A and Plan template B.

You do not need to make any changes for Users who are on Plan A, as the update does not affect their Plans.

Step 2: What would you need to do for Users who already purchased Plan B?

You will need to make manual changes to the price of the current Users' Plan B by bulk updating the active Plans:

  1. Click on Plans and All Plans from the left-hand menu

  2. Use the filter on the top of the dashboard to select all the Users on Plan B

  3. Click Bulk edit

  4. Click on Update prices to adjust

  5. Click Save

You should see the updated price right away.

Note: The Users will be charged with this new price next billing cycle.

Example 2: How do I offer a new allowance to my Users' Plans?

Company B just finished renovating another conference room, which is now available for all the Users to book. They’ve already added the allowance to this room to all the Plan templates, but how would they make this available for Users who purchased these Plans before the update?

Step 1: What would I need to do to give existing Users access to the new allowance?

You will need to bulk edit current Users' Plans to add allowances for the conference room:

  1. Click on Plans and All Plans from the left-hand menu

  2. Use the filter on the top of the dashboard to select all the Users on the Plan of interest or by Plan template at a time

  3. Click Bulk edit

  4. Click on Add or remove items

  5. Add the allowances to the new conference room

  6. Click Save

Note: Only matching allowance can be removed or replaced when bulk updating active Plans.

Note: The Users will have access to this allowance in the next allowance cycle.

Step 2: How do I offer this allowance to the conference room immediately to our Users?

Because updating the Users' Plans takes effect in the next billing cycle, you will need to manually add a custom allowance for the conference room for the rest of the current cycle if they want to offer it immediately:

  1. Click Users from the left-hand menu

  2. Click on the User/Team of your interest

  3. Click Allowance from the right-hand side

  4. Click on Add Allowance

  5. Select Custom Allowance

  6. Add the allowances for the conference room

  7. Set the expiration date for the end of the current allowance cycle

  8. Click Save

Example 3: How do I transfer my Users from one Plan to another?

Company C is restructuring their memberships and needs to move all of their members from Plan A to Plan B without changing their billing dates.

Step 1: How do I transfer my Users from Plan A to Plan B?

You can 'switch' your Plan A members to Plan B by simply bulk updating their current Plan:

  1. Click on Plans and All Plans from the left-hand menu

  2. Use the filter on the top of the dashboard to select all the Users on Plan A

  3. Click Bulk edit

  4. Click on Add or remove items. Add the allowance to the new conference room and remove the allowance as necessary

  5. Click on Update prices to adjust the price if necessary

  6. Once the update is complete, click Save

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