Packages & billing¶
A package is what a member is entitled to and how it is charged. The billing model is set per package, so you can run a monthly membership, a prepaid pack and pay-as-you-attend classes side by side.
Billing models¶
| Model | When a charge is created |
|---|---|
| Recurring | Automatically, on the package's trigger day each month |
| Usage-based | When a session is completed, for each member marked Present |
| Prepaid | Immediately, in full, when the package is assigned to a member |
| Manual | Never automatically. You post charges yourself in the ledger |
Recurring (monthly)¶
- Set the Billing Interval to Monthly and a Trigger Day of Month (1-31).
- The billing job runs daily (around 02:00 UTC) and also when the application starts, so a missed day is caught up.
- Short months clamp the day (day 31 bills on the last day of February).
- Each cycle is charged once. Re-running the job cannot double-bill a period.
- If South Dune was offline for entire cycles, those cycles are skipped. Post a manual ledger entry if that ever happens.
- Only Monthly is supported. Weekly billing is not available.
- A member's first billing date is the next occurrence of the trigger day on or after the day the package is assigned.
Warning
A recurring package without a trigger day never bills automatically.
Usage-based¶
- Charge = the package's standard price, per present member, per session.
- The session must use a usage-based package, and attendance is then required for that session.
- Charges are posted when you Complete the session. Absent and pending members are not charged.
- Walk-ins must be fully registered before the session can be completed.
Prepaid¶
- A charge for the full standard price is posted the moment the package is assigned and saved.
- South Dune asks you to confirm before saving.
- It cannot be undone automatically. Reverse it with a manual refund or credit entry on the account ledger.
- Re-assigning the package later (after removal) charges again.
Manual¶
Use for anything you invoice by hand. Assign the package to record entitlement, then add ledger entries as needed.
Removing a recurring package¶
When you remove a member's recurring package that has a charge already due, you choose:
- Charge, then stop: one more charge posts on the next billing date, then the package is removed automatically. Undo before that date to keep it.
- Remove now, don't charge: access ends immediately with no further charge.
Editing and deleting packages¶
- Manage packages under Settings → Organization → Manage.
- Deleting a package that has been used by sessions, assignments or ledger entries marks it Inactive instead of deleting it. You can Reactivate it later.
- You cannot delete the last active package in an organization.
Attendance caps¶
The package model includes attendance caps (unlimited or a limited number of sessions), but these are currently hidden and not enforced. All packages behave as unlimited.