Edit a subscription

• Change a customer’s plan, resource, or rental plan
• Adjust subscription products or quantities when company members join or leave
• Add extra plans or resources to a subscription the customer already has, so they are billed together with its other items.

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Edit a subscription

1. Go to Customers > open the customer’s profile.
2. Press (…) next to the relevant subscription > Edit.

• When the change should take effect:
  • Immediately
  • On the next renewal date
  • On a specific future date
• Whether the customer is staying on the same billing cycle or switching to a different one.

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Add an item or create another subscription

• Add an item to the existing subscription when the charge should be added to the same invoice, on the same billing date as its other items — for example, a seat for a new company member, an extra desk, or a recurring add-on.
• Create a second subscription when the customer keeps their current one and the charge needs its own invoice, a different billing date, or a different cycle — for example, an annual membership alongside a monthly one.
• End the current subscription and create another when the customer moves off their billing cycle — for example, from monthly to annual.

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Subscriptions with the same cycle

• Immediately
• From the next renewal date
• From a specific future date

A change may need to take effect today — for example, a customer upgrades their plan mid-cycle, or a new company member joins and needs access right away:

1. Edit the existing subscription item, or add/remove a subscription item.

2. If adding a new item, keep the item’s Start date set to Subscription default.
   • Resource assignment, discounts, door, printing, and exclusive resource access are updated immediately.
   • Price, credits, and day passes are updated from the next renewal, when the new amount appears on the subscription’s invoice alongside its other items. The current period has already been invoiced, so the days left in it aren’t charged automatically.

Spacebring doesn’t prorate or charge the remaining part of the current period when a change takes effect mid-cycle. Add the charge yourself — put it on the upcoming invoice so the customer pays for those days on their next invoice, or issue a separate invoice for them now.

3. If pricing, credits, or day passes must change immediately:
   • If it’s an upgrade, add the charge for the remaining part of the current period to the upcoming invoice to bill it on the customer’s next invoice, keeping everything on one invoice, or issue a one-off invoice to collect it right away.
   • If it’s a downgrade, issue a credit note for the current month’s invoice to refund the necessary amount.
   • Manually add or deduct credits or day passes in the customer’s profile.
4. If an already invoiced period prevents you from setting the item dates you need, cancel the subscription and create a new one with the updated items, starting on the date the change should take effect.

Adding a new company memberA new person in a company uses the company’s subscription, so they don’t need one of their own: a personal subscription would give them separate allowances and its own invoice instead of the company’s.

1. Add the person to the company. They get everything the company’s subscription grants — door, printing, exclusive resource access, discounts, and resource assignments — as soon as they are added.
2. Add a subscription item for their seat and keep its Start date set to Subscription default, so it applies now instead of from a future date.
3. Bill the remaining part of the current period yourself, as above: that period has already been invoiced, so put the charge on the upcoming invoice, or issue a separate invoice for it now. The item’s own price is billed from the next renewal.
4. If the company needs more credits or day passes for the current period, add them to its balance manually in the company’s profile. The item’s own credits and day passes arrive at the next renewal.

If the subscription products remain the same, and you only need to update the price, credit, or day pass allowance, tax rate, or apply a discount coupon starting from the next renewal:

1. Click the existing subscription item and edit it directly.
2. These changes will take effect at the next subscription renewal by default.

If the customer rents a specific resource (such as a desk, office, parking space, or equipment) and you need to change it to a different resource, change quantity, or remove it starting from the next renewal, schedule it on the From a specific future date tab instead of editing the existing item directly. Otherwise, the changes will apply immediately.

Adding a new company member

• Add a subscription item for their seat, or edit an existing item, and leave its dates as they are.
• The new allowances and the new amount both take effect on the renewal date and are billed on that invoice, so there is nothing to bill manually.
• Add the person to the company on the renewal date. They get everything the company’s subscription grants the moment they are added, so adding them earlier gives them access before their seat is paid for.

If you want changes to take effect on a specific date or month, follow these steps:Change plan, resource, rental plan, price, quantity, credits, or day passes

1. Click the existing subscription item.
2. Set its End date to Custom.
3. Choose the date until which the current subscription item should remain active.

4. Add a new subscription item.
5. Set up the updated subscription details, and set its Start date to Custom.
6. Choose when the change should take effect (e.g., the day after the old item’s end date).

Add new products to a subscription

1. Click to add a new subscription item.
2. Select the new plan or resource, and set its Start date to Custom.
3. Choose when the new product should take effect. ​

Remove products from a subscription

1. Click on a subscription item.
2. Set its End date to Custom.
3. Choose when the product should be removed from the customer’s subscription.

Custom item start and end date rulesWhen editing subscription item start and end dates, keep the following rules in mind:

• An existing item’s end date can’t be set earlier than the last day of the current subscription period.
• A new item’s start date can’t be set earlier than the first day of the next subscription period. To have the change apply now instead, use the Immediately tab.
• If the next period has also already been invoiced (by advance invoicing or manually by an administrator):
  • The existing item’s end date can’t be earlier than the last day of the next period.
  • The new item’s start date can’t be earlier than the first day of the period after next.
• If you set an item’s start or end date to mid-cycle, charges are prorated.

Adding a new company member

• Add a subscription item for their seat with its Start date set to Custom, and choose the date the seat should start.
• The allowances and the amount both take effect on that date, and the amount is prorated when the date falls mid-cycle.
• Add the person to the company on that same date. They get everything the company’s subscription grants the moment they are added.

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Subscriptions with different cycles, billing dates, or invoices

1. Click (…) next to the necessary subscription > Edit.
2. Set End renewal to On date and choose the date until which the current subscription should remain active.
3. Save the change.
4. In the Subscriptions section, click Create to set up a new subscription.
5. Set the date when the new subscription should take effect.

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Other changes

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FAQs